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HomeMy WebLinkAbout06/15/2009 a~ GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: TIME: PLACE: June 15, 2009 9:30 A.M. COUNCIL CHAMBERS 1. MEETING CALLED TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST 3. ANNOUNCEMENTS 4. MINUTES (a) Minutes of a Regular Meeting of May 25, 2009 401 5. PRESENTATIONS (a) Dave Hardy, Hardy Stevenson & Associates, Regarding Draft Port Granby EA Screening Report 6. DELEGATIONS (Draft List at Time of Publication - To be Replaced with Final List) 601 (a) Gerry Mahoney, President Southeast Clarington Ratepayers Association, Regarding Draft Port Granby EA Screening Report (b) Ravena Rajasingham, President of Tamil Cultural & Academic Society of Durham, Regarding the Genocide of Tamils in Sri Lanka (c) Frank Lockhart, Regarding Valleys 2000 Annual Report (d) N.C (Cam) Murkar, Regarding Offer of Settlement (e) Valentine Lovekin, Regarding Offer of Settlement (f) Charles Nash, Regarding Closing of Splash Pool at Fitness Centre (g) Richard Ward, Regarding On Going Outstanding Unresolved Property Standards Issue (h) Richard Ward, Regarding Zoning Issues of Various Aspects CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET. BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 GP. & A. Agenda - 2- June 15, 2009 7. PUBLIC MEETINGS There are no Public Meetings scheduled. 8. PLANNING SERVICES DEPARTMENT (a) PSD-054-09 Application for the Removal of an Environmental Holding 801 Symbol (b) PSD-055-09 Addition to Municipal Register of Properties of Cultural 808 Heritage Value or Interest, 49 and 63 Beaver Street, Newcastle (c) PSD-057-09 Application for Removal of Holding 813 Owner: Dunbury Developments (Courtice) Ltd. (d) PSD-058-09 Port Granby Project - Municipality of Clarington 818 Comments on the Draft EA Screening Report (e) PSD-059-09 GO Transit Rail Service Expansion to Bowmanville: 858 Environmental Assessment (f) Confidential Report - Legal Matter Pertaining to Bowmanville Creek Developments Ltd. (To Be Distributed Under Separate Cover) (g) Confidential Verbal Report - Legal Matter Regarding St. Marys 9. ENGINEERING SERVICES DEPARTMENT (a) EGD-023-09 Monthly Report on Building Permit Activity for May 2009 901 10. OPERATIONS DEPARTMENT No Reports 11. EMERGENCY AND FIRE SERVICES DEPARTMENT (a) ESD-009-09 Monthly Response Report - May 2009 1101 12. COMMUNITY SERVICES DEPARTMENT (a) CSD-012-09 Admission Standards for Public Pools 1201 13. MUNICIPAL CLERK'S DEPARTMENT (a) CLD-012-09 Standing Committee Structure 1301 G.P. & A. Agenda - 3- June 15, 2009 14. CORPORATE SERVICES DEPARTMENT (a) COD-035-09 Reservist Leave: OMERS and Benefit Coverage for 1401 Full-Time Employees Serving Active Duty in the Military (b) COD-041-09 Lions Club Request for Lease Renewal - Clarington 1408 Beech Centre (c) COD-042-09 Ontario Realty Corporation, Lease Expiry - 132 Church 1422 Street (Court Room) 15. . FINANCE DEPARTMENT (a) FND-012-09 2010 Budget Schedule 1501 (b) FND-013-09 Annual Statement for the Development Charges Reserve 1503 Funds for the Year Ended December 31, 2008 (c) FND-014-09 Financial Update as at March 31st, 2009 1510 (d) FND-015-09 Report on Revenue Sensitive to Economic Conditions - 1516 April 2009 (e) FND-016-09 Building Permit Fees Annual Report 1524 16. CHIEF ADMINISTRATIVE OFFICE No Reports 17. UNFINISHED BUSINESS 18. OTHER BUSINESS 19. COMMUNICATIONS 20. ADJOURNMENT CJN-pn General Purpose and Administration Committee Minutes May 25, 2009 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, May 25,2009 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were: Also Present: Mayor J. Abernethy Councillor A. Foster Councillor R. Hooper Councillor M. Novak Councillor G. Robinson Councillor C. Trim CouncillorW. Woo Acting Chief Administrative Officer, M. Marano Internal Auditor, Finance Department, L. Barta (left the meeting at 2:05 p.m.) Director of Community Services, J. Caruana Director of Engineering Services, T. Cannella Director of Planning Services, D. Crome Deputy Treasurer, Finance Department, L. Gordon (arrived at the meeting at 2:05 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 Later in the meeting Councillor Novak stated a pecuniary interest with regards to Report PSD-047-09. ANNOUNCEMENTS Councillor Trim announced the following events he attended this past week: · On Saturday May 23, 2009 the conclusion to the Public Works Week was held which was hosted by the Durham Region. These events where held at the Water Control Pollution Plant on Consumers Drive and at the Courtice Water Pollution Plant. Each event was very successful and well-attended. · 25th Anniversary Celebration of Theatre Dance Academy was held at the Bowmanville High School. 401 General Purpose and Administration Committee Minutes May 25, 2009 Councillor Woo announced the following events: . He along with Councillors Novak, Hooper and Foster, on Thursday May 14, 2009 attended the Courtice Rotary - Paul Harris Fellowship Award Dinner where some of the following local individuals were recognized: Dan Carter, Bruce Rutherford, Mary Wilcox, and Karen Fedato. He also noted that Ms. Fedato will be leaving the Clarington Board of Trade. . He and Councillor Hooper attended a celebration of a local business where a 80,000 Ib hydraulic lift was built and will soon be shipped to Kuait. Councillor Woo thanked the owner, staff of the business, and Clarington Board of Trade, stating this is an economic positive for the Municipality of Clarington. Mayor Abernethy, on behalf of the Committee members, extended condolences to Councillor Hooper and his family on the passing of his father. Councillor Hooper announced that he will be attending the DREN Award Celebrations tonight at Tosca Hall. These awards are for local business who have provided exceptional service to individuals with accessibility issues. Councillor Hooper informed the Committee that on Saturday May 30th Archibalds will be hosting their 10th Annual Food and Wine Festival. There are still tickets available and the cost is $10.00 in advance and $12.00 at the door. He would like to see the Clarington Board of Trade recognized for all the efforts they have put forward in promoting the Municipality of Clarington. Councillor Novak announced the following events from this past week: . On Thursday, May 21St, she attended Bethesda House 7th Annual Dinner/Auction at the Clarington Beech Centre, stating this was a well attended event. . She attended the Public Information Centre regarding Energy-From-Waste stating this was a well attended event. Councillor Foster acknowledged the great group of people associated with the Courtice Rotary Club and all the hard work they have done. Mayor Abernethy announced that he and his wife attended the award ceremony where local resident John Schoonderbeek was one of 12 recipients from across Canada to receive the award for Pitch-In Canada, presented by the Governor General of Canada. He stated that Mr. Schoonderbeek walks between 8 and 9 kilometres each day and picks up garbage from the road side and sidewalks which he either recycles or disposes. - 2- 402 General Purpose and Administration Committee Minutes May 25, 2009 MINUTES Resolution #GPA-353-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on May 4, 2009, be approved. CARRIED PRESENTATIONS There were no presentations scheduled for this meeting. DELEGATIONS Brad Arbour provided the Committee with an update on the Youth Centre located at the Old Firehall, 132 Church Street in Bowmanville. Mr. Arbour informed the Committee the Youth Centre got its start in 1998 as a result of initiating youth programming in the Clarington area. This Youth Centre provides after-school activities for youths such as: food programs, recreation, online computer access, summer camps, day trips, and volunteer opportunities. He stated. the Youth Centre is adult supervised at all times in order to promote a safe, healthy and pro-social environment for all who use the facility. He provided the Committee with attendance statistics for 2008 stating over 300 different youth visited the centre which is an average of over 19 per night. He thanked the Municipality of Clarington for their continued support. As well, the centre receives support from other sponsors such as the John Howard Society, Ontario Power Generation, Archibalds Estate Winery as well as other local businesses. He noted the current funding allows for the Youth Centre to be open Monday through Thursday from 3:00 p.m. to 8:00 p.m. Mr. Arbour reviewed the fundraising efforts of the Youth Centre highlighting the Annual Battle of the Bands, provision of the Durham Golf Guides, Great Balls of Fire Charity Golf Tournament, many barbeques and street events, and the upcoming hockey tournament. The Committee was advised of the events the Youth Centre is able to provide through the sponsorships and fundraising events which include the F.L.A.R.E Project, trip to Wonderland and the Science Centre, Paintball excursion, attendance to a We Will Rock You performance and their Christmas Dinner. He noted the age of youths using the Centre, at this time appears to be younger, but changes in cycles as the youths grow older and continue to attend the centre. Jennifer Paczesny was called but was not in attendance. ; ! . , Richard Ward addressed the Committee regarding his recent property standard situation. Mr. Ward informed the Committee two weeks ago he requested copies of the Official Plan and Rezoning applications made by Tim Hortons and McDonald's located along Hwy 35/115. He feels this request resulted in the By-law Division ordering a property clean-up on his property located in Orono. This clean-up resulted in four - 3 - 403 General Purpose and Administration Committee Minutes May 25, 2009 vehicles being removed, all of which were licenced to him. He informed the Committee that he has filed a criminal complaint with the police and he requested that the By-law Officers attend the property of the company hired by the Municipality of Clarington to perform the clean-up and take pictures, as he feels this company is in violation of the property standards for which he was sited. Mr. Ward stated he feels victimized by the process and he requested that the Committee direct staff to return his vehicles to him. Mr. Ward asked that Council investigate his concerns. Robert MacDonald addressed the Committee regarding proposed development on Lots 27 & 28 Clarke Township, Concession 2. Mr. MacDonald expressed concerns regarding the intent of open houses stating he felt they were held to inform the public of the proposals and to address public concerns. He has learned since attending the public house of two buried streams on the proposed site stating the proponent is aware of these streams as discussions have taken place between the proponent, the Municipality of Clarington and the Ganaraska Region Conservation Authority. Mr. MacDonald questioned why the existences of these streams were not mentioned at the open house. Mr. MacDonald would like to see these streams protected and requested that Council force the proponent to daylight the two streams and have staff perform a watershed study prior to approving the request of the applicant of the proposed development. He feels this development could have an adverse affect on property taxes of the existing residents of Clarington as the result may have the residents subsidizing the developers. Richard Ward addressed the Committee regarding his request from 1996 for Official Plan Designation and Rezoning of his property. Mr. Ward still does not understand why his request was denied. He informed the Committee he previously requested copies of the rezoning for the McDonald's and was advised by staff in the Planning Department the records were destroyed. However, he recently requested these documents again and has now been told the Director of Planning Services must review the documents first before releasing them. Mr. Ward now believes that the records are being modified and manufactured to satisfy his request. He expressed concerns as to whether the rezoning by-laws for the McDonalds and Tim Hortons were complete stating these may have been manufactured. Councillor Foster chaired this portion of the meeting. PUBLIC MEETING (a) Subject: Report: Intention to Proceed with Future Highway Closure to Close a Portion of an Unopen Road Allowance Situated in Lot 27, Broken Front Concession in the Former Township of Clarke EGD-020-09 No one spoke in opposition to or support of Report EGD-020-09. .4. 404 General Purpose and Administration Committee Minutes May 25, 2009 Dan Strike was present on behalf of the Applicant to address any concerns or questions raised at today's meeting. There were no questions or concerns raised regarding Report EGD-020-09. Councillor Novak chaired this portion of the meeting. (b) Subject: Application to Amend the Clarington Zoning By-law 84-63 Applicant: 564069 Ontario Ltd. Report: PSD-046-09 Paul Wirch, Planner, Planning Services Department provided a verbal report supported by a PowerPoint presentation pertaining to Report PSD-046-09. Alan Kirby, President of the Newcastle District Heritage Society, spoke in opposition to the recommendations contained in Report PSD-046-09. Mr. Kirby would like to see the two buildings currently on the proposed site be preserved as they are an example of early block design. He has no objections to the buildings being moved to another location if they are not able to be used at the present site. He stated the location of the building is not significant, it is the buildings themselves that hold significance to the heritage of Newcastle. No one spoke in support of Report PSD-046-09. Glen Genge, DG Biddle and Associates was present on behalf of the applicant to address any questions or concems raised at today's meeting. Mr. Genge informed the Committee that the applicant has no intention of demolishing the buildings and is sensitive to the heritage concerns and is currently trying to find an alternate location for the existing two buildings. The costs of relocating these buildings has to be taken into consideration, therefore the applicant is looking into the option of converting the buildings into commercial space to be used by tenants such as a doctor's office or for a business development similar to those located at Pearson's Lane in Whitby. It is the applicant's intent to use all of land for commercial purposes. Mr. Genge informed the Committee the applicant's requirement for additional parking is the main problem and he is currently reviewing alternate options with the applicant and Sobeys. The applicant is currently in the process of obtaining the road allowance behind the two buildings mentioned in Report PSD-046-09 and will look at the feasibility of the alternate options. (c) Subject: Report: Clarington Sign By-law Review PSD-051-09 Martin Rendl, Martin Rendl Assoiciates provided a verbal report supported by a PowerPoint presentation pertaining to Report PSD-051-09. Mr. Rendl highlighted the by-law review process and the proposed changes and regulations. - 5 - 405 General Purpose and Administration Committee Minutes May 25, 2009 Dave Davidson spoke in opposition to the recommendations contained in Report PSD-051-09. Mr. Davidson stated advertising is necessary to have a successful business but feels the proliferation of signage is not the answer. He expressed concerns over the number of signs currently located on Hwy 57 and Waverly Road and along Hwy 57 and Longworth Avenue. He would like to see the Municipality of Clarington obtain inventory on the number of sign permits issued stating the visual aspects contribute to the character of the community. He stated the increase of days to the Election signs should be denied and for the number of days to be decreased not increased. Daryl McMasters owner of Little Caesar's Pizza, Bowmanville expressed concems with some of the recommendations contained in Report PSD-051-09. He stated the limitation placed on the size of banners is unreasonable and he questioned why he could not have banners shaken by employees, but other locations within the Municipality of Clarington could. He informed the Committee his establishments has laid off 16 youths due to the restrictions on banner shaking. In response to Councillor Foster's enquiry, Mr. McMasters confirmed he would like to see the length of time regarding signage for municipal elections remain unchanged (ie. Six (6) weeks). Jill Cooke, Forsey Signs, spoke in opposition to the recommendations contained in Report PSD-051-09. Ms. Cooke stated she does not have an issue with the proposed changes to the by-law. She would like to see the usage of fluorescent lettering on signs denied and she does not agree with the grandfathering of signage that does not look good. Most mobile signs are put in areas at the customers' requests and she would like to see this issue addressed in the by-law and enforced. Ms. Cooke informed the Committee the appearance of signs needs to be addressed especially within the heritage areas. Ms. Cooke stated the signage for elections should be allowed 20 days before the mail-in date starts and if no mail-in voting takes place the six (6) week status should remain. She would like to see the multiple signs along roadways addressed and have standard sizing implemented for mobile signs which is currently 4' x 8', stating anything larger impedes one's view. Ron Cooke, Forsey Signs spoke in opposition to the recommendations contained in Report PSD-051-09. Mr. Cooke stated most small community-based businesses cannot afford advertising in the newspaper and rely on signage. He requested the Committee to consider who would be hurt by the changing of the sign By-law. Mr. Cooke informed the Committee he is in favour of the recommendations for designated areas for signs to be posted. No one spoke support of Report PSD-051-09. .6- 406 General Purpose and Administration Committee Minutes May 25, 2009 Resolution #GPA-354-09 Moved by Mayor Abernethy, seconded by Councillor Robinson THAT the Committee recess for ten minutes. CARRIED The meeting resumed at 12:10 p.m. PLANNING SERVICES DEPARTMENT APPLICATION BY 564069 ONTARIO INC. TO REZONE TWO PROPERTIES ON BEAVER STREET (NEWCASTLE) FOR COMMERCIAL USE Resolution #GPA-355-09 Moved by Councillor Robinson, seconded by Mayor Abernethy THAT Report PSD-046-09 be received; THAT the application continue to be reviewed by Staff to address outstanding issues and any concems raised at the Public Meeting; and THAT all interested parties listed in Report PSD-046-09, any delegations, and the Regional Municipality of Durham Planning Department be advised of Council's decision. CARRIED Resolution #GPA-356-09 Moved by Councillor Foster, seconded by Councillor Hooper , , ~ : THAT Report PSD-047-09 be referred to the end of the Planning portion of this meeting. CARRIED PROPOSED ZONING BY-LAW AMENDMENT TO PERMIT A 9-HOLE GOLF COURSE AND CLUBHOUSE BUILDING (STONEHENGE GOLF CLUB) - 3033 TAUNTON ROAD, FORMER TOWNSHIP OF DARLINGTON APPLICANT: TUNNEY PLANNING Resolution #GPA-357-09 Moved by Mayor Abernethy, seconded by Councillor Hooper THAT Report PSD-048-09 be received; -7 - 407 General Purpose and Administration Committee Minutes May 25, 2009 THAT the rezoning application submitted by Tunney Planning, be approved and that the proposed Zoning By-law contained in Attachment 3 to Report PSD-048-09, be passed; and THAT all interested parties listed in Report PSD-048-09 and any delegations be advised of Council's decision. CARRIED AMENDMENT NO. 67 TO THE CLARINGTON OFFICIAL PLAN APPLICANT: 15593060NT ARlO LTD. PART LOT 20, CONCESSION 5, FORMER TOWNSHIP OF DARLINGTON NORTHEAST CORNER OF TAUNTON ROAD AND HOLT ROAD Resolution # GPA-358-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT Report PSD-050-09 be received; THAT Amendment No. 67 to the Clarington Official Plan as shown on Attachment 2 to Report PSD-050-09, be adopted and the necessary By-law contained in Attachment 3 to Report PSD-050-09, be passed and that the Amendment be forwarded to the Regional Municipality of Durham for approval; THAT the Regional Municipality of Durham Planning Department be forwarded a copy of PSD-050-09; and THAT all interested parties listed in Report PSD-050-09 and any delegation be advised of Council's decision. CARRIED CLARINGTON SIGN BY-LAW REVIEW Resolution # GPA-359-09 Moved by Councillor Hooper, seconded by Councillor Foster THAT Report PSD-051-09 be received; THAT the draft Sign By-law contained in Attachment 6 to Report PSD-051-09 continue to be reviewed to address any concerns raised at the Public Meeting; and THAT all interested parties listed in Report PSD-051-09 and any delegations be advised of Council's decision. CARRIED AS AMENDED (See following motion) - 8 - 408 General Purpose and Administration Committee Minutes May 25, 2009 Resolution #GPA-360-09 Moved by Councillor Trim, seconded by Councillor Foster THAT the draft Sign By-law, contained in Attachment 6 to Report PSD-051-09, be amended to retain the existing provisions of six (6) weeks pertaining to the duration permitted for election signs to be posted. CARRIED The foregoing Resolution #GPA-359-09 was then put to a vote and carried as amended. MONITORING OF THE DECISIONS OF THE COMMITTEE OF ADJUSTMENT FOR THE MEETING OF MAY 14, 2009 Resolution # GPA-361-09 Moved by Councillor Woo, seconded by Councillor Foster THAT Report PSD-052-09 be received; THAT Council concurs with the decision of the Committee of Adjustment made on April 16, 2009, for applications A2009-0008 and A2009-0009, and that Staff be authorized to appear before the Ontario Municipal Board to defend the decisions of the Committee of Adjustment; and THAT Council does not concur with the decision of the Committee of Adjustment made on May 14, 2009 for application A2009-0010 and authorizes staff to appeal the decision to the Ontario Municipal Board. CARRIED SALE OF SURPLUS PROPERTY 97 POTTERS LANE, ENNISKILLEN Resolution # GPA-362-09 Moved by Mayor Abemethy, seconded by CounciUorWoo THAT Report PSD-053-09 be received; THAT a By-law be passed to confirm and ratify the realty services agreement between the Municipality of Clarington and Ryan Realty Services Ltd; -9- 409 General Purpose and Administration Committee Minutes May 25, 2009 THAT a By-law be passed to ratify and confirm the Agreement of Purchase and Sale between the Municipality and Mark Gerald Gerrits and Kimberly Ann Gerrits including the payment of commission to Ryan Realty Services Ltd. as provided in the Agreement on its completion, provided the Agreement is modified as provided in Report PSD-053-09; THAT a By-law be passed to authorize the sale and transfer of the lands identified as Block 30, Plan 10M-775, Part Lot 18, Concession 7, former Township of Darlington. 