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HomeMy WebLinkAbout03/09/2009 Clarin n Ener 'zin Ontnrio� 'i GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: March 9, 2009 TIME: 9:30 A.M. PLACE: COUNCIL CHAMBERS 1 . MEETING CALLED TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST 3. ANNOUNCEMENTS j 4. MINUTES 1 (a) Minutes of a Regular Meeting of February 23, 2009 401 5. PRESENTATIONS No Presentations 6. DELEGATIONS (Draft List at Time of Publication — To be Replaced with Final List) 601 (a) Alice Grottoli, Community Connection, Regarding Consent for 211 Service Delivery in Shared Telephone Exchange (b) Jim Richards, Regarding Public Information Session on Energy From Waste I J (c) Jim Richards, Regarding Lakeridge Health Bowmanville ER Unit (d) Libby Racansky, Regarding Nash Road Reconstruction & Courtice Road Bridge 7. PUBLIC MEETINGS (a) Amendment to Zoning By-law 84-63 701 Applicant: Municipality of Clarington Report: PSD-026-09 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L'IC 3A6 T 905-623-3379. G.P. & A. Agenda - 2 - March 9, 2009 8. PLANNING SERVICES DEPARTMENT (a) PSD-026-09 General Amendment to Zoning By-law 84-63 Regarding 801 Clarification to Waste Disposal Use Permissions (b) PSD-027-09 Monitoring of the Decisions of the Committee of 807 Adjustment for the Meeting of February 26, 2009 (c) PSD-028-09 Provincial Growth Plan Conformity Extension Request 812 (d) PSD-029-09 Potential Sites for Commuter Parking Lots 814 9. ENGINEERING SERVICES DEPARTMENT No Reports 10. OPERATIONS DEPARTMENT No Reports 11. EMERGENCY AND FIRE SERVICES DEPARTMENT No Reports 12. COMMUNITY SERVICES DEPARTMENT i (a) CSD-004-09 2009 Community Grants 1201 (b) COD-005-09 Public Access Defibrillator Program — Collaborative 1252 Statements i (c) COD-006-09 Clarington Sports Hall of Fame 1269 13. MUNICIPAL CLERK'S DEPARTMENT No Reports 14. CORPORATE SERVICES DEPARTMENT (a) COD-020-09 Tender CL2008-5, Mechanical Equipment Maintenance 1401 Contract— HVAC Services — Termination and New Contract Award (b) COD-021-09 Co-operative Tender T257-2008, Supply & Delivery of 1404 Gasoline and Diesel Fuel (c) COD-022-09 CL2009-1 Courtice Millennium Trail Bridge Construction 1408 G.P. & A. Agenda - 3 - March 9, 2009 (d) COD-023-09 Quotation Q2008-32, By-law Snow Clearing Services 1418 Termination and New Contract Award (e) COD-024-09 Tender CL2009-4, Supply and Hauling Granular Material 1421 15. FINANCE DEPARTMENT (a) FND-005-09 Financial Update as at December 31, 2008 1501 (b) FND-006-09 Business Improvement Areas 2009 Budgets 1507 16. CHIEF ADMINISTRATIVE OFFICE No Reports 17. UNFINISHED BUSINESS 18. OTHER BUSINESS 19. COMMUNICATIONS (a) Memo from the Deputy Clerk, Regarding a Appointments to the Clarington 1901 Traffic Management Advisory Committee and to the Clarington Accessibility Advisory Committee 20. ADJOURNMENT Clarington e�,s, war General Purpose and Administration Committee Minutes February 23, 2009 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, February 23, 2009 at 9:30 a.m., in the Council Chambers. ROLL CALL r Present Were: Mayor J. Abernethy Councillor A. Foster Councillor R. Hooper L Councillor M. Novak Councillor G. Robinson Councillor C. Trim Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Director of Community Services, J. Caruana Director of Engineering Services, T. Cannella Director of Planning Services, D. Crome Parks Supervisor, Operations Department, B. Genosko Deputy Treasurer, Finance Department, L. Gordon (arrived at 1:30 p.m., left at 2:40 p.m.) Director of Corporate Services, M. Marano Director of Finance Department, N. Taylor (left at 12:55 p.m. returned at 2:40 p.m.) 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 There were no disclosures of pecuniary interest stated at this meeting. ANNOUNCEMENTS Councillor Novak announced that on Friday, February 20th she attended the Hoot and Howl held at the Enniskillen Conservation Area. Councillor Novak informed the Committee that CLOCA will be hosting their Annual Maple Syrup festival in March at the Purple Woods Conservation Area. There is a revised schedule for the Open Houses with regards to road planning which will be released on February 24th, the dates are March 2"d(in Clarington), March 9t", March 23`d and 24tH 401 General Purpose and Administration Committee Minutes February 23, 2009 Councillor Trim announced the following: • He attended the meeting held in the City of Oshawa where the Mayor Gray gave his annual address to the Business Chamber of Oshawa. • He advised of various key dates where reports for the Energy From Waste facility will be considered: March 2nd — Site Liaison Committee, March 10th — Joint Waste Management Group, March 24th —Works Committee, April 1s'— Regional Council. • The Joint Waste Management Committee will meet in Durham on March 24th where a report from Dr. Kyle, on the review the International Best Practise for waste management, will be considered. • Public Information Sessions regarding the change to waste collection service will be held in Clarington on the following dates: March 9th, March 10th, March 23rd and March 26tH Councillor Hooper announced that on Thursday, February 19th he attended the Otonabee Conservation Board's 50th Anniversary at Trent University where David Phillips, Senior Climatologist, Environment Canada, was a guest speaker. MINUTES Resolution #GPA-127-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on February 2, 2009, be approved. CARRIED PRESENTATIONS Mike Kopansky and Roberta Stasyszyn, addressed the Committee regarding Miller Compost Community Relations Committee. Mr. Kopansky outlined the role, mandate and composition of the Community Relations Committee. He noted the mandate is to build relationships and open dialogue with the residents of the area, to share information and discuss issues and find viable solutions to the concerns raised. The Committee will be providing annual reports to Council. Mr. Kopansky gave a site overview for 2008 highlighting the number of tonnes processed and stating they are operating in compliance, there were no concerns regarding dust, noise or traffic, and the odour was the main source of concerns with respect to the site operations in 2008. He also highlighted the operational improvements noting the 24-hour response line which was introduced, neighbourhood meet and greets were held, pond aeration was installed, real time weather monitoring will be installed, and staff training was conducted. Mr. Kopansky informed the Committee that $6,286.26 in royalties have been paid. Miller uses local suppliers for parts and services and are promoting green initiatives. He stated that 2008 was a successful year and Miller will have continuous -2 - 402 General Purpose and Administration Committee Minutes February 23, 2009 improvements to site operations, such as turning over the windrows more often and using spray on them; as this is the only area that causes odour. Miller has been, and will be, proactive with the concerns raised by the residents. Roberta Stasyszyn informed the Committee there has been one walking tour of the facility and five meetings. She stated the Community Relations Committee has been an effective means of identifying community concerns and finding solutions. Miller has offered a "Give Back Program" which is a donation to Clarington of 60 cubic yards of compost which will help make Clarington greener. Christine Fahey, Senior Director, Port Hope Area Initiative Transition Project provided the Committee with an update on the Port Granby Project. Ms. Fahey informed the Committee that the Federal Government has approved the Port Hope Area Initiative Transition Phase and has invested $30,000,000.00. Ms. Fahey provided the Committee with the objectives of the Transition Phase outlining the regulatory approvals that have been completed, advising there are preparations for Phase 2 construction, and reporting they will be establishing a new Project Governance Structure. The Environmental Assessment Screening Report is currently being prepared and the public review can be expected in April or May of 2009 with the decisions being presented this summer. Ms. Fahey provided the Committee with a summary of the milestone targets, highlighting the following items: finalization of governance structure is expected in April 2009, and finalization of the licensing submission and EA Screening Report is scheduled for June 2009. Clarington has 90 days to complete its review of the EA decisions. This consists of 60 days to consider the Report and 30 days to communicate its decisions. The licensing hearing will be scheduled for late summer or early fall. The design contract award will be issued in early 2010 and they will seek phase 2 project approvals in late 2010. Ms. Fahey informed the Committee of ways in which the Municipality can help. She asked that they continue to support the Port Granby Project, continue to actively participate in the coordination and community forums, complete a timely review of the EA Screenings and serve as an intervener at the licensing hearing in support of the project. Sharon Meredith, Recreation Services Manager and George Acorn, Facilities Manager, Community Services Department, addressed the Committee, with use of a PowerPoint presentation, regarding Report CSD-003-09. Ms. Meredith informed the Committee the Community Services Department consists of three Divisions: Administration, Facilities and Recreation Services. There are six recreation facilities throughout Clarington. The Recreation Services Division has four sections and she briefly described how residents can register for the programs offered and stated that 35% of the registrations occur over the internet. She highlighted the growth each Division realized in 2008 and noted some of the issues the Divisions are facing and how the Community Services Department will be addressing these issues. She advised that Community Services ran two programs in conjunction with Durham Lives. These two programs were the Grade 5 Action pass which was geared at increasing the physical activity levels in Grade 5 students, and the Grade 10 Pedometer Challenge which was a three week challenge for 226 students from three local high schools. She advised that financial assistance may be available to those in need through the Municipality or through the Canadian Tire Jumpstart program. - 3 - 403 General Purpose and Administration Committee Minutes February 23, 2009 Ms. Meredith highlighted the different types of summer camps offered by the Municipality and informed the Committee of the mobile playgrounds, which were introduced in 2008. Mr. Acorn briefly described the different stages of construction for new facilities mainly focusing on the Newcastle & District Recreation Complex. He informed the Committee of the organizations using the facilities and the hours of usage by the main organizations. He stated the Bowmanville Indoor Soccer Facility has seen extended usage because youth participation has increased and soccer seasons have been extended. Mr. Acorn stated there are seven Automatic External Defibrillator units in the Community Services Recreation Facilities and more than 100 staff/volunteers are certified. As well, Mr. Acorn briefly described for the Committee the breakdown of the 2008 Capital Budget Program expenditures. In conjunction with Durham Lives, the Food Services initiatives focused on public awareness by encouraging healthy food choices. He stated that the activities offered at the facilities were well attended and they received a request to have the hours extended on days such as Family Day. Resolution # GPA-128-09 Moved by Councillor Foster, seconded by Councillor Woo THAT the meeting recess for 10 minutes. CARRIED The meeting reconvened at 11:10 a.m. DELEGATIONS Alan Hirschfield, UD & D Incorporated addressed the Committee regarding Report PSD-024-09. He stated that the traffic concerns previously raised by the residents regarding the speed of vehicles traveling on Darlington Road were assessed and it was concluded that most of these vehicles belong to residents of the area. The parking issues raised were addressed through additional underground parking, and reduced number of units. As well, changes were made to the entrance of the development which should discourage traffic movement to the south onto Darlington Blvd. Mr. Hirschfield stated the green area of the development has been revised and there will be a walking trail and a park at the south end of the development. There will be a new system for the stormwater pond used in this development. Mr. Hirschfield informed the Committee the applicant has worked with staff to address the issues and concerns raised earlier and he is confident all major issues have been resolved. He stated the applicant is in support of the recommendations contained in Report PSD-024-09. Dora Sacco was called but was not in attendance. Vito Deligio was called but was not in attendance. Lynn Collins, Sernas Associates, cancelled her delegation prior to the meeting. Murray Evans, Evans Planning, addressed the Committee regarding Report - 4 - 404 General Purpose and Administration Committee Minutes February 23, 2009 PSD-024-09. He informed the Committee that Evans Planning are the Planning h, consultant for this development. He stated that many issues have been dealt with through this staff report. There has been a 20% drop in number of units and this reduction will positively affect the utilities and parking space requirements. Mr. Evans pointed out the height of the development has been reduced and the number of parking spaces has been increased from 256 spaces to 346, yet there are forty fewer units proposed. Most of the parking spaces are underground. Mr. Evans stated he appreciated the comments received from staff and the community. The changes made to the shape of the building will be better suited for the site and the alternative route to the entrance will address the traffic concerns raised earlier. Mr. Evans informed the Committee that a traffic study was performed and an infiltration study was also performed. The outcome of these studies indicated that most of the traffic was from residents of the area. He advised that traffic calming designs will be used for this development. Brent Farr, Executive Director, Community Care Durham (CCD), addressed the Committee regarding Report COD-015-09. Mr. Farr provided the Committee with a copy of a letter sent to Mr. Jerry Barber on February 20, 2009, outlining the requests from CCD. Mr. Farr feels the requests from CCD are not unreasonable and he would like to see the Municipality and CCD reach a solution with regards to the space located at the Rickard Recreation Complex. Mr. Farr indicated the space would require retro- fitting for usage by any interested party and that CCD should not be responsible for the total renovation costs; only those required to suit their specific needs. He stated CCD and the Municipality of Clarington have had a great partnership for 30 years and they would like to continue to meet to move the matter forward. He stated that CCD would be willing to look at having the renovation costs associated to CCD's specific needs amortized over a period of time. Angie Darlison, Executive Director, and Peter Evans Chairman, Clarington Older Adults Association, addressed the Committee regarding Report COD-015-09. Ms. Darlison advised the Committee that no matter what the outcome of the decisions regarding Report COD-015-09, the requirement for more space by the Clarington Older Adults Association (COAA) is a matter that needs to be addressed. She stated that the COAA was relieved to hear that CCD was looking at relocating to the space available at the Rickard Recreation Complex as this would help them solve their space issues at 26 Beech Ave. Mr. Evans informed the Committee this is not the first time they have asked Council to help with the space issue. The first time was on July 14, 2008 with a delegation made by Angie Darlison followed by two letters from him; one in August and one in September. He asked that Council not lose sight of two key points: the original vision and the intent behind the Beech Centre acquisition in 1998 was namely to provide a home for the COAA, and that CCD is not locked into the Beech Centre like the COAA. She informed the Committee that she is fully involved in managing and optimizing space usage at the Centre and that this has become a complex task given the number and wide range of activities that take place on a daily basis, coupled with the high participation rate which involves several hundred members attending the Centre each day. Ms. Darlison advised that a Terms of Reference for their Strategic - 5 - 405 General Purpose and Administration Committee Minutes February 23, 2009 Plan is currently underway for the COAA and she will bring this forward to the Committee in March. PUBLIC MEETING There were no Public Meetings scheduled. Councillor Novak chaired this portion of the meeting. PLANNING SERVICES DEPARTMENT MAYOR'S TASK FORCE ON ATTRACTING HIGHER EDUCATION FACILITES TO CLARINGTON Resolution #GPA-129-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Report PSD-018-09 be received; THAT a Mayor's Task Force on Attracting Higher Education Facilities to Clarington be established in accordance with the Terms of Reference contained in Attachment #1 to Report PSD-018-09; and THAT the Clarington Board of Trade be thanked for their suggestion to undertake this initiative. CARRIED AS AMENDED (See following a motion) Resolution # GPA-130-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT the Terms of Reference for the Mayor's Task Force as contained in Report PSD-018-09 be amended to: • Change the name of the Task Force to "Clarington's Task Force"; • State that members for the Clarington's Task Force will be appointed by Council; and • State that the appointed Task Force members will appoint the Task Force Chairperson." CARRIED Resolution #GPA-129-09 was then put to a vote and carried as amended. - 6 - 406 General Purpose and Administration Committee Minutes February 23, 2009 ONTARIO MUNICIPAL BOARD DECISION — APPEAL OF A2008-0033 Resolution #GPA-131-09 Moved by Councillor Trim, seconded by Councillor Foster THAT Report PSD-019-09 be received for information. CARRIED APPEAL TO THE ONTARIO MUNICIPAL BOARD OF OFFICIAL PLAN AMENDMENT, ZONING BY-LAW AMENDMENT AND DRAFT PLAN OF SUBDIVISION APPLICATIONS APPLICANT: PORT DARLINGTON LAND CORPORATION Resolution #GPA-132-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT Report PSD-020-09 be received; and THAT all interested parties listed in Report PSD-020-09 and any delegation be advised of Council's decision. CARRIED EXCHANGE OF LANDS WITH CLOCA, BOWMANVILLE VALLEY LANDS AND LONG SAULT CONSERVATION AREA Resolution #GPA-133-09 Moved by Councillor Hooper, seconded by Councillor Foster THAT Report PSD-021-09 be received; THAT the land exchange proposed by the Central Lake Ontario Conservation Authority be approved in principle; THAT Staff be directed to take all necessary action to resolve the outstanding issues surrounding the long-term use of the landfill north of Longworth Avenue and erosion controllmonitoring of the Bowmanville Creek south of Longworth Avenue; THAT a further report be brought back to Council with the details of the land exchange; and THAT all interested parties listed in Report PSD-021-09 and any delegations be advised of Council's decision. CARRIED - 7 - 407 General Purpose and Administration Committee Minutes February 23, 2009 APPEAL TO THE ONTARIO MUNICIPAL BOARD OF OFFICIAL PLAN AMENDMENT AND ZONING BY-LAW AMENDMENT APPLICATIONS APPLICANT: BOWMANVILLE CREEK DEVELOPMENTS INC. Resolution #GPA-134-09 Moved by Councillor Foster, seconded by Councillor Hooper THAT Report PSD-022-09 be received; and THAT all interested parties listed in Report PSD-022-09 and any delegation be advised of Council's decision. CARRIED ST. MARYS CEMENT APPLICATION FOR ALTERNATIVE FUEL DEMONSTRATION PROJECT EBR REGISTRY NUMBER: 010-4892 Resolution #GPA-135-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT Report PSD-023-09 be received; THAT a copy of Report PSD-023-09 be forwarded to the Ministry of the Environment as comments by the Municipality of Clarington on the Proposed Demonstration Project by St. Marys Cement in response to the EBR informational posting; and THAT all interested parties listed in Report PSD-023-09 and any delegations be advised of Council's decision. CARRIED APPLICATIONS TO AMEND THE CLARINGTON OFFICIAL PLAN AND ZONING BY-LAW BY 1276467 ONTARIO LIMITED TO PERMIT APARTMENT AND TOWNHOUSE USES, REMOVE THE NEIGHBOURHOOD PARK, AND PERMIT ADDITIONAL COMMERCIAL PARKING FOR LANDS FRONTING DURHAM HIGHWAY 2 Resolution #GPA-136-09 Moved by Mayor Abernethy, seconded by Councillor Foster THAT Report PSD-024-09 be received; - 8 - 408 General Purpose and Administration Committee Minutes February 23, 2009 THAT Council confirm their resolution of July 14, 2008, authorizing an agreement "to facilitate the acquisition of 71 Old Kingston Road and related matters" including the dedication of the valley lands associated with the subject applications as well as the 0.5 ha parkland dedication; THAT provided the agreement for the acquisition of 71 Old Kingston Road has been executed by the applicant, that Council approve the following: i) THAT the application to amend the Clarington Official Plan be approved as shown in Attachment 3 to Report PSD-024-09 to permit an increase in density, permit an increase in housing targets, delete a neighbourhood park and permit an expansion to the Courtice West Shopping District, and that the necessary By-law be passed; and ii) THAT the application to amend Comprehensive Zoning By-law 84-63 be approved and that the Amending By-law contained in Attachment 4 to Report PSD-024-09 be passed; THAT a copy of Report PSD-024-09 and the attached Official Plan Amendment and adopting By-law be forwarded to the Durham Region Planning Department and the Municipal Property Assessment Corporation; and THAT the Region of Durham, the applicant and all interested parties listed in Report PSD-024-09 and any delegation be advised of Council's decision and be forwarded the Notice of Adoption. CARRIED APPLICATION FOR DRAFT PLAN OF SUBDIVISION TO PERMIT THE DEVELOPMENT OF THREE INDUSTRIAL BLOCKS APPLICANT: ONTARIO POWER GENERATION INC. Resolution #GPA-137-09 Moved by Councillor Woo, seconded by Councillor Foster THAT Report PSD-025-09 be received; THAT the application for proposed Draft Plan of Subdivision S-C-2008-0001 submitted by Ontario Power Generation Inc. be approved subject to the conditions as contained in Attachment 3 to Report PSD-025-09; THAT the by-law attached to Report PSD-025-09, authorizing the entering into a Subdivision Agreement between the Owner of Draft Plan of Subdivision S-C-2008-0001 and the Municipality of Clarington, be approved as contained in Attachment 4 to Report PSD-025-09; - 9 - 409 General Purpose and Administration Committee Minutes February 23, 2009 THAT the Region of Durham Planning Department and the Municipal Property Assessment Corporation be forwarded a copy of Report PSD-025-09 and Council's decision; and THAT all interested parties listed in Report PSD-025-09 and any delegations be advised of Council's decision. CARRIED Resolution # GPA-138-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT the Committee take a 35 minutes recess for lunch. CARRIED The meeting reconvened at 1:30 p.m. Councillor Foster chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR JANUARY, 2009 Resolution #GPA-139-09 Moved by Councillor Novak, seconded by Councillor Robinson THAT Report EGD-007-09 be received for information. CARRIED CLARINGTON BOULEVARD EXTENSION, PLANS 40R-22327, 4OR-22324, AND 40R-16730, BOWMANVILLE, 'CERTIFICATE OF ACCEPTANCE' AND 'ASSUMPTION BY-LAW', FINAL WORKS INCLUDING ROADS AND OTHER RELATED WORKS Resolution #GPA-140-09 Moved by Councillor Novak, seconded by Councillor Robinson THAT Report EGD-009-09 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 40R-22327 and 40R-16730; and - 10 - 410 General Purpose and Administration Committee Minutes February 23, 2009 THAT Council approve the by-law attached to Report EGD-009-09, assuming certain streets within Plans 40R-22327, 40R-22324 and 40R-16730 as public highways. CARRIED CLARNEW SUBDIVISION PHASE 2, NEWCASTLE, PLANS 40M-2038 AND 40R-25814, 'CERTIFICATE OF ACCEPTANCE' AND 'ASSUMPTION BY-LAWS', FINAL WORKS INCLUDING ROADS AND OTHER RELATED WORKS Resolution #GPA-141-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report EGD-010-09 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-2038 and 40R-25814; and THAT Council approve the by-laws attached to Report EGD-010-09, assuming certain streets within Plans 40M-2038 and 40R-25814 as public highways. CARRIED Councillor Trim chaired this portion of the meeting. OPERATIONS DEPARTMENT 2008 WINTER REPORT Resolution #GPA-142-09 Moved by Councillor Hooper, seconded by Councillor Robinson THAT Report OPD-002-09 be received for information. CARRIED HOUSEHOLD HAZARDOUS WASTE AND E-WASTE Resolution #GPA-143-09 Moved by Councillor Novak, seconded by Councillor Foster THAT Report OPD-003-09 be received for information. CARRIED - 11 - 411 General Purpose and Administration Committee Minutes February 23, 2009 Councillor Woo chaired this portion of the meeting. EMERGENCY AND FIRE SERVICES DEPARTMENT PUMPER DONATION TO ONTARIO POWER GENERATION Resolution #GPA-144-09 Moved by Councillor Novak, seconded by Mayor Abernethy THAT Report ESD-003-09 be received; and THAT Staff be authorized to proceed with donating the 1986 International Pumper to Ontario Power Generation for use at the Wesleyville Training Centre. CARRIED MONTHLY RESPONSE REPORT —JANUARY 2009 Resolution #GPA-145-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT Report ESD-004-09 be received for information. CARRIED Councillor Robinson chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES - 2008 YEAR END REVIEW Resolution #GPA-146-09 Moved by Councillor Novak, seconded by Councillor Woo THAT Report CSD-003-09 be received for information. CARRIED CLERK'S DEPARTMENT There were no reports to be considered under this section of the Agenda. - 12 - 412 General Purpose and Administration Committee s Minutes February 23, 2009 Mayor Abernethy chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT RFP2008-21, DOOR-TO-DOOR SELLING OF ANIMAL LICENSES Resolution #GPA-147-09 Moved by Councillor Trim, seconded by Councillor Woo THAT Report COD-012-09 be received; THAT the proposal received from Animal Licensing Services Inc. of Bowmanville, ON meeting all terms, conditions and specifications of Request for Proposal RFP2008-21 be awarded the contract for the Door-to-Door Selling of Animal Licenses as required by the Municipality of Clarington. The annual cost for this service has been estimated to be approximately $25,000.00 (excluding GST); THAT the contract be extended for a second year and third year dependant upon satisfactory service and pricing; THAT the required funds be provided from the Municipal Clerk's Department respective year's Animal Services Commission Expense account; and THAT the By-law marked Schedule "A" attached to Report COD-012-09, authorizing the Mayor and the Clerk to execute the contract agreement which is satisfactory to the Municipal's Solicitor, be approved. CARRIED PUBLIC SECTOR SALARY DISCLOSURE ACT Resolution #GPA-148-09 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report COD-013-09 be received; and THAT in accordance with the Public Sector Salary Disclosure Act, the appropriate Ministry be notified which employees, if any, were paid a salary of$100,000 or more (as defined in the Act), for the year 2008. CARRIED - 13 - 413 General Purpose and Administration Committee Minutes February 23, 2009 GARNET B. RICKARD RECREATION COMPLEX LEASE SPACE — COMMUNITY CARE DURHAM Resolution # GPA-149-09 Moved by Councillor Trim, seconded by Councillor Foster THAT Community Care Durham continue to meet with Municipal Staff; THAT a written