97 Potters Lane, Enniskillen; THAT the net proceeds from the sale of the surplus property be deposited into the Municipal Land Acquisition Reserve Account; and THAT staff and the Municipality's Solicitor be authorized to take all necessary actions to complete the transaction. CARRIED Mayor Abernethy chaired this portion of the meeting. Councillor Novak stated that she has a pecuniary interest with respect to Report PSD-047-09 as the property mentioned in this Report is in close proximity to her property. Councillor Novak refrained from discussions and voting on this matter. GENERAL AMENDMENT TO ZONING BY-LAW 84-63 REGARDING AGGREGATE EXTRACTION AREAS, REQUIREMENTS FOR GARAGE WIDTHS AND SCHEDULE BOUNDARIES Resolution #GPA-363-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Report PSD-047-09 be received; THAT the application to amend the Municipality of Clarington Zoning By-law 84-63, as amended, be approved and that the by-law as contained in Attachment 4 to Report PSD-047-09, be passed; THAT the by-law, as contained in Attachment 5 to Report PSD-047-09, be approved in principle and brought forward for Council's approval upon confirmation from the Ministry of Natural Resources that the Aggregate licence registered to the owner of the Coombes Pit has been surrendered; THAT the Region of Durham Planning Department and the Municipal Property Assessment Corporation be forwarded a copy of Report PSD-047-09 and Council's decision; and -10 - 410 General Purpose and Administration Committee Minutes May 25, 2009 THAT all interested parties listed in Report PSD-047-09 and any delegations be advised of Council's decision. CARRIED Councillor Foster chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR APRIL, 2009 Resolution #GPA-364-09 Moved by Councillor Trim, seconded by Councillor Novak THAT Report EGD-019-09 be received for information. CARRIED PROPOSAL TO CLOSE AND CONVEY AN UNO PEN ROAD ALLOWANCE SITUATED IN LOT 27, BROKEN FRONT CONCESSION, FORMER TOWNSHIP OF CLARKE (BARR SUBDIVISION-BOND HEAD) AND RELEASE OF INTEREST IN THE CLARKE AND BOND STREET ROAD ALLOWANCES Resolution #GPA-365-09 Moved by Councillor Robinson, seconded by Mayor Abernethy THAT Report EGD-020-09 be received; THAT the road allowance situated in Lot 27, Broken Front Concession, further identified as Part 2 on Registered Plan 40R-25566 be closed and declared surplus; THAT the applicants pay the land value of $63,000.00 as well as all legal and other financial costs associated with the transaction after which the road allowances will be conveyed to Barr's Developments Ltd.; THAT Barr's DevelopmentsUd. pay the Municipality $42,000 plus the payment of all outstanding legal invoices relating to this matter in exchange for a release of interest from the Municipality for the Clarke and Bond Street road allowances; THAT the Mayor and Clerk be authorized to execute a release of interest pertaining to the Clarke and Bond Street road allowances to Barr's Development Ltd., to the satisfaction of the Director of Engineering Services and the Municipal Solicitor; THAT Council pass the necessary by-laws to implement the recommendations of Report EGD-020-09; and - 11 - 411 General Purpose and Administration Committee Minutes May 25, 2009 THAT Barr's Developments Ltd. be advised of Council's decision. CARRIED INTERSECTION IMPROVEMENTS AT BEAVER STREET AND KING AVENUE, NEWCASTLE Resolution #GPA-366-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT Report EGD-021-09 be received; THAT improvements consisting of the construction of bump outs at the intersection of Beaver Street and King Avenue, Newcastle be approved; and THAT funding in the amount of $35,000 be transferred from the unspent funds from the 2009 Capital Sidewalk Replacement Unspecified project to the intersection improvements project at Beaver Street and King Avenue, Newcastle. CARRIED MILL STREET PEDESTRIAN TUNNEL CONSTRUCTION STATUS - NEWCASTLE VILLAGE Resolution #GPA-367-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT Report EGD-022-09 be received; THAT the Canadian National Railway be advised that the Municipality endorses the Cost Sharing Alternative A, consisting of a capital contribution towards the construction costs of the Mill Street Pedestriah Tunnel. In exchange the Municipality agrees to be responsible for the maintenance of the Mill Street Pedestrian Tunnel; THAT the Municipality enter into an agreement with the Canadian National Railway for the construction of the Mill Street Pedestrian Tunnel, containing provisions for the implementation of a cost sharing component as outlined in Alternative A detailed within Report EGD-022-09; THAT the Mayor and Clerk be authorized to execute the agreement with the Canadian National Railway in a form satisfactory to the Municipal Solicitor; THAT the by-law attached to Report EGD-022-09 authorizing the Mayor and the Clerk to execute the proposed Agreement be forwarded to Council for approval; and -12. 412 General Purpose and Administration Committee Minutes May 25, 2009 THAT a copy of Report EGD-022-09, as well as Council's decision be forwarded to the Canadian Transport Agency, Transport Canada and the Canadian National Railway. CARRIED OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. Councillor Woo chaired this portion of the meeting. EMERGENCY AND FIRE SERVICES DEPARTMENT MONTHLY RESPONSE REPORT - MARCH AND APRIL 2009 Resolution #GPA-368-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report ESD-008-09 be received for information. CARRIED Councillor Robinson chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT SCHEDULE OF RATES AND FEES 2009/10 - 2010/2011 Resolution #GPA-369-09 Moved by Councillor Novak, seconded by Mayor Abernethy THAT Report CSD-010-09 be received; and THAT Council approve the Rates and Fees Schedule (attached to Report CSD-010-09) for the two (2) year period, September 1, 2009 - August 31,2011. CARRIED JUNE IS RECREATION AND PARKS MONTH Resolution #GPA-370-09 Moved by Councillor Trim, seconded by Councillor Foster THAT Report CSD-011-09 be received; and .13. 413 General Purpose and Administration Committee Minutes May 25, 2009 THAT the month of June 2009 be proclaimed Recreation and Parks Month. CARRIED Councillor Hooper chaired this portion of the meeting. CLERK'S DEPARTMENT REVIEW OF REFRESHMENT VEHICLE LICENCE REQUIREMENTS Resolution #GPA-371-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT Report CLD-008-09 be received; THAT the current 60 meter setback as required in By-law 2004-114 be maintained; and THAT the interested parties listed in Report CLD-008-09 be advised of Council's decision. CARRIED REQUEST FOR NOISE EXEMPTION AND ROAD OCCUPANCY PERMIT Resolution #GPA-372-09 Moved by Councillor Novak, seconded by Councillor Foster THAT Report CLD-009-09 be received; THAT an exemption to the curfew requirements contained in Clarington Noise By-law 2007-071 be granted to the organizers of Sonfest, to be held at Holy Trinity High School 2260 Courtice Road; THAT the organizers be granted a Road Occupancy Permit for their procession on Saturday August 15th, 2009 provided all the Municipality's requirements are met; and THAT the interested parties listed in Report CLD-009-09 be advised of Council's decision. CARRIED -14 - 414 General Purpose and Administration Committee Minutes May 25, 2009 1st QUARTER PARKING REPORT Resolution #GPA-373-09 Moved by Councillor Woo, seconded by Councillor Foster THAT Report CLD-010-09 be received; and THAT a copy of Report CLD-010-09 be forwarded to the Bowmanville Business Centre for their information. CARRIED APPOINTMENT TO THE SAMUEL WILMOT NATURE MANAGEMENT ADVISORY COMMITTEE Resolution #GPA-374-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT Report CLD-011-09 be received; THAT Candy Davis-Storks be appointed to the Samuel Wilmot Nature Management Advisory Committee; and THAT the interested parties listed in Report CLD-011-09 be advised of Council's decision. CARRIED Mayor Abernethy chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT CONFIDENTIAL REPORT REGARDING LABOUR RELATIONS AND EMPLOYEE NEGOTIATIONS Resolution #GPA-375-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report COD-036-09 be received; THAT the interim award by Arbitrator Kevin Burkett be implemented as directed for the 2007 & 2008 years; and -15 - 415 General Purpose and Administration Committee Minutes May 25, 2009 THAT Staff report to Council following the final arbitration award for the years 2007, 2008 and 2009. CARRIED (See following motions) Resolution #GPA-376-09 Moved by Councillor Novak, seconded by Councillor Trim THAT recommendation #4 of Report COD-036-09 be considered in a "close session". MOTION WITHDRAWN Resolution #GPA-377-09 Moved by Councillor Novak, seconded by Councillor Trim THAT Council honour its commitment to the Fire Fighters in the 2009 Budget. CARRIED CL2009-12, SUPPLY AND DELIVERY OF ONE (1) TANKER Resolution #GPA-378-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT Report COD-037-09 be received; THAT Dependable Emergency Vehicles, Brampton, Ontario, with a total adjusted bid in the amount of $197,510.00 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-12, be awarded the contract to supply and deliver one (1) 2009 Tanker, as required by the Municipality of Clarington, Emergency and Fire Services; and THAT the funds required in the amount of $197,510.00 (plus G.S.T.), be drawn from 2009 Capital Budget account number 110-28-388-82811-7401. CARRIED RFP2009-4 - ARCHITECTURAL SERVICES FOR DARLINGTON SPORTS CENTRE RENOVATION Resolution #GPA-379-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report COD-038-09 be received; -16 - 416 General Purpose and Administration Committee Minutes May 25, 2009 THAT the proposal received from Barry-Bryan & Associates Ltd, Whitby, Ontario being the most responsive bidder meeting all terms, conditions and specifications of Request for Proposal RFP2009-4 be accepted for the provision of Architectural Services for the Darlington Sports Centre Renovations including disbursements of $135,900.00 (excluding GST); and THATthe funds required be drawn from Account #110-42-421-84267-7401. CARRIED TENDER CL2008.24, CATCH BASIN AND MANHOLE REPAIRS Resolution #GPA-380-09 Moved by Councillor Woo, seconded by Councillor Robinson THAT Report COD-039-09 be received; THAT Ron Robinson, Bowmanville, Ontario with a total estimated bid price of $43,000.00 (excluding G.S.T.), being the sole responsible bidder meeting all terms, conditions and specifications of Tender CL2008-24 be awarded the contract for Miscellaneous Catch Basin and Manhole Repairs for a second year; THAT pending service and acceptable pricing the contract be extended for a third year; and THAT the funds expended be drawn from the Department of Operations, 2009 Capital Account Catch Basin Repairs 110-36-330-83610-7401 and 2009 Current Account Catch Basin/Sewer Maintenance - Professional Fees 100-36-380-10245-7161. CARRIED FINANCE DEPARTMENT There were no reports to be considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICE There were no reports to be considered under this section of the Agenda. -17 - 417 General Purpose and Administration Committee Minutes May 25, 2009 UNFINISHED BUSINESS CORRESPONDENCE - SANDRA KRANC, CITY CLERK, CITY OF OSHAWA- REGARDING REGION OF DURHAM'S PROPOSED ENERGY-FROM-WASTE FACILITY Resolution #GPA-381-09 Moved by Councillor Foster, seconded by Councillor Woo WHEREAS Clarington Council is unaware of any offer or refusal of such to partner on a Public Information Session on the Proposed Energy-From-Waste Facility; WHEREAS Clarington Council may in fact be interested in exploring such an opportunity; NOW THEREFORE BE IT RESOLVED THAT the Municipality of Clarington requests of the City of Oshawa further information on the original offer and refusal of partnering on such a session and explore future opportunities to partner such a session; and FURTHER THAT Clarington endorse Oshawa's position: 1. That Regional Council be requested to engage a qualified independent peer review consultant to review and independently and publicly report to Regional Council on the completeness of all of the documentation intended to now be prepared by Covanta Energy Corporation and Genivar/Jacques Whitford and other Covanta/Regional Consultants and the acceptability of any environmental and public health impacts of the proposed EFW Facility based on said documentation; 2. That Regional Council be requested to direct the Regional Health and Social Services Department and Medical Officer of Health to review and independently and publicly report to Regional Council on the completeness of all of the documentation intended to now be prepared by Covanta Energy Corporation and Genivar/Jacques Whitford and other Covanta/Regional Consultants and the acceptability environmental and public health impact of the proposed EFW Facility based on said documentation and that Regional Council be requested to direct the Medical Officer of Health, Dr. Robert Kyle to compare and report on his professional medical opinion as to whether the process is safe or not.; 3. That Regional Council be requested to update the business case for the proposed EFW Facility to reflect the selection of the preferred proponent and consider and chart the implications of pending plant closures on the tax base and the resulting impact of the construction and operation of the incinerator on Regional taxes; and .18 - 418 General Purpose and Administration Committee Minutes May 25, 2009 4. That, in the event the Region does not agree, that a copy of this resolution be sent to the Ministry of the Environment to request the Province to undertake these processes prior to any decision of an Environmental Assessment Application MOTION LOST Resolution #GPA-382-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT the correspondence for Sandra Kranc, City Clerk, City of Oshawa regarding Region of Durham's proposed Energy-From-Waste Facility be received for information. CARRIED DELEGATION - BRAD ARBOUR - REGARDING YOUTH CENTRE UPDATE Resolution #GPA-383-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT the delegation of Brad Arbour be received with thanks. CARRIED DELEGATION - RICHARD WARD - REGARDING RECENT PROPERTY STANDARDS SITUATION Resolution #GPA-384-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT the four vehicles removed from Mr. Ward's property on May 11, 2009 during the . execution of a Property Standards Order be returned to Mr. Ward. SEE FOLLOWING AMENDING MOTION Resolution #GPA-385-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT the foregoing resolution be amended to add; "THAT all costs associated for retuming the vehicles to Mr. Ward be borne by the Municipality." MOTION TABLED (See following motion> -19 - 419 General Purpose and Administration Committee Minutes May 25, 2009 Resolution #GPA-386-09 Moved by Councillor Trim, seconded by Councillor Novak THAT the foregoing resolution and amending resolution be tabled to the Council meeting scheduled for June 1, 2009 to allow staff the opportunity to provide Council with further information. CARRIED DELEGATION - ROBERT MACDONALD - REGARDING PROPOSED DEVELOPMENT Resolution #GPA-387-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT the delegation of Robert MacDonald be received; and THAT the concerns and issues raised by Robert MacDonald be referred to the Planning Department. CARRIED DELEGATION - RICHARD WARD - REGARDING OFFICIAL PLAN DESIGNATION Resolution #GPA-388-09 Moved by Councillor Trim, seconded by Councillor Novak THAT the delegation of Richard Ward be received for information. CARRIED OTHER BUSINESS Mayor Abernethy provided the Committee with an update on the status of Lakeridge Health Bowmanville and a meeting with Kevin Empey, CEO and Doug Allingham, 1st Vice-Chair. He stated this meeting is scheduled for May 29, 2009. Mayor Abernethy read for the Committee excerpts from a statement made from a press release on May 20th stating it appears that the onus has been put on the Municipality of Clarington to successfully recruit the specialists for Lakeridge Health Bowmanville. He noted that it is not the Municipality's responsibility to recruit specialists. Mayor Abernethy called upon all Council Members to support and consider funding for advertising towards the recruitment of at least one specialist noting the Municipality of Clarington has been successful in finding doctors, and therefore has experience to draw upon. He noted the statements made in March regarding the closing of the ER at Lakeridge Health Bowmanville was not truthful and what is now being said is the total opposite of what was previously communicated to the public. Mayor Abernethy informed the Committee - 20 - 420 General Purpose and Administration Committee Minutes May 25, 2009 the Lakeridge Health AGM is scheduled for June 251b:MayorAbernethy will report to members of Council on this matter at a later date. COMMUNICATIONS There were no items considered under this section of the agenda. ADJOURNMENT Resolution #GPA-389-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT the meeting adjourn at 2:18 p.m. CARRIED MAYOR DEPUTY CLERK - 21 . 421 DRAFT LIST OF DELEGATIONS GPA Meeting: June 15,2009 (a) Gerry Mahoney, President Southeast Clarington Ratepayers Association, Regarding Report PSD-058-09 - Draft Port Granby EA Screening Report (b) Ravena Rajasingham, President of Tamil Cultural & Academic Society of Durham, Regarding the Genocide of Tamils in Sri Lanka (c) Frank Lockhart, Regarding Valleys 2000 Annual Report (d) N.C (Cam) Murkar, Regarding Offer of Settlement (e) Valentine Lovekin, Regarding Offer of Settlement (f) Charles Nash, Regarding Closing of Splash Pool at Fitness Centre (g) Richard Ward, Regarding On Going Outstanding Unresolved Property Standards Issue (h) Richard Ward, Regarding Zoning Issues of Various Aspects , ; Cl{1[illgtnn REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, June 15,2009 Report #: PSD-054-09 File #: ZBA 2009-0007 ~y-Iaw #: Subject: APPLICATION FOR THE REMOVAL OF AN ENVIRONMENTAL HOLDING SYMBOL RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-054-09 be received; 2. THAT the application submitted by Karin Dieter, to remove the Environmental Holding Symbol be APPROVED and that the attached By-law to remove the Environmental Holding Symbol be PASSED; and 3. THAT all interested parties listed in this report and any delegations be advised of Council's decision. Submitted by: David J. me, CIP, RPP Director of Planning Services Reviewed by: o~~ Franklin Wu, Chief Administrative Officer PW'COS'sh*df 8 June 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET. BOWMANVILLE. ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 801 REPORT NO.: PSD-054-09 PAGE 2 1.0 APPLICATION DETAILS 1.1 Owner: Karin Dieter 1.2 Proposal: To remove the Environmental Holding Symbol from the "Neighbourhood Commercial (C6)" zone 1.3 Area: 0.54 ha 1.4 Location: 10249 Old Scugog Road, Burketon, Lot 19, Concession 10, former Township of Darlington 2.0 BACKGROUND 2.1 ThE;l subject property previously operated as the general store for the hamlet of Burketon and the surrounding area. This retail commercial use was in existence for many years and ceased prior to the Applicant's possession of the property in June of 2001. For the last 8 years, this property has been used exclusively as a residential property. 2.2 Since 2001, when the commercial use ceased, the Oak Ridges Moraine Conservation Plan came into effect. Due to the proximity of a significant woodlot on the abutting property, the buildings on this property are now located within an area of potential influence of this woodlot which has been identified by an Environmental Holding Symbol. 2.3 During a Preconsultation meeting held with the Applicant on December 16, 2008, she expressed her interest in re-establishing commercial uses on this property, within the existing buildings. On May 4, 2009, Ms. Dieter submitted concurrent applications for the Removal of an Environmental Holding Symbol and a Minor Site Plan to permit the operation of an eating establishment (cafe and coffee shop) with limited retail sales. 2.4 Ms. Dieter has submitted a Natural Heritage Evaluation, prepared by a qualified environmental consultant, in support of her application. 3.0 ZONING BY-LAW 3.1 On June 6, 2005, Council passed By-law 2005-109 which instituted a new Zoning By- law for the area of Clarington which was located within the Oak Ridges Moraine. However, until such time as this Zoning By-law is approved by the Minister of Municipal Affairs and Housing the original Zoning By-law 84-63, as amended, of the former Town of Newcastle, continues to apply to these lands as well. Therefore, the subject property is presently regulated by two separate Zoning By-laws. 802 REPORT NO.: PSD-054-09 PAGE 3 3.2 Under Zoning By-law 84-63, as amended, of the former Town of Newcastle, the subject property is zoned "Hamlet Commercial (C3)." 3.3 Under Zoning By-law 2005-109, as amended, the subject property is zoned "Neighbourhood Commercial (C6) with Environmental. Holding Symbol" and "Environmental Protection (EP)". 3.4 The proposed commercial uses are permitted by both respective Zoning By-laws. 3.5 The existing dwelling predates all municipal Zoning By-laws. Therefore this building's deficient front yard setloack is considered legal non-complying. 4.0 AGENCY COMMENTS 4.1 None of the agency comments received had any opposition to the lifting of the Environmental Holding Symbol. Any outstanding concerns will be addressed through the Site Plan approval process. 5.0 STAFF COMMENTS 5.1 The Environmental Holding Symbol is used on the Oak Ridges Moraine in compliance with provincial policy which requires that a Natural Heritage Evaluation be undertaken for the portions of any property which are between 30 and 120 metres from the significant woodlot located on the abutting property. The Holding Symbol covers the west side of the subject property and includes the area of the existing dwelling, driveway and the proposed parkinglloading area. 5.2 The Applicant s.ubmitted a Natural Heritage Evaluation prepared by Niblett Environmental Asso.ciates Inc. The Evaluation concluded that there would be no negative impacts upon the woodlot from the proposed development. The Natural Heritage Evaluation has been undertaken to the satisfaction of the Municipality and Kawartha Region Conservation Authority. 5.3 Commercial uses within the Hamlet have historically operated from this site. Hamlet or neighbourhood scale commercial uses continue to be permitted by the respective Zoning By-laws. 5.4 The absence of any other hamlet-serving businesses, within Burketon or the immediate area, make the proposed uses a desirable addition to the hamlet. 803 REPORT NO.: PSD-054-09 PAGE 4 6.0 CONCLUSIONS 6.1 In consideration of the comments noted above, Staff recommend approval of the application to remove the Environmental Holding Symbol as shown on the attached by-law and schedule (Attachment 2). Attachments: Attachment 1 - Site Location Key Map & Property Plan Attachment 2 - Zoning By-law Amendment List of interested parties to be advised of Council's decision: Karin Dieter 804 c ~ ... ... " ID - Q. co ::E c o :;:: CO g ....I >- 1: .. Q. e ll.. ~~~ = Attachment 1 To Report PSD-054-09 - c Gl ..... E it) c ... 0 'tl 0 Gl 0 r:: 0 :;:; - Gl 0 .~ Gl ~o~nQS 010 <i' ~ 0 i:3 I O'l O'l C. r:: 0 ~ 0 c. ';: 0 0 <( to ~~~ N to "T N r:: ll::: c( >- c( to .: a:I a:l a. ii: Gl ~ N l:>> Ul r:: .. ~ r:: :!:: 'c III ~ w ~za. 0_0 J:~iJ5 (9ZW zOw -()LL !;jOLL -1-0 X () W O\,.O <!. '#, <:( (9 z %, <:( Go '4. ~ ~ CB ROp..O SCUGOG . ~ ~I- 4.\'i) Otx:. ):~ ~ 805 nuc:u..l1111'1:;;1 IL, To Report PSD-054-09 CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2009- being a By-law to amend Zoning By-law 2005-1 Og of 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 2005-109, as amended. of the Corporation of the Municipality of Clarington . for ZBA 2009-0007; NOW THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. Map "E2" to By-law 2005-109, as amended, is hereby further amended by changln9 the zone designation from "Neighbourhood Commercial (C6) Zone subject to Environmental Holding Symbol" to "Neighbourhood Commercial (C6) Zone", as illustrated on the attached Schedule "A" hereto. 2. Schedule "A" attached hereto shall form part of this By-law. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Section 34 and 36 of the Planning Act. BY-LAW read a first time this 151h 2009 day of June BY-LAW read a second time this 151h 2009 day of June BY-LAW read a third time and finally passed this 151h day of 2009 June Jim Abernethy, Mayor Patti L. Barrie. Municipal Clerk 806 This is Schedule "A" to By-law 2009- passed this day of ,2009 A.D. 