report be prepared by staff and presented at the March 9, 2009 General Purpose and Administration meeting; THAT the report must include the needs, conditions and associated costs required to meet Community Care Durham's request; and THAT LHIN's and the Ministry of Health and Long Term Care be advised of Councils decision. CARRIED AS AMENDED (See following motion) Resolution #GPA-150-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT the requirement for staff to report back on March 9, 2009 be amended to "as soon as possible". CARRIED Resolution # GPA-151-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT staff be authorized to spend up to $10,000.00. CARRIED Resolution #GPA-149-09 was then put to a vote and carried as amended. REQUEST FOR PROPOSAL RFP2008-10 — SUPPLY OF CONCESSION ITEMS Resolution #GPA-152-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT Report COD-016-09 be received; - 14 - 414 General Purpose and Administration Committee Minutes I February 23, 2009 4' THAT Kwik Snacks, Toronto, Ontario be awarded Part A; Part B; Part C; Part E; Part F and Part G for the Supply of Concession Items for a one year term for an approximate annual value of$180,112.78 (excluding GST); THAT Madison Food and Beverage Company, Orillia, Ontario be awarded Part D of the contract to supply and deliver Hot Beverages to the Concession Stands for a one-year s term for an approximate annual value of$22,018.10 (excluding GST); THAT William Davids Foods Ltd., Bowmanville, Ontario be awarded Part H of the contract to supply the Municipal Administrative Centre and offices with Coffee, Water and Condiments for a one-year term. The annual estimated value of this award is $7,754.57 (excluding GST); THAT the contracts be award for a second and third term pending satisfactory pricing and delivery; THAT the funds required for the concession supplies be drawn from the respective Community Services operating budgets; and THAT the funds required for the Administrative Building be drawn from the respective departments' operating budget. CARRIED SUPPLY OF DRY O TRON UNIT FOR COURTICE COMMUNITY COMPLEX Resolution #GPA-153-09 Moved by Councillor Novak, seconded by Councillor Foster THAT Report COD-017-09 be received; THAT Kilmer Environmental Inc., Mississauga, Ontario as a single source supplier with a bid $150,120.00 (excluding GST) be awarded the contract for the supply of the Dectron "Dry O Tron" pool dehumidification unit; and THAT the funds required in the amount of $150,120.00 (excluding GST) be drawn from Community Services 2009 Capital Account # 110-42-421-84249-7401. CARRIED RFP2008-18 OUTSOURCING OF MUNICIPAL TAX BILLS Resolution #GPA-154-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Report COD-018-09 be received; - 15 - 415 General Purpose and Administration Committee Minutes February 23, 2009 THAT the proposal received from Data Direct Group Inc., Mississauga, ON meeting all terms, conditions and specifications of Request for Proposal RFP2008-18 be awarded the contract for the Outsourcing of Municipal Tax Bills as required by the Municipality of Clarington for a two-year term. The cost for this service has been estimated to be approximately $40,308.33 (excluding GST) for the two-year term; THAT the contract be extended for a third year and fourth year dependant upon satisfactory service and pricing; and THAT the required funds be provided from the Finance Department's respective year's account #100-21-210-00000-7188. CARRIED RFP2008-11 — OFFICIAL PLAN REVIEW — CONSULTING SERVICES GROWTH MANAGEMENT AND INTENSIFICATION SUSTAINABLE AND HEALTHY COMMUNITIES Resolution #GPA-155-09 Moved by Councillor Woo, seconded by Councillor Novak THAT Report COD-019-09 be received; THAT the proposal received from Dillon Consulting, Toronto, Ontario being the most responsive bidder meeting all terms, conditions and specifications of Request for Proposal RFP2008-11 be accepted for the provision of the Official Plan Review— Consulting Services Growth Management and Intensification Sustainable and Healthy Communities with a bid including disbursements of$704,018.00 (excluding GST); THAT the additional funds required in the amount of$91,018.00 be financed from the Municipal Capital Works Reserve Fund of $9,101.80 and $80,898.20 from DC-General Government Reserve Fund; THAT the funds required be drawn from Account# 100-50-130-10529-7160; and THAT staff be authorized to waive the Purchasing By-law for project consistency and negotiate with Dillon Consulting for Phase 4 of this project should the. funding of approximately $84,000.00 become available prior to the contract being completed and report back with the outcome of this phase. CARRIED FINANCE DEPARTMENT There were no reports to be considered under this section of the Agenda. - 16 - 41 6 General Purpose and Administration Committee Minutes February 23, 2009 CHIEF ADMINISTRATIVE OFFICE There were no reports to be considered under this section of the Agenda. UNFINISHED BUSINESS COMMUNITY VIDEO SHOWCASE PROGRAM Resolution #GPA-156-09 Moved by Councillor Foster, seconded by Councillor Woo THAT Addendum to Report COD-005-09 be received; THAT the requirements of the Purchasing By-law be waived; 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 businesses to showcase and promote themselves; THAT the By-law, Schedule "A" attached to Addendum 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 after review of market competitiveness; 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. MOTION LOST (See following motion) Resolution #GPA-157-09 Moved by Councillor Robinson, seconded by Councillor Novak THAT Addendum to Report COD-005-09 be tabled for six months. CARRIED - 17 - 417 General Purpose and Administration Committee Minutes February 23, 2009 PRESENTATION — MIKE KOPANSKY AND ROBERTA STASYSZYN — REGARDING MILLER COMPOST COMMUNITY RELATIONS COMMITTEE Resolution #GPA-158-09 Moved by Councillor Trim, seconded by Councillor Novak THAT the presentation of Mike Kopansky and Roberta Stasyszyn regarding the Miller Compost Community Relations Committee be received with thanks; and THAT Mr. Kopanksy and Ms. Stasyszyn be advised that Council were impressed and pleased with their presentation. CARRIED PRESENTATION — CHRISTINE FAHEY— REGARDING UPDATE ON THE PORT GRANBY PROJECT Resolution #GPA-159-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the presentation of Christine Fahey regarding an Update on the Port Granby Project be received with thanks. CARRIED DELEGTION — CLARINGTON OLDER ADULTS ASSOCIATION — SPACE CONCERNS AT 26 BEECH AVE Resolution # GPA-160-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT Council support the request of the Clarington Older Adults Association by authorizing staff to help resolve the current space situation at 26 Beech Ave., Bowmanville along with sub-tenant / sub-lease issues and move the matter forward to a sound conclusion. CARRIED - 18 - 418 General Purpose and Administration Committee Minutes February 23, 2009 OTHER BUSINESS LAKERIDGE HEALTH BOWMANVILLE Resolution #GPA-161-09 Moved by Councillor Trim, seconded by Councillor Robinson WHEREAS the Government of Ontario has acknowledged the growing funding gaps for hospital services in high growth communities within the Province; AND WHEREAS with the Ontario Government's welcomed announcement of two new nuclear reactors and upgrades at Darlington NGS, the rapid past years' growth will continue and become even greater; AND WHEREAS there is great fear that the Lakeridge Health Bowmanville Hospital will become a first aid station only in the future, losing its ability to provide acute care to Clarington residents; AND WHEREAS the Lakeridge Health Oshawa Hospital will then become the health centre for all citizens of Clarington; AND WHEREAS Lakeridge Health Bowmanville has already lost its maternity ward to Oshawa; AND WHEREAS the Council of the Municipality of Clarington, the general public, doctors and staff at Lakeridge Bowmanville are greatly concerned as to the future services and treatment that will be available at Lakeridge Health Bowmanville; NOW THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Clarington plead with the Provincial Government, the LHIN's, Lakeridge Health and the Ministry of Health and Long Term Care to ensure that services and treatment will be enhanced and not reduced nor withdrawn from the Bowmanville site; and THAT this resolution and concern be forwarded to the Premier of Ontario, Minister of Health and Long Term Care, Chairpersons of the LHINs, Lakeridge Health Bowmanville and Mr. John O'Toole, MPP for Durham. CARRIED AS AMENDED (See following motion) - 19 - 419 General Purpose and Administration Committee Minutes February 23, 2009 Resolution # GPA-162-09 Moved by Councillor Robinson, seconded by Councillor Novak THAT the distribution list for the Lakeridge Health Bowmanville resolution be amended to included Wayne Arthurs, MPP, Pickering-Scarborough East; Joe Dickson, MPP, Ajax-Pickering; Christine Elliot, MPP, Whitby-Oshawa; Julia Munro, MPP, York-Simcoe; Jerry Ouellette, MPP, Oshawa; and Louis Rinaldi, MPP, Northumberland-Quinte West. CARRIED The foregoing resolution #GPA-161-09 was then put to a vote and carried as amended. COMMUNICATIONS APPOINTMENT TO THE CLARINGTON TRAFFIC MANAGEMENT ADVISORY COMMITTEE Resolution #GPA-163-09 Moved by Councillor Foster, seconded by Councillor Novak THAT Alan Baylis be appointed to the Clarington Traffic Management Advisory Committee to fill the current vacancy for Ward 3. CARRIED ADJOURNMENT Resolution #GPA-164-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT the meeting adjourn at 3:18 p.m. CARRIED MAYOR DEPUTY CLERK - 20 - 420 DRAFT LIST OF DELEGATIONS GPA Meeting: March 9,.2009 (a) Alice Grottoli,'',Community Connection, Regarding Consent for 211 Service Delivery in Shared Telephone Exchange (b) Jim Richards,',Regarding Public Information Session on Energy From Waste (c) Jim Richards, Regarding Lakeridge Health Bowmanville ER Unit (d) Libby Racansky, Regarding Nash Road Reconstruction & Courtice Road Bridge 601 PUBLIC MEETING CORPORATION OF THE REPORT# PSD-026-09 MUNICIPALITY OF CLARINGTON MUNICIPALITY OF Leading the Way NOTICE OF PUBLIC MEETING CLARINGTON MUNICIPALITY OF CLARINGTON GENERAL AMENDMENT TO ZONING BY-LAW 84-63 TAKE NOTICE that the Council of the Corporation of the Municipality of Clarington will consider a proposed Zoning ` By-law Amendment, under Section 34 of the Planning Act, R.S.G. 1990, c. P.13, as amended. PROPOSAL The Municipality of Clarington is proposing a General Amendment to Zoning By-law 84-63. The Amendment will clarify that the use of any land, building or structures for waste disposal purposes, where the waste is not generated on that site is prohibited in all M1. M2 and M3 zones. The amendment will not apply to those cases where a waste d disposal activity is permitted by an existing exception zone provided for in By-law 84-63. Planning File No.: ZBA 2009-0002 PUBLIC MEETING The Municipality of Clarington will hold a public meeting to provide interested parties the opportunity to make comments, identify issues and provide additional information relative to the proposed development. The public meeting will be held on: DATE: Monday, March 9,2009 TIME: 9:30 a.m. PLACE: Council Chambers, 2nd Floor, Municipal Administrative Centre, 40 Temperance St., Bowmanville,Ontario ANY PERSON may attend the public meeting and/or make written or verbal representation either in support of or in opposition to the proposal. The start time listed above reflects the time at which the General Purpose and Administration Committee Meeting commences. If you cannot attend the Public Meeting on this application you can make a deputation to Council at their meeting on Monday, March 23, 2009, commencing at 7:00 p.m. Should you wish to appear before Council, you must register with the Clerks Department by the Wednesday noon, March 18, 2009 to have your name appear in the Agenda. COMMENTS OR QUESTIONS? If you wish to make a written submission or if you wish to be notified of subsequent meetings or the adoption of the proposed Zoning By-law Amendment, you must submit a written request to the Clerk's Department, 2nd Floor, 40 Temperance Street, Bowmanville, Ontario L1 C 3A6. Additional information relating to the proposal is available for inspection between 8:30 a.m. and 4:30 p.m. (during July and August 8:00 a.m. and 4:00 p.m.) at the Planning Services Department, 3n' Floor, 40 Temperance Street, Bowmanville, Ontario L1C 3A6, or by calling Carlo Pellarin at (905) 623-3379 extension 220 or by e-mail at cpellarin@clarington.net. APPEAL If a person or public body that files a notice of appeal of a decision for the proposed Zoning By-law Amendment to the Ontario Municipal Board does not make oral submissions at a public meeting or does not make written submissions before the proposed Zoning By-law Amendment is approved, the Ontario Municipal Board may dismiss all or part of the appeal. Dated at the Municipality of Clarington this 13v' day of February, 2009. David Crome, M.C.I.P., R.P.P. 40 Temperance Street Director of Planning Services Bowmanville, Ontario Municipality of Clarington L1C 3A6 701 Clarington Leadt�g me way REPORT PLANNING SERVICES PUBLIC MEETING Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9, 2009 Report#: PSD-026-09 File #: ZBA 2009-0002 By-law #: i. y Subject: GENERAL AMENDMENT TO ZONING BY-LAW 84-63 REGARDING CLARIFICATION TO WASTE DISPOSAL USE PERMISSIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-026-09 be received; 2. THAT the draft Zoning By-law Amendment as contained in Attachment 1 be continued to be processed; and 3. THAT the Region of Durham Planning Department and all interested parties listed in this report and any delegations be advised of Council's decision. Submitted b Reviewed by: Dawd J. C MCIP, RPP Fra klin Wu, Director of Planning Services Chief Administrative Officer CP/df 3 March 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-0830 801 REPORT NO.: PSD-026-09 PAGE 2 1.0 BACKGROUND 1.1 At a Council meeting on February 9, 2009 the following resolution was passed: "That the Director of Planning Services be requested to examine the M1, M2 and M3 provisions of Zoning By-law 84-63 with respect to the use of land , buildings or structures for waste disposal sites as defined in the Environmental Protection Act and if deemed prudent in order to avoid doubt, bring forward a general amendment that will clarify the intent of the Municipality to prohibit this activity in all industrial zones except in those cases where specifically permitted by the By-law in a special exception zone." 1.2 The Environmental Protection Act defines 'Waste Disposal Site' as follows: (a) any land upon, into, in or through which, or building or structure in which, waste is deposited, disposed of, handled, stored, transferred, treated or processed, and (b) any operation carried out or machinery or equipment used in connection with the depositing, disposal, handling, storage, transfer, treatment or processing referred to in clause (a); 1.3 Zoning By-law 84-63 currently has a definition for waste disposal area as follows: "Shall mean a place where garbage, refuse or domestic or industrial waste is dumped, destroyed, or stored in suitable containers." The zoning by-law is interpreted that where a use is defined and not identified as a permitted use in any zone, said use is not permitted to be established. A waste disposal area is not identified as a permitted use in the M1, M2, or M3 zone. Currently with the Light Industrial (M1) Zone of the Zoning By-law there is an exception zone, Light Industrial Exception (M1-9) Zone, which permits a waste relate use. This is the Canada Waste site in Courtice, south of Baseline Road and east of McKnight Road. The M1-9 zone permits a waste transfer station and material recovery and recycling facility. 1.4 A Draft Zoning By-law Amendment was prepared and circulated to the agencies and was available for review at the Planning Services Department counter. A copy of the draft by-law is contained in Attachment 1. 2.0 PROVINCIAL POLICY 2.1 Provincial Policy Statement 2.1.1 The Provincial Policy Statement focuses growth within settlement areas to create healthy, liveable and safe communities. This includes avoiding land use patterns which may cause environmental or public health and safety concerns. Employment areas shall promote economic development and competitiveness, providing opportunities for a diversified economic base. Waste Management systems shall be located and designed in accordance with provincial legislation and standards. They shall be appropriately sized to accommodate present and future requirements, and facilitate, encourage and promote reduction, reuse and recycling objectives 802 REPORT NO.: PSD-026-09 PAGE 3 2.2 Growth Plan 2.2.1 The Growth Plan requires urban areas to develop at density of 50 people or jobs per ha. Municipalities will promote economic development and competitiveness by providing for an appropriate mix of employment uses providing opportunities for a diversified is economic base. 3.0 OFFICIAL PLANS 3.1 Durham Regional Official Plan The Durham Regional Official Plan designates Employment Areas to be used for manufacturing, assembly and processing of goods, service industries, research and development facilities, and warehousing among other uses. Uses declared obnoxious under any applicable statute, regulation or guideline are not permitted. 3.2 Clarington Official Plan 3.2.1 The Clarington Official Plan contains four employment area designations: Business Park; Prestige Employment Areas; Light Industrial Areas; and General Industrial Areas as designated. 3.2.2 The Employment Area policies contain specific policies pertaining to waste processing that state: "waste processing facilities for non-toxic materials such as paper, glass, metal, construction waste and plastics, may be permitted by site-specific zoning within the General Industrial Areas, provided that the operation is wholly enclosed within a building or structure. Waste transfer stations may be permitted by site specific zoning provided it is integrated and part of a waste processing facility." 3.2.3 New waste disposal sites and/or the expansion or increase in capacity of an existing waste disposal sites are not permitted within any land use designation without an amendment to this Plan. A waste disposal site refers to the lands which act as the permanent storage site for waste, and shall include any building or structure used for the treatment or processing of the waste prior to its permanent storage on the same site. 4.0 PUBLIC NOTICE AND SUBMISSIONS 4.1 In response to the public notice placed in the paper the Municipality received a request from St. Marys Cement to be added to the interested parties list with respect to this application, as well the law firm of Weir & Folds requested and was provided a copy of the proposed Draft Zoning By-law Amendment. 803 I REPORT NO.: PSD-026-09 PAGE 4 4.2 Correspondence was also received from an individual expressing concern that the proposed amendment would discourage entrepreneurs and business people in the recycling business from choosing Clarington if a protracted zoning approval process for specialized zoning is required. 5.0 AGENCY COMMENTS 5.1 A limited circulation of the proposed rezoning was sent to internal departments and to the Region of Durham Planning Department. None of the comments received objected to the proposed amendment. The Region of Durham Planning Department advised that areas zoned M1, M2 and M3 are designated Employment Area in the Regional Official Plan and that the proposed amendment does not conflict with the Regional Official Plan. They have also noted that the York/Durham Residual Waste Environmental Assessment identified a preferred site on the north side of the CNR corridor, east of Osborne Road for a Thermal Treatment Facility (municipal waste incinerator). The Region's comments stated that this proposed by-law does not prohibit a municipal facility from being developed on these lands. 6.0 COMMENTS 6.1 On February 9, 2009, Council directed staff to examine the M1, M2 and M3 provisions of Zoning By-law 84-63 and bring forward a by-law amendment to provide clarity to the Municipality's Zoning By-law to prohibit waste disposal sites, as defined in the Environmental Protection Act (EPA), except where permitted by site specific amendment. A limited circulation of agencies was undertaken, as the proposed amendment is not expected to impact the majority of the technical review agencies. A draft zoning amendment was forwarded to the circulated agencies and was available for review at the Planning Services Department counter. 6.2 The policies of the Clarington Official Plan do not permit the establishment of a waste disposal site and/or the expansion or increase in capacity of an existing waste disposal site within any land use designation without an amendment to this Plan. The Zoning By-law defines Waste Disposal Area as a place where garbage, refuse or domestic or industrial waste is dumped, destroyed, or stored in suitable containers. This use is not permitted as of right in the core M1, M2 or M3 zones. Based on this definition uses such as waste transfer or waste disposal facility have not been permitted to establish without a zoning by-law amendment. As per Council's resolution the draft amendment adds clarity that waste disposal sites are not permitted in the three main industrial zones, unless there is a site-specific exception zone that specifically allows that use. 6.3 A comment received, in response to the public notice, raised concern that the new proposed definition of waste disposal site was so broad it would no longer allow industries dealing with recycling related to waste to establish in Clarington. In this regard, the purpose of this by-law amendment is to add clarity so that any facility that meets the provincial definition of waste and requires a Certificate of Approval for waste management purposes under the Environmental Protection Act, also must have a site specific zoning. While this may incorporate some recycling activities, because of the wide scope of possible land use activities, each use should be evaluated on its own merits and not have an as-of-right permission. 804 REPORT NO.: PSD-026-09 PAGE 5 6.4 The draft Zoning By-law Amendment contains a new definition for 'waste disposal site'. The definition is consistent with the definition contained in the Environmental Protection Act. The proposed amendment also adds a new provision to Section 3 — General Provisions. The proposed new 'Section 3.26 — Waste Disposal' clarifies that a Waste Disposal Site is not permitted in any of the M1, M2 or M3 zones or any exception zone thereto. However, as noted previously, the M1-9 zone already has such an exemption. i 7.0 CONCLUSIONS 7.1 It is recommended that the proposed Zoning By-law Amendment as contained in Attachment 1 continue to be processed taking into account any concerns raised at the public meeting. Attachments: Attachment 1 - Proposed By-law List of interested parties to be advised of Council's decision: John Shewchuk Wilson Little Uza Roussow, Weir & Folds d 805 Attachment 1 To Report PSD-026-09 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2009- being a by-law to amend By-law 84-63, the Zoning By-law for The Corporation of the Municipality of Clarington WHEREAS the Council of the Corporation of the Municipality of Clarington deems it advisable to amend By-law 84-63, as amended, of the Corporation of the Municipality of Clarington to implement ZBA 2009-0002; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. Section 2—DEFINITIONS is hereby amended by_adding the following new definition: "Waste Disposal Shall mean: - a) the use of any land upon into, in or through which, or the use of any building or structure in which, waste is deposited,:disposed of, handled, stored, transferred, transported,treated or processed, and b) any operation carried out or machinery or equipment used in connection with the depositing, disposal, handling, storage, transfer, transporting, treatment or processing referred to in clause (a)." - 2. Section 3 "GENERAL ZONE PROVISIONS" is hereby amended by adding a new 3.26 as follows: - "3.26 WASTE DISPOSAL For clarity, none of the provisions.of Section 23.1 to 23.7 inclusive, 23.9, 23.10, 24.1 to 24.17.inclusive, 25.1 to 25.4 inclusive of By-law 84-63, as amended, shall apply to permit the use of land, building or structures for any waste disposal purpose, where the waste is not generated on such land, building or structure. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Sections 34 of the Planning Act. BY-LAW read a first time this day of 2009 BY-LAW read a second time this day of 2009 BY-LAW read a third time and finally passed this day of 2009 Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk 806 Clarington Leading the Way REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION MEETING Date: Monday, March 9, 2009 Report #: PSD-027-09 File No's: A2009-0001 & A2009-0002 By-law#: Subject: MONITORING OF THE DECISIONS OF THE COMMITTEE OF ADJUSTMENT FOR THE MEETING OF FEBRUARY 26, 2009 4 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-027-09 be received; and 2. THAT Council concurs with the decisions of the Committee of Adjustment made on February 26, 2009, for applications A2009-0001 and A2009-0002, and that Staff be authorized to appear before the Ontario Municipal Board to defend the decisions of the Committee of Adjustment. Submitted by: � Reviewed by: David J. Crome, MCIP, RPP Franklin Wu, Director of Planning Services 4� Chief Administrative Officer MK/CP/df 2 March 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-0830 807 REPORT NO.: PSD-027-09 PAGE 2 1.0 APPLICATION DETAILS 1.1 All applications received by the Municipality for minor variance are scheduled for a hearing within 30 days of being received by the Secretary-Treasurer. The purpose of the minor variance applications and the Committee's decisions are detailed in Attachment 1. The decisions of the Committee are summarized below. DECISION OF COMMITTEE OF ADJUSTMENT FOR FEBRUARY 26, 2009 A pica#ibn Num er` Sta 'Recommegdatioil •D'eci§i4 A2009-0001 Approve with conditions Approved with conditions A2009-0002 Approve with conditions Approved with conditions 1.2 Application A2009-0001 was filed to permit the conversion of an attached garage into living space to accommodate an aging family member by reducing the minimum required interior side yard setback for a dwelling without an attached garage from 4.5 metres to 3.7 metres. The subject property is located within the boundaries of Orono with surrounding uses being residential. Staff recommended approval of the application as the existing driveway on the subject property is large enough to accommodate a minimum of two outdoor parking spaces. The conversion of the attached garage into living space would have no negative impact on the applicant's ability to park vehicles on site. The applicant was also proposing to make interior renovations only, thereby maintaining the exterior elevations of the garage. Committee concurred with Staffs recommendations and approved the application subject to the conditions that the applicant would submit a building permit application prior to construction, and that a minimum two outdoor parking spaces are maintained on the subject property at all times. 