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Barrie, Municipal Clerk IV 11-~1; s 807 Cl~ilJglOn REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, June 15,2009 Report #: PSD-055-09 File #: PLN 34.5.4.44 and PLN 34.5.4.45 By-law #: Subject: ADDITION TO MUNICIPAL REGISTER OF PROPERTIES OF CULTURAL HERITAGE VALUE OR INTEREST, 49 AND 63 BEAVER STREET, NEWCASTLE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-055-09 be received; 2. THAT the properties identified as 49 Beaver 'Street and 63 Beaver Street, Newcastle Village, BE ADDED to the Municipal Register of properties of cultural heritage value or interest; and 3. THAT all interested parties listed in this report and any delegation be advised of Council's direction. Submitted by: David J. Crome, MCIP, RPP Director of Planning Services Reviewed bY:O Franklin Wu, Chief Administrative Officer IUFUdf 2 June 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON .40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 808 REPORT NO.: PSD-055-09 1.0 PROTECTING CULTURAL HERITAGE RESOUCES PAGE 2 In achieving its cultural heritage objectives, the tools that the Municipality has at its disposal are the goals and objectives of the Official Plan, the Provincial Policy Statement and the Ontario Heritage Act. The Clarington Official Plan sets out the goal of preservation, restoration and utilization of Clarington's heritage resources and the Provincial Policy Statement states that significant built heritage resources and significant cultural heritage landscapes shall be conserved. Part IV of the Ontario Heritage Act requires the Municipal Clerk to keep a Register of all properties that have been individually designated by by-law within the Municipality. The recent amendments to the Act now permit the Register to include properties that have not been designated but that the Council believes to be of cultural heritage value or interest. Council is to consult with its heritage committee prior to adding a property to the Register or removing a property from the Register. If a non-designated property is listed on the Register the owner of the property cannot demolish or remove a building or structure unless they give Council at least 60 days notice in writing of their intentions. The notice is to include such plans and information as Council may require. The 60 day period allows Council to consider whether a demolition permit should be issued or whether the property should be designated. The Municipality's Register currently contains properties that have been designated under the Ontario Heritage Act and three non-designated properties, the former Training School and POW Camp 30 at 2020 Lambs Road, and the two fire damaged buildings located at 19 Y. - 23 King Street West and 33 King Street West in Bowmanville. 2.0 ADDITION TO MUNICIPAL REGISTER The Planning Services Department is in the process of reviewing an application for rezoning for the two properties located at 49 and 63 Beaver Street, Newcastle Village (Attachment 1). The application proposes to rezone these lands to fermit an expansion of the existing IGA parking. A Public Meeting was held on May 251 , 2009 in regards to the proposed rezoning and Staff Report PSD-046-09 noted that Sobeys Inc., the parent company and franchisor of IGA supermarkets in Ontario, has chosen to rebrand most of the current IGA stores as Sobeys stores. Sobeys corporate policy requires parking ratios greater than those required by the Zoning By-law in order to serve the overflow needs of its supermarket clientele. The Planning Justification Report submitted with the application indicated that the two houses on the area proposed for parking will be relocated. These two houses are listed in the Municipality's inventory of cultural heritage resources as Heritage Merit buildings. 809 REPORT NO.: PSD-055-09 PAGE 3 ~p~~~:~~,:~~~~:_;;~:-.-~,!-$,"~~~~~ 49 Beaver Street South 63 Beaver Street South History These two houses were built around 1905 by John Hall, a prominent builder and contractor originally from Orono, Ontario. Hall was born in 1869 and died in 1926. It appears that he moved from Orono to Newcastle around 1905. The April, 1905 edition of the Orono Times advises that he purchased the property on the east side of Beaver Street, south of the old Massey factory "from R. Warren for $1500 and intends to erect two residences on the property." These two houses are very early examples of the use of cement block for residential building purposes. John Hall built most, if not all, of the early cement block houses in Newcastle, Orono and in the former Township of Clarke. The blocks were usually made on site. In order to make them more attractive, Hall and his brother Frank experimented with making coloured blocks, but apparently this was not successful. The ornamental pieces over the windows were also made by Hall. These are the only two known remaining cement block houses in Newcastle. There are two similar cement block houses in Orono Village, also built by Hall circa 1919 (Main Street South, east side, and Sommerville Road, north side - last house). There is one similar cement block house in Bowmanville on Lowe Street, however, it is not known if Hall built the home. Other examples of cement block construction may exist but these homes on Beaver Street are some of the finest examples. The Clarington Heritage Committee reviewed the application for rezoning during the Committee meeting of April 21, 2009 and the members objected to the rezoning as there is sufficient parking currently on site, there will be a negative impact on the streetscape of the neighbourhood, and a loss of valuable heritage buildings. They unanimously supported adding these properties to the Municipal Register in advance of any other properties that may be identified as threatened. 810 REPORT NO.: PSD-055-09 PAGE 4 3.0 CONCLUSION While it is the intention of the property owners to either retain the buildings on site or move them to another location within Newcastle Village adding them to the Municipal Register will provide for a process where the Municipality can work with the owners and rezoning applicant. . The Clarington Heritage Committee, Newcastle Village and District Historical Society and staff are in support of adding 49 and 63 Beaver Street South to the Municipal Register as non-clesignated properties of cultural heritage value or interest. Attachments: Attachment 1 - Location map List of interested parties to be advised of Council's decision: Clarington Museums and Archives Ontario Heritage Trust CHC Newcastle Village and District Historical Society Norman Gyaltsan 811 28 27 21 , " 28 32 EMILY 29 46 44 49 39 34 82 106 54 106 92 118 Attachment 1 To Report PSD-055-09 149 Property Location Map (Newcastle Village) ~ 49 Beaver Street South ~ 63 Beaver Street South 80 KING AVENUE EAST 55 131 97 ,;",'i;j'c '"i: -.-".,..... -"c "Zl ,.g" . .1-' ;:-:~w "H! In "':0::: "lU" ":~ c"':m !Xl 36 65 87 118 115 127 IV Vv~c s 812 Cl~mgron REPORT PLANNING SERVICES Meeting: Date: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Monday, June 15, 2009 Report #: PSD-057-09 File #: ZBA 2008-0016 SPA 2008-0012 By-law #: Subject: APPLICATION FOR REMOVAL OF HOLDING OWNER: DUNBURY DEVELOPMENTS (COURTICE) LTD. RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: . 1. THAT Report PSD-057-09 be received; 2. THAT the application submitted by Dunbury Developments (Courtice) Ltd. to remove the "Holding (H)" symbol to permit the development of a restaurant be APPROVED; 3. THAT the attached By-law to remove the "Holding (H)" symbol be PASSED and that the Region of Durham be forwarded a copy of this report; and 4. THAT all interested parties listed in this report and any delegations be advised of . Council's decision. Submitted by: Da id . Crome, MCIP, RPP Director, Planning Services Reviewed by: () t.~e.Q,,~ZR- Franklin Wu Chief Administrative Officer LB/COS/sh/df 2 June 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 813 REPORT NO.: PSD-057-09 PAGE 2 1.0 APPLICATION DEl AILS 1.1 Applicant: Dunbury Development (Courtice) Ltd. Dan Gargaro, CG Royal Building Group Inc. Removal of Holding (H) symbol from "Holding - General Commercial Exception (H) C1-18" 1.2 Agent: 1.3 Rezoning: 1.4 Location: Part Lot 35, Concession 2, former Township of Darlington (Attachment 1) 2.0 BACKGROUND 2.1 On June 13, 2008, Staff received an application from Dan Gargaro representing. Dunbury Developments (Courtice) Inc. for the removal of the "Holding (H)" symbol for the three vacant properties at 1417, 1419 and 1421 Durham Highway 2 (Part Lot 35, Concession 2, former Township of Darlington). 2.2 The removal of the "Holding" symbol would permit the development of a 490 m2 Shoeless Joe's Restaurant. 3.0 STAFF COMMENTS 3.1 The proposed Shoeless Joe's Restaurant is located on the vacant property on Durham Highway 2 in Courtice between Valeo's Plaza and the Swiss. Chalet plaza. 3.2 The Clarington Official Plan designates the property "Courtice West Shopping District", General Commercial Area. The restaurant use is deemed to be in conformity with this general commercial designation. 3.3 The site is presently zoned "Holding - General Commercial Exception ((H) C1-18". The zoning permits the ~roposed restaurant use with regulations governing the minimum lot area (5100m ) and the maximum total floor area (1300m2). 3.4 The "Holding" provision was used in this case to ensure that the Site Plan is approved prior to development. The applicant submitted a site plan application for the proposed restaurant simultaneous with an application for the removal of the "Holding" symbol. After many submissions, the site plan process is near completion, the applicant has signed the Conditions of Site Plan Approval, and only two issues remain outstanding: . The registration of easements for a rear and north-south laneway; . The execution of the Site Plan Agreement; and 814 REPORT NO.: PSD-057-09 PAGE 3 . Staff is satisfied with the site plan including building design and landscape plan. All Engineering issues have also been resolved to our satisfaction. 3.5 The approval of a By-law to remove the "Holding" symbol from the lands is appropriate at this time, as the provisions within the Municipality's Official Plan have been satisfied. 3.6 It is noted that pursuant to Section 36 of the Planning Act, a By-law Amendment to remove the "Holding (H)" symbol shall be deemed final and binding upon Council's approval. 4.0 CONCLUSION 4.1 In consideration of the comments noted above, approval of the removal of the "Holding (H)" symbol as shown on the attached By-law and Schedule (Attachment 2) is recommended. Attachments: Attachment 1 - Key Map Attachment 2 - By-law for Removal of "Holding (H)" symbol List of interested parties to be advised of Council's decision: Dan Gargaro, CG Royal Building Group. DunburyDevelopments (Courtice) Ltd. (Att: Ian Roher, Shawn Goldenberg) 815 "llacnment 1 To Report PSD-057-09 I .:;",.""W' ""...."..,,...... 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To Report PSD-057-09 CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2009- being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the former Town of Newcastle 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 former Town of Newcastle to implement ZBA 2008-0016: NOW THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. Schedule "4" to By-law 84-63, as amended, is hereby further amended by changing the zone designation from: "Holdin9 - General Commercial Exception (H) C1-18" to "General Commercial Exception (C1-18) Zone" 'as illustrated on the attached Schedule "A" hereto. 2. Scheduie "A" hereto shall form part of the By-law. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Section 34 and 36 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 Abemethy, Mayor Patti L. Barrie, Municipai Clerk 817 CI!J!iggton REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, June 15, 2009 Report #: PSD-058-09 File #: PLN 33.4 By-law #: Subject: PORT GRANBY PROJECT - MUNICIPALITY OF CLARINGTON COMMENTS ON THE DRAFT EA SCREENING REPORT RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-058-09 be received; 2. THAT Report PSD-058-09 be APPROVED as the Municipality's comments on the draft Screening Report for the Port Granby Long-Term Low-Level Radioactive Waste Management Project ; 3. THAT a copy of this report and Council's decision be forwarded to Natural Resources Canada by June 17, 2009; and 4. THAT all interested parties listed in this report and any delegations be advised of Council's decision. Submitted by: David J. Crome, MCIP, RPP Director of Planning Services Reviewed by: o~~ Franklin Wu, Chief Administrative Officer JAS/FUdf 5 June 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 818 REPORT NO.: PSD-058-09 PAGE 2 1.0 BACKGROUND 1.1 The Environmental Assessment (EA) for the Port Granby Project, which has been underway since 2001, has been undertaken by the Low Level Radioactive Waste Management Office (LLRWMO). The Municipality, through Staff and the Municipal Peer Review Team led by Hardy Stevenson and Associates, have reviewed and commented on the numerous studies prepared as part of the EA. The EA process has in large part been guided by a Legal Agreement between the Municipalities of Clarington and Port Hope, and the Government of Canada. This Agreement defines a number of key decision points in the EA process for both the Municipality and the federal government, which are discussed below. 1.2 Council's Approval of a Qualified Concept - The first key decision for the Municipality came in September 2004 when Council agreed with the LLRWMO's recommendation that .a concept involving the excavation and relocation. of the Port Granby wastes toa new engineered storage mound north of Lakeshore Road should proceed through the EA process as the Qualified Concept for the. Port Granby Project. 1.3 Council's Consent to a Preferred Option - The second key Municipal decision occurred in June 2006 with Council's consent to the submission of a Preferred Option to federal decision makers for review. In providing its consent, Council approved the recommendations in Staff Report PSD-077-06 that the Environmental Assessment Study Report (EASR) provided a sufficiently comprehensive assessment of the effects of the Qualified Concept, and that the measures proposed to mitigate the effects of . the Project on area residents were appropriate. The staff report also included a description of the Preferred Option to which Council gave its consent. A map indicating the key elements of the project is attached hereto as Attachments 2A and 2B. 1.4 Council's Consent to the EA Screening Report - A third key decision point for the Municipality will be Council's consent to the Project as described in the EA Screening Report prepared by Natural Resources Canada (NRCan) and the Canadian Nuclear Safety Commission (CNSC), the two Responsible Authorities (RAs) for the Port Granby Project. The Screening Report contains the findings and conclusions of the federal review of the EASR for the Port Granby Project. Under the provisions of the Legal Agreement, Council must be satisfied that the Port Granby Project as described in the Screening Report is substantially the same as the Project it agreed to in June 2006. Otherwise, the Municipality will have 90 days to notify the federal government that it does not wish to proceed with the Project. 1.5 On April 27, 2009, Dave MacCauley from NRCan presented an overview of the draft EA Screening Report to Council. The draft Report was released for public review on May 4, 2009, with June 17, 2009 being the deadline for the submission of comments. 819 REPORT NO.: PSD-058-o9 PAGE 3 2.0 PURPOSE OF REPORT 2.1 The first purpose of this is to advise Committee and Council of the results of the Municipal Peer Review Team's and Staff's review of the draft EA Screening Report for the Port Granby Project. 2.2 The second purpose of this report is to recommend specific comments on the draft EA Screening Report for submission to the Government of Canada. These comments are set out in Sections 4 and 5 and Attachment 5 of this report and include both Staff's comments and the comments of the Municipal Peer Review Team. 3.0 DESCRIPTION OF PROJECT IN DRAFT EA SCREENING REPORT 3.1 The following description of the Port Granby Project is a summary of the information provided in the Draft Screening Report, and focuses on three areas of the Project _ the Construction and Development Phase, the Maintenance and Monitoring Phase, and the Socio-Economic Mitigation Strategy. 3.2 Construction and Develooment Phase 3.2.1 In general terms, the Port Granby Project as described in the draft EA Screening Report is the same as the Project that Council consented to in June 2006; specifically: . The low level radioactive waste (LLRW) and marginally contaminated soils (MCS) at the existing Port Granby Waste Management Facility (WMF) will be excavated and relocated to a new Long Term Waste Management Facility (L TWMF) north of Lakeshore Road and east of Elliott Road. . The L TWMF will consist of an above-ground engineered containment mound with a low permeability composite base liner system and a low permeability composite cover system. The mound will be approximately 10 ha in area and 8 m above grade. . Approximately 432,000 m3 of waste, with a 15% contingency, will be excavated and hauled by truck to the L TWMF on a new Inter-Site Route via a new Lakeshore Rd underpass. . Construction materials will be delivered by trucks on the primary access roads (south on Newtonville Road, east on Concession 1 and south on Elliott Road). Oversized equipment unable to use the Elliot Road corridor would be directed south on Newtonville Road to Lakeshore Road. Approximately 12,500 deliveries of construction materials would occur during the six years of construction and development. · A new water treatment facility will be constructed north of Lakeshore Road to treat all contaminated liquids collected at both the L TWMF and the existing WMF prior to 820 REPORT NO.: PSD-058-09 PAGE 4 discharge to Lake Ontario. This includes residual contaminated groundwater that will be collected in the East Gorge. . Various measures have been proposed to mitigate the effects of the Project on human health and the natural environment, such as dust suppression at both sites and along the Inter-Site Route. 3.3 Monitorina and Maintenance Phase 3.3.1 There are no significant differences between the Preferred Option and the draft EA Screening Report during the Monitoring and Maintenance Phase of the Project. 3.3.2 The L TWMF would be owned by the Government of Canada who would be responsible for its operation and stewardship. The facility would require consecutive licences from the CNSC throughout its service life, estimated at several hundred years. Environmental monitoring, inspection, repair and maintenance would be performed regularly to ensure that the performance objectives of the facility are maintained and to ensure compliance with CNSC licence conditions. These could include groundwater and surface water quality, air quality, leachate generation, and the functioning of the cover and base liner systems. The leachate collection system and the water treatment system will continue to operate, although the volume of leachate generated is expected to significantly decrease. 3.3.3 The existing WMF will be backfilled with uncontaminated soils once all of the in-situ contaminated materials have been removed. Residual contaminated groundwater will be collected by the East Gorge Groundwater Collection System and pumped to the new water treatment facility prior to being discharged to Lake Ontario. Any decision to remove the collection system would require an assessment of the effects to the aquatic environment. 3.3.4 The actual end use of both the existing WMF and the L TWMF will be resolved during the licensing phase, although a passive recreational use is assumed for both sites. 3.4 Socio-Economic Mitiaation Strateav 3.4.1 The. Draft Screening Report outlines a number of measures to mitigate the socio- economic impact of the Project. These measures are intended to address the impacts on many aspects of the community, such as agriculture, property values, visual landscape, school bus and agricultural traffic along transportation routes, and use and enjoyment of property. Attachment 2 outlines all of the measures proposed in the Draft Screening Report to mitigate the socio-economic impacts of the Project, .together with all of the other mitigative measures proposed in the Screening Report. 3.5 Residual Adverse Effects and Follow-Up Proaram 3.5.1 The Draft Screening Report also discusses the residual adverse effects of the Project. These are the impacts that are predicted to remain after the implementation of 821 REPORT NO.: PSD-058-09 PAGE 5 mitigation measures. Attachment 3 provides a list of predicted residual adverse effects, as well as an overview of those aspects of the environment where no residual adverse effects are predicted. 3.5.2 The RAs have concluded in the Draft Screening Report that the adverse residual effects related to the Port Granby Project will be minor, and that the Port Granby Project is not likely to cause significant adverse environmental effects. This determination of the significance of effects is based on the definition provided in the Canadian Environmenta/ Assessment Act which looks at the magnitude, extent, duration, frequency and permanence of the effects. 3.5.3 The RAs also consider a follow-up program would be needed for the Port Granby Project and have identified the preliminary requirements for development of such a program. Specific elements of this program include: AtmosDheric Environment · Verification of the concentrations of particulate-bound metals. Groundwater Environment . Continued groundwater monitoring over the course of the project with additional monitoring at the Pre-Construction Phase to evaluate groundwater elevations in locations proximate to the L TWMF. . Groundwater monitoring will be undertaken at the existing WMF Where impacts are anticipated. Monitoring would begin in the Pre-construction Phase to augment existing data at the site. . Measurements from monitoring wells and treatment ponds have been planned to monitor groundwater and drainage water quality at the L TWMF beyond the design life of the L TWMF. . Because of uncertainties in the assessment of surface water quality in the nearshore zone of Lake Ontario caused by site groundwater seeps, the concentrations of such releases will be verified. 4.0 GENERAL COMMENTS ON THE DRAFT EA SCREENING REPORT 4.1 The comments on the Draft Screening Report as presented by Staff and the Municipal Peer Review Team are intended to compare the Project as described in the draft Screening Report to the Preferred Option consented to by Council in June 2006, to strengthen the Screening Report by identifying areas where greater clarity could be provided, and to recommend further enhanced mitigation measures and follow-up programs and activities to further minimize the potential effects for the local community. 822 . REPORT NO.: PSD-058-09 PAGE 6 4.2 Staff and the Peer Review Team are satisfied that the draft Screening Report presents a thorough review of the Port Granby Project, and the Project as described is substantially the same as the Preferred Option. We agree with the majority of the analysis and conclusions presented in the Report, in particular that, with the appropriate mitigation measures and follow-up monitoring, the Project is not likely to cause significant widespread adverse environmental effects. 4.3 However, there are a number of areas where the Draft Screening Report could be strengthened, as follows: . The Report could have better acknowledged the various reports that will come forward in the Detailed Design Stage. These documents are important for a complete understanding of the environmental protection regime. . The mitigation measures and follow-up measures outlined in the Draft Screening Report tend to understate those agreed to in references in the EASR and as discussed by the LLRWMO and the Peer Review Team. . Some areas such as atmospheric emissions, (Le. noise and dust mitigation) could be strengthened. . In many areas, the RAs rely on 'adaptive management', whereas impact avoidance would be the correct approach. 5.0 SPECIFIC COMMENTS ON THE DRAFT EA SCREENING REPORT 5.1 Improvements to Primarv Access Route 5.1.1 The description of the Preferred Option consented to by Council indicates that the LLRWMO will upgrade the roads along the primary access route to the appropriate municipal standards to accommodate the truck traffic related to the Project. The draft EA Screening Report states that there will be "upgrades and repairs to roadways and intersections ...... to ensure that the transportation network would be suitable for the expected volume of project-related traffic. Specific elements would include: chipping and surface sealing of existing roads..... 5.1.2 Studies conducted by the LLRWMO through the EA concluded that Newtonville Road and Concession Road 1 are structurally deficient and are not capable of supporting current traffic loads or the increased traffic loads due to construction traffic. The analysis recommended that these roads be upgraded prior to the construction phase. 5.1.3 It is the position of the Municipality of Clarington that those sections of Newtonville Road and Concession Road 1 on the primary access route should be upgraded to appropriate municipal standards by the federal government as part of the Port Granby Project. The Municipality is concerned that chipping and surface sealing as proposed by the draft Screening Report will not be sufficient to accommodate Project-related truck traffic and that the road conditions will deteriorate even further. Poor road conditions on the 823 REPORT NO.: PSD-058-09 PAGE 7 primary access route will also increase the noise impacts on adjacent residents from trucks traveling on these roads. 5.2 Propertv Value Protection Proaram 5.2.1 The Draft Screening Report indicated that, as part of the socio-economic mitigation strategy, the Property Value Protection (PVP) program would continue to be implemented for the duration of the L TWMF Construction Phase and two years into the Maintenance and Monitoring Phase. However, the Preferred Option approved by Council included a provision that the PVP program be monitored with a view to extending it beyond two years after the completion of the L TWMF if the market demonstrates that project effects will last longer. 5.2.2 The termination of the program two years after the cessation of construction activities assumes that impacts on property values are only related to the construction phase of the Port Granby Project. It is simply not possible at this stage to accurately predict when the stigma effects of the L TWMF on property values will cease. As such, the Draft Screening Report should be revised to indicate that the PVP program should be continued until monitoring of property values in the area indicates that the L TWMF no longer has an effect. 5.3 MitiQation Measures on Primarv Access Route 5.3.1 Staff and the Peer Review Team have previously indicated to the LLRWMO that some mitigation measures should be implemented prior to the Construction Phase. Specifically, vegetative screening such as trees is required along the primary access route to mitigate the visual, noise and dust impacts of construction truck traffic on residents. We have suggested that any such vegetation should be planted as soon as possible prior to the start of the Construction Phase. , I.. I' i 5.3.2 The provision of vegetative screening on the primary access route was not specifically detailed in the Preferred Option approved by Council, nor is it mentioned in the Draft Screening Report as a proposed mitigative measure. However, the Municipality requests that the Screening Report be revised to specifically identify this vegetative screening as a mitigative measure, and provide for its implementation prior to the start of the Construction Phase. 5.4 Municipal Peer Review Team Comments 5.4.1 The Peer Review Team has made a number of specific comments on the Draft Screening Report. These are detailed in Attachment 5 to this Report, while their full report is provided in Attachment 6 (available for review in the Planning Services Department). The following is a summary of the Peer Review Team's comments: . The Draft Screening Report needs to stress avoidance measures not just monitoring measures. . The Screening Report requires a stronger water treatment recommendation. 824 REPORT NO.: PSD-058-09 PAGE 8 . There needs to be a better understanding of end-use activities. The Draft Screening Report needs to specifically address nuclear energy workers. There needs to be a continual evaluation of the PVP program. The definition of the lifespan of the geomembrane in the base liner of the L TWMF needs to be refined. Ensure taking trucks off the roads during school bus pick up times. Review plans for the monitoring of off site emissions. Ensure that local residents are involved in the monitoring process. There is too much reliance on adaptive management; therefore there is a need to utilize impact avoidance measures. The Draft Screening Report comments need to be better informed by ongoing studies. There need to be specific management plans for homes (Le. dust, noise) along transportation routes. The Draft Screening Report needs to address the crossing at the CNR line at Elliot Road in relation to truck traffic. . . . . . . . . . . 5.4.2 Staff have reviewed and concur with the detailed comments provided by the Peer Review Team. ,Some of their comments are similar in nature to mitigation measures proposed in the Draft Screening Report. However, this serves to emphasize the importance of these measures to mitigating the impact of the Project on the local community. 6.0 CONCLUSIONS 6.1 The draft Screening Report presents a thorough review of the Port Granby Project, and the Project as described is substantially the same as the Preferred Option. Staff and the Peer Review Team agree with the majority of the analysis and conclusions presented in the Report, in particular that, with the appropriate mitigation measures and follow-up monitoring, the Project is not likely to cause significant widespread adverse environmental effects. 6.2 The comments provided in this report are intended to ensure that the Project as approved by the federal government, including mitigation measures, is substantially the same as the Preferred Option consented to by Council. The comments are also intended to strengthen the Screening Report and suggest additional mitigation measures to further minimize the impact on the local community. 6.3 The RAs will review all comments submitted, make any revisions to the draft Screening . Report that they deem necessary, and issue a final EA Screening Report. Under the provisions of the Legal Agreement, the parties to the Legal Agreement will have 60 days from the issuance of the final Screening Report to determine whether the Project as defined in the Screening Report is substantially the same as the Preferred Option, after which each party shall have a further 30 days to decide if it does not wish to proceed with the Project or an element of the Project. 825 REPORT NO.: PSD-058-09 PAGE 9 6.4 Staff and the Peer Review Team will review the final Screening Report and report back to Council with the results of this review and on-going discussions with area residents. This next step is expected to occur in Autumn 2009. Attachments: Attachment 1 - Glossary of Terms Attachment 2A Map - Existing and Proposed Waste Management Facilities Attachment 28 Map - Transportation Access Routes Attachment 3 - Proposed Mitigative Measures Attachment 4 - Predicted Residual Effects Attachment 5 - Detailed Comments Municipal Peer Review Team Attachment 6 - Municipal Peer Review Team Report (under separate cover) List of interested parties to be advised of Council's decision: Joanne Smith Christine Fahey Vito Binetti Wayne Boucher Ray Coakwell and Frances Brooks Walter Burman Rosemary Cooper Marion and Stuart DeCoste Frederic DeSourdy Robert Edgar Mel Edwards Wilma Entwistle Penny Ewington Betty and Stephanie Formosa Paulette Gerber Lori Graham Frank Hart Luanne Hill & Mike Mamonko Susan Kinmond Maria Kordas-Fraser Marc Landry Eric Leeuwner Gerry Mahoney and Bonnie McFarlane Andrew McCreath Bev Oda Joanne McNamara Jane Lawrence Brian Layng Rupert McNeill Lorri and Stuart Munro Tim and Laurel Nichols Dora Nichols Carole Owens Garfield Payne James B. Robertson Linda and Paul Ryerse Sarwan Sahota Ken Shrives Barb and Dennis Spencer John Stephenson Brad and Penny Stripp Rob & Kim Studt Midori Tanabe Harvey Thompson Rosemary Tisnovsky Stan Tisnovsky Julie Tutla Richard Walker Mary and Harry Worrall 826 GLOSSARY OF TERMS CNSC Canadian Nuclear Safety Commission EA Environmental Assessment EASR Environmental Assessment Study Report LLRW Low Level Radioactive Waste LLRWMO Low Level Radioactive Waste Management Office L TWMF Long Term Waste Management Facility MCS Marginally Contaminated Soils NRCan Natural Resources Canada PVP Property Value Protection RA Responsible Authority WMF Waste Management Facility Attachment 1 To Report PSD-058-09 827 Attachment 2A To Report PSD-058-09 /).tION/).L RAILWAY C/).N/).DIM..\ N 'I' 0 0 c( c( Proposed 0 0 0::: Waste 0::: f- Management en ...J f- Facility 0 0 :r: ...J () ...J UJ Z Fencing During Construction ~oJJ J Existing Waste Management Facility Lake Ontario J Existing and Proposed Waste Management Facilities I"'\UCl\"llIllyll\~"" To Report PSD-058-09 .( ffl ~ ~~\ 401 NEWTONVILLE RD. EXIT 448 CONCESSION ROAD 1 o <( o 0::: o <( o 0::: ~t;l.crc \J'\f'l~ S"'i. w oJ oJ > Z o ~. w z 0::: w I- en <( () Z <( oJ L~"ES\-lORE ROAD Transportation Access Routes Primary Access Route - - - Contingency Haul Route .......... Inter-Site Route 829 Attachment 3 To Report PSD-05S-G9 PORT GRANBY PROJECT DRAFT EA SCREENING REPORT PROPOSED MITIGATION MEASURES HUMAN HEALTH AND SAFETY Non-Radiological Effects - Workers · Health and safety program, including use of equipment (eg. dust mask), noise level controls, etc. . Comprehensive job training program. . Routine and frequent site condition inspection, practices and procedure compliance audits. . · Progressive discipline policy and process. . Comprehensive incident reporting, investigation, tracking and analysis. . Medical monitoring for workers in higher risk areas. Non-Radiological Effects - Members 9f the Public Mitigation measures would consist of, but are not limited to: . Evaluation of the appropriateness of mitigation measures to prevent or minimize the potential public exposure to the effluents in the portion of Lake Ontario that may be affected by treated effluent or bluff seepage, if needed. . Noise reduction measures. . Schedule activities with highest noise levels during the middle of the day. . Notify residents of the times and duration of activities that would result in noise levels above 6 dBA. . Appropriate safe design and construction of the road accessing ???? (words missing), accommodating farm access and vehicle, project related traffic. · Optimization of off-site trucking activities. · Orientation program focus on safety issues for truck drivers. 830 . Continued and consistent protocols for delivering information and receiving input tolfrom residents in the Local and Regional Study Areas. Radiological Effects - Workers and Members of the Public . In accordance with a CNSC licence, the proponent would be required to develop a radiation protection program and to implement the principle of "As Low as Reasonably Achievable" (ALARA) for the consideration of radiological health of workers. As part of the program, the proponent would actively monitor radiation doses. SOCIO-ECONOMIC ENVIRONMENT Population and Economic Base . Enhanced liaison with local farmers aimed at keeping farm operators aware of Project works and activities, environmental monitoring results, peak traffic periods, potential road closures and access restrictions, through the use of such means as regular newsletters, special events notices, door-to-door notifications when required and direct communications with the site manager. . The creation and implementation of a business activity enhancement program aimed at maximizing local business opportunities and benefits of the Port Granby Project. Visual Setting . A landscaping and lighting plan aimed at minimizing the visibility of on-site activities at the L TWMF. Infrastructure . Continued implementation of the Property Value Protection program for the duration of the L TWMFConstruction Phase and two years into the Maintenance and Monitoring Phase. Community Services . Liaison with recreational user groups of the Waterfront Trail and Elliott Road cycling, monitoring or naturalist groups aimed at keeping them aware of the Port Granby Project works and activities, environmental monitoring results, peak traffic periods, potential road closures and access restrictions. . Avoidance of project-related trucking during school pick-up/drop-off times along recommended transportation routes. 831 Traffic and Transportation . Comply with half-load restrictions on applicable route; . Obtain approval from the Municipality of Clarington for the movement of wide or heavy loads; approvals should be obtained a minimum of one week prior to each occurrence. . Incorporate farm access and farm vehicle movement considerations into the detailed design to promote better accommodation of farm vehicle operations along the truck route. . Incorporate signalization, signage, pavement markings and traffic controls at Elliott Road underpass to ensure safe operations of trucks in the narrow underpass. · Implement traffic control measures to ensure safety during the construction and decommissioning of the underpass for the Inter-site road. · Provide signage for the underpass detour and any required stop controls. . Ensure at-grade rail crossing design incorporates wide lanes and shoulders, maintains sightlines, gate and rail crossing control. devices to ensure safe operation of traffic at the crossing. . Incorporate contract clauses requiring all trucking contractors to demonstrate that vehicles are regularly maintained and drivers are licensed and trained to ensure safe operation of trucks. . Implement contract clauses to ensure trucks adhere to recommended transportation routes, impose financial penalties for non-compliance to ensure safe operation of trucks on local roads. . Implement an orientation program for truck drivers focused on safety issues along the transportation routes. . Optimize offsite trucking activities through development of delivery timing windows, use of convoys and material stockpiling to minimize disruption of local residents and road users. . Design and deliver a contingency plan for traffic movement on Lakeshore Road in the event of an accident involving LLRW .to ensure appropriate emergency response. · Provide advance notifications to local residents of trucking activities, particularly for oversized loads. 832 . Design and deliver a complaints reporting and resolution procedure specifically related to truck traffic. . Repair damage to local roads caused by project-related traffic. Residents and Communities . Implementation of a project communication program to keep residents appropriately informed of project activities. · Modification of the LLRWMO complaint resolution process established under the Legal Agreement to address environmental effects and issues that might be raised, on a case-by-case basis, using a two-tiered system. . . Development of site-specific nuisance effects management plans for noise,dust, odour and traffic management. . Communication with local residents to address loss of use and enjoyment of property, including targeted communications with newcomers aimed at keeping them informed of air quality and noise levels, environmental monitoring results, schedule of Port Granby Project works and activities, and where to call for answers to questions. . The implementation of mitigation measures, and an information program for affected neighbourhoods to address loss of use and enjoyment of property, including disclosure of monitoring, real-time reporting of noise and dust level monitoring results, site inspection privileges. . An end use for the L TWMF that would maximize the potential to address effects on community character. . The adoption of a "name" for the L TWMF that would not associate it with any community. . Complete removal and rehabilitation of the upgraded portions of Elliott Road to pre-Project conditions (to the extent possible). . Complete removal of the underpass at Lakeshore Road and rehabilitation of the areas affected by the underpass to pre-Project conditions (to the extent possible). . Requesting a CNSC licence condition that provides explicit assurances that the L TWMF and existing WMF cannot be used for any purpose. other than the long term management of a specific volume of historic LLRW from the Municipality of Clarington to address effects on community character. 833 Heritage Resources · The proponent would conduct Stage 1 and/or 2 Assessments for the newly . acquired or designated properties on which project-related development would occur. . The LLRWMO will implement a heavy machinery operator awareness program regarding the identification and management of archaeological artefacts. The program will be delivered by a licensed archaeologist and/or other local experts. . If buried heritage resources were encountered, work would be immediately suspended and the Ontario Ministry of Culture contacted. Work would only resume with concurrence from the Ministry. · If human remains were encountered, work would be immediately suspended and the Registrar or Deputy Registrar of the Cemeteries Regulation Section of the Ontario Ministry of Consumer and Business Services would be contacted. The archaeology unit and the local police would also be contacted to determine whether the remains were prehistoric, historic, or modern and the circumstances under which they were interred. Work would only resume with the concurrence from the appropriate authorities. ATMOSPHERIC ENVIRONMENT Dust Control · Minimizing work areas containing contamination. · Applying dust suppressants. . Covering exposed areas and stockpiles. . Ceasing activities under high wind concentrations. . Revegetation and management of L TWMF cells and excavation areas as soon as practicable. . Watering of unpaved roads and excavation areas. . Vacuum sweeping and water flushing of paved roads as needed. . Preparation of a dust management plan as part of the Detailed Design Phase to ensure mitigation is sufficient and requirements are met. 834 Noise Control . All construction equipment would comply with the emission standards outlined in NPC - 115 of the Ontario Model Municipal Noise Control By-law. . All construction activities would be limited to the daylight hours and will therefore, vary according to the time of the year. . Trucks and other heavy equipment would be equipped with properly-functioning mufflers and tailgate banging would be avoided at activity sites. . Empty dump trucks would reduce their speed at construction sites and local roads to avoid excessive cargo box and tray noise. . Construction hoarding (ie. fencing around sites) would be erected where practical. Radon and Particulate Radioactivity . Covering stockpiles and exposed areas overnight and on weekends using foam agents, geotextiles or other appropriate materials. . The application of dust suppressants (including water and possibly chemical suppressants). . Possible cessation of activities under high wind conditions. . Minimization of the working area containing contaminated materials. . The re-vegetation of completed cells and excavated areas as soon as possible. GEOLOGY AND GROUNDWATER ENVIRONMENT Soil Quality . Efficient watering of unpaved roads and excavation areas, and vacuum sweeping and water flushing of paved roads to prevent the accumulation of airborne contaminants on surface soil during construction. Groundwater Quality . Groundwater quality at the L TWMF will be protected through the collection and treatment of leachate. Groundwater contamination will be reduced at the existing WMF with the removal of the waste and contaminated soils. Residual contaminated groundwater will continue to be collected and treated until 835 monitoring determines that the groundwater can be discharged directly to Lake Ontario. AQUATIC ENVIRONMENT Surface Water Quality . Treatment of contaminated water at the new water treatment facility will significantly reduce the contaminant loadings from current treated effluent discharges to the lake relative to baseline conditions, and improve lake water quality near the existing discharge point. . A site-specific risk assessment including toxicity testing of the existing sediments would assist in indicating the level of remediation, if any, that is required along the Lake Ontario shoreline. If remediation activities are warranted for increased arsenic and uranium levels, the prompt removal of excavation water after rainfall events may be required to minimize the time the water is in contact with the waste. . A transportation plan detailing a quick spill response would be in place to address unexplained or unplanned events. Any fuel oil spilled to the creek will be cleaned by high pressure washing of cobble and gravel if necessary to rernove residual product, thus allowing benthic invertebrates, fish and aquatic plant communities to re-establish. TERRESTRIAL ENVIRONMENT Vegetation Communities 'I, . Relocation of the L TWMF stormwater management pond out of the cultural thicket into an agricultural field, given that the agricultural field is of lower ecological importance than the cultural thicket. . Development of a site-specific Landscape Plan by a qualified landscape architect or biologist for terrestrial environment rehabilitation at each work site. The plans would consider site-specific plantings with input from the local Conservation Authority and the Municipality and provide for adequate input regarding community needs and preferences. . . Development of new vegetation communities at the L TWMF site rather than simply re-creating pre-construction conditions, Any such plans would be subject to CNSC licence requirements and the proposed end use identified for the site. 836 · Development of a Protection and Rehabilitation Plan for the fen vegetation near the East Gorge. Prior to finalizing the remediation needs for this area, a survey of the fen should be conducted to identify the extent of the vegetation community. All reasonable efforts should be undertaken to preserve as much of the fen vegetation as possible, This couid include removing and re-introducing soil plugs containing plant specimens together with their root systems to the excavated site as part of the site rehabilitation and re~vegetation. Wildlife Habitat and Wildlife Communities . Vegetation clearing should not take place in migratory bird habitat during the breeding season (March 30th to July 23"\ . If work must be conducted within breeding bird habitat during the identified breeding season for migratory birds, a nest survey would be conducted by a qualified avian biologist immediately prior to the commencement of the work to identify and locate active nests of species covered by the Migratory Birds Convention Act. A mitigation plan would need to be developed to address any potential impacts on migratory birds or th,eir active nests, and forwarded for review to Environment Canada - Ontario Region prior to implementation. . Features would be incorporated in the site-specific Rehabilitation Plan to re- establish the structural habitat qualities and variability of site conditions. 