1.3 Application A2009-0002 was filed by the applicant as a result of a complaint made by a resident. After investigation, Municipal Law Enforcement determined that there existed two sheds on the property that did not comply with the Zoning By-law regulations for accessory buildings and structures. The applicant agreed to move one of the sheds into compliance (0.6 m rear and interior side yard setback), however a variance was requested to allow for the second existing shed to remain in its current location. The applicant requested a variance to permit an existing accessory building (pool shed) in compliance with the 0.6 m rear yard setback, by increasing the maximum permitted eave projection into the rear yard from 0.3 metres to 0.4 metres. At a site inspection conducted by Staff, it appeared that there were no drainage or maintenance issues as there was sufficient space between the shed and the fence. Coarse gravel was placed in between the shed and fence to allow for rainwater runoff 808 REPORT NO.: PSD-027-09 PAGE 3 to permeate, and the height of the eaves were below the height of the fence ensuring that any runoff would be directed onto the subject property. Staff believed that the variance would have no detrimental impact on the subject property or surrounding properties, and that a request to increase the eave projection by 0.1 metres was minor ii in nature. If 4 Committee concurred with Staffs recommendations and approved the application subject to the condition that no existing drainage patterns are altered or adversely affected as a result of construction. E 2.0 COMMENTS 2.1 Staff has reviewed the Committee's decisions and is satisfied that applications A2009-0001 and A2009-0002 are in conformity with both Official Plan policies, consistent with the intent of the Zoning By-law, is minor in nature and desirable. 2.2 Council's concurrence with the decisions of the Committee of Adjustment for applications A2009-0001 and A2009-0002 is required in order to afford Staff official status before the Ontario Municipal Board in the event of an appeal of any decision of the Committee of Adjustment. Attachments: Attachment 1 - Periodic Report for the Committee of Adjustment I 809 Attachment 1 To Report PSD-027-09 Clarington Leading the Woy PERIODIC REPORT FOR THE COMMITTEE OF ADJUSTMENT APPLICANT: TIMOTHY SKELTON OWNER: TIMOTHY SKELTON PROPERTY LOCATION: 51 PETERS PIKE, ORONO PART LOT 27, CONCESSION 5 FORMER TOWNSHIP OF CLARKE FILE NO.: A2009-0001 PURPOSE: TO PERMIT THE CONVERSION OF AN EXISTING ATTACHED GARAGE INTO LIVING SPACE BY REDUCING THE MINIMUM REQUIRED SOUTHERLY INTERIOR SIDE YARD SETBACK FOR A DWELLING WITHOUT AN ATTACHED GARAGE FROM 4.5 METRES TO 3.7 METRES. DECISION OF COMMITTEE: TO APPROVE THE APPLICATION TO PERMIT THE CONVERSION OF AN EXISTING ATTACHED GARAGE INTO LIVING SPACE BY REDUCING THE MINIMUM REQUIRED SOUTHERLY INTERIOR SIDE YARD SETBACK FOR A DWELLING WITHOUT AN ATTACHED GARAGE FROM 4.5 METRES TO 3.7 METRES, SUBJECT TO THE FOLLOWING CONDITIONS: • THAT PRIOR TO CONSTRUCTION OF THE CONVERSION OF AN ATTACHED GARAGE INTO LIVING SPACE A BUILDING PERMIT APPLICATION IS SUBMITTED BY THE APPLICANT; AND • THAT A MINIMUM OF TWO OUTDOOR PARKING SPACES ARE MAINTAINED ON THE SUBJECT PROPERTY AS IT MEETS THE INTENT OF BOTH OFFICIAL PLANS AND ZONING BY-LAW, IS CONSIDERED MINOR IN NATURE AND IS NOT DETRIMENTAL TO THE NEIGHBOURHOOD. DATE OF DECISION: February 26, 2009 LAST DAY OF APPEAL: March 18, 2009 810 qdiag the Way V PERIODIC REPORT FOR THE COMMITTEE OF ADJUSTMENT APPLICANT: PALTER, MCCARTHY OWNER: ANDREA CULLEN PROPERTY LOCATION: 5 OSGOODE GATE, COURTICE PART LOT 33, CONCESSION 2 FORMER TOWNSHIP OF DARLINGTON FILE NO.: A2009-0002 PURPOSE: TO PERMIT AN EXISTING ACCESSORY BUILDING (POOL SHED), IN COMPLIANCE WITH THE REQUIRED REAR YARD SETBACK OF 0.6 M, BY INCREASING THE MAXIMUM PERMITTED EAVE PROJECTION INTO THE REAR YARD FROM 0.3 M TO 0.4 M. DECISION OF COMMITTEE: TO APPROVE THE APPLICATION TO PERMIT AN EXISTING ACCESSORY BUILDING (POOL SHED) IN COMPLIANCE WITH THE REQUIRED REAR YARD SETBACK OF 0.6 METRES BY INCREASING THE MAXIMUM PERMITTED EAVE PROJECTION INTO THE REAR YARD FROM 0.3 METRES TO 0.4 METRES, SUBJECT TO THE CONDITION THAT NO EXISTING DRAINAGE PATTERNS HAVE BEEN ALTERED OR ADVERSELY AFFECTED AS A RESULT OF THE CONSTRUCTION AS IT MEETS THE INTENT OF BOTH OFFICIAL PLANS AND ZONING BY-LAW, IS CONSIDERED MINOR IN NATURE AND IS NOT DETRIMENTAL TO THE NEIGHBOURHOOD. DATE OF DECISION: February 26, 2009 LAST DAY OF APPEAL: March 18, 2009 811 Clarin n Leading the Way REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9, 2009 Report M PSD-028-09 File#: PLN 1.1.12 By-law#: Subject: PROVINCIAL GROWTH PLAN CONFORMITY EXTENSION REQUEST RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-028-09 be received; 2. THAT due to the anticipated timing for completion of the Region's Growth Plan Conformity exercise and the subsequent approval process, the Council of the Municipality of Clarington requests the Ministry of Energy and Infrastructure and the Ministry of Municipal Affairs and Housing to grant an extension to the June 16, 2009 deadline for the Municipality to amend the Clarington Official Plan to conform with the Growth Plan to an appropriate date following the approval, or resolution of any appeals, of an amendment to the Durham Regional Official Plan that implements the provisions of the Growth Plan; 3. THAT a copy of the Council resolution and the Municipality's Introductory Discussion Paper on the Official Plan Review be forwarded to the Ministry of Energy and Infrastructure and the Ministry of Municipal Affairs and Housing; and 4. THAT a copy of the Council resolution be forwarded to the Region of Durham and the Durham Region area municipalities for information. Submitted b 7/r Reviewed by: avid J. Crome, MCIP, RPP F anklin Wu Director, Planning Services jj� Chief Administrative Officer DJ/COS/df 'U 3 March 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-0830 812 REPORT NO.: PSD-028-09 PAGE 2 1.0 INTRODUCTION 1.1 The purpose of this report is to request the Ministry of Energy and Infrastructure and the Ministry of Municipal Affairs and Housing to grant an extension to the Municipality to amend the Clarington Official Plan to conform with the Growth Plan for the Greater Golden Horseshoe. 2.0 DISCUSSION 2.1 The Places to Grow Act, 2005 requires that municipal official plans be brought into conformity with the provisions of the Growth Plan for the Greater Golden Horseshoe (Growth Plan) by June 16, 2009. 2.2 The Region of Durham is undertaking a Growth Plan conformity exercise which is expected to result in the adoption of an amendment to the Durham Regional Official Plan by June 2009. The Durham Regional Official Plan Amendment to implement the Growth Plan must receive final approval by the Province and/or the Ontario Municipal Board. This approval is required before the Municipality can adopt an amendment to implement the Growth Plan and the related Regional Official Plan Amendment. 2.3 Staff initiated the work to implement the directions from the Growth Plan since last year as part of the Comprehensive Review of the Clarington Official Plan. Council authorized this review in May 12, 2008. Subsequent to Council direction, Staff undertook an initial comprehensive community consultation process that included community meetings and surveys in the summer of 2008. The results were presented to Council in October 2008. At the same time, the Municipality retained Hemson Consulting to undertake detailed analysis of the employment and population forecasts proposed by the Region's consultants to implement the Growth Plan. On March 3rd, 2009, Council approved the awarding of a contract to Dillon Consulting to undertake various components of the Clarington Official Plan Review, including the Growth Plan conformity component. 2.4 A number of area municipalities in Durham, such as Ajax, Whitby and Oshawa, have already applied for an extension of time to bring their Official Plans into conformity with the Provincial Growth Plan. 3.0 CONCLUSION 3.1 Due to the anticipated timing for completion of the Region's Growth Plan Conformity exercise and the subsequent approval process, it is recommended that the Municipality of Clarington request the Ministry of Energy and Infrastructure and the Ministry of Municipal Affairs and Housing to grant an extension to the June 16, 2009 deadline. List of interested parties to be advised of Council's decision: Regional Municipality of Durham Township of Scugog Town of Ajax Township of Uxbridge City of Pickering City of Oshawa Town of Whitby Ministry of Municipal Affairs and Housing Township of Brock Ministry of Energy and Infrastructure 813 Clarington Leading the Way REPORT 'FFF` PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9, 2009 Report #: PSD-029-09 File #: PLN 38.1 By-law #: Subject: POTENTIAL SITES FOR COMMUTER PARKING LOTS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT PSD-029-09 be received; and 2. THAT GO Transit be requested to investigate the possibility of a commuter parking lot in Newcastle Village or at the interchange of Highway 115/35 with Durham Highway 2. Submitted by: Reviewed by: avid J. Crome, MCIP, RPP Franklin Wu, Director of Planning Services y Chief Administrative Officer FUdf 3 March 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-0830 i 814 REPORT NO.: PSD-029-09 PAGE 2 1.0 BACKGROUND 1.1 On June 9, 2008 Council requested the Director of Planning Services and Director of Engineering Services consider opportunities for commuter parking lots and report back to Council. As part of the investigation, municipal lands and facilities in proximity to GO Transit facilities and the planning for future transit hubs along the 407 were considered. 2.0 COMMENTS 2.1 As part of their services, most GO Rail stations have customer parking. At the present time, they do not charge for parking, although there is a fee for reserved parking spaces at most stations. Free parking is offered on a first-come, first-served basis. Customers can park for a maximum of 48 hours (free or reserved spaces). Free commuter parking for 80+ cars is provided for at the GO Transit site in Bowmanville. To date, there has been some demand for commuter parking in Newcastle, as evidenced by resident calls to members of Council and staff. This demand was particularly noticed when the gas prices were quite high, a situation which could return after the economic slowdown. GO Transit has initiated a feasibility study on the extension of GO rail service to Bowmanville. When this happens, additional parking will be provided at the future Bowmanville and Courtice stations. 2.2 Should the Municipality wish to provide commuter parking on municipally owned sites in close proximity to the GO Transit sites, there are three potential options for commuter parking facilities • Use of downtown parking lots • Use of community park sites • Construction of a new parking lot on existing municipal lands 2.3 Downtown Parking Lots It is not recommended that monthly parking passes be sold to GO commuters in downtown parking lots in Newcastle and Bowmanville. These lots were established in support of the business improvement areas and there is a general perception that these lots are fully used during the daytime hours, when commuters would need parking facilities. 2.4 Community Park Sites Staff have reviewed the parking needs at municipally owned facilities in Newcastle and Bowmanville that are within walking distance of the GO Transit stops. The new Newcastle & District Recreation Complex and Garnet B. Rickard Complex were designed with parking to meet the needs of the facility. Community Services advises that they could not at this time accommodate additional commuter parking on site as it is anticipated that the commuter parking times may coincide with evening programs when the lots are already full. However, .knowing more specifics with regards to the number of vehicles and time periods would be beneficial. 815 REPORT NO.: PSD-029-09 PAGE 3 2.5 Construction of New Parking Areas for on Existing Municipal Lands The municipality owns lands along Highway 2 near Wilmot Creek which could be enhanced to accommodate commuters. While a parking area could be constructed in advance of a future municipal facility (such as soccer fields), there would be concerns that in the future, those parking spaces would need to be returned for municipal services. Additionally, to address the costs of improvements and regulate the parking (keep it as commuter only parking) on municipal lands, it would be necessary to have commuters pay a parking fee and display a parking permit such that enforcement can happen. The commuter parking fee should be commensurate with the facility provided and would be a portion of the cost of a monthly parking pass for the downtown lots. In reviewing the parking Reserve Fund, the anticipated year-end balance is only $122,410. Funds collected to date have largely been from the BIA areas for the expansion and operation of those lots. Costs for a paved parking lot would be approximately $5,100.00 to $5,750.00 per space or approximately $112,000.00 for a 20 space parking lot. A gravel parking lot would be considerably less expensive at approximately $2,500.00 to $2,650.00 per space or approximately $53,000.00 for a 20 space parking lot. 2.6 If Council wishes to pursue the option of improving the parking at Highway 2 and Wilmot Creek for commuter parking, Engineering, Operations and Clerk's will have to bring forward specific recommendations on the enhancements required and the fees for a commuter parking pass. It should also be integrated with the overall Park Master Plan prepared by Engineering Services. In addition, there will be ongoing maintenance costs for snow clearing and other related items, and replacement on a lifecycle basis. 2.7 Notwithstanding the review above, Staff's view is that the responsibility for commuter parking should be the responsibility of GO Transit. It is recommended that Council request GO Transit investigate the possibility of developing a commuter parking lot in Newcastle Village or at the interchange of Highway 35/115 and Durham Highway 2. This initiative could be combined with a car-pooling site in conjunction with the Ministry of Transportation. 3.0 CONCLUSIONS 3.1 Commuter parking sites in proximity to transit facilities are part of the long term goals of the transportation policies contained in everything from the Provincial Growth Plan to the Clarington Official Plan. During the review of the transportation section, as part of the overall Official Plan review, there will be great emphasis placed on the accommodation of other modes of transportation. As part of this review an Active Transportation Plan that includes pedestrian, cyclists and commuters will be developed. However, transit service is provided by other levels of government and associated parking facilities should also be included. It is recommended that GO Transit be requested to review this issue, with particular emphasis on commuter parking in or near Newcastle Village. 816 REPORT NO.: PSD-029-09 PAGE 4 3.2 Durham Regional Transit (DRT) is moving forward with its efforts to produce a Long- Term Transit Strategy. DRT initiated the development of a comprehensive plan to integrate Rapid Transit and other sustainable transportation modes into the Growth Plan for Durham. The first in a series of Open Houses will be held in Newcastle on March 25", 2009. 817 Clarington REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 9, 2009 Resolution #: u Ih Report#: CSD-004-09 File #: By-law #: Subject: 2009 COMMUNITY GRANTS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CSD-004-09 be received; 2. THAT Council consider all submitted grant requests; and 3. THAT all applicants be advised of Council's decision. Submitted by: Reviewed by-,-) Jose aruana Franklin Wu Dire r of Community Services Chief Administrative Officer SC'SM"Iw CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE,ONTARIO L1C 3A6 T (905)623-3379 F(905)623-5506 1201 REPORT NO.: CSD-004-09 PAGE 2 1.0 BACKGROUND 1.1 The Community Grant Program is intended to provide financial assistance to community organizations providing programs and services within the Municipality of Clarington. The Community Grant Policy (Attachment #1) was reviewed in 2008 and the associated revisions were approved by Council in December (GPA-678-08). The review confirmed that the Community Grant Program provided Council with an excellent vehicle to acknowledge and support the efforts of our local volunteer community and not-for-profit agencies that provide services which benefit the community in general. 1 .2 During the 2009 municipal budget process; grant program funding requests historically received from the Newcastle Community Hall, Community Care Durham- Clarington and the Clarington Older Adult Association were redirected from the Community Grant Program to the Municipal budget process. 1.3 Historically, the allocation of funding for Community Grants is established at $1.00 per capita. However, in an effort to maintain the integrity of the Grant Policy while still supporting the Courtice Rotary Canada Day celebrations, the policy was amended to allow for the transfer of$5,000 from the grant program to Corporate Services to be applied only to the assistance in funding of Canada Day Celebrations (GPA- 678-08). 1.4 During the 2009 budget deliberations a $15,000 increase to the Community Grant Program to maintain existing funding levels after the realignment referred to in items 1 .2 and 1.3 was denied (GPA -068-09). Accordingly, a maximum amount of $60,000 has been established for award to eligible applicants in 2009. 1.5 Individual allocations through the Community Grant process may not exceed $5,000 per request. 1.6 The policy provides four distinct categories for grant distribution. Each applicant must meet the required definition for at least one of the following four (4) categories: Recreation/Leisure Services, Civic, Social and Hall Board/Community Centres. 1.7 In keeping with the current policy, an advertisement was placed in all local papers announcing the program and establishing a deadline for filing an application. In addition, organizations who had been involved in the community grant program previously were invited to a community meeting held on December 9, 2008, at which time staff reviewed the changes to the Community Grant Policy, the application form and answered questions regarding the process and eligibility. 1.8 A total of 39 applications have been received for review and consideration, compared to 43 in the 2008 process. The 39 applications represent a total of $113,000 in requested funding through the grant program, compared to $133,050 requested in 2008. 1202 REPORT NO.: CSD-004-09 PAGE 3 1 .9 On March 3, 2008, Council allocated $72,300 to 42 organizations (GPA 136-08). A further $4,500 was allocated to additional requests which were considered by Council throughout the year. (Attachment #2) CAM Fest returned their grant of$750 when they were unable to proceed with the festival which they had received funding for. 2.0 APPLICATION PROCESS 2.1 All applications received have been recorded on a summary sheet (Attachment #3) providing Council and staff with an overview of all applications being considered. 2.2 Each application is also presented on a one-page summary numbered from 09-01 through 09-39 providing basic information necessary in considering the appropriate a level of funding for each application. (Attachment # 4) 2.3 Organizations who submitted incomplete applications were contacted and requested to forward the outstanding information. To date, Tyrone Community Hall (09-21) has been unable to provide the required financial information so their application is considered incomplete. Council may wish to consider any funding provided to the Tyrone Community Hall be held in abeyance until such time as the required application and related documentation is completed and submitted to Community Services. Staff will continue to work with this group to complete their application. All other organizations complied with requests for additional information and have been included in Attachment #3 for Council's consideration. 2.4 Criteria #11 of the revised policy states, "Organizations not in good financial standing with the Municipality of Clarington are not eligible to apply". The Finance Department has been consulted regarding the financial standing of all applicants and there have been no concerns identified. 3.0 ADDITIONAL INFORMATION 3.1 From time to time various applicants make comments through the application process or in other cases resolutions of Council were previously approved that may affect how a particular application is dealt with. In addition, the following applications and associated comments are provided for the information of Council. 3.2 Application 09-08 (1st time applicant), Christmas in Clarington Country, is an event organized on a volunteer basis to increase tourism visitation to Clarington through an enhanced rural showcase of local businesses. The event includes a self directed tour of the participating partners with a focus on tourism development and promotion. In 2008, Christmas in Clarington Country was held November 28 - 30. They have applied under the Civic category as "an event promoting the Municipality of Clarington which could be expected to bring economic and/or public relations benefit to the Municipality 1203 REPORT NO.: CSD-004-09 PAGE 4 3.3 Application 09-10 (1st time applicant), Clarington Marketing Minds, is incorporated as a not-for-profit consortium of tourism stakeholders who have joined forces to promote and position Clarington as a sought after tourist destination. The funding requested will be used to assist with start up costs for the group. This group has also applied under the Civic category as a "service promoting the Municipality of Clarington which could be expected to bring economic and/or public relations benefit to the Municipality". 3.4 Application 09-12 (1St time applicant), Newcastle Art Show, is a not-for-profit corporation whose mission is "to enhance the enjoyment and growth of art in the Clarington area through display, retail opportunities and classes". They operate the Clarington Artist and Artisan Cooperative and in July 2008 initiated Newcastle's One of a Kind Artist and Artisan Show and Sale at Bond Head Beach Parkette in Newcastle. 3.5 Application 09-29 (1St time applicant), Clarington Tigercats Football Club, provides a contact football program to boys and girls 7 -17 years of age. Last season they partnered with the local high schools and Wendy's Restaurants of Canada to offer a "Friday Night Lights" program where they hosted local high school teams at Clarington Fields. The funding request will support the refurbishment and replacement of equipment to ensure the equipment meets the appropriate safety standards. 3.6 Application 09-32 (1st time applicant), Tyrone Orange Community Hall, is a privately owned community hall which provides facilities for community activities for people of all ages within the local area. Activities include seniors' card parties, monthly dances, and meetings. The hall is managed by a hall board made up of three (3) sections of the Orange Lodge. In 2008 the board installed a new furnace at a cost of approximately $3,200 and in 2009 plan to install a new chimney liner at a cost of approximately $1,000. They are applying under the category of Recreation/Leisure. 3.7 Application 09-36 (1st time applicant), Durham Hospice, provides palliative care and bereavement counseling to Durham residents, including a bereavement support group at Kingsway Arms Retirement Home. Staff has deemed this application as ineligible as Durham Hospice comes under the mandate of the Ministry of Health and receives a large portion of their funding through that Ministry. 3.8 Application 09-38 (previously applied, did not receive funding), Canadian Red Cross Disaster Management Program, provides personal disaster assistance to individuals or families impacted by local disasters such as floods or fires. The disaster management volunteers are on call 365 days a year to provide food, shelter, clothing and support to victims. In 2008, Clarington Emergency Services requested their support at eight local fires including the Bowmanville fire, April 29th and the Newtonville fire December 12th. The personal disaster assistance teams also assisted with the training of 175 Clarington Firefighters in 2008. Terra Sawyer, Disaster Management Coordinator, was present at the General Purpose and 1204 REPORT NO.: CSD-004-09 PAGE 5 Administration Committee of January 5, 2009, and made a presentation providing background on the Disaster Management Program. 4.0 COMMENTS 4.1 The Community Grant Program in Clarington ensures citizen involvement in recreational/leisure, civic, social and community hall boards enhancing community well being. 4.2 Each application is on file in the Community Services Department and will be made available during grant discussions, should further details of a particular application be required. Attachments: Attachment#1 — Community Grant Policy Attachment#2 — 2008 Supplementary Funding Allocations Attachment #3 — 2009 Grant Information Summary Attachment#4 — 2009 Individual Summaries of Grant Information 1205 Attachment#1 to CSD-004-09 i klruel�rr�, 1hr iYuy COMMUNITY GRANT POLICY 1. PURPOSE: The Municipality of Clarington acknowledges the efforts of our local volunteer community and believes that many services, events or projects are best provided through the volunteer efforts of local community organizations. Community Grant funding demonstrates Council's commitment to working with community organizations without eroding their strength and independence and encourages organizations to work toward financial self sufficiency. The Community Grant program provides financial assistance to not-for-profit, volunteer community organizations to provide direct services, events or programs to the benefit of the residents of Clarington. This policy establishes eligibility requirements and the application process. Applicants are further encouraged to pursue other opportunities for financial support. 2. ELIGIBILTY CRITERIA: The following may be eligible for a Municipality of Clarington Community Grant: 1) Not-for-profit or volunteer based organizations within the Municipality of Clarington or the Region of Durham delivering programs, events or services to the residents of Clarington. Regionally based organizations must provide details demonstrating how their service will directly benefit the residents of Clarington. 3. FUNDING CATEGORIES: 1) Recreation/Leisure • is defined as those organizations offering athletic or leisure opportunities not offered by the Municipality 2) Civic • is defined as those organizations providing events or services promoting the Municipality of Clarington which could be expected to bring economic and/or public relations benefit to the Municipality 1206 'C Attachment#1 to CSD-004-09 3) Social is defined as those organizations offering a specific service (other than recreational/leisure) to residents of the Municipality, which is not considered to be the responsibility of another level of government 4) Boards of Council and Hall Boards • is defined as a group of individuals appointed by Council who manage and maintain a municipally owned facility. (Please note; grants will be considered for operational expenses only. Capital requests must be referred to the appropriate municipal representative for consideration during the annual municipal budget process) 4. PURPOSE OF GRANT: Grants may be provided to eligible applicants as defined above, for: • General operating and capital expenses (with the exception of Hall Boards who may only apply for general operating) up to a $5,000 maximum • Activities/events generally occurring within municipal boundaries; or For programs, activities and events addressing a community need or contributing to the positive image of the Municipality The Community Grant Program is not intended to provide funding: • In excess of$5,000 • To organizations with a political mandate, such as citizen ratepayers associations To individuals • To organizations that provide services or programs that are the responsibility of another level of government To organizations not in good financial standing with the Municipality of Clarington • To organizations that make donations; or • For debt repayment 5. COMMUNITY GRANT APPLICATION: Applications are available from the Municipal Administrative Centre or the Municipality's website as of November 1$t each year. Completed applications are due by early December or as outlined in the public notice published annually. Late submissions will be accepted pending the availability of funds. 