837 Attachment 4 To Report PSD-058-09 PORT GRANBY PROJECT DRAFT EA SCREENING REPORT ANTICIPATED RESIDUAL EFFECTS HUMAN HEALTH AND SAFETY Non-Radiological Effects - Workers · No residual adverse effects on non-radiological worker health and safety are predicted. Non-Radiological Effects - Members of the Public Some residual adverse effects are predicted; however, these are not likely to be significant. Air Quality . Although there will be measurable changes in dust levels at all area and adjacent resident locations, all 24-hour average concentrations of PM2.5 and PM10 will be below established criteria. . Measurable changes in CO, NOz and SOz were predicted, but no exceedences of established ambient air quality criteria for any of the parameters at any resident location are expected. . No unacceptable health risks would occur as a result of the project works and activities. Non-Radiological COPC . The construction and operation of the new water treatment facility was identified as having the potential to influence human health. The potential change in health is attributed to the potential for exposure to Contaminants of Priority Concern (COPCs) within the treated effluent plume in Lake Ontario during . construction and development as well as early life maintenance and monitoring. I 'i . A human health risk assessment was undertaken that considered all environmental media where potential exposure existed. The conclusion of the risk assessment was that any incremental risks associated with the Project would not pose an unreasonable risk to human health. General Well-Being . Public attitude research indicates that 11 % to 17% of survey residents stated that their feelings of health and sense of well-being would decrease somewhat or a great deal. 838 Radiological Effects - Workers . No residual adverse effects were predicted for the radiological health of workers. In applying the ALARA principle, it is expected that the annual radiation dose for workers can be reduced to below 10% of the CNSC dose limit averaged over any five-year period of construction and development. Radiological Effects - Members of the Public . No residual adverse effects were predicted for the radiological health of members of the public. · During the Construction and Development Phase, the annual radiation dose predicted to be received by adult members of the public in all scenarios (ie. dietary intake, adjacency, special cases - vegetarian and home gardening, Lake Ontario swimmer, fenceline observer, country foods diet) are not measurable. The estimated total annual doses from all natural sources in combination with the Port Granby project for adults, children and infants are below the national averages of for these age groups. . During the Maintenance and Monitoring Phase, no interactions were identified between members of the public and maintenance and monitoring activities, including postulated malfunctions and accidents. For special case scenarios (ie Lake Ontario swimmer, fenceline observer, country foods diet, casual hiker), all estimated doses were either below existing conditions, not measurable and/or below Provincial Water Quality Objectives. SOCIO-ECONOMIC ENVIRONMENT Population and Economic Base . Relocation of one tenant farmer (on the site of the L TWMF). . Increased potential for out-migration of residents living in the Port Granby area prior to and during the Construction and Development Phase. . Disruption to farm operations within the zones of influence and along transportation routes. Visual Setting · Changes in the quality of existing views within the L TWMF view shed during the Construction and Development Phase and the Maintenance and Monitoring Phase. 839 Infrastructure · Reduced residential property values during the Construction Phase in the order of 2% to 8% within the likely zone of influence for the L TWMF and along transportation routes. Lower property values near the L TWMF may extend into the Maintenance and Monitoring Phase. . Increased turnover of residential properties within the likely zone of influence for the L TWMF during the Construction and Development Phase. Increased turnover of properties may also be experienced during the Maintenance and Monitoring Phase. · Increased difficulties in marketing properties resulting in greater number of days on the market during the Construction and Development Phase which may extend into the Maintenance and Monitoring Phase. Community Services . Disruption of local community and passive recreational activities undertaken within the likely zone of influence for the Port Granby L TWMF, or along transportation routes during the Construction and Development Phase. Traffic and Transportation . Disruption to some road users, pedestrians and non-motorized traffic along the recommended transportation routes and local roads due to perceived hazards, detours and road closures. Community Character . Changes in the use of property and reduced enjoyment of property among some residents living within the likely zone of influence for the Port Granby L TWMF, existing WMF and along transportation routes during the Construction and Development Phase. . Adverse changes to community character or image of the rural areas nearest the L TWMF during the Construction and Development Phase. Heritage Resources . No likely residual effects on heritage resources are predicted as a result of the Project. 840 ATMOSPHERIC ENVIRONMENT Dust . Residual dust impacts are not considered likely to occur. Occasional slight exceedences of the Canada-wide standard for PM2.5 particulate emissions (30 micrograms/m3) may occur along the very edge of the existing WMF property boundary. Noise . . There will be localized increases to existing ambient noise . levels during the Construction and Development Phase in close proximity to the Port Granby sites. Taking into account the proposed mitigation measures, nuisance effects associated with noise are predicted for some residents. These noise effects would not be any different than any other construction activity. Best management practices will minimize, as much as possible, these potential effects. . Monitoring of actual noise levels related to the Project would be undertaken at receptors near the Site Study Area. Monitoring will verify that mitigation measures have been implemented and are effective. Radon and Particulate Radioactivity . Residual adverse effects on radiological air quality are not considered likely to occur. GEOLOGY AND GROUNDWATER ENVIRONMENT Non-Radiological Soil Quality The predicted concentrations of arsenic and other non-radiological soils at the L TWMF site perimeter are not considered measurable in terms of baseline conditions. Groundwater - L TWMF During construction of the L TWMF, there would likely be no measurable changes in the quality or quantity of groundwater and drainage water. Leachate and precipitation that contacts the waste will be collected and treated, while unaffected runoff would be directed to storm water management ponds for ultimate discharge to Port Granby Creek. 841 In the long term, no adverse environmental effects to groundwater and drainage water quality, quantity and flow are anticipated as the result of the Project. The mound cover and baseliner, together with the leachate collection system, are expected to effectively protect groundwater for several hundred years. Groundwater - Existing WMF . Once the LLRW and MCS have been removed, residual groundwater is expected to flow and flush out the system, resulting in improved groundwater quality as time passes. AQUATIC ENVIRONMENT No residual adverse effects on sediment quality, fish communities and habitats and benthic invertebrates or aquatic plant communities are predicted to occur as the result of the Project. TERRESTRIAL ENVIRONMENT No residual adverse effects on vegetation communities, wildlife habitat and wildlife communities are anticipated as a result of the Project. CUMULATIVE EFFECTS OF OTHER PROJECTS . Non-Radiological Effects Air Quality I . It is unlikely that a cumulative effect of the Port Granby and Port Hope Projects on non-radiological air quality would be measurable. Any cumulative dust effects from local construction activities are short-term in nature and would largely be expected to affect only receptors immediately adjacent to activities. . Good management procedures will ensure any effects and therefore any cumulative effects are minimized. No residual effects are expected. Noise . Noise associated with local construction activities would only be cumulative if they were located within a few hundred metres of each other. These activities are of short duration and would largely be expected to affect only receptors immediately adjacent to the activity. 842 . Good management procedures will ensure any effects and therefore any cumulative effects are minimized. No residual effects are expected. Socio-Economic Environment . Any cumulative effects resulting from other projects would likely not be of sufficient magnitude to change the fundamental nature of the socio-economic effects assessed or cause new types of effects. Hea/th and Safety . A residual cumulative adverse effect identified was the increased stress and adverse effects to health and general well-being resulting from negative changes to people's feelings of health and sense of well-being, feelings of personal security and feelings of satisfaction with living in the community. . This adverse cumulative effect would be most evident in people living close to the L TWMF or when residents think about living near a facility that handles nuclear fuels. This effect may diminish over time if good communication and public involvement are provided and a positive environmental and safety record is maintained for the Port Granby Project. Radiological Effects . There are several projects which overlap in time with the Port Granby project and have the potential for radioactive emissions which might contribute to radiation exposures in the Regional Study Area. However, there would not be measurable cumulative effects on radiological air quality (radon concentrations and radiological constituents associated with re-suspended dust). 843 I Attachment 5 To Report PSD-058-09 PORT GRANBY PROJECT DRAFT EA SCREENING REPORT MUNCIPAL PEER REVIEW TEAM COMMENTS The following sections are the Municipal Peer Review Team's comments that relate to specific sections in the Draft Screening Report. A. Description of the Existing Environment and Environmental Effects The EASR examines effects of the Project on the biophysical and human environment. The Draft Screening Report addresses the existing, or baseline, environmental conditions in the area surrounding and encompassing the current and proposed waste management facility. In doing so, the Screening Report provides an accurate account of the baseline conditions for the Port Granby Study Area. However, there are a few minor areas where the description can be improved. Page 17 Uranium needs to be added to the list of contaminants of greatest concern to be consistent with the second sentence in this paragraph that discusses uranium. Page 52 In the community profile, there is not a specific description of the Port Granby community or its residents. It is important to evaluate the Project against the backdrop of residents and businesses who have the greatest need to ensure the Project management is sound. Port Granby should be defined as at the very least, the Port Granby settlement (of multiple homes/ businesses) to/and .or within the local study area. Page 71 The following effects on vegetation should be described fully in the Draft Screening Report, and the following effects be more closely examined: · The relocation of the L TWMF stormwater management pond; · New vegetative communities at the L TWMF, not just farm fields need to be better ana lysed (e.g. the fen near east gorge); and · A landscape management plan for the L TWMF be enacted as an end use and requires community and municipal input. Furthermore, end use planning is not well acknowledged in the Draft Screening Report. In contrast, all parties have spent considerable time and money identifying a preferred end use. B. Atmospheric Environment and Effects The atmospheric environment consists of non-radiological air quality, radiological air quality, and noise. As part of the assessment, the Draft Screening Report also discusses climate and meteorology and their effects on the Project. Overall, the report 844 provides a reasonable overview summary of the air quality aspects, mitigation and monitoring developed for the Port Granby project. However, there are a few minor areas where the description can be improved. The Peer Review Team is concerned about the use of 'adaptive management' and monitoring as the dominant waste excavation guideline. This approach leads to accepting average exposure levels as opposed to an emphasis on avoiding exposure incidents. Monitoring to see if radiological contaminants have left the site is useful after excavation has occurred but is an unacceptable method to be used while the excavation is underway. The Peer Review Team recommends impact avoidance as the rule governing the excavation. From this perspective, dust would be measured and minimized at the excavation site. Measuring for fugitive dust at the fence line involves acceptance of greater risk then necessary. Furthermore, monitoring to see if dust has exceeded the site fence line is inadequate as a method of measuring whether construction practices are sound. Throughout the report there is discussion of needing a good Dust Management Plan to ensure that there are no off-site impacts due to fugitive dust emissions. It is stated that the plan will be developed as part of the Detailed Design Phase. We accept this, but will continue to point out that the details of that plan are extremely important and are the key to ensuring off-site impacts are minimized. All aspects of the plan, including speCifics on mitigation, monitoring (including real-time), complaint response, corrective actions and record keeping will be very important. We recommend that the Draft Screening Report strengthen recommendations to develop a Dust Management Plan that controls dust at the source rather than at the Project fence line. Additionally, the plan needs to consider whether dedicated trucks (e.g. watering trucks) are needed for the waste areas and the haul route between sites. Given the importance of mitigation in avoiding impacts, especially those that arise from dust, there needs to be a more explicit discussion of the requirements for proper mitigation plans in the Screening Report. In principle, particulate matter should not be leaving the site boundary at any time. Page 60 The report cites a 'conservative approach' in terms of the worst month scenario being averaged over the course of a year. However, it is not a conservative approach when you take into account, for example, that wind born thorium should not leave the site boundary over the course of a year. In relation to other atmospheric emissions, no excedencesare anticipated. - Page 62 Under particulate discussions, in the end of the paragraph, it is stated that National Institute of Health and Safety (NIOSH) standards will be met. These are occupational standards. The previous discussions between the, Peer Review Team and the LLRWMO about the management of particulates pertained to ambient air quality for public exposure. The NIOSH statement seems out of place; or at least warrants some 845 further discussion and context (in a separate paragraph). If it is the intent to discuss occupational levels in this section, then similar discussions are warranted for conventional air contaminants and for metals. . Page 64 The discussion of particulate bound radionuclides indicates that this will.be monitoring by PM10 samplers. Typically metals and other particulate bound contaminants are done by TSP (total suspended particulate), not PMlO. The approach to measuring these contaminants needs to be reassessed. ~ ! Pages 65 and 67 The discussion of soil impacts of metals and radionuclides indicates that there are no predicted impacts. On page 67, verification is considered through a 'robust sampling design'. This is not defined. We agree that soil sampling after completion of the cleanup should be undertaken to verify that no off-site dispersion of contaminants have occurred. The 'robust' sampling is not discussed in Section 12: Follow-Up Program and should be. The rule should be no 'contamination of residential properties' . Pages 62 and 63 This section states that there may be a cessation of activities during high wind conditions. We find the conclusions of the Draft Screening Report on dust to be weak. The Peer Review Team recommends that high wind scenarios should be anticipated through an onsite meteorological station, and all excavation activities should not be initiated if high winds are anticipated. Furthermore, this recommendation needs to be part of the Dust Management Plan as part of the Detailed Design Phase. Page 83 There are in depth studies on the potential noise impacts from the project in the EASR that indicate some of the concerns with noise affecting the local community. The areas where noise will be significantly higher than ambient noise levels and potential effects to noise receptors should be specifically noted in the Draft Screening Report. : ! The report indicates that there is a 6dB noise increase at a locator in the study area, a 12dB along the road, 15dB at the intersection, which are all significant increases that will affect the local community. Better methods of reducing noise should be recommended in the Draft Screening Report. Methods of mitigating noise impacts for residents, particularly along the haul route should be required. These methods should include hedges, noise abatement windows, fencing and air conditioning. C. Geology and Groundwater Environment The Geology and Groundwater Environment for the Port Granby Project consists of the physical characteristics associated with the site and the surrounding study areas. These characteristics are geology, physiography, topography, stratigraphy, and seismicity. The baseline study also examined non-radiological qualities associated 846 with groundwater flow, and the radiological and non-radiological qualities of groundwater quality, drainage water quality, and soil quality. Page 42 It is noted that there are no actively-used private water wells in the site study area. The potential for future use of the ground water resource in the area should be noted. There may be future development in the area which relies on the ground water resource for water supply. Section 9.3 a), paragraph 3, indicates "previous soil samples indicated surficial soils exceeded MOE soil quality criteria for arsenic, cobalt, copper, nickel, lead, and antimony in the wastes and mixed soils". This statement is confusing. It seems to indicate that surface soils exceed the MOE quality criteria for these metals. It should clearly indicate that there are no natural exceedances for metals in the area, however the wastes and mixed soils associated with the current waste disposal site exceed these standards. A statement should be added that the exceedances of boron are naturally occurring and not related to waste disposal. Additionally, the text of this section (9.3) of the report does not clearly convey the location and nature of exceedences of the soil quality standards for each of the areas discussed (site study area, regional study area, local study area). Furthermore, it is difficult to determine if the exceedances are related to the waste materials in the current landfill, former waste disposal practices, or natural exceedances of various parameters which occur as a result of ambient conditions. This should be clarified. Page 43 The report notes that all ground water ultimately discharges into Lake Ontario. Locally, ground water discharges into creeks (surface water) and does not discharge into Lake Ontario. Also, it is difficult to understand the relevance of the information presented in this section. Ground water hardness is a naturally occurring phenomenon and is generally not relevant to the discussion. The source and nature of the high sodium and chloride concentrations noted in the site study area should be explained. Similarly, the source and nature of "other exceedances of Ontario Drinking Water Standards (ODWS) Guidelines" in wells at the northwestern edge of the burial area should be explained. The discussion of drainage water quality is unclear. Does this refer to drainage water quality in the local, regional, or site study area? The report notes that the water contained within the ditches does not support aquatic resources. However, it is important to note that the ditches ultimately drain into surface water features (such as the creek or Lake Ontario) which do support significant aquatic resources. The nature and source of the exceedances of Provincial Water Quality Objectives (PWQO) criteria should be noted. Are they related to the existing Waste Management Facility site, or ambient natural conditions? 847 Paragraph 3 of 'Radiological Drainage Water Quality' is not clear. It indicates surface water samples were collected and analysed for uranium. The subsequent sentence indicates there was insufficient flow to collect samples for radionuclide analysis. Our recollection is that samples have been collected at the seeps and ana lysed for the full suite of radionuclides. Pages 66 and 67 No issues have been raised about ground water flow and flushing. These issues came up in the Water Treatment Memo and at a minimum, should be acknowledged in the Draft Screening Report. In addition, while the Screening report is still tentative on the water treatment technique, there is reference to the ion exchange method. Given the extent of the study of water treatment methods after the EASR was submitted, some reference to these reports and their conclusions would have been expected (e.g. EASR - Appendix G, the Water treatment Memo and the EASR _ Addendum Review). Page 66 The intent of the first sentence in paragraph 4 is not clear. It indicates the biggest impact on water quality improvement is expected to occur during the early life of the L TWMF. Are the RAs referring to clean-up of the existing facility, or construction of the new facility? We are not aware there was any water quality improvement associated with construction of the new LTWMF. Also, it is indicated that Contaminants of Potential Concern (CO PC) concentrations are expected to decline due to flushing of contaminants from the aquifer. It should be noted that this flushing is related to the existing facility and not the new facility. It should also be noted that this flushing, while beneficial, will occur over a very long period of time. It is stated that quantity and quality of ground water discharge into Port Granby Creek during construction of the L TWMF is predicted to remain approximately the same as baseline conditions. We disagree with this conclusion, as we have stated in our previous review of the EASR document. The purpose of the ground water monitoring program should be clearly stated. Any potential change in ground water elevations must then be used to assess potential changes to base flow and impact to aquatic resources in the Port Granby Creek. Page 67 It is stated in the 'Existing Waste Management Facility', paragraph 2 that a placement of a 1 m thick soil cover will provide separation and reduce surface infiltration and the residually contaminated soils. This may not necessarily be a benefit as is stated. This will serve to reduce the rate of flushing of contaminants. Further explanations should be provided regarding the nature of the ground water monitoring at the existing WMF. As we have stated in previous reviews, there is generally insufficient information available to characterize the ground water impacts at the existing site. Further, site characterization must be undertaken before designing a 848 monitoring program for the site. Also, it should be clearly stated that there will be a comprehensive ground water monitoring program put in place. Based on the ground water monitoring program, the appropriate contingencies can be implemented. Page 68 It is stated in 'Radiological Ground Water and Drainage Water Quality', paragraph 2 that no mitigation measures are required. To be clear, no mitigation measures are required based on the current analysis. However, it should be clarified that there will be a monitoring program to assess potential impacts and, in the event that there are impacts, appropriate mitigation measures are available and can be implemented. Page 93 The complete deterioration of the geomembrane liner at the base of the mound is assumed by the RAs for the year 2150 (pg 93). Why is it assumed that the geomembrane will not remain intact over time? This assumption in the Draft Screening Report is less robust than was proposed in the EASR and subsequent reports from LLRWM.O consultants. If the assumption in the Draft Screening Report prevails, stronger recommendations about mid-term repairs and remediation should be required as a condition of approval. D. Terrestrial and Aquatic Environment For the purpose of the Port Granby Project, the Terrestrial and Aquatic Environment consists of vegetation communities and. species, wildlife habitats, wildlife communities, and radioactivity in the terrestrial environment. The Aquatic Environment includes a number of components associated with watercourses and Lake Ontario. The Peer Review Team believes, in relation to our previous comments from the Port Granby EASR (March, 2005), that the Draft Screening Report's coverage of issues and adverse effects pertaining to the terrestrial and aquatic environment have been adequately addressed. Page 72 The Migratory Birds Convention Act (MBCA) is mentioned as directing Project activities to address/mitigate breeding bird habitat. However, .the Screening report should specify that bird habitat will be preserved in addition to upholding the tenets of the MBCA. E. Socio-Economic Environment and Effects The socio-economic baseline is characterized in terms of its population and economic base, land use and visual settings, community infrastructure, community services, traffic and transportation, municipal finance and administration, residents and communities, archaeology and cultural heritage resources, and Aboriginal interests. Socio-economic effects are of particular importance to the residents of Port Granby, the Municipality of Clarington and the Peer Review Team. For example, it is important to ascertain how noise and dust will affect the local community. 849 Overall, the Peer Review Team finds the information provided in the socio-economic baseline information to be comprehensive and thorough. However, there are areas in this section of the Draft Screening Report that could be defined in greater depth with stronger recommendations. Given the number of minor adverse effects resulting from the project, we suggest a more explicit and thorough description of the identified mitigation strategies. The RAs have limited their consideration of socio-economic effects to the definition under the Canadian Environmental Assessment Act. Nationally, the Act continues to receive criticism on this overly narrow definition. A body of research has been completed in the EASR and in supporting documents for the Port Hope and Port Granby Project regarding socio-economic effects and mitigation measures. The Peer Review Team recommends that the measures in the EASR be highlighted to follow up on action items in the Screening Report. Examples of mitigation measures include the implementation of initiatives to avoid and reduce real and perceived socio-economic effects from the Project, and the implementation of measures to address the residual lose of use and enjoyment of properties nearest to the facility. Additionally, new residents should be informed about the Project, and a procedure should be implemented so that complaints regarding truck traffic in the area can be reported and resolved. Residents should also have a role in monitoring and reporting. The measures recommended by the Peer Review Team are set out in Appendix A _ 'Overview of Mitigation Measures'. These measures should be considered in the Draft . Screening Report. Furthermore, the Peer Review Team suggests a more explicit description of the mitigation measures than are currently reported in the Draft Screening Report. This should include specific programs that will be used to address the identified adverse socio-economic effects of the project such as the business activity enhancement program as mentioned in the Draft Screening Report (page 74). Throughout the document there is mention of specific activities that should be undertaken over the course of the Project's lifespan. For example, a description of end use activities are referred to as being required (page 24). Yet, discussions of end use activities are currently underway with the formation of the 'End Use Committee' that is made up of local community members, Municipality of Clarington Staff and the LLRWMO Staff. The Screening Report should reference the program planning for end use and require recommendations to be implemented. Public oversight and community engagement will be an important contributor to the success of the Project. In contrast to work completed by the LLRWMO, Municipality and local residents, this critical component of project management is overlooked in the Draft Screening Report. The Peer Review Team recommends that the Screening Report specify requirements for: . 850 . Designated community members to be given responsibility for community liaison; . Ongoing consultation and communication mechanisms; and . The role of citizen liaison groups in ensuring monitoring and mitigation measures are sound. Tourism (page 74) The examination of effects on business in the Port Granby area has overlooked tourism-based businesses. There also needs to be an emphasis on providing opportunities for local and farm-based businesses when the site has been restored. Housing and Property Values (Page 75) The Property Value Protection (PVP) program has been implemented and has had its successes. LLRWMO documents defining the PVP Program should be cited. In addition, the Screening Report should require continuous improvements to the PVP Program over time. For example, the Draft Screening Report states that there will be reduced residential property values and increased difficulties in marketing properties due to the project, yet an increased amount of turnover of residential properties is expected. However, the PVP Program should evolve to avoid this problem. Traffic and Transportation It is estimated that there will be the movement of 12,500 truck trips (pg 23) in the Study Area per day during specific periods of the construction phase. The Draft Screening Report acknowledges that the project will be potentially disruptive to the local community. Mitigative measures need to be strengthened to minimise and mitigate effects during the construction phase. Because there will be disruption to road uses, pedestrians and non-motorized vehicle traffic along the recommended traffic route (page 77), there needs to be a provision to notify trucks and have a contract with trucking firms regarding school pick-up/drop off times in the Draft Screening Report list of mitigative measures (See Appendix A for examples). The Screening Report should specify that trucks should cease activity during morning pickups and after school drop offs for local school children. Also, the potential impacts of a large number of trucks crossing the CNR track level crossing on Elliot Road is under-assessed in the Draft Screening Report. Signalized gates should be installed. F. Environmental Health and Safety Human health and safety is being examined as part of the Draft Screening Report because the activities that comprise site preparation, construction and operation of 851 the Port Granby Project have the potential to affect people. The Draft Screening Report reviews the radiological health of workers, radiological health of members of the public, conventional occupational health and safety, and conventional health and well-being of members of the public. Overall, the Peer Review Team accepts the RA's conclusions about the environmental health and safety effects as provided in the Draft Screening Report. However, there are a few instances where greater clarity should be given. Although the As Low As Reasonably Achievable (ALARA) principle is mentioned in the Screening Report, there is no section that specifically address its implications when used as a principle for mitigation measures (as proposed in the report). The use of the ALARA principle needs to be strengthened as a critical component of design and operations. Page 84 No radiological effects for members of the public are assumed in the Report. The Peer Review Team agrees with the RA's that public health will not be affected by the Port Granby Project. . Some wording in the Draft Screening Report is unclear. In Section 10.8(b), subsection on Workers, the text states "within 20 percent of the CNSC dose limit ..." which seems to be confusing terminology. Within 20 percent could mean at the 80 percent level because that is within 20 percent of the limit. Does the text mean less than 20 percent? Two paragraphs below this text, the terminology is "below 10 percent .... Consistent terminology that is clear should be used. Please note that there are several places in the document, where the terminology "within xx percent" is used. Page 87 In regards to radiological health and safety, the text states that within 2 km of the L TWMF, the concentrations of radon would be indistinguishable from background, and simultaneously, radiological constituents in re-suspended dust are .not measurable beyond the 2 km zone. From this information, the text concludes "there would not be measurable cumulative effects on radiological air quality" These statements seem to negate one another and imply that within the 2 km zone, the concentration would be above background and measurable for radon and re- suspended dust, respectively. If any of the health receptor locations are within 2 km, then there would be cumulative effects that should be addressed. To clear this matter up, the conclusion discussion should instead, compare the predicted radon and radionuclide concentrations to the radon reference level. It should be noted that based on the results given in the Port Granby EASR section on Atmospheric Environment Environmental Effects Assessment Report (pg5), Section 3.3.3, at all of the health receptor locations, the predicted radon concentrations are well below the reference level, and the maximum predicted tadiomiclide levels are well below Health Canada reference values, thereby indicating the dose impacts to the public via these exposure pathways would be insignificant. 852 Page 87 The EASR considered the effects of the Project on a nuclear energy worker living in the local study area, but the same considerations are not found in the Draft Screening Report. G. Recommended Follow-Up Program The Draft Screening Report includes a description of a Follow-Up Program of comprehensive and long-term environmental monitoring to ensure that the performance and operational requirements of the L TWMF are met. In general, the Peer Review Team supports the need for a Follow-Up Program. However, we feel that more detail on the follow-up program is required to provide assurance that specific areas where adverse effects have been identified will be undertaken in partnership with the Municipality. The Peer Review Team would like the Draft Screening Report to provide a commitment from the PHAI Transition Project Team that atmospheric monitoring will occur in real-time, and there will be explicit operational changes where conditions are not as predicted. The Follow-Up section proposed monitoring for the minor predicted exceedences of PM2.5 at the fence-line during construction. This is not adequate. Other emissions (PM10, metals, radionuclides etc) were modelled to show lower impacts, however these lower impacts were based on very careful mitigation plans. As such, monitoring of all key contaminants (PM10, metals, radionuclides etc) is warranted .to demonstrate that the mitigation measures were implemented successfully and no impacts occur. As noted above, this should also include soil measurements and should be closely linked to the Dust Management Plan. The LLRWMO had agreed previously to a commitment to use newer low emission off- road equipment where practical. This commitment or mitigation recommendation is not found in the Draft Screening Report. Page 112 It is paramount for the PHAI Transition Team and the RA's to confirm and adopt the Follow-Up Program before the issuance of a license. The program should be incorporated into the facility license. Additional consultation is required. Page 113 The Follow-Up Program states that an adaptive management approach will be utilized for monitoring the site. As stated earlier, the use of the term 'adaptive management' infers that changes will be made accordingly to the problems that will arise in the future during the management and monitoring phase. Adaptive management is reactive whereas many potential Project effects need to be managed in a proactive manner. Without further description, an adaptive management approach can be . vague, thus a more detailed description of what adaptive management means for the Port Granby Project is required. 853 Also, there is no specific mention of how uncertainty should be dealt with by the LLRWMO and how the Follow-Up Program will be adapted to varied circumstances. For example, if adaptive management is utilized when resource managers are confronted with uncertainty when designing management strategies, they may accept more risk than an 'impact avoidance' strategy. Page 115 Mitigation Measures, item 4 (placing wind fencing around exposed stockpiles) - this mitigation measure is not listed in the text on page 64, section 10.2(b). In addition, the concept of mulching in item 6 is not discussed in the text on page 64. A detailed description of the placement of wind fences and the role of mulching is required in the earlier sections of the report. Page 122 The follow-up program states that there is a need to 'monitor radiation doses to confirm accuracy of predictions' for members of the public. How is this accomplished? Will this require random sampling of community members? The Draft Screening Report should include a description of how radiation will be monitored in the follow up program. Appropriate measures for identifying when further studies on local dose rates are required should also be described. The Peer Review Team stresses that the prime goal of the Project is to make sure that there are no increased radiation doses among members of the public. Page 123 Table 12.2 for the Follow-Up Program notes that, as a socio-economic residual effect after mitigation, there may be a voluntary out migration of residents from the locality. A successful siting process entails that a facility makes the community better off with the facility than before its construction. Thus, the 'hollowing out' of a community as a result of people leaving is not beneficial to the overall community well being. Further demonstration is needed to improve monitoring and mitigation measures for local residents (see Appendix A for mitigation measures). The report also mentions that a random sample of residents should occur as a method of implementing a public attitude survey. In the past when such surveys have been taken by the LLRWMOand their consultants, residents who have not been contacted have requested their opinion be included in the survey. An over sampling of all households in the Port Granby Study Area would address these concerns about the public attitude research. . H. MITIGATION MEASURES RECOMMENDED BY THE PEER REVIEW TEAM Recommendations for "Population and Economic Base" 1. Communicate frequently and openly with local farmers to keep them aware of Project activities. 854 2. Design and deliver a program that maximizes local business opportunities and benefits. Recommendations for "Land Use and Visual Setting" 3. Minimize the visibility of on-site activities at the facility by landscaping on-site and with lights. Recommendations for "Community Services" 4. Communicate frequently and openly with recreational groups who use the area near the facility to keep them aware of Project activities. 5. Avoid trucking during school group pick-up/drop off times along recommended routes. Required for "Traffic and Transportation" 6. Design access roads so that farm vehicles can move through the area during construction (e.g., consider road and shoulder width). 7. Install signals, gates, signs, pavement marks, and traffic controls at Elliot Road underpass. At all at-grade rail crossings: incorporate wide lanes and shoulders; maintain site lines; install, as necessary, gate and signal, at rail crossing controls. 8. Ensure safety of the underpass for the Inter-site Route (e.g., provide temporary detour around the immediate construction site, have stops or traffic lights at the underpass construction site). 9. Add signs and any required stop controls for the underpass detour. 10. Have contract clauses that ensure all trucking contractors regularly maintain their vehicles and train their drivers. 11. Implement contract clauses to ensure trucks stay on recommended transportation routes. Impose fines if they do not. 12. Provide an orientation for truck drivers so they can drive safely along the transportation routes. 13. Schedule off-site truck driving to minimiZe disruption (e.g., deliver during designated times, use convoys, stockpile materials). 855 14. Design and deliver a contingency plan for traffic on Lakeshore Road in case of an accident to ensure that emergency services can respond appropriately. 15. Notify all local residents in advance about trucking activities, particularly for oversized loads. 16. Operate a procedure so that complaints regarding truck traffic can be reported and resolved. Required for "Municipal finance and administration" 17. Carry out Part B of the Legal Agreement to ensure that the LLRWMO pays for project-related road improvements; capital costs related to the facility; and on- going communications and related project expenses. 18. Implement Part B of the Legal Agreement, to ensure that LLRWMO pays for administrative costs. Recommendations for "Residents and communities" 19. Implement initiatives to avoid, reduce, or redress real and perceived adverse socio-economic effects and enhance beneficial effects of the Port Granby project. 20. Set up a two-tier complaints system. 21. Implement measures to address the residual loss of use and enjoyment of properties nearest to the Facility. These measures would include developing management plans for noise,dust, odour and traffic; and establishing thresholds for when contingencies are implemented (e.g., temporarily stopping work, curtailing offsite transportation activities, and imposing fines and penalties to contractors who do not comply with requirements). 22. Keep new comers informed about the Project. 23. Inform neighbours about results of monitoring for noise and dust, and allow a designated neighbourhood representative to inspect the site. 24. Provide an end-use for the area that makes the most of passive recreation. 25. Develop an appropriate "name" for the facility. 26. Request that the CNSC license explicitly assure that the L TWMF and the existing WMF can be used only for the purpose of managing a specific volume of historic LLRW from the Municipality of Clarington over the long term. 856 27. Completely remove and rehabilitate the upgraded portions of Elliot Road to pre-Project conditions (to the extent possible). 28. Completely remove the underpass at Lakeshore Road and rehabilitate the areas along Lakeshore Road affected by the underpass to pre-Project conditions (to the extent possible). 857 ClfJ!ington REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, June 15,2009 Report #: PSD-059-09 File #: Pin 23.2.7 By-law #: Subject: GO TRANSIT RAIL SERVICE EXPANSION TO BOWMANVILLE: ENVIRONMENTAL ASSESSMENT RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-059-09 be received for information. I i! Submitted by: Y; David Crome, MCIP, RPP Director of Planning Services Reviewed by: ~ Franklin Wu, ~ Chief Administrative Officer RH/DJC/df 10 June 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 858 REPORT NO.: PSD-059-Q9 PAGE 2 1. GO Transit, now merged with Metrolinx, is proceeding with an Environmental Assessment for the extension of rail service to Bowmanville under the transit priority environmental assessment process. This is an expedited environmental assessment process similar to private sector projects. A transit priority EA requires the proponent to identify a project and undertake the environmental assessment process for that proposed project. Not all alternatives have to be studied as was done for Highway 407 (eg. alternative means such as roads and alternative routes do not have to be evaluated). Furthermore from the Notice of Commencement, there is only a 4 month timeline to complete and submit the Study documents and a 6 month time line for the Minister to make a decision. The Transit Priority EA process was developed only for transit due to the environmental benefits of transit projects for reducing traffic congestion and air pollution, improving quality of life, managing sustainable growth and improving the business climate. If the Minister does not make a decision within 6 months, the project is approved. 2. As a result of the fixed 6 month timeframe, the study for the extension of GO Rail service to Bowmanville is being carried out in three phases: . The Feasibility Study to determine whether the CP or the CN lines would be used . The Pre-Consultation Period where initial work can be undertaken and views canvassed on the issues . The actual EA process 3. The Feasibility Study (executive summary attached) prepared by AECOM considers what has changed since 1994, as well as what is involved to extend service eastwards to Bowmanville. Both the CN and CP corridors were reviewed again to identify any new opportunities. The Feasibility Study identified two alternative route locations or twinning options: (1) twinning the CN line south of Highway 401; and (2) twinning the CP line north of Highway 401. Despite the additional costs and complications, the CP line was selected as the preferred alternative because its location is closer to core areas for future growth, it provides easier access to regional transit connections, and it allows for an increased number of alternative sites along the corridor, while the CN corridor alternative appears very likely to generate adverse road traffic impacts as the station sites would be located away from the populated areas. the CP alternative can be best implemented through a proposed CN-CP connection east of Thickson Road. The GO Transit Board (now amalgamated with Metrolinx) accepted and approved the recommendations of the consultant to use the CP corridor. Challenges associated with the preferred CP alternative will include selecting preferred station locations, determinin9 a preferred train layover site, addressing environmental features (i.e. creeks and wetlands) and constructing a new 401 bridge crossing connecting the GO Transit and CP corridors. 