1) Applications will be accepted only from organizations with an elected executive and one of the following: • A constitution, a mission statement, or a statement of purpose 1207 Attachment#1 to CSD-004-09 2) All requests for funding must be accompanied by a fully completed "Community Grant Application" and must be forwarded to the Community Services Department. 3) Applications must be legible, completed in full, signed and include all required documentation. 4) Successful applicants may be required to submit a year end accounting of all grant dollars received from the Municipality. 1208 Attachment #2 to CSD-004-09 1 N O (D N 0 Attachment#3 to CSI-)-004-09 40. Organtzatioill Category C ntadt Data _ 2'907 2007 2008 2008 2009 Comments 2009 # Name Received RaquesY Esrant Request Gcarit Request Grant 09-01 Bowmanville Civic Vincent 01/15/09 $500 $500 $500 $500 $500 Ecolo2y Garden Powers 09-.02 Bowmanville Civic Pat Thexton 01/16/09 $500 $500 $500 $500 $500 Horticultural Society 09-03 Courtice Civic Mark Stanisz 01/14/09 $500 $500 $500 $500 $500 Horticultural Soceity 09-04 Newcastle Civic Pam Daley 01/01/09 $500 $500 $800 $800 $1,000 Horticultural Society 09-05 Orono Horticultural Civic Aimie Harris 01/14/09 $750 $500 $750 $500 $750 Society 09-06 Bowmanville Santa Civic Marie 01/14/09 N/A N/A N/A N/A $2,000 Claus Parade Hammond 09-07 Newcastle Santa IClaus Civic Martha 01/16/09 $2,500 $2,000 $2,500 $2,500 $2,500 Parade Hendrix 09-08 Christmas in IClarington Civic Diane Powers 01/15/09 N/A N/A N/A N/A $5,000 Country 09-09 Clarington Farmer's Civic Gord Lee 01/16/09 $5,000 $500 $5,000 $1,000 $2,000 Market 09-10 Clarington Civic Petra Schwirtz 01/16/09 N/A N/A N/A N/A $5,000 Marketing Minds 09-11 Music Night in the Civic Vicki Burrows 01/16109 $2,000 $750 $2,000 $750 $1,500 Park 09-12 Newcastle Art Show Civic Sharon 01/16/09 N/A N/A N/A N/A $5,000 Lawrence Newcastle Village& Myno Van 09-13 District Historical Civic 01/09/09 $1,500 $1,500 $2,000 $1,500 $1,500 Dyke Society 09-14 Durham Central Civic Mathew 1/2012009 $5,000 $1,000 N/A N/A $5,000 Agricultural Fair Stephenson 09-15 Orono Town Hall Hall Board Judy 01/16109 $5,000 $3,000 $3,000 $2,500 $5,000 Climenhage 09-16 Kendal Community Hall Board Liz Robinson 01/16/09 $5,000 $2,500 $5,000 $2,500 $2,500 Centre N Attachment#3 to U5u-UU4-UU Appl. Organization Catr±gary Csntact = ©ate 2097 ?007 2008 2008 2009 GO me 2009 # N&Y a ReceiWEd ygst Grant �Re-r 1 , _ Cent Request Grant 09-17 Hampton Hall Hall Board Jennie Moore 01/16/09 $5,000 $2,500 $2,500 $2,500 $2,500 09-18 Selina Communtty Centre Hall Board Herb Tink 01/16109 $2,500 $2,500 $2,500 $2,500 $4,000 09-19 Newtonville Hall Hall Board Vicki Burrows 01/16/09 $5,000 $2,500 $5,000 $2,500 $3,500 09-20 Newcastle Arena Hall Board Gord Lee 01/16/09 $5,000 $5,000 $5,000 $5,000 $5,000 09-21 Tyrone Hall Hall Board Mark Canning 01/16/09 $4,000 $2,500 $3,500 $2,500 $5,000 May wish to hold funds in abeyance 09 22 Horizons Band Clarington New Recreation Anthony Maxwell 01/01/09 $3,000 $500 $2,500 $500 $1,000 09-23 Clarington Fiddle IClub Recreation Shirley Severn 01/15/09 $1,000 $500 $1,000 $750 $1,000 09-24 Clarington Concert Band Recreation Colin Rowe 01116/09 $2,000 $500 $2,000 $750 $2,000 09-25 Clarington Swim Club Recreation 01/15/09 $5,000 $1,500 $5,000 $1,000 $5,000 Lon m Longm uir 09-26 Orono Figure Skatinq Club Recreation Charlene Perrin 01/16/09 $4,200 $1,500 $4,000 $1,500 $4,000 09-27 Newcastle Skating Club Recreation Richard Jefferson 01/16/09 $3,000 $1,500 $4,500 $1,000 $4,000 09-28 Courtice Kids Multis ort Series Recreation Derrick McKay 01/16/09 $1,000 $1,000 $2,000 $1,000 $1,000 0929 Clarington Tigercats Recreation Dan 01/16/09 N/A N/A N/A N/A $5,000 Football Club Labanowich 09-30 Orono Amateur Athletic Association Recreation Laverne Boyd 01/16/09 $2,500 $2,500 $2,500 $2,500 $2,500 09-31 Clarin ton Proiect Recreation Cheri Smith 1/30/09 N/A N/A $2,500 $750 $2,000 Tyrone Orange 09-32 Community Hall Recreation Calvin Yeo 01/16/09 N/A N/A N/A N/A $5,000 Board 09-33 Oak Ridges Trail Recreation Harold Sellers 2/4/09 $500 $500 $500 $500 $500 Association Mental Health 09-34 Durham - Making Connections Social Le Yennnini ng 12/22/09 $6,000 $1,000 $5,000 $1,000 $1,000 - Clarington Attachment 93 to G6D-004-09 Appl. Contact Date 2007 2007 2008 2008 2009 2009 #. Organization_ Catenry Name. Received Request Grant Request i Grant Request Comments Grant 09-35 Clarington East Social ShelleyMolica 01/08/09 $5,000 $1,000 $5,000 $1,000 $5,000 Food Bank Kristen 09-36 Durham Hospice Social Schmidt- 01/13/09 N/A N/A N/A N/A $5,000 Ineligible Chamberlain Learning Disabilities 09-37 Association of Social Shari Davis 01/15/09 $1,500 $750 $1,500 $750 $750 Peterborough Canadian Red 09-38 Cross - Disaster Social Terra Sayer 01/16/09 $5,000 Denied $5,000 Denied $5,000 Management Pro ram Big Brothers and Darlene 09-39 Sisters of Social 01/16109 $5,000 $2,000 $5,000 $2,000 $3,000 Brown Cl; rin ton Total $113,000 Na N Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Bowmanville Ecology Garden APPLICATION #: 09-01 DATE RECEIVED: 01/15/09 CONTACT NAME: Vincent Powers DESCRIPTION OF PROGRAMS AND SERVICES: Provides an organic horticultural information and networking resource. Provides 35 plots for individuals and organizations who would like to grow their own vegetables. Provides "Children's Garden Program"which introduces young children to the skill sets of growing their own food and promotes healthy living and eating. Provides seeds,plants, tools and a library. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $0 ($100.00) $150.00 EXPENSES $700.00 $550.00 $735.00 NET ($700:00) ($450.00) ($585.00) GRANT $5001,00 $500,00 $500.00 TOTAL NET ($200.00) $50.00 ($85.00) DEFICIT SURPLUS DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $500 $500 1213 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Bowmanville Horticultural Society APPLICATION #: 09-02 DATE RECEIVED: 01/16/09 CONTACT NAME: Pat Thexton DESCRIPTION OF PROGRAMS AND SERVICES: Civic improvement projects, instruction and discussion of subjects related to horticulture. Encourages improvement of home gardens and public grounds. Maintains Tourism gardens, Town Hall and Archives. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE 510,927.33 $7,279.00 $6,131.94 EXPENSES $9,510. 73 $6,826.00 $7,006.00 NET $1,416.60 $453.00 ($874.06) ORAN1( $500.00 50p-00 $500.00 TOTAL NET $1,916.60 $953.00 ($374.06) SURPLUS SURPLUS DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $500 $500 1214 Attachment 44 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Courtice Horticultural Soceity APPLICATION#: 09-03 DATE RECEIVED: 01/14/09 CONTACT NAME: Mark Stanisz DESCRIPTION OF PROGRAMS AND SERVICES: Community beautification Hwy 2/Trulls and the Courtice Memorial. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $640.99 $678.67 $1,073.60 EXPENSES $513.00 $165.07 $945.00 NET $127.99 $513.60 $128.00 GRANT $500 (1p TOTAL NET $527.99 $1,013.60 $628.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $500 $500 1215 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newcastle Horticultural Society APPLICATION #: 09-04 DATE RECEIVED: 01/01/09 CONTACT NAME: Pam Daley DESCRIPTION OF PROGRAMS AND SERVICES: Beautification of the Newcastle community. Plants and maintains gardens at Newcastle Community Hall. Requested increase in funding to cover planting at the new library. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $9,705.44 $8,243.22 $9,383.16 EXPENSES $6,110.33 $5,360.06 $7,150.00 NET 53,594.91 $2,88116 $2,233.16 GRANT ' X500.00 $800.00 si,o06m TOTAL NET $4,094.91 $3,683.16 $3,233.16 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED . REQUESTED $500 $800 $1,000 1216 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Orono Horticultural Society APPLICATION #: 09-05 DATE RECEIVED: 01/14/09 CONTACT NAME: Aimie Harris DESCRIPTION OF PROGRAMS AND SERVICES: Encourage interest and improvement in horticulture Plant and maintain municipal flower beds in Orono, including Main Street flower beds. Hold regular meetings with guest speakers to share the knowledge and practice of horticulture. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $9,214.24 $8,633.73 $8,317.28 EXPENSES $6,399.45 $5,091.45 $5,885.00 NET $2,814.79 $3,542.28 $2,432.28 GRANT $500.00 $ 00.(10 7bb4 TOTAL NET $3,314.79 $4,042.28 $3,182.28 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $500 $750 1217 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Bowmanville Santa Claus Parade APPLICATION #: 09-06 DATE RECEIVED: 01/14/09 CONTACT NAME: Marie Hammond DESCRIPTION OF PROGRAMS AND SERVICES: Organize annual Santa Claus Parade in Bowmanville. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $35,904.67 $37,570.86 $34,168.33 EXPENSES $13,430.46 $15,402.53 $14,050.00 NET $22,474.21 $22,168.33 $20,118.33 GRANT $0 $Q $2D00.b0 TOTAL NET $22,474.21 $22,168.33 $22,118.33 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $0 $0 $2,000 1218 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newcastle Santa Claus Parade APPLICATION#: 09-07 DATE RECEIVED: 01/16/09 CONTACT NAME: Martha Hendrix DESCRIPTION OF PROGRAMS AND SERVICES: 'r Provide entertainment to Newcastle in the form of a Santa Claus parade through town. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $5,176.34 $3,504.72 $5,667.44 EXPENSES $7,159.46 $5,137.28 $7,500.00 NET ($1,983.12) ($1,632.56) ($1,832.56) GRAN h TOTAL NET $16.88 $867.44 $667.44 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $2,000 $2,500 $2,500 1219 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Christmas in Clarington Country APPLICATION #: 09-08 DATE RECEIVED: 01/15/09 CONTACT NAME: Diane Powers DESCRIPTION OF PROGRAMS AND SERVICES: An initiative of business partners to increase tourist visitation to Clarington through an enhanced rural showcase of local business wealth of resources. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $6,756.00 $11,801.50 $14,000.00 EXPENSES $6,756.00 $11,801.50 $18,000.00 NET $0 $0 ($4,000.00) GRANT $0 $0 $5,000.00 TOTAL NET $0 $0 $1,000.00 SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $0 $0 $5,000 1220 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON .r SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington Farmer's Market APPLICATION#: 09-09 DATE RECEIVED: 01/16/09 CONTACT NAME: Gord Lee DESCRIPTION OF PROGRAMS AND SERVICES: Operation of Farmer's Market at Newcastle Memorial Arena every Sunday—June to October. Provide the Agricultural Community of Durham an opportunity to promote and sell their products to Clarington residents and visitors. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $3,429.30 $5,134.00 $6,847.05 EXPENSES $2,963.16 $3,486.95 $4,775.00 NET $466.14 $1,647.05 $2,072.05 "URA T $5Q0.00 $1,000:00 $2„66 O.t�Q TOTAL NET $966.14 $2,647.05 $4,072.05 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $1,000 $2,000 1221 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington Marketing Minds APPLICATION #: 09-10 DATE RECEIVED: 01/16/09 CONTACT NAME: Petra Schwirtz DESCRIPTION OF PROGRAMS AND SERVICES: Promote and position Clarington as a sought after tourism destination. Grant request is to assist with incorporation and start up costs. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE N/A N/A $1,800.00 EXPENSES N/A N/A $72,300.00 NET N/A N/A ($71,500.00) GRANT $0 1 $0 $5,000.00 TOTAL NET N/A N/A ($66,500.00) DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED N/A N/A $5,000 1222 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newtonville's Music Night in the Park APPLICATION#: 09-11 DATE RECEIVED: 01/16/09 CONTACT NAME: Vicki Burrows DESCRIPTION OF PROGRAMS AND SERVICES: Music entertainment Sunday evenings during the summer in Ina Brown Park. FINANCIAL SUMMARY: 2007 2008 A REVENUE $1,952.70 $3,956. 7 EXPENSES $2,087.93 $2,623. 00 NET ($135.23) $1,332. 7 GRANT' X750.00 $750.QYI; 'TOTAL NET $614.77 $2,082. 7 SURPLUS SURPLS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $750 $750 $1,500 1223 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newcastle Art Show APPLICATION #: 09-12 DATE RECEIVED: 01/16/09 CONTACT NAME: Sharon Lawrence DESCRIPTION OF PROGRAMS AND SERVICES: Provides an environment where local artists and artisans can display and sell their works. Has a gallery/store `A Gift of Art", a cooperative run by all the participants. Initiated Newcastle's One of a Kind Artist and Artisan Show and Sale, in July 2008 at Bond Head Beach. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE N/A $35,225.00 $36,500.00 EXPENSES N/A $35,225.00 $42,855.00 NET N/A $0 ($6,355.00) GRANT $0 $0 $5,000.00 TOTAL NET N/A $0 ($1,355.00) DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED N/A N/A $5,000 1224 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newcastle Village & District Historical Society APPLICATION #: 09-13 DATE RECEIVED: 01/09/09 CONTACT NAME: Myno Van Dyke DESCRIPTION OF PROGRAMS AND SERVICES: Maintain an Archive Room with free access to the public at Newcastle Hall. Maintain a web site relating to genealogical and historical information on Village of Newcastle and former Clarke Township. Produce historical newsletter quarterly. Provide 4 public meetings annually with guest speakers. Developing extensive database of local genealogical and historical records and photographs to be available on-line at no charge. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $6,689.00 $4,868.00 $1,042.00 EXPENSES $6,933.00 $7,226.00 $5,575.00 NET ($244.00) ($2,358.00) ($4,533.00 GRANT ''r; $],500.00, ;$i;,50b;0o $ SOO.OQ TOTAL NET $1,256.00 ($858.00) ($3,033.00) SURPLUS DEFICIT DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,500 $1,500 $1,500 1225 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Durham Central Agricultural Fair APPLICATION#: 09-14 DATE RECEIVED: 01/20/09 CONTACT NAME: Mathew Stephenson DESCRIPTION OF PROGRAMS AND SERVICES: Operate annual 4 day agricultural fair in Orono. 2008,rain on 3 of 4 days lead to 25%reduction in gate receipts. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $231,064.91 $229,048.06 $229,113.88 EXPENSES $218,543.54 $222,934.18 $221,300.00 NET $12,521.37 $6,113.88 $7,813.88 GRANT $1,000.00 $0 $3,000.00 TOTAL NET $13,521.37 $6,113.88 $12,813.88 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,000.00 $0 $5,000 1226 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Orono Town Hall APPLICATION #: 09-15 DATE RECEIVED: 01/16/09 CONTACT NAME: Judy Climenhage DESCRIPTION OF PROGRAMS AND SERVICES: Provide facilities for community meetings and events and social gatherings such as weddings and family parties. Summer concert series, art shows, Carol sing and Breakfast with Santa. FINANCIAL SUMMARY: a 2007 2008 2009 FMNE $39,900.80 $36,020.53 $40,834.57 $34,449.42 $30,885.96 $44,750.00 $5,451.38 $5,134.57 ($3,915.43) $3,000.00` $2$500.00 $x';600.00 $8,451.38 $7,634.57 $1,084.57 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $3,000 $2,500 $5,000 1227 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Kendal Community Centre APPLICATION #: 09-16 DATE RECEIVED: 01/16/09 CONTACT NAME: Liz Robinson i DESCRIPTION OF PROGRAMS AND SERVICES: Provide community building activities that nurture creativity and life-long growth. Promote community involvement through the provision of recreation, cultural activities, education,health/wellness/fitness activities and family life activities. Monthly youth dances, weekly wee-tot playground, euchre nights,dart league,karate club. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $39,167.38 $36,003.84 $46,528.19 EXPENSES $24,930.85 $12,025.65 $25,300.00 NET $14,236.53 $23,978.19 $21,228.19 GRAM $2,500.00 21500.00 $2,500.00 TOTAL NET $16,736.53 $26,478.19 $23,728.19 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $2,500 $2,500 $2,500 1228 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Hampton Hall APPLICATION #: 09-17 DATE RECEIVED: 01/16/09 I I'l CONTACT NAME: Jennie Moore DESCRIPTION OF PROGRAMS AND SERVICES: Provides a gathering area for citizens of Hampton and area. Community Fun Day, Movie Night, Euchre Night, Breakfast with Santa, Earth Day cleanup,teen dances, Scouts/Brownies,band jam sessions. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $12,575.00 $19,331.00 $22,804.00 EXPENSES $9,638.00 $10,777.00 $20,600.00 NET $2,937.00 $8,554.00 $2,204.00 GRAN $23,00.00 $2,500.00 $2;50U'00 TOTAL NET $5,437.00 $11,054.00 $4,704.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED RE UESTED $2,500 $2,500 $2,500 1229 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Solina Communtiy Centre APPLICATION#: 09-18 DATE RECEIVED: 01/16/09 CONTACT NAME: Herb Tink DESCRIPTION OF PROGRAMS AND SERVICES: Provide facilities and programs to make Solina a better place to live by promoting health, fitness, safety and culture. Community meetings and events, senior activities and recreational activities. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $84,544.81 $85,216.25 $86,570.00 EXPENSES $37,471.62 $36,046.25 $49,832.00 NET $47,073.19 $49,170.00 $36,738.00 GRANT $2,500.00 $2,5Q0;00 TOTAL NET $49,573.19 $51,670.00 $40,738.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $2,500 $2,500 $4,000 1230 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newtonville Hall APPLICATION #: 09-19 DATE RECEIVED: 01/16/09 CONTACT NAME: Vicki Burrows DESCRIPTION OF PROGRAMS AND SERVICES: Community activities such as dance classes, movie nights, Christmas parties, euchre nights, adult and senior programs. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $13,186.44 $21,011.45 $17,584.07 EXPENSES $9,717.15 $12,744.82 $16,575.00 NET $3,469.29 $8,236.63 $1,009.07 GRANT $2,500.00` 52,500'.00 $ a5Q0A0 , TOTAL NET $5,969.29 $10,736.63 $4,509.07 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED' $2,500 $2,500 $3,500 1231 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newcastle Memorial Arena APPLICATION #: 09-20 DATE RECEIVED: 01/16/09 CONTACT NAME: Gord Lee DESCRIPTION OF PROGRAMS AND SERVICES: Manage and program Newcastle Arena on behalf of the Municipality. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $329,145.03 $338,072.08 $404,561.62 EXPENSES $299,935.54 $304,952.96 $370,191.00 NET $29,209.49 $33,119.12 $34,370.62 GRANT $5,000. $5, 10.Ot7 $5,O0.00 TOTAL NET $34,209.49 $38,119.12 $39,370.62 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $5,000 $5,000 $5,000 1232 ii Attachment#4 to CSD-004-09 F MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION is APPLICANT OGRANIZATION: Tyrone Hall APPLICATION#: 09-21 DATE RECEIVED: 01/16/09 CONTACT NAME: Mark Canning DESCRIPTION OF PROGRAMS AND SERVICES: Provides opportunity to enrich the cultural and social wellbeing of community. Offers social,recreational, cultural and community events and activities. FINAtNCIAL SUMALARY: INCOMPLETE 2007 2008 2009 REVENUE EXPENSES NET GRANT TOTAL NET MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT' APPROVED APPROVED REQUESTED $2,500 $2,500 $5,000 1233 f ., Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington New Horizons Band APPLICATION #: 09-22 DATE RECEIVED: 01/01/09 CONTACT NAME: Anthony Maxwell DESCRIPTION OF PROGRAMS AND SERVICES: Daytime adult teaching and performances music program which provides entry points to music making for adults, from novice to inactive. Presently have 60 members in 3 bands. -Upbeats is the entry level band; - Concert Band is the more advanced program; - Swing Band focuses on big band and swing jazz. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $5,085.00 $13,585.00 $17,225.00 EXPENSES $5,574.00 $14,055.00 $18,215.00 NET ($489.00) ($470.00) ($990.00) GRANT $$00.00 $,OQ.QO $1,000.00 TOTAL NET $11.00 $30.00 $10.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $500 $1,000 1234 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington Fiddle Club APPLICATION #: 09-23 DATE RECEIVED: 01/15/09 CONTACT NAME: Shirley Severn DESCRIPTION OF PROGRAMS AND SERVICES: Provide opportunity for people of all ages to express themselves through music and dance. Provide entertainment for the local community, fairs, senior centres etc. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $9,919.50 $8,975.96 $9,058.58 EXPENSES $8,255.84 $8,164.38 $7,737.00 NET $1,663.66 $808.58 $1,321.58 GRANT °' $ 00P $750.04 ';, +t10 TOTAL NET $2,163.66 $1,558.58 $2,321.58 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $750 $1,000 1235 Attachment#4 to GSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington Concert Band APPLICATION#: 09-24 DATE RECEIVED: 01/16/09 CONTACT NAME: Colin Rowe DESCRIPTION OF PROGRAMS AND SERVICES: Provide live music, accessible to all citizens. Provide 18 performances in 2008. Band has outgrown rehearsal space at John M. James P.S. and is investigating new space. Require additional storage space for equipment and expanding music library. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $51,981.94 $42,540.88 $47,696.34 EXPENSES $29,889.44 $15,294.54 $17,590.00 NET $22,092.50 $27,246.34 $30,106.34 'GRANT $500.'00 $750.00 $2,000.00 TOTAL NET $22,592.50 $27,996.34 $32,106.34 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $500 $750 $2,000 1236 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington Swim Club APPLICATION#: 09-25 DATE RECEIVED: 01/15/09 CONTACT NAME: Shauna Longmuir DESCRIPTION OF PROGRAMS AND SERVICES: Competitive swim program and youth Fitness. h: t i FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $132,862.00 $152,923.00 $152,160.00 EXPENSES $128,839.00 $144,963.00 $143,615.00 NET $4,023.00 $7,960.00 $8,545.00 GRANT $', 500.00 $1,000:00 $5OQ 00 j TOTAL NET $5,523.00 $8,960.00 $13,545.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,500 $1,000 $5,000 1237 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Orono Figure Skating Club APPLICATION #: 09-26 DATE RECEIVED: 01/16/09 CONTACT NAME: Charlene Perrin DESCRIPTION OF PROGRAMS AND SERVICES: Promote, develop, improve, encourage and advance amateur figure skating, in all phases. Provides Learn to Skate programs for children to adults. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $109,174.80 $85,088.40 $82,238.40 EXPENSES $104,086.40 $84,850.00 $84,350.00 NET $5,088.40 $238.40 ($2,111.60) GRANT $7,500.00 $1,500.00 $4,000.00 TOTAL NET $6,588.40 $1,738.40 $1,888.40 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED RE UESTED $1,500 $1,500 $4,000 1238 4` Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Newcastle Skating Club APPLICATION#: 09-27 DATE RECEIVED: 01/16/09 CONTACT NAME: Richard Jefferson DESCRIPTION OF PROGRAMS AND SERVICES: Provides skating instruction to all its members, in programs ranging from learn to skate, to figure skating and power skating. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $73,761.00 $70,095.00 $63,712.00 EXPENSES $55,122.00 $62,113.00 $53,794.00 NET $18,639.00 $7,982.00 $9,918.00 GRANT $1,500.00 $1,000.00 $4;0000 TOTAL NET $20,139.00 $8,982.00 $13,918.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,500 $1,000 $4,000 1239 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Courtice Kids Multisport APPLICATION #: 09-28 DATE RECEIVED: 01/16109 CONTACT NAME: Derrick McKay DESCRIPTION OF PROGRAMS AND SERVICES: Provides an opportunity for youth in Clarington to participate in recreational multi sport event. Promote active and healthy living for local youth. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $6,000.00 $6,073.00 $7,361.00 EXPENSES $7,830.00 $7,412.00 $9,305.00 NET ($1,830.00) ($1,339.00) (1,944.00) GRANT' $1,000.00 $1,000.00 $1,000.00 TOTAL NET ($830.00) ($339.00) (944.00) DEFICIT DEFICIT DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,000 $1,000 $1,000 1240 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington Tigercats Football Club APPLICATION #: 09-29 DATE RECEIVED: 01/16/09 CONTACT NAME: Dan Labanowich DESCRIPTION OF PROGRAMS AND SERVICES: Provides a contact football program for 150 girls and boys 7 -17 years. Partnered with Wendy's and the local high schools to offer"Friday Night Lights"program in ' 2008. Equipment is a significant cost for the league. FINANCIAL SUMMARY: 2007 2008 2009 11REVENUE $82,400.97 $104,324.59 $96,592.81 EXPENSES $82,431.50 $104,731.78 $105,000.00 NET ($30.53) ($407.19) ($8,407.19) GRANT $(1 $0? 5j0 TOTAL NET ($30.53) ($407.19) ($3,407.19) DEFICIT DEFICIT DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $0 $0 $5,000 1241 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Orono Amateur Athletic Association APPLICATION #: 09-30 DATE RECEIVED: 01/16/09 CONTACT NAME: Laverne Boyd DESCRIPTION OF PROGRAMS AND SERVICES: The promotion of sports and recreation for the youth of the community plus the operation of the area and community centre. Hockey, soccer,baseball and girls softball. FINANCIAL SUMMARY: 2007 2008 REVENUE $307,838.00 $323,230.00 ft 0 EXPENSES $259,472.00 $256,717.00 0 NET $48,366.00 $66,513.00 0$2,500.00 $ ,500.0Q TOTAL NET $50,866.00 $69,013.00 0 SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED RE UESTED $2,500 $2,500 $2,500 1242 Attachment#4 to CSD-004-09 r MUNICIPALITY OF CLARINGTON MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: The Clarington Project APPLICATION #: 09-31 DATE RECEIVED: 01/30109 CONTACT NAME: Cheri Smith DESCRIPTION OF PROGRAMS AND SERVICES: Provides daily activity centre at 132 Church St. to support local residents with intellectual disabilities. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $57,193.00 $70,919.00 $70,919.00 EXPENSES $57,193.00 $70,919.00 $70,919.00 NET $0 T$0 (�$0 /� GRANT.,. $0 .. Yi i�©::Qt� �:PN�.�Y FINAL NET $0 $750.00 $2,000.00 SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED N/A $750 $2,000 1243 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Tyrone Orange Community Hall Board APPLICATION #: 09-32 DATE RECEIVED: 01/16/09 CONTACT NAME: Calvin Yeo DESCRIPTION OF PROGRAMS AND SERVICES: Maintain and program the Tyrone Orange Hall. Seniors cards, monthly community dances, 60+Club, community meetings. 2008 installed new furnace—$3,200.00. 2009 install chimney liner- $1,000.00 approx. FINANCIAL SUMMARY: 2007 2008 2009 [GRAW VENUE $13,682.62 $10,394.04 $3,293.03 PENSES $13,134.01 $14,451.01 $11,900.00 T $548.61 ($4,056.97) ($8,606.97) a $0 TAL NET $548.61 ($4,056.97) ($3,606.97) SURPLUS DEFICIT DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $0 $0 $5,000 1244 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON I; SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: OAK RIDGES TRAIL ASSOC APPLICATION#: 09-33 DATE RECEIVED: 02/04/09 CONTACT NAME: Harold Sellars DESCRIPTION OF PROGRAMS AND SERVICES: Provides a network of 300 km of hiking trails on the Oak ridges Moraine of which 46 km is in Clarington. Trail is built and maintained by volunteers. Volunteers lead over 230 guided group hikes in 2008. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $199,140.00 $198,926.00 $194,656.00 EXPENSES $172,514.00 $207,820.00 $196,650.00 NET $26,626.00 ($8,894.00) ($1,994.00) G1f2ANT $500.00 00,00 O1J0 } FINAL NET $27,126.00 ($8,394.00) ($1,494.00) SURPLUS DEFICIT DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED' $500.00 $500.00 $500.00 1245 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Mental Health Durham - Making Connections Clarington APPLICATION #: 09-34 DATE RECEIVED: 12/22/09 CONTACT NAME: Leesa Venning DESCRIPTION OF PROGRAMS AND SERVICES: Daytime resource centre, operating out of St. John's Anglican Church, Bowmanville, for people recovering from mental illness. Provides socialization and recreation, support with community resources, educational and personal growth opportunities and the development of relationships within the community. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $24,079.86 $28,774.60 $31,174.60 EXPENSES $8,545.26 $8,600.00 $10,384.00 NET $15,534.60 $20,174.60 $20,790.60 GRANT $1,000.00 $1,000.00 $1,000.00 TOTAL NET $16,534.60 $21,174.60 $21,790.60 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,000 $1,000 $1,000 1246 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Clarington East Food Bank APPLICATION #: 09-35 DATE RECEIVED: 01/08/09 CONTACT NAME: Shelley Molica DESCRIPTION OF PROGRAMS AND SERVICES: Provide food and clothing for distribution without charge, to those in need within the community. Provide limited moral and economic support. Provide training and economic skills. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $31,496.78 $37,080.17 $36,016.39 EXPENSES $23,177.74 $27,913.78 $32,250.00 NET $8,319.04 $9,166.39 $3,766.39 GRANT ' , $17000.00 7-71566W7­7 $5,000.(10' TOTAL NET $9,319.04 $10,166.39 $8,766.39 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $1,000 $1,000 $5,000 .I 1247 1 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Durham Hospice APPLICATION #: 09-36 DATE RECEIVED: 01/13/09 CONTACT NAME: Kristen Schmidt-Chamberlain DESCRIPTION OF PROGRAMS AND SERVICES: Palliative care and bereavement counseling for residents of Durham In 2008 serves 577 clients with 80 (14%) form Clarington Offer a bereavement support group Wednesday at Kingsway Arms Retirement Home, Bowmanville, attended by 10-12ry weekly. FINANCIAL SUMMARY: 2007 2008 n rNET VENUE $425,043.00 $425,666.00 PENSES $479,305.00 $499,478.00($54,262.00) ($73,812.00)ANT $0' $0 TAL NET ($54,262.00) ($73,812.00) ($68,746.00) DEFICIT DEFICIT DEFICIT MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $0 $0 $5,000 1248 Attachment#4 to CSD-004-09 i MUNICIPALITY'OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Learning Disabilities Association of Peterborough- Clarington Services APPLICATION #: 09-37 DATE RECEIVED: 01/15/09 CONTACT NAME: Shari Davis DESCRIPTION OF PROGRAMS AND SERVICES: Provide services and support for individuals and families living with learning disabilities and to enhance community awareness of learning disabilities,ADHD &associated behaviours. Provide resources and support for professionals working with LD/ADHD clients. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $71,732.00 $63,554.00 $67,580.00 EXPENSES $70,563.00 $64,304.00 $68,328.00 NET $1,169.00 ($750.00) ($748.00) i GRANT "'$750.00 $750:00 $750.00 TOTAL NET $1,919.00 $0 $2.00 SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $750 $750 $750 1249 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Canadian Red Cross, Disaster Management Program APPLICATION #: 09-38 DATE RECEIVED: 01/16/09 CONTACT NAME: Terra Saver DESCRIPTION OF PROGRAMS AND SERVICES: Provide disaster preparedness and management and personal disaster assistance. Assisted with the training of 175 Clarington Fire Fighters in 2008. Provided assistance to 34 Durham residential fire calls, of which 8 were in Clarington, including the Bowmanville fire of April 29/08 and the Newtonville fire of Dec.12/08. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE $85,673.00 $108,896.00 $116,068.00 EXPENSES $85,673.00 $108,896.00 $116,068.00 NET $0 $0 $0 GRANT $0 $#? $5,(,200.00' TOTAL NET $0 $0 $5,000.00 SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED DENIED DENIED $5,000 1250 Attachment#4 to CSD-004-09 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT OGRANIZATION: Big Brothers and Sisters of Clarington APPLICATION #: 09-39 DATE RECEIVED: 01/16/09 CONTACT NAME: Darlene Brown DESCRIPTION OF PROGRAMS AND SERVICES: Provides mentoring services and programs to youth 6-18 years. In 2008 served more than 300 Clarington children and their families. FINANCIAL SUMMARY: 2007 2008 2009 REVENUE S273,032.00 $310,833.00 $316,880.00 EXPENSES $203,699.00 $242,433.00 $249,430.00 NET $69,333.00 $68,400.00 $67,450.00 GI �iT •;, $ ,000.00 $x,000.00 $3 000.00 TOTAL NET $71,333.00 $70,400.00 $70,450.00 SURPLUS SURPLUS SURPLUS MUNICIPAL GRANT HISTORY: 2007 GRANT 2008 GRANT 2009 GRANT APPROVED APPROVED REQUESTED $2,000 $2,000 $3,000 1 251 REPORT Leading the Way COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 9, 2009 Resolution #: Report #: CSD-005-09 File #: By-law #: Subject: PUBLIC ACCESS DEFIBRILLATOR PROGRAM — COLLABORATIVE le STATEMENTS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report CSD-005-09 be received; 2. THAT Council authorize the Mayor and Clerk to sign the Collaborative Statements provided by Central East Prehospital Care Program; 3. THAT Central East Prehospital Care program be advised of action taken; and 4. THAT the Orono Arena Board, Newcastle Arena Board and the Newcastle Community Hall Board be advised of action taken. Submitted by: Reviewed b�. f J s P. Caruana Franklin Wu it ctor of Community Services Chief Administrative Officer J PC/GA/wg CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET,BOWMANVILLE,ONTARIO L1C 3A6 T(905)623-3379 F(905)623-5506 1252 REPORT NO.: CSD-005-09 PAGE 2 1.0 BACKGROUND 1.1 The Municipality of Clarington has been involved with the Cardiac Safe Community Program, coordinated by the Central East Prehospital Care Program (CEPCP), formerly know as Lakeridge Base Hospital, since the first installation of a defibrillator unit at the Courtice Community Complex in December 2005. Since that time we have retained the CEPCP to provide the annual program support and recertification for each of our AED units. 1.2 The annual cost for program support and re-certification is $2,000 per unit. Included in the program support cost is; • Medical oversight by CEPCP • Biomedical engineering to ensure unit is maintained to manufacturer's standards throughout the year • Medical consultation throughout the year • Follow - up support system for staff following an AED use • Annual re-certification for staff at $60.00/person 2.0 PROGRAM 2.1 Since the installation of the first unit we have been working within the principles of collaboration. However, now that we have completed the installation of units in all recreation facilities, it is desirable to formalize the ongoing relationship through the signing of collaborative statements between the two (2) parties. The Principle Statement of the document reads as follows: This agreement between the above parties will ensure that the Municipality of Clarington and Public Access Defibrillator (PAD) responders are working under the legal, medical oversight of the Central East Prehospital Care Program (CEPCP) Medial Advisory Board Physicians when providing semi automated external defibrillation (SAED) to a victim of sudden cardiac arrest (SCA). It also provides for the provision of medically current training services in SAED & CPR to those PAD responders by and under the direction of the CEPCP Medical Advisory Board Physicians. These conjoint efforts are focused on the provision of medically appropriate care for the citizens in our community. 2.2 The CEPCP has prepared four (4) statements for signature including one (1) statement for all seven (7) AED units in Community Services facilities and one (1) each for Orono Arena, Newcastle Arena and Newcastle Town Hall. 2.3 In discussion with the Clerk's office staff have been advised that all statements are within the authority of Council and as such are to be authorized by the Mayor and Municipal Clerk. 1253 REPORT NO.: CSD-005-09 PAGE 3 3.0 COMMENTS 3.1 Since we initiated the AED program in 2005 we have had a close working relationship with the Central East Prehospital Care Program and strongly recommend the authorizing of the collaborative statements to formalize the ongoing partnership we share. Attachment #1- Sample Semi Automatic External Defibrillation Collaborative Statement i 1254 1 Attachment 1 To Report CSD-005-09 Central East Prehospital Care Program at Lakeridge Health Corporation and Municipality of Clarington Semi Automatic External Defibrillation Collaboration Statement For the Cardiac Safe Community Public Access Defibrillation Program for Durham Region i ��125_ 5 2 Principle Statement This agreement between the above parties will ensure that the Municipality of Clarington i; and Public Access Defibrillation (PAD) responders are working under the legal, medical oversight of the Central East Prehospital Care Program (CEPCP) Medical Advisory Board Physicians when providing semi automated external defibrillation (SAED) to a victim of sudden cardiac arrest (SCA). It also provides for the provision of medically current training services in SAED & CPR to those PAD Responders by and under the direction of the CEPCP Medical Advisory Board Physicians. These conjoint efforts are focused on the provision of medically appropriate care for the citizens in our community. Program Components and Recommendations The following items will be components of the annual program maintenance: • Provision of medical oversight by the Central East Prehospital Care Program (CEPCP) for the Cardiac Safe Community Program for Durham Region. • Provision of initial certification training and testing for SAED for PAD responders. i • Provision of recertification testing for SAED. • Provision of C.P.R. recertification testing and training of the PAD responder employees as required. • Development and provision of in-house reviews of SAED. • Provision of Biomedical Engineering by the Lakeridge Health Biomedical Engineering Program to ensure that the SAEDs are maintained according to the manufacturer's standards, including biomedical direction for the replacement of batteries and pads when mandated by the manufacturer or the Biomedical Department (once per year or after each use). • Method design for the collection of patient care outcome data by the CEPCP to provide the basis for ongoing patient care quality assurance programs. • A formal meeting between the Municipality of Clarington and the CEPCP to review the program's goals, outcomes, and patient care protocols on an annual basis. • Availability of the CEPCP staff and physician to consult on and review issues and procedures as required, or at least on a minimum of once per year. 1256 3 • Dedication of a designated CEPCP PAD Coordinator as a prime contact for the PAD site. • CEPCP medical and logistical support for the development of Conjoint Public Access Defibrillation Programs in our Community. • The CEPCP will provide instructors (Paramedics and Firefighters) to deliver SAED training, using the principles of Adult Learning. The scope of this training will include, but is not limited to the content of the Canadian Heart and Stroke Foundations CPR & SAED recommendations. All curriculum content and instructor training and qualifications will be approved by the Central East Prehospital Care Program Medical Advisory Board Physicians. • To identify placement of such AED throughout the site to ensure time to defibrillation can be achieved in 3 minutes or less from time of recognition of cardiac arrest; • To recommend the AED be placed in an Emergency Response Case that will audibly and visually (flashing red light) alert staff that the emergency response case door has been opened. When the AED is removed from the Emergency Response Case, a call is automatically made to the alarm company who in turn will notify 911 to activate emergency services (Fire Service and Emergency Medical Service). • To establish an action plan in the case of an emergency and AED use. The action plan is to be reviewed every year. • To maintain quality assurance by establishing a collaborative environment between the rescuers, CEPCP, Fire Service, and Emergency Medical Services (EMS) Paramedics through training, feed-back, group sharing of knowledge and learning from experience, and to establish a follow-up support system for rescuers post-AED use (ie. critical incident stress intervention). 1257 4 AAgreeraent Criteria for PAD Program It is clearly understood and agreed to by both parties that medical direction and oversight to the PAD Responder for the purpose of SAED is provided under the following conditions: A. Direction and oversight of the Cardiac Safe Community PAD program is provided under the auspices of the CEPCP Medical Advisory Board Physicians. B. Direction and oversight is valid when the PAD responder is acting in the best interest of a SCA victim. This may include the utilization of a SAED in another PAD site. Any one who has been taught PAD under our program can assist citizen responders in the use of a PAD response. The audio and text prompts from the SAED must be followed exactly. C. Non-targeted responders who use the AED in good faith and voluntarily are covered from liability by the Chase McEachern Act (Heart Defibrillator Civil Liability), 2007, S.O. 2007, c. 10, Sch. N (Appendix B) and the Good r Samaritan Act, 2001 S.O. 2001, CHAPTER 2 (Appendix C). i 1258 5 Training Development Academic Goals and Standards A. All training materials and lesson plans in the initial and on-going program development process will be scrutinized by qualified adult educators. "Qualified Adult Educators" for the purpose of this agreement are prehospital care professionals with practice qualifications of at least the Advanced Care Paramedic Level and with formal certification in adult education from a recognized community college or university. B. All learning objectives and learning outcomes for this program will be approved by a physician who is qualified as a specialist in Emergency Medicine and has experience providing medical direction in the field of out-of-hospital Emergency Care. Agreement Term This agreement is for a term of one year. By mutual agreement of the parties this agreement will automatically renew for further one year terms on January I" of each subsequent year. The agreement will be annually reviewed by both parties before the end of the first quarter of the calendar year. Changes to this agreement will be made by mutual consent. Program Fees and Services Provided Fees The program fees for the services described below are based on groups of 10 certified PAD Responders and one unit at one location: 1. Initial training and certification of providers-$700.00 2. Program Support - $1,400.00 for the initial and each subsequent year per unit. Additional units at the same location require an annual fee of$400.00 per unit. 3. Annual Recertification costs are $600.00 4. The support and training fees in this agreement will increase by 3% at the beginning of each calendar year, the first increase for this agreement will be applied in January of 2010. For PAD Responders requiring remedial continuing education from the CEPCP PAD Coordinator or the CEPCP Physician over and above the instruction detailed the CEPCP and the Municipality of Clarington will negotiate a fee for that service at that time. Fees for a class of 10 or fewer students will be $700.00 per day. Minimum fees for an instructor are$400.00 per half day. 1259 6 Services I. Emergency Action Plan Development: - site assessment - needs assessment to determine the number of SAED's required - direct best placement for access to SAED - medical emergency response plan implementation (site specific 2. CPR Education Review (Canadian Heart & Stroke Foundation Guidelines): - placing 911 call (role of police, fire, and ambulance) - risk factors of heart disease - recognition of heart attack - choking emergencies - patient assessment - artificial respiration (pocket mask) - one and two person adult CPR 3. Defibrillation Training: - SAED shock & nonshockable protocols - scenarios (based on Emergency Action Plan) - trouble shooting - SAED weekly, monthly, and after use checks - communication/documentation 4. Advanced Care Paramedic makes presentation on: concept of rapid defibrillation medical direction of defibrillation medical legal liabilities and issues questions and concerns certification/evaluation 5. Physician Review and Medical Oversight of: - program design - medical legal responsibilities - operational critique for every event 6. Newsletter for Targeted Responder(continuing educational topics for medical emergencies) 7. Quality Assurance and Risk Management: - identify and provide ongoing training for site coordinators - practice scenarios and assignments - daily, monthly, and after use checks 1260 Emergency Action Plan Audit Begin development of local on site instructor/coordinators to enhance initial certification process for new employees 8. Six month reviews (site visits) to: - evaluate skills retention and - review emergency response plan awareness - continue development of local on site instructor/ coordinators 9. Office Administration: - maintenance of certification records - updates of protocol changes - clinical co-ordinator dedicated to Targeted Responder Program 10. Critical Incident Stress management services. - demobilization education is provided for the Site Co-ordinator and staff that will be called in to talk with PAD responders immediately following a SCA - when Targeted Responder personnel involved in an event; the Cardiac Safe Community Program will ensure incident debriefings are facilitated - the Cardiac Safe Community Program is affiliated with and supports the Durham Region Critical Incident Stress Management Team Services 11. Biomedical Engineering Support and Operational Risk Management - check SAED once a year - change SAED battery as required - change SAED pads as required - ensure SAED meets operational needs - certification of machine safety and operation Invoicing• Each year the staff that are trained and/or certified, the number of AED sites along with additional defibrillators will be adjusted and included as a component of the invoicing process. Appendix A attached to this agreement lists the initial sites and numbers of SAEDs covered by this agreement. 1261 8 Hold Harmless Clause The Municipality of Clarington agrees to indemnify and save the Central East Prehospital Care Program at Lakeridge Health Corporation harmless from any court cost, expense, judgement, loss damage, death or injury including court costs and legal fees in any way caused by the negligence or wrong-doing of the Municipality of Clarington related to or arising out of the PAD Program or other matters to which the agreement pertains. The Central East Prehospital Care Program agrees to indemnify and save the Municipality of Clarington from any court cost, expense,judgement, loss, damage, death or injury including court costs and legal fees in any way caused by the negligence or wrong-doing of the Central East Prehospital Care Program at Lakeridge Health Corporation related to or arising out of the PAD Program or other matters to which this agreement pertains. 1262 9 LETTER OF AGREEMENT THIS AGREEMENT made, this 24 day of October A.D. 2008 BETWEEN Central East Prehospital Care Program at Lakeridge Health Corporation and the Municipality of Clarington NOW THEREFORE THIS AGREEMENT WITNESSED that in consideration of the mutual covenants herein contained and subject to the terms and conditions hereinafter set forth the parties hereto agree to participate in the Central East Prehospital Care Program Cardiac Safe Community PAD Program in accordance with the terms outlined in The Lakeridge Health Central East Prehospital Care Program and the Municipality of Clarington collaboration statement. 1. if either party is dissatisfied with the performance of the other party, the dissatisfied party may give written notice of the dissatisfaction to the other party and shall provide the other party with 30 days within which to rectify the matter of dissatisfaction. Where the matter is not corrected to the satisfaction of the party giving notice within the ninety (90) day period, the dissatisfied party may terminate this Agreement by giving the other party ninety(90) days written notice of the party's intention to terminate the Agreement. The ninety(90) day period of notice shall commence five (5)business days after the notice has been mailed to the other party or twenty-four (24) hours following delivery of the notice by hand or by facsimile transmission. 2. The parties mutually agree that this Agreement will be reviewed and renewed annually by the Central East Prehospital Care Program at Lakeridge Health Corporation and the Municipality of Clarington. Any such renewal shall be based upon such terms and conditions, including any or all of the provisions of this Agreement, as may be mutually agreed to by the parties. Municipality of Clarington Print Date `V Marty Epp (% � 7 - PC Print Date 1263 10 APPENDIX A Program Support Providing: • Medical Oversight • Yearly Site Audits • PAD Co-ordinator Contact • Biomedical Services • Quarterly Reviews • Event Reviews For the following sites: • Garnet B. Rickard Recreation Complex $1400.00 • Courtice Community Centre 1400.00 • South Courtice Arena 1400.00 • Bowmanville Indoor Soccer Facility 1400.00 • Caarington Fitness Centre 1400.00 • Newcastle Recreation Centre 1400.00 • Darlington Sports Centre 1400.00 SuqGST 9800.00 490.00$10290.00 This is NOT an invoice. 1264 Il Appendix B Chase McEachern Act (Heart Defibrillator Civil Liability) 2007 S.O. 2007, c. 10, Sch. N Citation: Chase McEachern Act (Heart Defibrillator Civil Liability), 2007, S.O. 2007,c. 10,Sch. N Information about this text: Consolidation: No Amendments. URL: http://www.caniii.org/on/laws/sta/2007c.10sch.n/20070717/whole.html Version downloaded by CanL11 on 2007-07-17 Chase McEachern Act (Heart Defibrillator Civil Liability), 2007 S.O. 2007, CHAPTER 10 Schedule N Definitions 1. In this Act, "defibrillator" means an automated external medical heart monitor and defibrillator that is capable of, (a) recognizing the presence or absence of ventricular fibrillation or rapid ventricular tachycardia, (b) determining, without intervention by an operator, whether defibrillation should be performed, (c) automatically charging and requesting delivery of an electrical impulse to an individual's heart as medically required, and (d) satisfying any other criteria that may be prescribed by regulation; ("defibrillateur") "emergency" means a situation during which the behaviour of an individual reasonably leads another individual to believe that the first individual is experiencing a life-threatening event that requires the provision of immediate care to assist the heart or other cardiopulmonary functioning of that person; ("situation d'urgence") "health care professional" means, (a) a member of a College of a health profession set out in Schedule 1 to the Regulated Health Professions Act, 1991, (b) such other persons or classes of persons as may be prescribed. ("professionnel de la sante") 2007, c. 10, Sched. N, s. 1. Protection from civil liability, user of defibrillator 2. (1) Despite the rules of common law, a person described in subsection (2) who, in good faith, voluntarily and without reasonable expectation of compensation or reward uses a defibrillator on a person experiencing an emergency is not liable for damages that result from the person's negligence in acting or failing to act while using the defibrillator, unless it is 1265 12 established that the damages were caused by the gross negligence of the person. 2007, c. 10, Sched. N, s. 2 (1). Persons covered (2) Subsection (1) applies to, (a) a health care professional, if the health care professional does not use the defibrillator at a hospital or other place having appropriate health care facilities and equipment for the purpose of defibrillation; and (b) an individual, other than a health care professional described in clause (a), who uses a defibrillator at the immediate scene of an emergency. 2007, c. 10, Sched. N, s. 2 (2). Reimbursement of expenses (3) Reasonable reimbursement that a person receives for expenses that the person reasonably incurs in using a defibrillator shall be deemed not to be compensation or reward for the purpose of subsection (1). 2007, c. 10, Sched. N, s. 2 (3). Protection from civil liability, owner or operator of premises 3. (1) Despite the Occupiers'Liability Act and the rules of common law, any person who owns or occupies premises where a defibrillator is made available for use and who acts in good faith with respect to the availability or use of the defibrillator is exempt from civil liability for any harm or damage that may occur from the use of the defibrillator. 2007, c. 10, Sched. N, s. 3 (1). Exception (2) Subsection (1) does not exempt the person who owns or occupies the premises where a defibrillator is made available for use from civil liability if, (a) that person acts with gross negligence with respect to making the defibrillator available; (b) that person fails to properly maintain the defibrillator; or (c) the premises where the defibrillator is made available for use is a hospital or other premises used primarily for the purpose of providing health care to individuals. 2007, c. 10, Sched. N, s. 3 (2). Regulations 4. The Lieutenant Governor in Council may make regulations, (a) prescribing criteria for the purpose of the definition of"defibrillator" in section 1; (b) prescribing persons or classes of persons for the purposes of the definition of "health care professional" in section 1; (c) governing standards for the proper maintenance of defibrillators; (d) respecting any matter necessary or advisable to carry out effectively the purposes of this Act. 2007, c. 10, Sched. N, s. 4. Applies to the Crown 5. This Act applies to the Crown and any agency of the Crown. 2007, c. 10, Sched. N, s. 5. 1266 13 6. Omitted (provides for coming into force of provisions of this Act). 2007, c. 10, Sched. N, s. 6. 7. Omitted (enacts short title of this Act). 2007, c. 10, Sched. N, s. 7. Reference: Chase McEachern Act (Heart Defibrillator Civil Liability), 2007, S.O. 2007, c. 10, Sch. N; http://www.can]ii.org/on/laws/sta/2007c.1 Osch.n/20070717/whol e.html. 1267 14 Appendix C Good Samaritan Act, 2001, S.O. 2001, CHAPTER 2 No amendments. Definition 1. In this Act, "health care professional" means a member of a College of a health profession set out in Schedule 1 to the Regulated Health Professions Act, 1991. 2001, c. 2, s. 1. Protection from liability 2. (1) Despite the rules of common law, a person described in subsection (2) who voluntarily and without reasonable expectation of compensation or reward provides the services described in that subsection is not liable for damages that result from the person's negligence in acting or failing to act while providing the services, unless it is established that the damages were caused by the gross negligence of the person. 2001, c. 2, s. 2 (1). Persons covered (2) Subsection (1) applies to, (a) a health care professional who provides emergency health care services or first aid assistance to a person who is ill, injured or unconscious as a result of an accident or other emergency, if the health care professional does not provide the services or assistance at a hospital or other place having appropriate health care facilities and equipment for that purpose; and (b) an individual, other than a health care professional described in clause(a), who provides emergency first aid assistance to a person who is ill, injured or unconscious as a result of an accident or other emergency, if the individual provides the assistance at the immediate scene of the accident or emergency. 2001, c. 2, s. 2 (2). Reimbursement of expenses (3) Reasonable reimbursement that a person receives for expenses that the person reasonably incurs in providing the services described in subsection (2) shall be deemed not to be compensation or reward for the purpose of subsection (1). 2001, c. 2, s. 2 (3). 3. Omitted (provides for coming into force of provisions of this Act). 2001, c. 2, s. 3. 4. Omitted (enacts short title of this Act). 2001, c. 2, s. 4. Reference: Good Samaritan Act, 2001, S.O. 2001, CHAPTER 2; http://www.e- laws.gov.on.ca/html/statutes/english/elaws_statutes_0l g02_e.htm. 1268 Clop REPORT Leading the way COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 9, 2009 Resolution #: Report #: CSD- 006-09 File #: By-law #: Subject: CLARINGTON SPORTS HALL OF FAME Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT report CSD- 006- 09 be received; 2. THAT Council endorse the selection process for the appointment of committee members for the Clarington Sports Hall of Fame; and r 3. THAT the members of the Sports Hall of Fame Steering Committee be thanked by the Mayor and Members of Council for their contribution to the development of the Clarington Sports Hall of Fame. Submitted by: Reviewed by� � J s ph P. Caruana Franklin Wu i ector of Community Services Chief Administrative Officer JPC/sm/Iw CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-5506 1 1269 1 REPORT NO.: CSD-006-09 PAGE 2 1.0 BACKGROUND 1.1 In April 2003, Council approved the appointment of the Clarington Sports Hall of Fame Steering Committee, with the mandate to develop a Sports Hall of Fame which would acknowledge the outstanding athletic achievements of local residents. The committee was also charged with the task of developing selection criteria, nomination procedures, a recognition process and a governance model which would be appropriate to our community while ensuring the success and longevity of the Clarington Sports Hall of Fame (CSD-06-03). 1.2 The Steering Committee included Mrs. Gail Preston, Mr. Brad Kelly, Mr. Ray Bester, Mr. Bill Humber and the late Mr. Seth Hunt, all prominent members of the local sporting community, and a representative of the Community Services Department. The committee focus in the first year was the development of appropriate selection criteria and nomination process to ensure that membership in the Clarington Sports Hall of Fame was an honour that the community would hold in high esteem. The committee also felt very strongly that the Hall of Fame Induction Ceremony should be a quality event that acknowledged and celebrated the inductees in a manner that would provide them with lasting memories. 1.3 The steering committee worked diligently to achieve this goal and on the evening of October 25th 2003, 350 guests witnessed the induction of the first 10 members into the Clarington Sports Hall of Fame in the categories of Athlete, Team and Builder. Since then, the Hall of Fame has grown to become a significant weekend event, including Hall of Fame Alumni events, which is a highlight for the local sporting community. 2.0 COMMENTS 2.1 The Steering Committee contributed significant time and effort to defining a mandate, articulating selection criteria and nominating process (Attachment#1) and developing an appropriate format to celebrate the athletic achievements of our local residents. Committee members felt very strongly that they wanted to ensure that the philosophy and values of the Clarington Sports Hall of Fame were firmly established and that there was a solid foundation for the program. The committee members are confident that this has been achieved. 2.2 With these items firmly in place, the details of coordinating the Hall of Fame Weekend, such as invitations, catering, guest speakers and set up, are now a staff function. The primary roles remaining for the committee are the review of nominations and the selection of the annual inductees. The committee also plays a role in hosting the Sports Hall of Fame Induction Ceremony. 2.3 At this time staff is recommending that the Clarington Sports Hall of Fame Selection Committee be established. The committee would be responsible for reviewing the nominations for induction into the Clarington Sports Hall of Fame and would be the final determining body for selection of inductees into the Hall of 1270 REPORT NO.: CSD-006-09 PAGE 3 Fame. The Committee would also have a role in assisting with the hosting of the Hall of Fame Induction Ceremony and other Hall of Fame Weekend events. 2.4 The Committee would consist of five (5) community representatives and one (1) representative from the Community Services Department. 2.5 Community committee members would be appointed for a three (3) year term with the exception of the initial Selection Committee. The initial Committee would have two (2) members of the present Steering Committee appointed for a two (2) year term. All future appointments would be for a three (3) year term with the option of serving a maximum of two (2) consecutive terms. This would allow for consistent turn over of the committee and ensure that there is suitable experience and continuity on the Committee at all times. 2.6 In the event a member of the committee cannot complete their term, their replacement will assume the same term on the committee as the person they r replaced (i.e. regardless of what year they assume a position on the committee their term will be considered to be that of the member they are replacing). 2.7 Vacancies on the Clarington Sports Hall of Fame Selection Committee will be advertised through local media outlets and applications for vacancies shall be submitted to the Community Services Department and appointed by a committee of department senior staff. Appointments will consider the current make-up of the committee and attempt to ensure a balance of geographical representation, (must be a Clarington resident) and diverse community and sport knowledge. 2.8 Former members of the Selection Committee may re-apply to the committee after one (1) full year of absence. 2.9 The Members shall serve without remuneration and shall not receive directly or indirectly any profits or benefits from their position as members of the Selection Committee. 2.10 The representative of the Community Services Department shall chair all meetings of the committee. At the first meeting of each calendar year, a secretary shall be appointed from the committee, for a one (1) year term. 3.0 CONCLUSION 3.1 Staff would like to thank the members of the Steering Committee for their commitment in establishing the Clarington Sports Hall of Fame as an excellent vehicle to acknowledge the outstanding athletic achievements of our local residents. Through their efforts, a strong foundation and wonderful traditions are in place to ensure the successful future of the Clarington Sports Hall of Fame. Attachment#1 — Clarington Sports Hall of Fame Nomination Form Attachment #2 — Clarington Sports Hall of Fame Selection Committee 1 271 � UD g C d E U L t. Y a a W 0 F Clarington Sports Hall of Fame Nomination Form Nomination is for:(please check one) ❑ Athlete ❑ Team ❑ Builder Nomination is for the era: ❑ Before 1900 ❑ 1900-1950 ❑ 1951-1980 ❑ 1981-2006 1 am pleased to nominate the following: If a team please provide contact information: Telephone No. Complete the following for athlete or builder: Date of Birth: Day Month Year Is Nominee Deceased? ❑ No ❑ Yes How long has nominee lived in Clarington? Sport Achievement: Name of sport or sports that nomination is for Level of involvement (Describe as many as appropriate) Provincial: National: International: Professional: Other: Postal Place of Birth: If yes,year Nominee Passed Away: DEADLINE FOR SUBMISSIONS JUNE 17TH, 2005 lease note that the Clarington Sports Hall f Fame induction ceremony Is a public n order for your application to be considered, he following MUST be provided: I)A narrative up to 500 words describing the ichievements of the person or team. !)Photocopy of newspaper clippings/or any ion returnable documentation. 1)Where possible submit letters of •.Please submit a clear black and white photo(approx.S'X T')(if possible)of nominee(s)along with this forth. I hereby certify that,to the best of my knowledge,the above facts are true and I endorse this application for induction to the Sports Hail of Fame. Nominator or Organization(if any) Telephone Number Address Please return this nomination form prior to June17-,2005 to: Clarington Sports Hall of Fame cJo Community Services Department 40 Temperance Street Bowmanville,Ontario L1C 3A6 All nominees who are eligible for induction but are not selected for this year's Sports Hall of Fame,will be kept on file for future consideration for a period of five(5)years. For further information please contact: Clarington Community Services Department 905-623-3379 N [� N C►aringt00 SPORTS 4 Nomination Form CAMWOR P � o � o E � M mC O CL a " F Over the past 200 years,the geographic area known today as the Municipality of Clarington has produced a number of significant sporting moments and memories This rich and long history of sports excellence is acknowledged annually through the Clarington Sports Hall of Fame. Do you know of an athlete who deserves special recognition?How about a team?Or someone who has made a significant contribution to the sporting community?Well, don't keep it a secret.We want to know about it too. The Third Annual Clarington Sports Hall of Fame Induction Ceremony will be hosted on Saturday,October 22^°,2005 at the Garnet B.Rickard Recreation Complex.This evening is an opportunity to recognize and celebrate the outstanding achievements of athletes, teams and builders in our fine community. And the best part is we want you to be part of the process. Here's how you can help: Take a couple of minutes to fill out the nomination form on the back.Once completed,the form can be dropped off at the Customer Service counter inside the Municipal Administrative Centre,40 Temperance St., Bowmanville, or at Garnet B. Rickard Recreation Complex,or mail to: Clarington Sports Hall of Fame,40 Temperance St., Bowmanville,ON L1C 3A6. Join us at the 3'°Annual Clarington Sports Hall of Fame Induction Ceremony on Saturday,October 22^',2005 as we recognize this year's successful inductees! Thanks for your help on behalf of the Clarington Sports Hall of Fame. CLARINGTON SPORTS HALL OF FAME SELECTION CRITERIA The mandate of the Clarington Sports Hall of Fame is to acknowledge the significant and exceptional achievements and contributions to athletics and sports within the geographical area presently known as the Municipality of Clarington and previously defined as:Clark Township, Darlington Township,and the Villages of Newcastle,Orono and the Town of Bowmanville. A recipient must have direct connection to the Municipality as defined by the following criteria: • Was born in Clarington • Was raised or spent their formative years in Clarington QR • Achieved their athletic prominence in Clarington QR • Made their contributions to athletics and sports in Clarington. A recipient may be inducted to the Clarington Sports Hall of Fame in one of four categories:Athlete,Builder,Team,Honourary. Members of the Clarington Sports Hall of Fame committee are not eligible for the selection while serving on the committee. A maximum number of six(6)recipients shall be selected to the Clarington Sports Hall of Fame annually. Thg Seledtinn Committee values the the ATHLETE To be considered for selection in the Athlete category,a nominee must have • Demonstrated outstanding achievement in their athletic field of endeavor or displayed above average proficiency in a number of sports over a period of time. QR • Brought honour and fostered pride in the Municipality of Clarington through their athletic achievements. An Athlete must have been out of active competition in their acknowledged sport for a minimum of three years or have reached the age of 50 years. Competition may be at the local,regional, provincial,national,international or professional level. BUILDER To be considered for selection to the Builder category a nominee must have • Demonstrated consistently outstanding commitment and leadership to athletics or sports as an:official(referee,umpire, etc.),executive,trainer,coach, TEAM To be considered for selection to the Team category,a nominee must have • Represented a local entity within the Municipality of Clarington • Achieved distinction at the provincial, national,or international level or reached the ultimate level of distinction in their sport. A Team is defined as two or more athletes competing together as a unit in the same sport(i.e.Pairs figure skaters would be a team,a boxer and his/her manager would not constitute a team). A Team must be out of active competition in their acknowledged sport for a minimum of five years. HONOURARY The Selection Committee reserves the right to acknowledge significant events or achievements in the local athletic and sport community which may not otherwise fall into one of the other categories for the Clarington Sports Hall of Fame,through the Honourary category. M r N Attachment#2 To Report CSD-006-09 CLARINGTON SPORTS HALL OF FAME SELECTION COMMITTEE Advertisement of Vacancies: Vacancies will be advertised through local media outlets Appointments: Will be made by a committee of Community Services Senior Staff Committee Composition: Five (5) community representatives and one (1) representative from the Community Services Department Committee Term: Three (3) years with the exception of the initial Selection Committee which will have two (2) members of the initial Steering Committee for a two (2) year term Consecutive Terms: Members may serve for a maximum of two (2) consecutive terms Incomplete Terms: A replacement will be appointed and assume the balance of the current term Remuneration: None Chair: Community Services Department Representative Secretary: Appointed by Committee Members 1274 Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9`", 2009 Report#: COD-020-09 File# By-law# Subject: TENDER CL2008-5, MECHANICAL EQUIPMENT MAINTENANCE CONTRACT — HVAC SERVICES —TERMINATION AND NEW CONTRACT AWARD Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-020-09 be received; 2. THAT the actions taken by the Purchasing Manager with respect to the termination of contract CL2008-5 with Cynergy Mechanical Limited, Etobicoke and the award of a supply and services contract to the next low bidder, Tri-Air Systems, Markham, be endorsed; 3. THAT pending satisfactory pricing and service the contract be extended for a second and third year; and 4. THAT the funds expended be drawn from the Department of Operations and Department of Community Services, various operating accounts. Submitted by: Reviewed by: file Marano, H.B.Sc., C.M.O., i F anklin Wu, Director of Corporate Services Chief Administrative Officer MMIJDBIBH - CONFIDENTIAL ATTACHMENT CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)6234169 1401 REPORT NO.: COD-020-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 Contract CL2008-5 Mechanical Equipment Maintenance for HVAC Services was originally awarded to Cynergy Mechanical Limited Etobicoke, Ontario. 1.2 The Municipality of Clarington has terminated our contract for reasons identified in the confidential attachment. 2. ANALYSIS 2.1 After review and analysis of the bids by Purchasing, Operations and Community Services, it was mutually agreed that the next low responsible bid from Tri-Air Systems, Markham, Ontario for the provision of the mechanical equipment maintenance contract — HVAC Services complete the remaining period of the contract term; approximately 2 years and 5 months. 2.2 Tri-Air Systems are willing to honour their bid submission pricing submitted on March 13, 2008. 3. FINANCIAL IMPLICATIONS 3.1 Tri-Air Systems, Markham, Ontario, with a total estimated bid price of $137,462.25 (excluding G.S.T.), was the next lowest responsible bidder meeting all terms, conditions and specifications of the Tender CL2008-5 - Mechanical Equipment Maintenance for HVAC Services. 3.2 The price difference between the bid submission from Cynergy and Tri-Air Systems is $9,233.10 per year. 1402 REPORT NO.: COD-020-09 PAGE 3 3.3 Queries with respect to department needs, specifications, etc., should be referred to the Director of Operations and/or Director of Community Services. 4. CONCLUSION 4.1 In order to ensure continuity of service for the departments, Tri-Air Systems, Markham, Ontario, with a total estimated bid price of $137,462.25 (excluding G.S.T.), being the next lowest responsible bidder meeting all terms, conditions and specifications of the Tender CL2008-5, was awarded the contract effective March 6, 2009 to provide Mechanical Equipment Maintenance for HVAC Services, as required by the Municipality of Clarington Operations Department and Community Services Department for the reminder of the contract term. 5. INPUT FROM OTHER SOURCES 5.1 This report has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows. Concurrence: Director of Operations Concurrence: Director of Community Services E Attachments: Attachment 1 — Schedule "A", Confidential Attachment 1403 Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9, 2009 Report#: COD-021-09 File # By-law# Subject: Co-operative Tender T257-2008, Supply & Delivery of Gasoline and Diesel Fuel Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-021-09 be received; 2. THAT Petro-Canada, Oakville, Ontario with an approximate annual value of $353,122.40, being the lowest responsible bidder meeting all terms, conditions, and specifications be awarded the Municipality of Clarington requirements for Co-operative Tender T257-2008 Gasoline and Diesel Fuel for a three year term; 3. THAT pending satisfactory pricing and service the contract be extended for an additionol two years; and 4. THAT funding be provided from the current year's respective departments Operating Fleet Budgets. Submitted by: Reviewed by: Marie Marano, H.B.Sc., C.M.O., ranklin Wu, Director of Corporate Services ` Chief Administrative Officer Taylor, B.B.A., C.A., Director of Finance MMIJDBIBH 1404 REPORT NO.: COD-021-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 A tender for the supply and delivery of Gasoline and Diesel Fuel was issued on a Co-operative basis with the Municipality of Clarington, City of Oshawa, City of Pickering, Town of Ajax, Town of Whitby, Township of Uxbridge, Durham Regional Police, Lakeridge Health Corporation and the Region of Durham participating. The host agency for the tender call was the Region of Durham. 1.2 The tender was publicly advertised and called for bids for the Supply and Delivery of Gasoline and Diesel Fuel as required by the co-operative agencies. 1.3 The contract resulting from this tender will cover the supply and delivery of gasoline and diesel fuel on an as required basis for a three year term with the option to extend for two additional years. 2. ANALYSIS 2.1 A total of five (5) bids were received, the bid submission from Lambert Oil was disqualified as their information was incomplete. The low compliant bid was received from Petro-Canada for all fuels except for biodiesel which was not bid upon. The low compliant bid for biodiesel fuel is Ultramar. 2.2 A bid for Clarington's requirements was received and tabulated as per Schedule "A" attached. 2.3 Price adjustments throughout the contract are made in accordance with the formula supplied in the tender document (i.e., based on daily rack pricing); however the firm mark up price is fixed for the three (3) year term. 3. FINANCIAL IMPLICATIONS 3.1 The annual consumption of fuel products has increase by 12%. The prices are subject to the fluctuations in the marketplace. 1405 REPORT NO.: COD-021-09 PAGE 3 3.2 Due to the volatility of the petroleum market, pricing is based on the daily rack pricing (i.e., price fluctuations daily as per the market conditions) and is subject to a fixed mark up price. 3.3 . Funding will be provided from the current year's respective departments Operating Fleet Budgets. 4. CONCLUSION 4.1 After review and analysis of the bids by Purchasing, the Operations Department and the Durham Purchasing Co-operative, it is recommended that Petro- Canada Products be awarded the contract (i.e., with the exception of biodiesel). 5. INPUT FROM OTHER SOURCES 5.1 This report has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows. Concurrence: Director of Operations CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 1406 Schedule "A" Bid Summary Tender T257-2008 Product Petro-Canada Oakville, ON Bluewave Energy Richmond Hill, ON Ultramar Newarket, ON Total Bid (Excluding GST) Total Bid (Excluding GST Total Bid Excludin GST) Unleaded Regular Gasoline $87,750.00 $91,625.00 $91,675.00 #1 Clear Diesel Fuel $227,192.40 $236,290.80 $237,468.24 Coloured Diesel Fuel $38,180.00 $39,880.00 $40,105.00 Total Estimated Annual cost(Excluding GST $353,122.40 $367,795.80 $369,248.24 0 J largl�r Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 9th, 2009 Report#: COD-022-09 File # By-law# i r Subject: CL2009-1 COURTICE MILLENNIUM TRAIL BRIDGE CONSTRUCTION Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-022-09 be received; 2. THAT Dig-Con International Ltd., Bolton, Ontario with a total revised bid in the amount of $68,758.00 (Excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2009-1, be awarded the contract for the Courtice Millennium Trail Bridge Construction, Courtice, Ontario as required by the Engineering Department; 3. THAT funds required in the amount of $79,263.00 (which includes $68,758.00 tendering, engineering, and contingencies) be drawn from Courtice Millennium Trail Bridge Account#110-32-325-83400-7401; and 4. THAT the attached By-law marked Schedule "A° authorizing the Mayor and the Clerk to execute the rlpcessary agreement be approved. Submitted by: / G+b----' Reviewed by: Marie Marano, H.B.Sc., C.M.O., // / nkIln Wu, Director of Corporate Services d�Y Chief Administrative Officer Id(1 Nancy Taylor, B.B.A., C.A., Director of Finance/Treasurer MMIN1UDB*m CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 1408 REPORT NO.: COD-022-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1. Tender specifications were provided by AECOM for the Courtice Millennium Trail Bridge Construction, Courtice, Ontario, as required by the Engineering Department. 1.2. Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were received and tabulated as per Schedule "C" attached. 2. ANALYSIS 2.1 A total of twelve (12) submissions were received in response to the tender call. Four (4) submissions were rejected as non-compliant with eight (8) submissions deemed acceptable. 2.2 Provision of HL-3 Asphalt was included in the tender as a provisional item. Due to budget restraints, the asphalt has been removed from the contract. The bid ranking is not changed by the removal of the provisional item. 2.3 After further review and analysis of the bids by the Engineering Department, AECOM and Purchasing, it was mutually agreed that the low bidder, Dig-Con International Inc., Bolton, Ontario, be recommended for the contract for the Courtice Millennium Trail Bridge, Courtice, Ontario. A copy of the recommending memos from the Department of Engineering and the consultant AECOM are attached as Schedule "B". 2.4 The low bidder has not provided services to the Municipality in the Past. References have been checked and although some scheduling problems have been encountered the references were satisfied with Dig-Con International Inc work and would recommend them for similar projects. 2.5 Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. 1409 REPORT NO.: COD-022-09 PAGE 3 3. FINANCIAL IMPLICATIONS 3.1 The total project cost of $79,263.00 includes $68,758.00 tendering, engineering and contingencies. The Courtice Lions Club received Ontario Trillium Foundation grant of $81,300.00 in August 2008. The Courtice Lions Club transferred the Trillium Foundation grant funds to the Municipality for the purpose of design and tendering the construction of the Courtice Millennium Trail Bridge. These funds are in the Municipality's Capital Account for the Courtice Millennium Trail Bridge. 4. CONCLUSION 4.1 That the low compliant bidder, Dig-Con International Ltd., Bolton, Ontario, be recommended for the contract for the Courtice Millennium Trail Bridge Construction, Courtice, Ontario. 5. INPUT FROM OTHER SOURCES 5.1 This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departments and circulated as follows: Concurrence: Director of Engineering Attachments: Attachment 1 - Schedule "A", By-law Attachment 2 - Schedule "B", Memo from Engineering Services & Letter from AECOM Attachment 3 - Schedule "C", Bid Summary 1410 Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2009- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Dig-Con International Ltd., Bolton, Ontario, to enter into agreement for Courtice Millennium Trail Bridge Construction, Courtice, Ontario. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Dig-Con International Ltd., Balton, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A"form part of this By-law. By-law read a first and second time this day of 12009. By-law read a third time and finally passed this day of 2009. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk 1411 SCHEDULE "B" �Ia��tgl�a� Leading the Way MEMO TO: Jerry Barber, Purchasing Manager FROM: Peter Windolf, Park Development Manager DATE: February 19, 2009 SUBJECT: Courtice Millennium Trail Bridge Construction Tender CL2009-1 The Engineering Services Department has reviewed the recommendation provided by AECOM and offers the following comments: In 2008 the Courtice Lions Club received an Ontario Trillium Foundation grant of $81,300 for the construction of a pedestrian bridge and entrance feature at the Courtice Millennium Trail. The Lions have turned those funds over to the Municipality for the design and construction of the bridge project. We concur with the recommendation to award the contract to Dig-con International Ltd in the amount of$68,758 exclusive of G.S.T. for the bridge construction. A contingency amount of approximately 5% is carried forward. Construction inspection and contract administration will be done by municipal staff. The Engineering Services Department advises the following Municipal breakdown for the above referenced project: Project Breakdown Total Project Value (engineering, $79,263 construction, and contingency) Courtice Millennium Trail account $81,300 110 32 325 83400 7401 Remaining funds $2,037 1412 SCHEDULE "B" ;, 7 _ We recommend the remaining funds and any unspent contingency amount be returned to the Lions for the construction of an entry feature at the trail entrance on Hwy 2. Attached for your files is the recommendation provided by AECOM. Should you have any questions, please feel free to contact me. Regards, Peter Wind , CS�LA Manager Park Development Attachment Cc Nancy Taylor, Director of Finance Tony Cannella, Director of Engineering CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 1413 SCHEDULE "B" IAECOM AECOM 1113 D'VIS1011 SVCei,C05011r9.Ontario I<9A!iGli 1'905.372.2121 F 905.371:6621 w"W'accom.com February 19, 2009 Project Number: 12-29620 Mr. A. S. Cannella, CET Director,Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, ON L1C 3A6 Dear Sir: Re: Lion's Trail Pedestrian Bridge Over Black Creek, Courtice Contract No. CL2009-1 (the"Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, January 23, 2009 at 2:15 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of GST. BIDDER TOTAL BID GST Excluded RON ROBINSON LIMITED $68,507.25 ••• BOWMANVILLE, ON DIG-CON INTERNATIONAL LTD. $71,383.00 BOLTON, ONTARIO ALL SERVICES INC. $78,370.00 OSHAWA, ONTARIO RUTHERFORD CONTRACTING LTD. $85,733.72 GORMLEY, ON S &F EXCAVATING LTD. $92,978.00 KING CITY, ON PENINSULA CONSTRUCTION INC. $95,124.03 FONTHILL, ON ELIRPA CONSTRUCTION & MATERIALS LTD. $110,307.01 PICKERING, ON NEI CONSTRUCTION CORP. $114,924.00 MAPLE, ONTARIO ROYEL PAVING LIMITED $122,736.80 LINDSAY, ON BOB HENDRICKSEN CONSTRUCTION LIMITED $126,473.00 '•' PORT PERRY, ON A PLUS GENERAL CONTRACTOR CORP. $130,054.88 TORONTO, ON ... MTM LANDSCAPING CONTRACTORS INC. $130,366.00 MISSISSAUGA, ON „ Extension Error No Bid Deposit—Rejected by Clarington Purchasin De artment "" Did not Acknowledge Addendum—Rejected b Clarington Purchasin De artment �:`nep lTlb'MNCgrtylYt)9LLTentN MnN yernpd MV 2]OW)Epy 1414 SCHEDULE "B" Page 2 Municipality of clafington February 19,2009 The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all bids to confirm compliance with the Clarington Purchasing By-Law and rejected the bids from Ron Robinson Limited, Bob Hendricksen Construction Limited, A Plus General Contractor Corp., and MTM Landscaping Contractors Inc., as noted above. AECOM Canada Ltd. ("AECOM") has reviewed all bids deemed compliant by the Purchasing Department and confirmed the bid values noted above. Dig-Con International Ltd. ("Dig-Con") is the lowest bidder. Its submitted tender has been reviewed and is compliant. As requested by the Purchasing Department, references were checked only for the lowest bidder. Dig-Con has completed a number of similar scope projects including work for the Toronto Region Conservation Authority (TRCA), the Town of Innisfil, the Town of Newmarket, and the City of Pickering. Town staff and/or their consultants were contacted and of the five references that were contacted, one said that he would not recommend Dig-Con for future projects. In our opinion the issues raised by the negative reference can be mitigated through a stringent contract administration and site inspection program. The estimated costs for various project components, based on the low bid, are summarized in the table below. H.L.