859 REPORT NO.: PSD-059-09 . PAGE 3 4. I attended a early consultation meeting with the consultants for the next steps in the EA. While the Feasibility Study examined the possibility of an Eastern Heavy Maintenance Facility along the Oshawa to Bowmanville stretch of the corridor, GO Transit selected a site in Whitby for this purpose. The Heavy Maintenance Facility is approximately an 80 acre site to handle all maintenance activities, including painting and washing. The site carried forward in the EA is shown on Attachment 3. 5. Six alternative station sites from the current terminus in Oshawa to Bowmanville are to be evaluated with the likelihood that 3 stations sites will be selected for the immediate term. The alternative station sites in Clarington are: Courtice Road, Bowmanville West Town Centre or Lambs Road station (Attachments 2A, 2B and 2C). In addition, a rail layover site is required for the evening storage of trains, similar to the current facility just west of the Whitby GO station. Two potential sites have been identified for the layover: the first site is between Prestonvale Road and Trulls Road South and the second site is between Solina Road and Rundle Road. 6. GO Transit, and their consultants AECOM, has scheduled and advertised three Public Open Houses for the study (Attachment 3). The Open Houses will provide participants with an opportunity to review background information and conceptual plans for the proposed rail service expansion. The following sessions will be held: Tuesday, June 16, 2009 Wednesday, June 17, 2009 6:00 p.m. to 9:00 p.m. Holiday Inn 1011 Bloor Street East Oshawa, ON L1 H 7K6 Thursday, June 18, 2009 6:00 p.m. to 9:00 p.m. Durham College Whitby Campus 1610 Champlain Avenue Whitby, ON L 1 N 6A7 6:00 p.m. to 9:00 p.m. Garnet B. Rickard Complex Multi-Purpose Hall 2440 Highway 2 Bowmanville, ON L1C1K5 7. Related to this EA for extension of rail service to Bowmanville, Metrolinx has initiated a study on the electrification of the GO Transit system as a future alternative to diesel trains. The first priority for electrification is the Lakeshore line. Any design for the rail extension to Bowmanville will include design parameters to readily allow for the future electrification of the line. Attachments: Attachment 1 - Attachment 2A- Attachment 2B - Attachment 2C - Attachment 3 - Attachment 4 - Feasibility Study Executive Summary Courtice Bowmanville West Bowmanville East Public Open House Invitation Presentation to Stakeholders Group - June 3, 2009 860 GO Trenslt. Feasibility Study for Oshawa East Trcck Extension ar:d New Rail Maintenance FacUlty Attachment 1 To Report PSD-059-09 Executive Summary In December 1993, GO Transit completed an Environmental Assessment Report titled ~GO Train SelVice Expansion Pr09ram _ Oshawa West to Oshawa East Study". In early 1994, GO Transit received approval of the Environmental Assessment for the extension of train selVice over the CP rail corridor and a new connection between the CN and CP corridors. GO Transit is now interesled in proceeding with this plan .and extending it further to include selVice to Bowmanville. This Feasibility Study considers what has changed in the intelVening years as well as what is involved to extend service eastwards to Bowmanville. Both the CN and CP corridors are reviewed again to identify any new opportunities. GO Transit plans to proceed with an Environmental Assessment study to evaluate the preferred alternative recommended in this feasibility study. This study expands on the 1993 study and develops three options for interconnection between the GO Subdivision and the CP corridor. On the CP corridor six possible station sites are identified as well as three rail maintenance facility sites. On the CN corridor six station sites are identified along with two rail maintenance facility sites. Each corridor has its own logistical issues and benefits. The municipalities. affected by this extension of GO train service have unanimously indicated that they are very much in favour of this GO train selVice extension. They prefer that the selVice be extended over the CP comdor as this option will best fit with their efforts in land use development, meeting the Province's mandates for land use intensification and beller transit support to their communities. The communities see the GO train selVice extension as a catalyst for the development of and improvements to 'neighbourhoods around the proposed stations and beller access to ,their central locations. They plan to use some of these GO stations as mobility hubs to facilitate transit mode intersections and to augment bicycle'and pedestrian access to the GO system and other transit selVing these hubs. To seleel a preferred alternative, AECOM looked at each corridor separately, and as a subset of each corridor, considered the station optio'Os anathe rail maintenance facility options from the perspective of eight criteria. . Socio:economic impacts . Proximity impacts . Impact on future Land use in the area . Patron access and egress to the Stations . Impacts to roads and traffic in the surrounding area . Environmental impacts . Probable Costs . Logistical challenGes. In addition, we looked at the municipalities' efforts in their planning and development along with their stated preferences and reasons. We found that the preferred altemative supports the provincial and municipal objectives of land use intensification and improved transit planning. The municipalities anticipate that new GO train selVice can improve transit interaction, stimulate improvement of local streetscapes, and improve the land use planning in an effort to meet the provincial goals set for these communities. 'RPTa13-061~FellSibllltySIudy-fINAL.o9()Il23.Do<; 861 AECOM ! . Feasibility This study has determined that both the CN and the CP corridors are feasible alternatives to extend the GO service to Bowmanville. . Significant or Unusual Challenges We have identified three noteworthy issues for this initiative: 1. A new track connectino the GO Transit and CP corridors will need to be constructed for an extension along the CP corridor. That connection involves two challenges: it must cross Highway 401 and it will interfere with CP's service to the GM auto plant. In this report we have proposed three alternatives for .crossing, including an underpass (per the 1993 EA), a new bridge crossing parallel to CP's existing GM Spur,and a new bridge crossing to the west of Oshawa Station (near Thickson Road). All of these alternatives require costly and complex structures, property acquisition, Highway 401 traffic staging, coordination/approval from MTO, and some re-arrangement of CP trackage in the area of the GM Spur connection. 2. Oshawa Station must be sionificantlv modified to suit whichever alternative is selepted. The modifications will include some, or in some instances all, of the following: coordination with VIA service, reconstruction of the station building, pedestrian tunnels/overpasses, reconstruction of platforms, reconstruction of parking lot and bus loop, or complete replacement of the station on a new site. The modifications are necessary to suit either the track connection to the CP corridor or the extension of the existing GO Subdivision tracks along the CN corridor. 3. There are four, or more, locations where the new corridor will impact features of the natural environment such as creeks and wetlands. While this is not unusual for GO corridor expansion projects, such impacts complicate the EA and approvai process and often necessitate complex mitigative measures. . Probable Cost The probable costs for the corridors are $321 million for CP, and $260 million for CN, excluding equipment, operations, and property acquisition. . i i . Project Schedule Assuming that this project continues uninterrupted, and that the EA process begins by April of 2009, then we estimate that the track can be in-service bv 01 of 2013.. . Recommendations We recommend the CP corridor despite the fact that it is more costly and complex. In our opinion, it presents the best overall service to the community. The development of this corridor will provide the best benefit to the communities, enabling them to continue to meet the Province's goals while receiving an excellent commuter rail connection to the rest of the GTA. We suggest that this CP alternative can be best implemented through the proposed CN-CP connection, just to the east of Thickson Road. 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':":(.'~:'~;, ,_ ..;. -r l~~,.,~g:~~.:r:~':Y; '.' ~.,.. _..-F'. ... , .:- - ." .;~ ~-, t"\" ~\ ""~, ,.: <<..i;L,.~":.IJ',.'" '.. . "\ . .. .'..,. .~::;~.~: ~{:.:: ~:::~~~~:, ~ .. ..:... . ~ . ""-- ' .... ,..l_. _... ..:)............. -" ..._:;.::j;:....:.tr...'_...... .;";to:-;.-:-"'-Sl\t;"""':"c/~..~ ' t _,,:;J_.._"~"':""'t.o;..-,~_ _4;;~~ t......' .--~ -, ;'''-'')'\:-~.~:-- - -""I.. :' .; \ . j,.':""- ...,,_~ "'-~~:...oi\.....):...- ~" ...: I:'~" - .~"'~:~.~.;:. '"..::' , ~.~lc' ~ :\~;..~t 7' ~ ,,-, -t." ,~~ .> ;!;f.~:;i: f; ::;: 8 '" "" ...:... ~ <: c' 00 865 PUBLlC OPEN HOUSE Attachment 3 To Report PSD-059-09 RAIL EXPANSION OF SERVICE FROM OSHAWA TO BOWMANVILLE TOWN OF WHITBY. CITY OF OSHAWA AND THE MUNICIPALITY OF CLARINGTON BACKGROUND GO Transit, the Province of Ontario's interregional public transit service for the GreaterToronto and Hamilton areas, has carried out a feasibility study for the extension of the Lakeshore East rail line from Oshawa to Bowmanville. The purpose of the study was to confirm the feasibility of expanding rail services by twinning the existing Canadian Pacific Railway (CPR) rail line and to identify possible locations to build new stations, layover sites along the Corridor and one heavy rail maintenance yard just west of Thickson Rd. The study limits extend from west of Thickson Rd. in Whitby to Darlington Clarke Townline Road/Regional Road 42 in Clarington. OPEN HOUSE GO Transit, in partnership with AECOM Canada Ltd., has scheduled three Public Open Houses for the study. The Open Houses will provide participants with an opportunity to review background information and conceptual plans for the proposed rail service expansion. We welcome your input and attendence atone of the following sessions: DATE: Tuesday, June 16,2009 TIME: 6:00 p.m. to 9:00 p.m. LOCATION: Durham College Whitby Campus 1610 Champlain Avenue Whitby ON L1N6A7 Wednesday, June 17, 2009 6:00 p.m. to 9:00 p.m. Holiday Inn 1011 Bloor Street East Oshawa ON L1H7K6 Thursday, June 18;2009 6:00 p.m. to 9:00 p.m. Garnet B. Rickard Recreation Complex Multi-Purpose Hall 2440Hwy. 2 Bowmanv,iIIe, ON L1C lK5 COMMENTS If you are unabie to attend one of the above sessions and would like to provide comments, please contact: Mr. Alan D. MacDougall Senior Railway Project Manager AECOM :Canada Ltd. 5080 Commerce Blvd. Mississauga, ON L4W 4P2 Tel.: 905-238-0007 Fax: 905-238-0038 E-mail: alan.macdougall@aecom.com Mr. Andreas Grammenz EA Project Leader GO Transit 20 Bay Street, Suite 600 Toronto, ON M5J 2W3 Tel.: 416-869-3600, ext 5524 Fax: 416-869-1563 E-m~il: Andreas.Grammenz@gotransit.com Comments and information regarding this study are being collected to assist in meeting the requirements of the Environmental Assessment Act. This material will be maintained on file for use during the project and may be included in project documentation. Information collected will be used in, accordance with the Freedom of Information and Protaction of Privacy Act. Wkh the exception of personal information, all comments will become part of the public record. The legal authority for this collection is the GO Transit Act. 2001, c23, Schedule A, s.9(1). Pour plus de renseignements, veulllez composer Ie 1416) 869-3200 ou Ie 1888 GET ON GO (438-8646). ... ... /.~ ",M,I' METROLlNX UI-.JU 'U,lI U Hun. II , U. 866 An agency of the Government of Ontario. .....- ~,c1lI!..,tl,'.' ....lil:L:I..... " f. . . , . , ~.' .'. .:rT.1;f~~... _ _.\__ .':... ~.:u_.1?. ;ti;.491.... _:':"';;'~_'-''''_'__._.'u, _ !ii~~~"tl~" ._<. '-".:"""" '\ ;~. -~:',-J,'..~~ '.:~... ;ll ,,::. l __ ~ .... 'l!!l1II. AECOM Future GO Transit Expansion (Oshawa to Bowmanville) ittee Stakeholders Technical Advisory Comm June 3, 2009 -l o ;u eo '0 o ;:+)> "0:= enOl on , ::r 03 Oleo <O::J b- <O~ 10:30 am to 12:30 pm AECOM (TSH) offices 300 Water Street, Whitby. Date: Time: Place: co OJ -..I h' i :--..---..--_'? '--~-'- -. '-<<~':...:.-.~;-:: <: ;'.to"., ~;.< L \\.- -~-..,,: ... "'1IIl'" I AECOM Welcome Expansion Future GO Transit PROJEct LIMITS Please review the displays and ask questions of the Study Team members that are present e f Oshawa to Bowmanvill eow"'Nvni'E .~;t.",;;~~'.... CD OJ CD '. ii'~ , ~GJ..- .....~ c: . - $)f;;;", - .... C.:- ~::':::.~;;.'."" .:; ";~::.. ,': W'...&~.~l~""lJf;lI.,..\t~l$'lrr~~~ ._~~"', " lIl';;n"'~" o. . - .."." "~ "'~l'co.." .~:;': ~ ~ ill... "I.... I AECOM n9 Consultant for the Project Purpose of Today's Meeti To introduce the GO Team and GO Transit . regional departments stakeholder and To meet regional '" from Oshawa to s Plans for the Expansion Explain GO Transit' Bowmanville . Develop a familiarity with City / Regional plans/concerns that are being undertaken or that may influence the project "" gathering information list for For the consultant to build a contact ... Data gathering request / nformation . OJ en (0 - ... ._.....cr~I;.:'~:._.._.t.. --~._.--n 01 "'-'-~'~"'i-'--"--,,, _ __ ^'. f'11i1ll:~r.'fir..-,'.'_--;:."".:,.., . ~ '1 '-~-' ,:.:\~,. ,I> ". ~ () ~;;. ~ . eJ~. AECOM Proposed Scope of the Expansion GO Twinning of the CP rail line to provide new rail capacity for Train Service east of Oshawa to Bowmanville; , . the corridor new GO stations along Construction of ,. train capacity) mate 8 It (u site Construction of a train layover along the corridor; . Hwy 401 croSSing of over road" "rail Construction of a new and .. rail Maintenance Facility and Construction of a Heavy Rail yard west of Thickson Road. . Q) -..j o ... , .'~~,.'.~;I' ., --~ ..... .;1........... ._;..n.~__,_.. ....,";,::0.(. '.', t ... '!'Jill" AECOM Study Process This project's environmental impact will be assessed under Ontario's Transit Project Assessment Process (Regulation 231/08 under Ontario's Environmental Assessment Act). It Regulation 231/08 assumes the rationale and alternatives to this project have been established. The regulation allows the proponent to concentrate its efforts on the environmental and other impacts of the preferred alternative. . Estimated Milestones of the EA - Presently EA Pre-consultation Resource Development - Beginning-Fall 2009 Notice of Commencement - Mid-October 2009 Public Information Centres - Earlier-2010 Filing of the Environmental Project Report - Mid-March 2010 Approva .. CD -oJ ~ ~IIU. I!lI'JP' AECOM - Study Background A Feasibility Study was carried out by GO Transit in Spring 2009. Two alternative route locations, or twinning options were considered: Twinning the CN line south of Highway 401; or Twinning the CP line north of Highway 401 'ijr:we. . _ .~."" MGJ..... : : .ft~ ,; . ~ -. "s:.r: ':-~~. .:t.. .:.... . _ _ _. _ f. '.!il.t .... . .~. .J..__ -"___.!.. __'. ... "'!i'~!(~""r'- --':-._--,-.. . ,:,....'!':rt\~:; ""\.. '. \~. "J..,~. , .~ the presents it The CP line was selected as the preferred alternative because best benefit to the communities, t' for future growth have easier ncreased number of alternative sites along s location is closer to core areas Wi connections the corridor transit to regional ~ access (Xl -..1 I\) . ,-~ -\~~::~:~.:.~..:.:.; " .,: .... ~I!II" AECOM What's Next? Your input is requested on the plans for future GO Train Expansion from Oshawa to Bowmanville. The Study Team will consider input received from today's meeting as the study moves into the formal EA process. The proposed GO Station locations and details about other recommended improvements will be displayed at future Public nformation Centres in Fall 2009. CD -..J W . . )"}~ ~< ~,t~ -" .- .I.........-....-:~... '-'__ ,~~~" ,~~ """" I' !i!!,(~r'1W'''- ",n___,.,...:'...;, ~"'~ ., /'.'.'\~" ':~.., \"~'<0.'\,,>""', "-;.: _; f1~~'.~ ;:! ,~ ';. "a " __ 0 ~ . - '.. Study Challenges Obstacles along the CP corridor will include: New 401 Bridge Crossing, connecting the GO Transit Subdivision (south of Hwy 401) with the CP Belleville Subdivision (north of Hwy 401) Selecting preferred station locations Determining a preferred Train Layover Site Addressing environmental features (i.e., creeks and wetlands) 00 -.J -I> ~~~li!1glOn REPORT ENGINEERING SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, June 15, 2009 Resolution #: Report #: EGD-023-09 File#: By-law #: Subject: MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR MAY, 2009. Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report EGD-023-09 be received for information. Submitted by: ~~7- A. S. Cannella, C.E.T. Director of Engineering Services /:,\~< ~ Reviewed by: U - Franklin Wu Chief Administrative Officer ASC*RP*bb June 02, 2009 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILlE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-1824 901 REPORT NO.: EGD-023-09 PAGE 2 1 . BACKGROUND 1.1 With respect to the Building Permit Activity for the month of MAY 2009, Staff wish to highlight the following statistics for the information of Committee and Council. MONTH OF MAY 2009 2008 BUILDING NUMBER OF I VALUE OF NUMBER OF VALUE OF % CHANGE OF CATEGORY PERMITS CONSTRUCTION PERMITS CONSTRUCTION VALUE 2009-2008 Residential 64 $8,005,534 88 $10,123,761 -20.9% Industrial 0 $0 1 $1,215,056 N/A Government 0 $0 2 $1,675,000 N/A Commercial 8 $771,000 5 $131,200 487.7% Institutional 0 $0 1 $20,000 N/A Agricultural 2 $1,024,908 3 $54,720 1,773.0% Demolition 1 $0 2 $0 N/A TOTAL 75 $9,801,442 102 $13,219,737 -25.9% YEAR TO DATE 2009 2008 BUILDING NUMBER OF VALUE OF NUMBER OF VALUE OF % CHANGE OF CATEGORY PERMITS CONSTRUCTION PERMITS CONSTRUCTION VALUE 2009-2008 Residential 181 $24,799,144 267 $43,819,476 -43.4% Industrial 1 $120,000 1 $1,215,056 -90.1% Government 0 $0 2 $1,675,000 N/A Commercial 20 $2,078,924 22 $2,117,151 -1.8% Institutional 3 $13,737,560 7 $3,115,000 341.0% Agricultural 6 $1,685,830 14 $5,533,960 -69.5% Demolition 13 $0 10 $0 N/A TOTAL 224 $42,421,458 323 $57,475,643 -26.2% 902 REPORT NO.: EGD-023-oe PAGE 3 1.2 With respect to building permit activities (over $250,000) and large residential building permit activities, the details are provided as follows: Owner I Applicant FIRST CAPITAL (BOWMANVILLE) REALTY CORPORATION WINGPIT RESTAURANTS CORP 1722154 ONTARIO INC 'i: Ii Construction Type Interior Alterations for Staples I nterior Alterations - Restaurant Addition to Existing Plant (Algoma Orchards) Location 185 KING EAST STREET, BOWMANVILLE 570 LONGWORTH AVENUE, BOWMANVILLE 201 REGIONAL RD 42, CLARKE Value $250,000 $350,000 $900,000 903 REPORT NO.: EGD-023-09 PAGE 4 The following is a comparison of the types of dwelling units issued for the month of "MAY" and "YEAR TO DATE". Dwelling Unit Type "MAY" 2009 3 Apartment 10% Dwelling Unit Type "YEAR TO DATE 2009" 6 Apartment 7% 58 Single Detached 69% 8 Semi- Detached 28% o Townhouse 0% o Townhouse 0% 18 Single Detached 62% 20 Semi- Detached 24% iii Single Detached 1 B . Semi-Detached B Ii Townhouse 0 C Apartment 3 II Single Detached 58 . Semi-Detached 20 IITownhouse 0 CApartment 6 The following is a historical comparison of the building permits issued for the month of "MAY" and "YEAR TO DATE" for a three year period. Historical Data for Month of "MAY" Historical Data "YEAR TO DATE" $90,000.000 $25,000,000 $80,000,000 $70,000,000 $20,000,000 $60,000,000 $15,000,000 $50,000,000 $40,000,000 $10.000,000 $30,000,000 $5,000,000 $20,000,000 $10,000,000 $0 $0 s;aValue IilValue 904 REPORT NO.: EGD-023-09 PAGE 5 , PERMIT REVENUES i 2009 2008 i May Year to Date May Year to Date i PERMIT FEES $ 65,071 $ 285,290 $ 99,645 $ 398,715 , ! INSPECTION SERVICES 2009 2008 i May Year to Date May Year to Date i Building Inspections . 529 2,093 456 1,967 Plumbing & Heating Inspections 521 2,507 589 2,504 Pool Enclosure Inspections 6 11 8 13 i TOTAL 1,056 4,611 1,053 4,484 ' i i :.1 Ii , , NUMBER OF NEW RESIDENTIAL UNITS i , 2009 2008 , i 'j May Year to Date May Year to Date , Single Detached 18 58 20 128 , , Semi-Detached 8 20 6 28 , Townhouse 0 0 25 25 , 3 6 1 3 Apartments ! TOTAL 29 84 52 184 , I 905 REPORT NO.: EGD-023-09 PAGE 6 RESIDENTIAL UNITS HISTORICAL COMPARISON YEAR: 2009 (to end of 2008 2007 2006 2005 2004 2003 2002 2001 2000 1999 AREA May) Bowmanville 23 340 451 609 307 587 468 345 312 188 164 Courtice 42 134 82 126 241 173 180 133 129 231 296 Newcastle 11 60 77 84 202 191 123 131 76 110 78 Wilmot Creek 1 30 16 15 15 . 25 29 38 24 19 21 : Orono 0 2 1 1 1 2 0 1 0 0 1 ! Darlington 1 10 6 7 14 15 13 17 47 102 31 Clarke 4 5 11 12 13 10 16 15 9 17 17 I Burketon 0 0 0 0 1 1 1 1 0 1 0 Enfield 0 0 0 0 0 0 0 0 0 0 0 Ennlsklllen 1 0 0 1 1 1 0 2 5 7 6 Hampton 0 0 1 1 0 0 0 1 1 1 2 Haydon 0 0 0 0 0 0 0 0 0 0 . 1 Kendal 0 0 1 0 0 1 0 3 2 0 1 Kirby 0 0 0 0 0 0 0 0 0 0 0 ! Leskard 0 0 0 0 0 0 0 1 0 0 1 Maple Grove 0 0 0 0 0 0 1 0 0 0 0 I Mitchell Corners 0 0 1 0 0 1 0 0 0 0 0 ! Newtonville 0 7 2 2 4 5 3 3 0 3 1 ! SoUna 1 0 6 3 3 3 3 1 1 0 0 , Tyrone 0 5 0 0 0 0 3 9 3 0 0 TOTALS 84 593 655 861 802 1,015 843 701 609 679 640 906 CI~illglOn REPORT EMERGENCY AND FIRE SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: JUNE 15, 2009 Resolution#: Report #: ESD-009-09 File#:_ By-law #: I I 'I ~ ! ~ I ~ i Subject: MONTHLY RESPONSE REPORT - MAY 2009 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report ESD-009-09 be received for information. Submitted by: Gordon Weir, AMCT, MMlll Director Emergency & Fire Services --- Reviewed by: c:Z~ -Franklin Wu. Chief Administrative Officer GW*tw 1r CORPORATION OF THE MUNICIPALITY OF CLARINGtON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F 905)623-6506 1101 REPORT NO: ESD-009-09 PAGE 2 1.0 BACKGROUND 1.1 Our Report covers the month of May 2009. It is our intent to provide Committee with information relevant to this Department, in a timely manner. 2.0 REPORT 2.1 The Department responded to 271 calls during this period and recorded total fire loss at $53,500. A breakdown of calls responded to follows in the table attached (Attachment #1). Attachment #1 Activity Report Response Categories 1102 Attachment #1 to ESD-009-09 CLARINGTON EMERGENCY & FIRE SERVICES ACTIVITY REPORT REPORT PERIOD: MAY 1, 2009 OO:OO:OOhrs - MAY 31,2009 23:59:59hrs RESPOt./SE TYPE REPORT i: FIRE STATIONS 2009 2008 RESPONSE STATION STATION STATION STATION STATION THIS TO TO SAME TO TYPE 1 2 3 4 5 PERIOD DATE DATE % PERIOD DATE FIRES I 9 2 2 6 0 19 69 5.1% 17 47 EXPLOSIONS OVERPRESSURE RUTURE 0 0 0 0 0 0 1 0.1% 0 2 EXPLOSIONS - PRE FIRE 3 0 0 1 0 4 27 2.0% 0 18 CONDITIONS BURNING 4 3 1 4 0 12 20 1.5% 16 42 (controlled) FALSE FIRE 16 3 3 6 1 29 152 11.3% 30 183 CALLS . CO FALSE 9 2 0 10 0 21 101 7.5% 11 112 CALLS PUBLIC HAZARD 7 5 0 1 0 13 57 4.2% 11 46 CALLS . RESCUE CALLS 8 8 5 4 0 25 155 11.5% 31 208 . MEDICAL CALLS 75 10 10 . 43 8 146 688 51.2% 132 702 OTHER 7 0 0 5 0 12 75 5.6% 23 122 RESPONSES TOTALS THIS PERIOD 138 33 21 80 9 281 1345 100.0% 271 1482 TO DATE 754 174 83 298 36 1345 THIS PERIOD 148 34 18 51 20 271 LAST YEAR TO DATE LAST 763 193 98 363 36 1482 YEAR 1103 Attachment #1 to ESD-009-09 CLARINGTON EMERGENCY & FIRE SERVICES ACTIVITY REPORT DOLLAR LOSS REPORT THIS PERIOD $53,500 2009 TO DATE $1,432,800 THIS PERIOD $68,500 2008 . TO DATE $7,450,200 STATION 1 PUMPER SCAT PUMPER TANKER UTILITY AERIAL RESCUE 1 1 11 1 1 1 1 THIS PERIOD 285 163 79 25 2 3 9 4 TO DATE 1426 710 630 0 13 11 31 31 STATION 2 PUMPER TANKER 2 2 THIS PERIOD 48 36 12 TO DATE 246 188 58 STATION 3 PUMPER TANKER UTILITY ATV 3 3 3 THIS PERIOD 28 . 