-3 Hot Mix asphalt was a provisional item in the tender and, due to budget constraints, the asphalt has been removed from the Contract. The bid ranking is not changed by removing the provisional item. Low Bid $71,383.00 Less(Provisional Item)Asphalt ($2,625.00) Net Value of Tender Award $68,758.00 Project Costs: Design Fees $6,317.56 Permit To Take Water $750.00 Contingencies $3,437.90 Costs Total $10,505.46 Total Project Costs $79,263.48 Budget $81,300.00 Budget Balance $2,036.54 The low bid from Dig-Con International Ltd. is within the project budget, and based on the references contacted regarding performance on previous projects in our opinion, the tender in the amount of $68,758.00 (exclusive of GST) can be awarded to Dig-Con International Inc., of Bolton Ontario providing all other provisions of the Clarington purchasing by-law have been met. IP D"p 1T12-21 MWft0C27N TOM Awed Vwn day 22%%.8 .\t(Om 1415 SCHEDULE "B" Page 3 Municipality of Clarington February 19,2009 Bid cheques or bid bonds shall be retained for Dig-Con and All Services Inc, the second low bidder, until the Contract has been executed. Should you have any questions regarding this matter, please contact the undersigned. Sincerely, AECOM Canada Ltd. Sean Bagshaw, P. Eng. sean.bagshaw@aecom.com ss:ym Encl. cc: Mr.Peler Windolt,OALA,Manager,Park Development,Municipality or Clarington(+encl.) a{ 1 m%DW'A'atddwu'ff"yrWmdm n M 0 MM 2 20,,,q at(()M 1116 SCHEDULE "C" Municipality of Clarington BID SUMMARY TENDER CL2009-1 COURTICE MILLENNIUM TRAIL BRIDGE CONSTRUCTION BIDDER TOTAL BID REVISED TOTAL (GST Excluded) BID L (GST Excluded DIG-CON INTERNATIONAL LTD. $71,383.00 $68,758.00 BOLTON, ONTARIO ALL SERVICES INC. $78,370.00 $72,370.00 OSHAWA, ONTARIO RUTHERFORD CONTRACTING LTD. $85,733.72 $80,719.97 GORMLEY, ON S & F EXCAVATING LTD. $92,978.00 $89,078.00 KING CITY, ON PENINSULA CONSTRUCTION INC. $95,124.03 $92,099.28 FONTHILL, ON ELIRPA CONSTRUCTION & MATERIALS LTD. $110,307.01 $105,357.01 PICKERING, ON NEI CONSTRUCTION CORP. $114,924.00 $113,499.00 MAPLE, ONTARIO ROYEL PAVING LIMITED $122,736.80 $115,353.05 LINDSAY, ON RON ROBINSON LIMITED $68,507.25• Rejected BOWMANVILLE, ON Rejected BOB HENDRICKSEN CONSTRUCTION LIMITED $126,473.00 ~ Rejected PORT PERRY, ON Rejected A PLUS GENERAL CONTRACTOR CORP. $130,054.88 Rejected TORONTO, ON Rejected MTM LANDSCAPING CONTRACTORS INC. $130,366.00 Rejected MISSISSAUGA, ON Reected * Extension Error ** No Bid Deposit- Rejected *** Did not Acknowledge Addendum - Rejected 1417 Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9`", 2009 Report#: COD-023-09 File # By-law# !; Subject: QUOTATION Q2008-32, BY- LAW SNOW CLEARING SERVICES TERMINATION AND NEW CONTRACT AWARD Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-023-09 be received; 2. THAT the actions taken by the Purchasing Manager with respect to the termination of contract Q2008-32 with D & F Snow Removal, Bowmanville, ON and the award of the contract to the next low bidder, Pro-Lawn Landscaping, Orono, ON be endorsed; 3. THAT pending satisfactory pricing and service the contract be extended for a second and third year; and 4. THAT the required funds be drawn from the respective year's operating budget for snow clearing. 11 Submitted by: Reviewed by: ne Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer MWJDBISM CONFIDENTIAL ATTACHMENT CORPORATION OF THE MUNICIPALITY OF CLARINGTON i 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)6234169 1418 REPORT NO.: COD-023-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 Contract Q2008-32 By-Law Snow Clearing Services as required by the Municipal Clerk's Office, By-law Enforcement was originally awarded to D&F Snow Removal, Bowmanville, Ontario in December of 2008. The contract has recently been terminated for reasons outlined in the confidential attachment. 2. ANALYSIS 2.1 After review and analysis of the bids, it was mutually agreed upon by the Municipal Clerk's Office and Purchasing Services that the next low bid from Pro- Lawn Landscaping, Orono, Ontario be awarded the contract for the balance of the term. 2.2 Pro-Lawn Landscaping have agreed to honour their submission pricing dated November 28, 2008 and assume the contract for the balance of the term effective March 6, 2009. 2.3 Pending satisfactory service and pricing it is recommended that the contract be extended for a second and third year. 3 FINANCIAL IMPLICATIONS 3.1 Pro-Lawn Landscaping, Orono, Ontario, with a total estimated bid price of $13,664.00 (excluding G.S.T.), was the second lowest responsible bidder meeting all terms, conditions and specifications of the Quotation Q2008-32 — By-Law Snow Clearing Services. 3.2 The price difference between the bid submission from D&F Snow Removal and Pro-Lawn Landscaping is estimated at$1,952.00. 3.3 The funds required will be drawn from Municipal Law Enforcement Division's Snow Removal operating account and recovered from the property owner. 3.4 Queries with respect to department needs, specifications, etc., should be referred to the Municipal Clerk. 1419 REPORT NO.: COD-023-09 PAGE 3 4. CONCLUSION 4.1 Pro-Lawn Landscaping, Orono, Ontario, with a total estimated bid price of $13,664.00 (excluding G.S.T.), being the second lowest responsible bidder meeting all terms, conditions and specifications of the Quotation Q2008-32, was awarded the contract to provide Snow Clearing Services, as required by the Municipality of Clarington Municipal Clerk's Department for the reminder of the contract term. 5. INPUT FROM OTHER SOURCES 5.1 This report port has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows. Concurrence: Municipal Clerk ,l J Attachments: Attachment 1 — Schedule "A", Confidential Attachment 1420 �laro�: Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9, 2009 Report#: COD-024-09 File # By-law# I Subject: TENDER CL2009-4, SUPPLY AND HAULING GRANULAR MATERIAL Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-024-09 be received; 2. THAT Dufferin Aggregates, Concord, ON with a total bid price of$212,057.17 (excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-4, be awarded the contract for the Supply and Hauling of Granular Material; and 3. THAT the funds expended be drawn from the Department of Operations, various 2009 Operations Road intenance and Construction accounts. Submitted by: Lf Reviewed by: Marie Marano, H.B.Sc., C.M.O., /J F anklin Wu, Director of Corporate Services �/ Chief Administrative Officer i , • UUU kNancy Tay or, B.B.A., C.A., Director of Finance MM\JDB\BH I CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 1421 REPORT NO.: COD-024-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 Tenders were publicly advertised and called for the Supply and Hauling of Granular Material as required by the Operations Department. Subsequently, six tenders were received and tabulated as per Schedule "A" attached. 2. ANALYSIS 2.1 The two low bids were noncompliant as the bids were not authorized. Therefore, the bid submissions from C.D.R. Young's Aggregates Inc., Pontypool, Ontario and Robert E. Young Construction Ltd., Peterborough, Ontario were rejected. 2.2 The low complaint bid was submitted by Dufferin Aggregates, Concord, Ontario. 3. FINANCIAL IMPLICATIONS 3.1 The total funds required for Tender CL2009-4, Supply and Hauling of Granular Material are included in the Operations Department 2009 Operations Road Maintenance and Construction accounts. 3.2 The account numbers are outlined as per Schedule "B° attached. 3.3 For the information of Council, the average of the unit prices per tonne represent an approximate 4% increase from the previous year. 3.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Operations. 1422 REPORT NO.: COD-024-09 PAGE 3 4. CONCLUSION 4.1 After review and analysis of the bids by Purchasing, Operations and Aecom, it was mutually agreed that the bid from, Dufferin Aggregates, Concord, Ontario be recommended for the contract for the Supply and Hauling of Granular Material. 4.2 The references for Dufferin Aggregates have been contacted and are satisfactory. 5. INPUT FROM OTHER SOURCES 5.1 This report has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows. Concurrence: Director of Operations Attachments: Attachment 1 — Schedule °A", Bid Summary Attachment 2 — Schedule "B", Account Numbers Attachment 3 —Schedule "C", Recommendation Letter from Aecom I 1423 REPORT NO.: COD-024-09 PAGE 4 Schedule "A" Bid Summary Tender CL2009-4 BIDDER TOTAL BID (Excluding GST) Dufferin Aggregates $212,057.17 Concord, ON *Lafarge Canada Inc. $212,999.47 Stouffville, ON Kovacs Sand & Gravel $223,031.04 Pontypool, ON Drain Bros. Excavating Limited $266,581.66 Lakefield, ON **C.D.R. Young's Aggregates Inc. Pontypool, ON $199,165.70 **Robert E. Young Construction Ltd Peterborough, ON $200,596.22 *mathematical corrections required **bids rejected — bids are not signed/authorized 1424 REPORT NO.: COD-024-09 PAGE 5 Schedule "B" Account Numbers Tender CL2009-4 ESTIMATED ACCOUNT NUMBER BUDGET EXPENDITURE Culvert 100-36-380-10205-7112 $40,000.00 $11,120.00 Entrance Culverts 100-36-380-10225-7112 $23,000.00 $10,008.00 Sidewalk Mtce. 100-36-380-10733-7112 $42,000.00 $2,224.00 Guide Rail 100-36-384-10310-7112 $13,000.00 $2,224.00 Ditch/ShoulderMtce 100-36-380-10240-7112 $61,000.00 $1,112.00 Subtotal $179,000.00 $26,688.00 Gravel Resurfacing 100-36-382-10280-7112 $210,000.00 $210,000.00 Total $236,688.00 1425 , REPORT NO.: COD-024-09 PAGE 6 Schedule "C" Recommendation Letter from Aceom Tender CL2009-4 1426 AECOM AECOM 300 Water Street,Whitby,ON,Canada L1 N 9J2 T905-668.9363 F905.668.0221 w .aewtn.mm February 27, 2009 Mr. F. Horvath Director of Operations The Municipality of Clarington 40 Temperance Street BOWMANVILLE, ON L1C 3A6 Dear Sir: Re: 2009 Gravel Supply Tender Contract No. CL2009-4(the "Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Tuesday, February 17, 2009. A list of the bids received is provided in the table below. All numbers are exclusive of GST. BIDDER TOTAL BID, GST Excluded Dufferin Aggregates $212,057.17 Concord, ON Lafarge Canada Inc. $212,999.47' Stouffville, ON Kovacs Sand &Gravel $223,031.04 Pontypool, ON Drain Bros. Excavating Limited $266,581.66 Lakefield, ON C.D.R.Young's Aggregates Inc. $199,165.70" Pontypool,ON Robert E. Young Construction Ltd $200,596.22" Peterborou h, ON ' Extension Error " Bid Not Signed—Rejected by Clarington Purchasing Department The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all bids and rejected the bids from C.D.R. Young's Aggregates Inc. and Robert E. Young Construction Ltd, as noted above. AECOM Canada Ltd. ("AECOM") has reviewed all bids accepted by the Purchasing Department and confirmed the bid values noted above. Dufferin Aggregates("Dufferin")is the lowest bidder. Its submitted tender has been reviewed and is compliant. As requested by the Purchasing Department, references were checked only for the lowest bidder. Dufferin has completed a number of similar scope projects including work for Hydro One, Constrada and Condrain Construction, and Dufferin Construction. The referenced clients were contacted and of the three references that were contacted, two responded favourably and one had not responded at the time this memo was prepared. 1427 Page 2 Wnicipality of Clarington February 27,2009 The estimated costs for various project components, based on the low bid, are summarized in the table below. E fferin Bid $212,057.17 t Value of Tender Award $212,057.17 Project Costs: Tender Prep/Administration $3,000.00 Materials Testing $4,000.00 Contingencies $5,000.00 Costs Total $12,000.00 Total Project Costs $224,057.17 Budget $210,000.00 Budget Balance -$14,057.17 The low bid from Dufferin Aggregates exceeds the project budget. Based on the references contacted regarding performance on their previous work, in our opinion, the tender in the amount of $212,057.17 (exclusive of GST) should be awarded to Dufferin Aggregates, of Concord, Ontario provided that all provisions of the Clarington Purchasing Bylaw have been met and subject to allocation of funding by Council. Should you have any questions regarding this matter, please contact the undersigned. Sincerely, AECOM Canada Ltd. A 7 Ian Roger, P. Eng. ian.roger@aecom.com IR 1428 CIICI'blLllly^oll�l.;a REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: MONDAY MARCH 9, 2009 Resolution #: Report #: FND-005-09 File #: By-law #: Subject: FINANCIAL UPDATE AS AT DECEMBER 31, 2008 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-005-09 be received for information. Submitted by: Reviewed b � Nancy aylor . .A., C.A., Franklin Wu, Director of Fi ance/Treasurer Chief Administrative Officer. NT/LB/hjl 1501 REPORT NO.: FND-005-09 PAGE 2 BACKGROUND AND COMMENT: 1.0 The Financial Update report has been designed to focus on overall budget variance reporting. The format and layout of this report is consistent with report FND-029-08 presented previously to Council. 2.0 Fourth Quarter of 2008 Results 2.1 Attachment "A", the Summary of Operating Expenditures and Revenue statement compares the Municipality's budget to actual posted expenditures and revenue as of December 31, 2008. The statement reflects the Municipality's operating budget only and excludes year to date expenditures for the consolidated hall/arena boards. Net expenditures to December 31, 2008 total $38,149,040.60 which represents 102.28% of the net operating budget. 2.2 Attachment "A" is intended to provide an indication of the status of the Municipality's operating accounts compared to the approved budget as at December 31, 2008. It is important to note that the figures presented in this report do not represent the final year end figures. Year end accruals and adjustments necessary to ensure revenues and expenditures are charged to the appropriate fiscal year will continue to be done to finalize the 2008 year and prepare the Municipal Financial Statements in accordance with Canadian generally accepted accounting principles. These are unaudited year end figures as our audit will not be completed until early summer. 2.3 The Clerks department revenue is currently higher than the budget set for the department. This difference includes a significant increase in the Provincial "Wolf Damage" Grants received by the Municipality of Clarington to compensate for the Livestock Claims paid to residents directly by the Municipality. As mentioned in the third quarter report, revenues in the fourth quarter from the sale of all types of licences continued to exceed original expectations. 2.4 As identified in the third quarter report, legal fees reported by the Clerks Department continued to be incurred in the fourth quarter increasing the extent to which the account was over expended. These fees relate to significant legal issues that Council has been previously appraised of. 2.5 Included in the Unclassified Administration expenditures are the amounts reported for corporate insurance fees, legal fees, professional fees and tax write offs. These accounts have experienced significant activity in 2008 due to premium rate increases, insurance claim payouts, ongoing legal appeals and an increase application for tax reductions. Before the 2008 year end is finalized, some of these costs may be offset through reserves as per Council policy. 1502 REPORT NO.: FND-005-09 PAGE 3 2.6 The Operations Department also experienced an increase in expenditures due to the winter conditions during the fourth quarter. Expenditure accounts directly related to winter maintenance show an over expenditure for 2008 in excess of $1 .1 million. This was reported separately to Council in a previous agenda. 2.7 The Planning Services revenue accounts did not reach budget targets originally set early 2008. This can be explained by a significant decrease in the number of applications for plans of subdivisions throughout the year. These have a large dollar impact due to the current economic downturn. This will be monitored throughout 2009 as requested by Council 2.8 Attachment "B", Continuity of Taxes Receivable for the three months ending December 31, 2008 provides the status of the taxes billed and collected by the Municipality of Clarington during the Fourth quarter of 2008. A total of $908,047 in supplementary tax bills were issued to property owners in the Municipality during this period. At the end of December, a total of$7,876,823 remains unpaid. In 2007 at this time our balance was $8,003,009. Cash collections have increased in recent months along with collection efforts. These efforts will continue on an ongoing basis in an effort to control the growth of our taxes receivable. 2.9 Attachment "C", Outstanding Investments as at December 31, 2008 provides the status of the Municipality's general, capital and reserve fund investment holdings at the end of the fourth quarter of 2008. The Municipality at December 31 holds $0 in general fund investments, $6,492,032.62 in capital fund investments, and $42,077,802.48 in reserve fund investments to fund future commitments. General fund investments are short term in nature and timed to mature when funds will be required. Investments held in the Municipality's portfolio are reviewed on an ongoing basis to ensure they meet the requirement of Section 418 of the Ontario Municipal Act and the Municipality's investment policy. CONCLUSION: 3.0 The report is provided as information to Council. Ongoing reports will be provided quarterly. Attachments: Attachment "A": Summary of Operating and Expenditures and Revenue Attachment "B": Continuity of Taxes Receivable Attachment "C": Investments Outstanding CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 1503 ATTACHMENT"A" THE MUNICIPALITY OF CLARINGTON SUMMARY OF OPERATING EXPENDITURES&REVENUES TO DECEMBER 31,2008 ('Y"r end accruab and adjustments are not yet completaly reflected In Mesa balances) 2008 EXPENDED TO % DEPARTMENT BUDGET DECEMBER31" SPENT NON-Departmental: Expenditures(induding Library) 3,166,287.00 3,066,316.82 96.84 Revenues/Recoveries(excluding tax) (6,572,761.00) (6,319,432.66) 96.15 Net Non-Departmental (3 406 474.00) (3,253,115.84) 95.50 Office of the Mayor&Council: Net Office of the Mayor&Council 760,107.00 749,181.52 98.56 Office of the CAD: Net Office of the CAC, 410,283.00 424,536.80 103.47 Corporate Services: Expenditures 3,502,954.00 3,454,869.81 98.63 Revenues/Reooveries (132,604-00) (202 621.57) 152.80 Net Corporate Services 3,370,350.00 3,252,248.24 96.50 Clerks: Expenditures 1,948,900.00 2,207,483.89 113.27 Revenues/Recoveries (387 750.00) (564,606.78) 145.61 Net Clerks 1,561,150.00 1,642,877.11 105.24 Finance: Unclassified admin&Board of Trade 1,755,366.00 2,127,310.86 121.19 Operating Expenditures 1,717,740.00 1,621,449.03 94.39 Expenditures 3,473,1D6.00 3,748,759.89 107.94 Revenues/Recoveries (1 160 000 00) (1590627.90) 137.12 Net Finance 2,313,106.00 2,158,131.99 93.30 Emeraencv Services: Expenditures 7,538,993.00 7,580,760.96 100.55 Revenues/Recoveries (9 25(1.00) (11 331.33) 122.50 Net Emergency Services 7,529,743.00 7,569,429.63 100.53 Enatneerino: Expenditures 4,297,599.00 4,322,481.95 100.58 Revenues/Recoveries (1,527,875.00) (1449 323.46) 94.86 Net Engineering 2,769,724.00 2,873,158.49 103.73 Operation: Fleet&Debenture Pmts 1,805,314.00 1.518,638.03 84.12 Operating Expenditures 10,639,781.50 11,821,444.70 111.11 Expenditures 12,445,095.50 13,340,082.73 107.19 Revenues/Recovenes (375 000.00) '111.417.15) 103.84 Net Operations 12,070,095.50 12,950,865.58 107.30 Community Services: Annual Grants&Debenture Pmts 3,007,478.00 3,097,170.96 102.98 Operating Expenditures 8,317,880.00 7,668,478.15 92.19 Expenditures 11,325,358.00 10,765,649.11 95.06 Revenues(Recoveries (4491857.50) (4177462.53) 93.00 Net Community Services 6,833,500.50 6,588,186.58 95.41 Plannina Services: - Expenditures 3,686,855.00 3,536,915.14 95.93 Revenues/Recoveries (59950000) (343174.84) 57.24 Net Planning Services 3,087,355.00 3,193,740.50 103.45 TOTAL OPERATING: Expenditures 52,555,537.50 53,197,038.62 101.22 Revenues/Recoveries (15,256,597.50) (15 047 998.02) 98.63 NET OPERATING EXPENDITURES 37,298,940.00 38,149,040.60 102.28 1504 CORPORATION OF THE MUNICIPALITY OF CLARINGTON PART"B" Continuity of Taxes Receivable for the Fourth Quarter of the Year 2008 Sep 30,2008 DECEMBERI DECEMBER BEG. BALANCE INTEREST TAXES PAYMENTS/ 2008 2007 RECEIVABLE ADDED BILLED BALANCE ADJUST."' IPREPAID TAXES Note 1 2,180,357 2,046,000 CURRENT YEAR TAXES 11,478,828 803,222 12,282,050 (8,922.570) 3,359,480 3,345,179 PENALTY AND INTEREST 199,329 268,415 467,744 184,051 283,693 271,042 FIRST PRIOR YEAR TAXES 2,385,179 104,825 2,490,004 (362,848) 2,127,156 1,919,007 ill PENALTY AND INTEREST 273,177 85,415 358,591 115,723 242,869 262,380 SECOND PRIOR YEAR TAXES 869,857 - 869,857 (191,578) 678,279 712.622 PENALTY AND INTEREST 171,826 31,186 203,013 53,793 149,220 169,566 THIRD 8 PRIOR YEARS TAXES 785,108 - 785,108 (116,825) 668,283 908,337 PENALTY AND INTEREST 382,777 27,804 410,587 42,737 367,844 414,876 TOTAL 16,546,081 412,820 908,047 17,866,948 (9,990,125)1 7,876,823 8,003,009 Includes refunds,write-offs, 357's,etc. NOTE 1: Prepaid taxes include property tax preauthorized payment program(PAP). a 1505 ATTACHMENT"C" CORPORATION OF THE MUNICIPALITY OF CLARINGTON INVESTMENTS OUTSTANDING AS AT DECEMBER 31, 2008 FINANCIAL INVESTMENT INTEREST MATURITY MATURITY INSTITUTION COST RATE VALUE DATE GENERALFUND TOTAL GENERAL FUNC 0.00 CAPITAL FUND Banker Acceptance BMO 1,437,019.20 2.05% 1,440,000.00 7-Jan-2009 Banker Acceptance BMO 1,898,195.00 1.58% 1,900,000.00 7-Jan-2009 Banker Acceptance BMO 1,198,128.00 1.50% 1,200,000.00 30-Jan-2009 Banker Acceptance TD 1,958,690.42 1.56% 1,966,300.00 17-Mar-2009 TOTAL CAPITAL FUND 6,492,032.62 RESERVE FUND Banker Acceptance HBSC 3,097,754.96 3.64% 3,196,ODO.00 5-Jan-2009 Banker Acceptance/Cl BC TD 1,095,743.00 1.56% 1,100,000.00 17-Mar-2009 Banker Acceptance/CIB TD 1,494,195.00 1.56% 1,500,000.00 17-Mar-2009 GIC-Laurentian Bank RBC 372,440.00 4.40% 461,912.00 28-May-2009 GIC-Royal Bank RBC 595,239.00 3.80% 617,856.08 23-Jun-2009 Bond-Canada RBC ' 4,180,000.00 4.10% 4,351,380.00 30-Jun-2009 Bond-Canada RBC 3,796,000.00 4.05% 3,949,738.00 29-Jul-2009 GIC-Royal Bank RBC 664,993.00 4.25% 753,434.00 29-Aug-2009 Bond-Canada RBC 739,938.86 3.55% 869,800.00 1-Oct-2009 B/A-BMO RBC 1,787,409.00 2.70% 1,835,669.04 2-Dec-2009 Bond-Ontario RBC 733,772.63 3.85% 900,445.00 2-Jun-2010 IBond-Canada RBC 5,094,062.47 4.10% 6,058,590.00 1-Oct-2010 GIC-National Bank RBC 1,500,000.00 4.10% 1,833,770.00 6-Dec-2010 GIC-National Bank RBC 1,681,851.79 4.35% 2,080,894.41 6-Mar-2011 GIC-BMO RBC 2,221,742.00 4.30% 2,742,301.29 18-Sep-2011 Bond-Quebec RBC 776,152.23 4.35% 986,467.00 1-Dec-2011 Bond-Ontario RBC 999,999.54 4.20% 1,244,090.00 2-Dec-2011 GIG-Royal Bank RBC 2,000,000.00 4.05% 2,439,161.00 16-Mar-2012 B/A-TD RBC 1,471,061.00 4.80% 1,859,675.00 30-Oct-2012 B/A-Royal Bank RBC 1,503,357.00 4.80% 1,900,502.92 8-Jan-2013 GIC-BNS RBC 1,546,695.00 4.50% 1,927,463.38 12-Feb-2013 GIC-BNS RBC 599,161.00 4.35% 741,320.00 4-Mar-2013 GIC TD 1,009,028.00 4.45% 1,254,427.00 25-Mar-2013 GIC TD 257,495.00 4.51% 321,039.00 13-May-2013 GIC-Royal Bank RBC 946,770.00 4.40% 1,174,213.00 30-Sep-2013 Bond-Ontario RBC 574,200.00 4.30% 598,890.60 14-Oct-2013 GIC-BNS RBC 1,338,742.00 4.15% 1,640,564.30 16-Dec-2013 TOTAL RESERVE FUND 42,077,802.48 TOTAL INVESTMENTS 48,569,835.10 Investment interest paid on a monthly/semi-annual/annual basis 1506 REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE I' Date: MONDAY MARCH 91h, 2009 Resolution #: Report #: FND-006-09 File #: By-law #: Subject: BUSINESS IMPROVEMENT AREAS 2009 BUDGETS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-006-09 be received; 2. THAT the 2009 Budget submissions from the Boards of Management for Bowmanville BIA, Newcastle BIA and Orono BIA be approved; and 3. THAT the Boards of Management for Bowmanville BIA, Newcastle BIA and Orono BIA be advised of Council's decision. A Submitted by: Reviewed by: Nancy T lor, .. .A., C.A., Franklin Wu, Director of Fin nce/Treasurer Chief Administrative Officer. NT/LG/hjl { 1507 REPORT NO.: FND-006-09 PAGE 2 BACKGROUND: 1 .0 The 2009 Budget submissions from the Boards of Management for the Business Improvement District Areas for Bowmanville, Newcastle and Orono were not received in time to include in 2009 municipal budget ratified by Council on Monday, January 26`h, 2009. 1 .1 The budgets from the Business Improvement Areas are not required to be included with the municipality's annual budget as it doesn't affect the tax levy. 1 .2 The budgets from each Business Improvement District Area are financed by a special tax rate — BIA Levy to all the businesses located in the designated areas of each Business Improvement District Area. The BIA Levy is collected through the municipal taxation process and then forwarded to each applicable BIA. 1.3 The Ontario Municipal Act, 2001, Section 205 Business Improvement Areas, paragraph (1) Budget states as paraphrased that the BIA Board of Management shall prepare an annual proposed budget and shall hold at least one meeting of its members for discussion of the proposed budget. 1.4 The Ontario Municipal Act, 2001 , Section 205 Business Improvement Areas, paragraph (2) Council to approve states as paraphrased that the BIA Board of Management shall submit the budget to council and the municipality may approve it in whole or in part but may not add expenditures to it. 2.0 BUDGET SUBMISSIONS: 2.1 The following chart shows for each BIA, the proposed 2009 budget and for comparison purposes the approved 2008 budget amount. 2008 Budget 2009 Budget Bowmanville BIA $134,000 $136,500 Attachment °A: Newcastle BIA $25,000 $25,000 Attachment "B" Orono BIA $6,000 $6,000 (e-mail confirming no change from 2008 3.OSUMMARY: 3.1 Staff is recommending that the 2009 budgets submitted by the Boards of Management for the Bowmanville BIA, Newcastle BIA and Orono BIA be approved and that the Boards of Management for the Bowmanville BIA, Newcastle BIA and Orono BIA be advised of Council's decision. � �nn REPORT NO.: FND-006-09 PAGE 3 Attachments: Attachment "A" — 2009 Budget request Attachment "B" — 2009 Budget request Interested Parties: Bowmanville BIA Newcastle BIA Orono BIA I CORPORATION OF THE MUNICIPALITY OF CLARINGTON i 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 1509 HB Attachment "A" . . 4Cdolt 44W BOWMANVILLE BUSINESS CENTRE BOWMANVILLE BUSINESS CENTRE P.O. BOX 365 BOWMANVILLE, ONT. LIC 3L1 2009 02 12 Mrs.Nancy Taylor Treasurer Municipality of Clarington FEB ' `. lU(fy 40 Temperance Street A1UNICIpAt'Ty0FC Bowmanville, Ontario FINANCf�RINUTON Dear Mrs. Taylor At the regular monthly meeting of the Board of Management held on Tuesday, February 10, 2009, the following motion was passed: THAT the revised annual budget for the year 2009 be approved as follows: Administration $ 41,500.00 Events 69,000.00 Special Promotion 2,000.00 Streetscape (net) 9,000.00 Capital Works 15,000.00 Contingency Fund 00.00 Publications 9,000.00 Website Maintenance 1,000.00 Total $146,500.00 Less: Surplus from 2008 10,000.00 Budgeted Amount for 2009 $136,500.00 This represents an increase of 1.8% in the Bowmanville BIA's budget for the year 2009. Yours very truly A Garth Gilpin Secretary-Treasurer 1510 Attachment "B" 2009 Budget Proposal On behalf of the Newcastle Downtown Business Improvement Area we submit the following Budget proposal for 2009 Downtown Safety & Decor $ 9,000.00 Marketing $ 9,000.00 Special Events $ 6,000.00 Administration Fund $ 1 ,000.00 Total Budget Proposal $ 25,000.00 This indicates a zero increase on 2009 DBIA Tax Levies for property owners Approved at Newcastle Downtown Business Area annual meeting -January 19, 2009 1511 heading the Way C-1 MEMO TO: Mayor Abernethy and Members of Council FROM: A. Greentree, Deputy Clerk DATE: March 9, 2009 RE: APPOINTMENTS TO THE CLARINGTON TRAFFIC MANAGEMENT ADVISORY COMMITTEE AND THE CLARINGTON ACCESSIBILITY ADVISORY COMMITTEE Our File No.: C12.GE There are currently vacancies on both the Clarington Traffic Management Advisory Committee and the Clarington Accessibility Advisory Committee. Detailed below are the particulars regarding the vacancies and applicants. Clarington Traffic Management Advisory Committee An advertisement was recently run in the local newspapers and on our Clarington Website seeking applications from interested parties to fill three vacancies (one for each of Wards 1, 3, and 4) on the Clarington Traffic Management Advisory Committee. On February 23, 2008 Council made an appointment to fill the Ward 3 vacancy, thus leaving the Wards 1 and 4 positions vacant. Mr. John Slater has recently applied seeking appointment to the Clarington Traffic Management Advisory Committee. He is a Ward 4 resident. His application has been circulated confidentially under separate cover. Clarington Accessibility Advisory Committee On March 2, 2009, the Clarington Accessibility Advisory Committee accepted Darlene Matthews' resignation from the Committee. Cornelia Agatha (Corine) Goodwin previously applied to sit on this Committee and staff has confirmed with Ms. Goodwin that she wishes to still be considered for appointment to the Committee. Ms. Goodwin's application has been circulated confidentially under separate cover. Ann' reentree, BA, CMO Deputy Clerk CAG Attachment CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-6506 ,� 1901 HANDOUTS/CIRCULATIONS GPA C�ar�ngton MEMO I eading the Way CLERK'S DEPARTMENT To: Mayor Abernethy and Members of Council From: Anne Greentree, Deputy Clerk Date: March 6, 2009 Subject: . GENERAL PURPOSE & ADMINISTRATION COMMITTEE MEETING AGENDA— MARCH 9, 2009 — UPDATE Please be advised of the following amendments to the GPA agenda for the meeting to be held on Monday, March 9, 2009: 6. DELEGATIONS See attached Final List. 8. PLANNING SERVICES Additional Report: (e) Report PSD-030-09 — TOOLEY AND ROBINSON CREEKS WATERSHED STUDY 19. COMMUNICATIONS Additional Communications: (b) Letter from Michael McQuaid, WeirFoulds LLP, Barristers & Solicitors for St. Marys Cement Regarding Public Meeting regarding Report PSD-026-09 e Gr ntre , Deputy Clerk AG/mea Enc. cc: F. Wu, Chief Administrative Officer Department Heads CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 F 905-623-6506 FINAL LIST OF DELEGATIONS GPA Meeting: March 9, 2009 (a) Alice Grottoli, Community Connection, Regarding Consent for 211 Service Delivery in Shared Telephone Exchange (b) Jim Richards, Regarding Public Information Session on Energy From Waste (c) Jim Richards, Regarding Lakeridge Health Bowmanville ER Unit (d) Libby Racansky, Regarding Nash Road Reconstruction & Courtice Road Bridge pi p' I I. l 1 i :r 7 Clarington REPORT Leading the Way PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, March 9, 2009 Report#: PSD-030-09 File #: PLN 17.13.9 By-law M Subject: TOOLEY AND ROBINSON CREEKS WATERSHED STUDY RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT report PSD-030.09 be received; 2. THAT the requirements of Purchasing By-law#2006-127, be WAIVED for this transaction; 3. THAT staff be authorized to commence negotiations with AECOM, for the consulting services required to complete the Watershed Study for Tooley and Robinson Creeks as required by the Planning Services Department; and 4. THAT pending successful negotiations, staff be authorized to issue a purchase order for the Tooley and Robinson Creeks Watershed Plan to AECOM. Submitted by: Reviewed by: D id . Crome, MCIP, RPP Franklin Wu Director, Planning Services Chief Administrative Officer FUdf 6 March 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-0830 REPORT NO.: PSD-030-09 PAGE 2 1.0 BACKGROUND 1.1 Part of the Official Plan Review Consulting Contract awarded by Council on March 2, 2009 (COD-019-09) includes the Secondary Plan for the Courtice Employment Lands. To undertake the preparation of a Secondary Plan it is recommended that a watershed study setting out the baseline information and providing specific goals and targets for permeability, habitat enhancement and hydrogeologic mitigation be undertaken in advance of the Secondary Plan. 1.2 To complete a Watershed Study for Robinson and Tooley Creeks a $90,000 budget was approved as part of the 2009 capital budget. It was anticipated that because of the extensive work that has been carried out by Gartner Lee, now amalgamated with AECOM, for the 407 Environmental Assessment (EA) they would be able to complete a watershed study with only one season of field work; typically the baseline inventory for watershed studies takes 2 full years of field work. 1.3 Robinson watershed is an urban watershed being situated completely within the Urban Area of Courtice and designated either "Employment Area' or "Future Urban Residential". The south and south-west portions of the Tooley watershed are located within the Courtice Urban Area and designated as "Employment Area" or °Greenspace/Waterfront Greenway"; a minor portion of the upper reach of the Tooley watershed is in the Greenbelt. 1.4 The Tooley and Robinson Watersheds are two of the smallest watersheds within CLOCA's jurisdiction, being 1050 ha and 570 ha in size respectively. By virtue of their size, smaller watersheds are especially vulnerable to the effects of changing land use and the impact of development. 1.5 The Robinson Creek and Tooley Creek watersheds contain a diversity of natural resources and historical evidence of geological activity. The development of a watershed plan will aim to protect and sustainably manage the Robinson Creek and Tooley Creek watersheds for current and future generations. 2.0 COMMENTS 2.1 A considerable amount of information has already been collected in the Robinson and Tooley Creek Watersheds. The EA work for the 407 has background data on the terrestrial and natural heritage attributes and has some aquatics information. MTO have made the background information available for this Study. CLOCA has information they have been collecting as part of the Authority's aquatic monitoring program, which they will make available for this project. In addition, updated floodplain mapping for Tooley Creek has recently been completed by CLOCA and Robinson Creek should be completed within the next few months. 2.2 Staff in consultation with CLOCA believe that enough information can be collected in one field season (spring and summer). The collection and assessment of this information would represent the existing conditions portion of the Watershed Study. REPORT NO.: PSD-030-09 PAGE 3 2.3 In the Robinson and Tooley Watersheds the future land uses have been pre-determined by the Official Plan which has been in place since 1996. The Robinson Creek Master Drainage Plan has been in place since 1991. Amendments may result from the Grow Durham planning study. The Clarington Energy Business Park also has a Master Drainage Plan. Future land uses are to be addressed as "givens" but will require the innovative recommendations and techniques to address the permeability and sustainability goals of the planning policies that apply for the overall development of the area. 3.0 CONCLUSION 3.1 Based on the compressed timeframe for this watershed study and also that significant baseline data has been collected by AECOM (formerly Gartner Lee) for the 407 Environmental Assessment. Staff are recommending that a work program and pricing be negotiated with AECOM. 3.2 Staff will be assisted by CLOCA staff on the overall project including public participation, review of the findings, formulation of the recommendations, etc. 3.3 The Watershed Study is an important background component for the servicing of the Courtice industrial lands. 3.4 This matter has been reviewed with the Purchasing Manager and Director of Corporate Services. Attachments Attachment 1 — Key Map • URBAN BOUNDARY ® FUTURE URBAN RESIDENTIAL URBAN RESIDENTIAL ® MEDIUM DENSITY RESIDENTIAL ® HIGH DENSITY RESIDENTIAL - TOWN CENTRE ® COURTICE WEST SHOPPING DISTRICT NEIGHBOURHOOD CENTRE - GENERAL AGRICULTURAL PRESTIGE EMPLOYMENTAREA LIGHT INDUSTRIAL AREA _ GENERAL INDUSTRIAL AREA - BUSINESS PARK UTILITY ENVIRONMENTAL PROTECTION AREA - GREEN SPACE WATERFRONT GREENWAY - COMMUNITY PARK • DISTRICT PARK • NEIGHBOURHOOD PARK PUBLIC SECONDARY SCHOOL SEPARATE SECONDARY SCHOOL PUBLIC ELEMENTARY SCHOOL r SEPARATE o ELEMENTARY SCHOOL _ SECONDARY PLANNING AREA Emm•mmm SPECIAL POLICY AREA 00••00*0*SPECIAL STUDY AREA N GO STATION O C CD Tooley Creek and ;5, D fu Robinson Creek Watersheds 0 Barristers&Solicitors WeirFoul&LLP March 6, 2009 Michael J. McQuaid, Q.C. T: 416-947-5020 moquald@weirfoulds.com VIA E-MAIL File 01207.00054 Mayor and Members of Council The Municipality of Clarington 40 Temperance Street 2nd Floor Bowmanville, ON L1C 3A6 Attention: Patti Barrie, Municipal Clerk Dear Mr. Mayor and Members of Council: Re: St. Marys Cement(Canada) Inc, re: Alternative Fuels We act for St. Marys Cement (Canada) Inc. ("SMC"). We have received a copy of the proposed Amendment to Zoning By-law 84-63 dealing with the definition of "waste disposal" and other proposed amendments. We are forwarding this letter summarizing SMC's position for submission to the Public Meeting scheduled for March Stn and for subsequent use at the Council meeting to be held on March 23rd. As you may know, SMC is applying to the Ministry of the Environment for approval of the use of alternative fuels at the Bowmanville Cement Plant as a partial substitute (up to 30%) for the conventional fossil fuels used at the plant. The alternative fuels will allow SMC to reduce its fuel costs and to maintain its competitive position, reduce dependency on a non-renewable resource and offer environmental benefits such as reduced greenhouse gas emissions. In meetings, discussions and by letter we have explained to staff and your counsel, Mr. Dennis Hefferon, why we believe the proposed use of the alternative fuel is permitted under the current zoning by-law on the site which permits SMC to use the site for a "cement manufacturing plant". Briefly summarized, the reasons why such use is permitted are: 1. The burning of fuel is a fundamental and integral purpose and function of cement manufacturing. There will not be a change in land use under the Planning Act and zoning by-law. r, The T:416.365-1110 F:416365-1876 Exchange Tower, Suite 16D0 P.O.Box 480, 130 King Street West Toronto,Ontario,Canada M5X 1J5 _ www.weirfoulds.com Barristers&Solicitors WeirFouldsuP While we recognize that the MOE through the Environmental Protection Act has set up a separate rigorous regulatory process or regime to examine and deal with potentially hazardous substances and pollution risks, once that separate process is followed and authorizes the substance for use as an alternative fuel in our opinion that really is the end of the matter from a land use perspective. SMC's kiln and its operation will remain part and parcel of"a cement manufacturing plant". 2. Obviously based on the above we believe strongly that the principal use onsite will remain a cement manufacturing plant and there will be no change of land use. However we ask you to note that Section 3.1 of Zoning By-law 84-63, General Zone provision permits accessory buildings, structures and uses within the M3-1 Zone. Accessory Use is defined as: "a use established during or after the establishment of the main use which is customarily incidental and subordinate to, and exclusively devoted to, the main use of the lot, and located on the same lot as such main use". It is not our position that the fuel storage/burning is a land use. However, even if it was considered a land use, we submit it would be considered an "accessory use" that is "customarily incidental and subordinate to, and exclusively devoted to, the main use of the lot which is the cement plant and it is located on the same lot as the main use." With respect to this second reason, members of Council may be interested to know that the Town of St. Marys' Council recently concluded that the application for alternative fuel use for SMC's kiln in that town was considered "an accessory use" under that Town's By-law. That conclusion was based upon a review by Mr. Swallow, the County Planner. A copy of the Town's Minutes and Mr. Swallow's opinion are attached for your reference. The definition of'Accessory Use' in that by-law is also attached and you will see is very similar to the definition in Clarington's by-law. We would now like to explain our reasons for opposing the proposed amendment. While we a have advised SMC that the proposed by-law now considered by Council if passed will not affect SMC's existing rights under the current Zoning By-law by reason of the non-conforming i, provisions of Section 34(9)(b) of the Planning Act, we still object to passage of this by-law for the following reasons: 2 G , Barristers&Solicitors WeirFouldsLLP 1. Its purpose and wording are unclear and it is an unnecessary amendment insofar as SMC's lands are concerned. Accordingly passage of this amendment may create unnecessary and unintended problems for the use of SMC's site and its operation on the site. 2. The amendment does not recognize the separate regulatory regime the provincial Government has established to deal with hazardous substances and pollution risks and the amendment may duplicate or unnecessarily overlap that regime resulting in an unnecessarily complicated level of control over waste. The approval of the amendment seems to seek to establish a level of control outside the Municipality's proper jurisdiction. 3. The amendment does not properly recognize the existing uses permitted on SMC's site. We are continuing our review of the amendment with SMC's consultants and we reserve the right to add additional planning reasons as may be identified through this review. Accordingly, we object to the passage of this proposed amendment by Council for the reasons noted above and ask that Council not approve such amendment. Please place this written submission before those representatives of the Municipality attending the Public Meeting to be held on March 9th and before Council at its meeting on March 23, 2009. We also request timely notification of any subsequent meetings of Council or its committees called to deal with this proposed amendment as well copies of any minutes dealing with this proposal. Please send any notices or copies of minutes to the following: Michael J. McQuaid, Q.C. WeirFoulds LLP Barristers & Solicitors 130 King Street West Suite 1600, P.O. Box 480 Toronto, ON M5X 1J5 e-mail: mcquaid @weirfoulds.com Wilson Little St, Marys Cement Inc. 410 Waverly Road R.R. #2 Bowmanville, ON L1C 3K3 ii a-mail: Jwlittle @vcsmc.com ,i it 3 Barristers&Solicitors WeirFouldsLLP Yours very truly, WeirFoulds LLP C.J �..a...4 Michael J. McQuaid, Q.C. MJM Ives Encl. 1107749.1 i X 4 OF T,,f MINUTES: OF A REGULAR MEETING OF THE COUNCIL OF THE TOWN OF ST.MARYS HELD IN COUNCIL CHAMBERS AT THE TOWN HALL ON TUESDAY,FEBRUARY 10,2009 AT 7:30 P.M. COUNCIL PRESENT: Mayor Hahn,Councillors Mustard,Osborne,Luna,and Van Galen REGRETS: Councillors Boyce and Symons STAFF PRESENT: R.Brindley,CAO/Clerk,S.Luckhardt,Planning Coordinator,L.Scott, Deputy Clerk ALSO PRESENT: M.Swallow,Planner,Media,General Public 1.0 CALL TO ORDER by Mayor Hahn at 7:31 p.m. 2.0 OPENING PRAYER—Councillor Mustard led proceedings in prayer. i 3.0 DECLARATIONS OF PECUNIARY INTEREST—none declared Mayor Hahn requested that item 7.1 be considered next as M.Swallow had another commitment to attend. He also noted that item 12.1 would be moved to section 11 of the Agenda. 4.0 COUNCIL MINUTES: I p 4.1 Regular Meeting of Council—January 27,2009 r 4.2 Special Meetings of Council—January 29 and 30,2009 4.3 Errors and Omissions—none noted 4.4 Adoption of the Minutes Motion No.14—2009: Moved by Councillor Osborne,seconded by Councillor Van Galen that Council.approves the minutes of the regular Council meeting of January 27,2009 and the special meetings of January 29 and 30,2009.CARRIED 'i 4.5 Business Arising from the Minutes Council discussed proposed administrative building for UTRCA and requested that staff send a letter to our representative,Tony Jackson,stating the Town's opposition to the proposed costs with a copy also being circulated to all member municipalities. A vote regarding this project will be held at the annual meeting on February 17,2009. 5.0 RECEIVE AND ACKNOWLEDGE COMMITTEE/AGENCY MINUTES& HIGHLIGHTS 5.1 Police Services Board—November 26,2008 5.2 Perth District Health Unit Board—November 26,2008 5.3 Perth District Health Unit Board—December 17,2008 C 5.4 Huron Perth Healthcare Alliance—January 8,2009 5.5 UTRCA Board of Directors—January 27.2009 i I I , Motion No.15—2009: Moved by Councillor Osbome,seconded by Councillor Van Galen that Council acknowledges receiving for information purposes the minutes and highlights of Committee,Board and Association meetings listed on the Council Agenda dated February 10,2009 as items 5.1 to 5.5.CARRIED 6.0 CORRESPONDENCE 6.1 Resolution from Tay Valley Township regarding the recycling industry. 6.2 Resolution from Township of South Algonquin regarding the possible use of low grade wood waste to create electric power. 6.3 Proclamation—Kinsmen and Kinetics Day Motion No.16—2009: Moved by Councillor Osborne,seconded by Councillor Van Galen that Council support the resolutions and correspondence listed as item 6.1 on the council agenda dated February 10,2009. CARRIED Motion No.17—2009: Moved by Councillor Osborne,seconded by Councillor Van Galen that Council file the resolutions and correspondence listed as item 6.2 on the council agenda dated February 10,2009. CARRIED Motion No.18—2009: Moved by Councillor Osborne,seconded by Councillor Van Galen that Council proclaims February 20,2009 as Kinsmen and Kinetics Day and the week of February 15 to 21,2009 as Kinsmen and Kinettes Week in the Town of St. Marys. CARRIED 7.0 DELEGATIONS 7.1 Mark Swallow,Planner—St.Marys Cement r M.Swallow reviewed the proposed test bran by St.Marys Cement with respect the Town's Official Plan and Zoning Bylaws. He noted that the burning of fuels is considered an accessory use and is already a permitted use under both the Official Plan and Zoning Bylaw. He indicted that Council can comment to other regulatory bodies such as the Ministry of Environment who is overseeing the actual fuel type. Council noted they will follow this application closely and will review the Peer Review comments once the test bum has taken place. Council concurred with M. Swallow's opinion and agreed that an application for the test bum was not required under either the Official Plan or the Zoning Bylaw for the Town of St.Marys. Mayor Hahn then invited comments from the representatives present from St.Marys Cement(Austin McMurdo and Wilson Little). Wilson Little indicated that they are currently waiting for a piece of equipment that is required to do the test bum as well as the final Certificate of Approval from the Ministry of the Environment. He noted that the test bum would probably not occur for another three months. He then congratulated Council on their handling of the review of the test burn process. Austin u. McMurdo noted that the progress of the C of A could be followed on the EBR website - and he would forward the link to R.Brindley for the information of Council and staff. 8.0 REPORT OF THE CHAIR OF PUBLIC WORKS Councillor Van Galen reviewed the following items and also requested the addition of a tender for ball field lighting: 8.1 Public Works Subcommittee(Draft)Minutes—February 3,2009 Councillor Van Galen pointed out item 14 in the Subcommittee minutes which outlined an Open House taking place on February 19 for proposed construction on 'i George,Tracy,Victoria and Trafalgar Streets, Councillor Luna commented on item 12 which outlined snow removal costs and commented that the BIA is pleased with the snow removal efforts in the downtown { core. 2 f i , 8.2 AdoedItem—TenderforBallFieldLiehtine Council discussed partnership of the CBHFM and the Town for use of their fields due to the relocation of ball fields from the PRE due to the new school. It was noted by Councillor Osborne that the Slo-pitch organization put the original lights in at the PRC but they were not able to be moved so new lighting is required. It felt it was only fair that the Town pay the full cost of lights because of this fact. Councillor Mustard stated that the Town still owns the CBHFM land therefore the lighting is an improvement to Town property. He noted that a lot of team effort has occurred between the Town,the school,the CBHFM and the ball groups to make this transition happen. Councillor Luna then asked about lighting at soccer fields as this has been an ongoing request. It was confirmed that a committee has been formed to review the soccer fields and is currently looking to apply for a Trillium grant for funding improvements to soccer fields at the high school. Motion No.19—2009: Moved by Councillor Van Galen,seconded by Councillor Osbome that Council award the proposal to"Supply and install ball field lighting"to Forman Electric Ltd.,St.Marys,Ontario in the amount of$87,736.00 plus GST. CARRIED 8.2 Bylaw Amendment—No Parking Elgin Street East and Glass Street Councillor Luna requested that parking on all streets in the Town be reviewed for safe access for emergency vehicles. Bylaw 8 of 2009 to amend Schedule 4 of Bylaw 20 of 2003. PASSED 9.0 REPORT OF THE CHAIR OF COMMUNITY SERVICES Next meeting to take place February 26,2009. 10.0 REPORT OF THE CHAIR OF ADMINISTRATION&FINANCE Councillor Osborne noted that the next meeting would be February 17,2009 and that there would be more budget working sessions taking place next week as well. 11.0 REPORT OF CAO/CLERK 11.1 Bylaw-Amendment to 59 of 2008 The Police Services Board requested that a`sunset clause'be added to the"Fees for Certain Police Services"bylaw to allow for businesses and residences to have their false alarm incidents to be set back after being incident free for three years. Bylaw 9 of 2008 being a bylaw to amend Schedule B of Bylaw 58 of 2008.PASSED 12.0 REPORTS OF COMMITTEES Councillor Luna commented on the BIA general meeting highlights. She noted that there is still concern with the Town website. R.Brindley was directed to contact B. Clunura of the BIA to discuss. Council requested that Municipal Liaison Committee minutes be included in future council packages. 13.0 UNFINISHED BUSINESS—nothingnoted 14.0 NOTICE OF MOTIONS—nothing noted 3 i 15.0 BY-LAW 15.1 ConfirmatM Bylaww Bylaw 10 of 2009 being a bylaw to confirm all actions and proceedings of Council. PASSED 16.0 ADJOURNMENT Motion No.20—2009: Moved by Councillor Mustard that the meeting of Council be adjourned at 8:29 p.m. CARRIED Jamie Hahn,Mayor Rob Brindley,CAO/Clerk 4 I Corporation of the County of Perth = .4 Planning and Development Department (519) 271-05314k 410 Court House 1 Huron Street, Stratford Ontario NSA SS4 Fax.(519)273-5967 Dave Hanly, Director dhanly @countyofperth.on.ca FilN\�Eus1COUNTYOATAYLANNINwr.MAMTEMENT PLANT ALT P LUN&10.11=ER TO CaO.000 February 4,2009 Mr. Grant Brouwer, CBO Town of St. Marys 408 James Street South. P.O. Box 998 St. Marys, Ontario N4X 1B6 Dear Mr. Brouwer Re: St.Marys Cement Proposed Alternative Fuel Demonstration Project In response to our recent telephone conversations regarding the above noted matter,I wish to advise that I have reviewed the presentation material for the St. Marys Cement Inc. public information session,their application for Approval under Section 27 of the Environmental Protection Act(EPA), the planning opinion of MHBC Planning as contained in Brian Zeman's letter, and the Town's Official Plan and Zoning By-law and offer the following: From my review of the material provided,St. Marys Cement Inc.is applying to the Ministry of the Environment for a Provisional Certificate of Approval under Section 27 of the EPA for a Waste Disposal Site the purpose of which is to permit an alternative fuel demonstration proj ect at its cement plant location in St.Marys. The alternative fuel will be post-composting plastic residuals that will be imported from off-site facilities by truck to the cement plant,unloaded onto a conveyor system where it will be injected into the cement kiln through its burner assembly. Under the Environmental Protection Act such fuel is considered a waste and the site and processing apparatus used for the consumption of this material, as a fuel alternative, is considered a waste disposal facility by the Ministry of the Environment requiring said Certificate of Approval. The subject property is designated"Extractive Industrial" in the Town of St. Marys Official Plan (OP). Section 3.5 of the OP contains the land use policies for the"Extractive Industrial"designation. The"Extractive Industrial"areas shall be primarily used for the processing,screening,washing,and stockpiling of aggregate materials with ancillary uses to "Extractive Industrial" uses also being permitted. The subject property is zoned "Extractive Industrial Zone Three(M3)" in the Town of St. Marys Zoning By-law No.ZI-1997. The"M3"zone permits existing agricultural uses; a cement plant;a '.� concrete plant or an asphalt plant; a golf course;open storage of aggregate material; a parking lot; a pit; a quarry; a wayside pit; accessory uses,buildings,and structures. ri Section 3.2 of the Zoning By-law defines an accessory use as a use that is normally incidental, subordinate,and exclusively devoted to the main use of the lot and which is located on the same lot therewith. With the situation in question,the burning of fuel to fire the cement kiln would be considered a use that is integrated with the day to day operation of the cement plant use and therefore part of the principal use of the property. Any existing onsite facilities for the storage and handling of fuel for burning during the manufacturing process, whether it be coal, pet coke, or natural gas would be considered an accessory use to the principal use of the property, being considered normally incidental, subordinate, and exclusively devoted to the main use and therefore permitted by the policies of the OP and Zoning By-law as an ancillary use. The issue as to whether an alternative fuel source meets the definition of accessory is in question. hi the past,the Town has not taken issue with the type and/or mixture of fuel used at the cement plant and issued the necessary permits to advance this process provided that the fuel being stored is consumed exclusively onsite to power the cement operations and all necessary regulatory approvals for the handling,storage, and consumption of the fuel have been obtained. With this position,the Town has considered the burning of fuel as part of the principal use of the property and the storage and handling of fuel as an ancillary use. In considering the alternative fuel proposed, the same standard must be applied. There is no change in use associated with the change in fuel type and therefore no need for Planning Act application to permit the change. The change in the nature of the fuel being used may necessitate alterations to existing buildings and infrastructure or the construction of new facilities to store and handle the fuel. Again,such would be expected and require the necessary approvals from the regulating bodies, Stich as the building deportment and fire department. However, such alterations or new construction, in itself, do not represent a change in use and no need for Planning Act application to permit the change would be required. I trust this is satisfactory; should you have any questions,please contact me. j Yours very Ma Swallow, mer Planning&Development Department /MS Enclosures a , i I ,