22 6 0 0 TO DATE 149 104 40 4 1 STATION 4 PUMPER PUMPER TANKER Aerial 4 44 4 4 THIS PERIOD 126 116 7 2 1 TO DATE 604 537 44 16 7 STATION 5 PUMPER TANKER 5 5 THIS PERIOD 11 9 2 TO DATE 69 46 23 498 TOTAL VEHICLE MOVEMENTS FOR THIS PERIOD 2494 TOTAL VEHICLE MOVEMENTS TO DATE - 2009 APPARATUS RESPONSE REPORT FOR THIS PERIOD 1104 Attachment #1 to ESD-009-09 DESCRIPTION OF TYPES OF RESPONSES Fires and Explosions: Instance of destructive and uncontrolled buming involving structures, vehicles and open area fires, including explosion of combustible solids, liquids or gases which mayor may not have resulted in a dollar loss. Overpressure Rupture/Explosion: An explosion or rupture as a result of pressure, no fire. Pre Fire Conditions: Incidents with no fire that involve heat or potential pre fire conditions e.g. pot on stove, cooking - smoke or steam, lightning, fireworks. Burning (controlled): Complaint call related to outdoor controlled burning, authorized or unauthorized. Fire Department did not take suppression action. False Fire Calls: Alarm activation or fire call that when investigated, is determined to be as a result of equipment failure, malicious/prank, perceived emergency, accidental activation of alarm by person , r , , CO (carbon monoxide) False Calls: A call where it is determined that the detection equipment malfunctioned or there was a perceived emergency - no CO leak Public Hazard Calls: Includes a response for spills and leaks of a hazardous product such as natural Gas, Propane, Refrigerant, Miscellaneous/Unknown, Gasoline or Fuel, Toxic Chemical, Radio-active Material, Power Lines Down, Arcing, Bomb, Explosive Removal, Standby, CO (carbon monoxide) or Other Public Hazard. i, Rescue Calls: A call for a person in danger due to their proximity to the occurrence and who is unable to self evacuate and is assisted by Fire Department personnel i.e. Vehicle Accident, Building Collapse, Commercial"ndustrial Accident, Home/Residential Accident, Persons Trapped in Elevator, Water Rescue, or Water/Ice Rescue. Medical/Resuscitator Call: Includes a response to a patient(s) suffering from Asphyxia, Respiratory Condition, Convulsions, Epileptic, Diabetic Seizure, Electric Shock, Traumatic Shock, He~rt Attack, Stroke, Drug Related, Alcohol Related, Cuts, Abrasions, Fracture, Burns, Person Fainted, Nausea and pre-hospital care such as administering oxygen, CPR, defibrillation, or first aid Other Response: Assistance to other Fire Departmehts, call cancelled on route, non fire incidents where an illegal grow operation or drug operation was discovered 1105 i 1 j 'I 1 ~ , i j . i ; I ~ J J :i i 1 , l ! I 1 , 1 .~ 1 <, I , ! j 1 1 ~ l ~ ! 1 .~ j 1 C!f}!ington REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 15, 2009 Resolution #: Report #: CSD-012-09 File#: By-law #: Subject: ADMISSION STANDARDS FOR PUBLIC POOLS I, Recommendations: It is respectfully recommended that the General Purpose and Administration Committee . recommend to Council the following: 1. THAT Report CSD-012-09 be received for information. /' / ( ,,- Submitted by: Jo h P. Caruana pilector of Community Services II Reviewed byQ ~ 0 _ ranklin Wu Chief Administrative Officer JPCrrL CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3A6 T (905)623-3379 F (905)623-5506 'I 1201 REPORT NO.: CSD-012-09 1.0 BACKGROUND PAGE 2 1,1 In June 2005, Council received Report CSD-11-05 (Attachment #1), which advised Council of the Ministry of Health and Long Term Care's notice to area municipalities regarding the release of the Coroner's Recommendations for Admission Standards for Public Pools. At that time, Admission Standards for Municipality of Clarington public pools were developed and implemented, 1,2 In an ongoing effort to ensure the safety of young children in public swimming pools the Durham Region Public Health Department is strongly recommending a change to all Durham Region Municipalities (including Clarington) Aquatic Admission Standards. The proposed change is centred around parental/guardian supervision ratios in public pools; the change results in a decrease in the ratio of children under the age of 6 years to guardians from the current standard of 3:1 to 2:1. 1.3 The chart below outlines the current admission standard and proposed changes are underlined. Current Standard Children under the age of ~ years must be accompanied by a participating parent or guardian 14 years of age or older, who is responsible for their direct supervision, Direct supervision is defined as "within arms reach." Maximum ratio of children to Quardian is 3: 1, New Standard Children under the age of Q years must be accompanied by a participating parent or guardian 14 years of age or older, who is responsible for their direct supervision (within arms reach). Maximum ratio of children to Quardian is 2:1, Children aged 6-9 years who are non- swimmers must be accompanied by a parent or guardian who is at least 14 years of age and responsible for their direct supervision. The ratio of non-swimmers to parent or Quardian must be a maximum of 4:1, Note: if any children in the group are 5 years of age and under, a ratio of 2:1 is required. Children aged 6 and 7 who are able to pass the facility swim test. Parents or guardians must be actively participating in the water and supervisinQ their child within the 001 enclosure. Children aged 8 and 9 years who cannot pass the facility swim test must be accom anied b a artici atin arent or 1202 REPORT NO.: CSD-012-09 guardian 14 years of age or older, who is responsible for their direct supervision. Maximum ratio of children to guardians is 4:1. Guardians or group leaders are responsible for their children in their care while in the facility and must directly supervise the children at all times. Direct supervision for this purpose means "in the water." 2.0 COMMENTS PAGE 3 guardian 14 years of age or older, who is responsible for their direct supervision. Maximum ratio of children to guardians is 4:1. Guardians or group leaders are responsible for their children in their care while in the facility and must directly supervise the children at all times. Direct supervision for this purpose means "in the water," . 2,1 While the proposed supervision ratio is currently not required by the Health Protection and Promotion Act, it follows a recommendation stemming from a Coroner's Inquest and is strongly support by both the Lifesaving Society and the Durham Region Health Department. It is anticipated that this change will be legislated in the next update of the Health Protection and Promotion Act. 2.2 Implementation of the recommended ratio of 2:1 for children under the age of 6 years may have a negative impact on current facility users with young children as the new standard is more restrictive on the number of children permitted per adult. To lessen the impact, slight modifications that do not compromise public safety have been made for families with 6 and 7 year olds who are able to demonstrate swimming ability by passing the facility swim test. 2.3 The new Admission Standards for Public Pools (Attachment #2) will be effective June 27, 2009. This date was chosen as it coincides with the beginning of the summer session. Prior to this date, extensive public awareness and education will take place through a number of venues, including: · newspaper advertisement · handouts to swimming lesson participants and publiclfamily swim users · Summer Community Services Recreation & Leisure Guide · signage within facilities . , I 2.4 All appropriate Community Services Department Staff have been advised of the new Admissions Standards, and trained on the standards and implementation strategies. 2.5 Safety continues to be a top priority within our facilities, and although it is anticipated the new Admissions Standards will have an impact on current users, the Community Services Department supports the Ministry of Health and Long- Term Care and the approach that "parental supervision is of vital assistance to the lifeguard staff in ensuring safety within a pool enclosure." , , i 1203 REPORT NO.: CSD-012-09 PAGE 4 Attachments: Attachment #1 - Report CSD-011-05 Attachment #2 - Admission Standards for Public Pools 1204 ATTACHMENT # 1 TO REPORT CSD-012-09 Cl~mgtnn REPORT COMMUNITY SERVICES DEPARTMENT Meeting: General Purpose and Administration Committee Date: June 20, 2005 Resolution #: Report #: CSD.11-05 File #: By-law #: Subject: Proposed Admission Standards for Public Swimming Pools Recommendations: . It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CSD-ll-05 be received for information. :.1 I; Submitted by: Joseph P. Caruana Director of Community Services Reviewed by: Franklin Wu Chief Administrative Officer JPC/BT/EM CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3AB T (905)623-3379 F (905)623-5506 1205 REPORT NO.: CSD.11-05 PAGE 2 1.0 BACKGROUND 1.1 The operation of all public pools is regulated by the Health Protection and Promotion Act (Regulation 565) and is administered locally by the Region of Durham Health Department as mandated by the Ministry of Health and Long-Term Care. 1.2 Pool incidents involving a major injury or a drowning are thoroughly investigated by the various Health Departments and/or Ministry and the results are circulated to all pool operators in an effort to create awareness to avoid similar situations from occurring locally. 1.3 Following a fatal drowning that occurred in another municipality, the Coroner conducted an inquest into the drowning. As a result of the inquest findings, the Ministry of Health and Long-Term Care has requested the Region of Durham Health Department circulate a notice to area municipalities (Attachment #1) and the Coroner's Recommendations (Attachment #2) to all local pool operators, including our Municipality. 1.4 Primarily, the Coroner's inquest recommends that all children under the age of ten (10) must be accompanied by an attendant who will directly supervise and be responsible for the child while in the pool. In this particular case, the drowning occurred when a group of young children were unsupervised by their attendants in a supervised facility. The Coroner's investigation found that if the attendants had stayed and supervised the young children, the drowning might not have occu rred. 1.5 In a response to this event the Coroner's office, along with numerous stakeholders, developed recommended Admission Standards to prevent such tragedies in the future. The Ministry of Health and Long-Term Care strongly support these recommendations for the purposes of preventing injuries and fatalities. 1.6 The Admission Standards state that: . Children under 10 years of age who are non-swimmers must be accompanied by a parent or guardian who is at least 12 years of age and responsible for their direct supervision. The ratio is to be 4:1 (4 bathers to one parent or guardian). If Iifejackets are worn by all non-swimmers in their charge, the ratio may be increased to 8: 1. . Children under 10 years who are swimmers (able to demonstrate comfort in the water and pass the facility swim test) may be admitted to the swimming pool unaccompanied. 1206 REPORT NO.: CSD.11-05 PAGE 3 · Children under 6 years of age must be accompanied by a parent or guardian at a maximum ratio of 2:1, · Guardians or group leaders are responsible for the children in their care while in the facility and must directly supervise the children at all times. · Guardians or group leaders should be at least 12 years of age, 1,7 The Region of Durham, Health Department recently circulated a notice to all owners/operators and lifeguards of public pools advising us of these Admission Standards with the recommendation that all pool operators, including the Municipality, consider the standards as a tool to assist us in preventing accidents or drownings in our pools. 2.0 COMMENTS 2,1 There are several ways these new Admission Standards will impact our operations: . Currently, our minimum age requirement to be unaccompanied in the pool is 6 years of age, regardless of comfort level in the water ora stipulation that a swim test is passed. The minimum age will now move to 10 years of age and this will impact the children and parents/guardians that use our facilities for recreational swims. · Our summer camp program includes an aquatics component. Our ratios for camp staff with respect to our campers who are under 6 years of age would be impacted. Our current ratio is 3:1 and the recommended ratio is 2:1, which may have budget implications if additional staff are required. · Under the new Admission Standards, age is not the only criteria for determining if a child may be left unaccompanied, Swimming ability is also taken into consideration. An efficient swim testing method will need to be established at our facilities to comply with the Admission Standards. Frequently, our pools operate at capacity and staff will need to devise a process to assess swimmers in an efficient and timely manner. · . In order to comply with the recommendations, staff will need to develop a proof-of-age process for caregivers (12 years of age and over). It should also be noted that staff have concerns regarding the ability of 12 year olds to be responsible for siblings in a pool environment. 1207 REPORT NO.: CSD.11.05 PAGE 4 2.2 It should be noted that at this point, these are only recommendations and not regulations under the Health Protection and Promotion Act. As implementation of the recommendations is voluntary, a start date has not been established by either the Ministry or the Health Department. These recommendations have been brought to the attention of the pool operators in an effort to be proactive in educating the public in these recommendations. Staff is anticipating a change to the Health Regulations for Public Pools in the near future to include these Admission Standards as part of the Health Protection and Promotion Act. 2.3 Currently, the aquatics departments of neighbouring municipalities are reviewing the information and staff anticipate a program to incorporate the Admission Standards will be in place as coordinated through the Durham Region Aquatics Committee, in the fall of 2005. The Municipality of Clarington has representation on this committee, 2.4 In the interim, the Community Services Department will commence a program of staff training regarding the recommendations and provide information to our residents regarding the future implementation of the Admissions Standards recommendations. Attachments: Attachment #1 - Notice - Region of Durham, Health Department Attachment #2 - Coroner's Recommendations 1208 The Regional Municipality of Durham Health Department HEAD OFFICE SUITE 210 1615 DUNDAS ST. E. WHITBY ON L1N 2L1 CANADA 905-723-6521 Tor. 905-666-2740 1-600-841-2729 Fax: 905-723-6026 www.region.durham.on.ca . An Accredll8d i .... ol)lic Hutth Agency I :' -'. 'SetVice &ceI1ence /or our Communities- Attachment #1 to Report CSD-ll-05 NOTICE To all Owners/Operators and Lifeguards of Public Pools A drowning occurred when a group of young children were unsupernsed by their attendants in a supervised publicpool facility. A coroner's investigation into the matter noted that if the' attendants had stayed and supervised the young children, the drowning may not have occurred. In response to this event, the Coroner's Office, along with numerous stakeholders, developed Admission Standards to prevent such tragedies in the future. Attached is a fact sheet on the Admission Standards. . Please consider these stimdards as a tool to assist you, the pool owner, operator or lifeguard in preventing accidents or drownings in your pool. . . We recommend posting of these requirements or advising the users of your pool through' written handouts. Information of this nature is very viiluable in preventing a mishap in your pool. . Please consider the intent of these recommendations. Parental supervision is of vital assistance to the lifeguard staff in ensuring. safety within a pool enclosure. . . Owners and operators of class B Public Pools that. do not require lifeguards should consider advising their users to limit the number of young or non- swimmers that a parent or his or her agent takes' into the pool enclosure. Use these AlJmission Standards as an example. ' If you have any questions or concerns please contact the Durham Region Help Line at (905) 723-852 r, Ext. 2188. We are thankful you care. ~ Mike Pittman, B.Sc., C.P.H.I.(C) Senior Public Health ~ector Environmental Health Division Prepared for the Protection of Ontario Residents by: Ministry of Health and Long-Term Care, Public Heath Division, InfectiouS Diseases Branch (i) 1209 Attachment #2 to Report CSD-ll-05 /..1nlI~.sION ST.ANDARDS FOR PUBLIC !lOOLS Coronel"'S Recommendation . M" . . Children under the age of 1 0 years who are ncin-swimIners must be accompanied by a parent or guardi:m who is at least 12 years of age- andresponsible for their-direct supervisioxL The. ratio of non-sv.immers to parent or gUardian may be a maximum of 4 bathers to one parent or guardi:m (4:1). The ratio ofnon~swimmCrs to parent or guardian may'be increased to a . maximum of8 bathers to one pai-ent or guardian (8:1) iflifejacketS'arewom by all non- s"..immers in their charge . . Childre= under the age of 10 who are ~e~ (abl~ to demonsrrate comfort in the water and pass the facility swim test) may be ~tted to the sv,.;mrriingpocil unaccompanied. . Children under the age of6 years may not De admitted to the swimmingpooluniess they are accompanied by a parent or guardian who is responSible forth~ir direct supervision, with II maximum of two children for each parent or guardian. . . Guardians or group leaders are responsible for'the children in'their care whiie in the facility and must directly suoervise the children at all tinies. . . ..... . . . . Guardians or group leaders should be at least 12 years of age. . Ratios ofinstructors/ufesroards to bathers must also be maintained as oer Re:mlation 565. . - .. ... Class B Public Pools that do not reauire lifelnlards still reauire bathers under twelve years of age to be accompanied by a parent or his or her ;gent who is not less than sixteen ye:rs ;r age. 1210 ATTACHMENT # 2 TO REPORT C5D-012-09 Clmmgton ",t'\ II Admission standards for Public Pools ~ ~..._~ "\. Effective June 27, 2009 Admission standards for Public Pools were developed by the office of the chief Coroner 10 assisllifeguards and assistant lifeguards in maintaining adequate surveillance over the whereabouts and the activites of young bathers while they are inside the pool enclosure. The Minisby of Health and Long-Term care strongly supports these recommendations for the purposes of preventing injuries and fatalities. I. children llged 6-9 years who are non-swimmers must be accompanied by a parenl or guardian who is al least 14 years of age and responsible for their direct supervision. The ratio of non-swimmers to parent or guardian may be a maximum of 4:1. Note: if any chHdren in the group are 5 yealS of age and under, a lOtio of 2: I is required. see bullet 2 for more infonnation. . A. children aged 6 " 7 who are able 10 pass Ihe facility swim test each lime will receive a wrist band. Parent or guardians musl be actively participating in the water and supervising their child within the pool enclosure. B. children aged 8 " 9 years who are able to pass the fadlity swim test may be admitted 10 the swimming pool unaccompanied. ^ wrist band " facility swim test card will be issued 2. children under the ~r" of 6 years may not be admitted 10 the swimming pool unless they are accompanied by a parenl or guardian who is responsible for their direct supervision (within arms reaCh), with a maximum of two children for each parent or guardian. 3. Guardians or llJUUP "'~ners are responsible for the children in their care while in the facility and mUSI directly supervise Un the waler) the children at all times. " , SWIM ruT CRI1ERIA . submerge entire head under waler in any comfortable way, including face, ears and back of head. . In a relaxed manner, swim continuously two widths of the pool on fronl using any form of propulsion (arms/legs combination), . Maintain near horizonatal body position. . swim in one direction, lum and then swim in the opposite direction. 1211 . CLarJygton REPORT CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 15, 2009 Report #: CLD-012-09 File#: By-law #: Subject: STANDING COMMITTEE STRUCTURE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-012-09 be received; 2 , THAT one of the following options relating to the Municipality's standing committee structure be chosen: Option 1 THAT the General Purpose and Administration Committee be divided into two committees, namely the Planning a'nd Engineering Committee and the Administration Committee with a three-week meeting cycle, committee meetings being held during the day and Council meetings held in the evening. Option 2 THAT the General Purpose and Administration Committee be divided into two committees, namely the Planning Committee and the Administration Committee with a three-week meeting cycle, committee meetings being held during the day and Council meetings held in the evening. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-6506 1301 REPORT NO.: CLD-012-09 PAGE 2 OF 9 ODtion 3 THAT the current standing committee structure remain unchanged, ie, General Purpose and Administration Committee remain in its current structure with a two- week meeting cycle, committee meetings being held during the day and Council meetings held in the evening. Submitted by: a', B Ie, CMO unicipal Clerk o ~ &-.;u. Reviewed by: Franklin Wu, Chief Administrative Officer 1302 REPORT NO.: CLD-012-09 PAGE 3 OF 9 1.0 BACKGROUND At the Council meeting held on April 6, 2009, Council approved the following recommendations of the General Purpose and Administration Committee: "WHEREAS the Current Standing Committee Structure includes. one standing Committee, being the General Purpose and Administration Committee; WHEREAS the current meeting and reporting structure, being Committee and Council alternating weeks, presents timeline challenges for both staff and Council for investigation and preparation for the meetings; WHEREAS valuable senior staff resources are tied up attending Committee meetings regarding issues not pertaining to their department; NOW THEREFORE BE IT RESOLVED THAT the CAO and Municipal Clerk be directed to investigate and report back to GPA, prior to the summer recess, on options to modify the current standing committee structure, streamline meetings, and improve reporting efficiencies; and THAT the options considered include a three week schedule as follows: · week 1 day committee meeting addressing planning matters, · week 2 day committee meeting addressing balance of agenda matters, and . week 3 night Council Meeting." 2.0 CURRENT STRUCTURE Currently, we operate under a one standing committee structure, namely the General Purpose and Administration Committee (GPA). All matters to be considered by Council are reported through GPA, unless the matter is urgent and the timing does not allow for consideration by Committee. In this case, the report is taken directly to Council. GPA meets generally the first and third Monday of the month, with its recommendations being considered by Council on the alternating Mondays. This committee structure results in lengthy Committee meetings as all matters requiring Council direction are considered in one sitting and it does not provide an abundance of time between meetings for issues to be reviewed and reports prepared for inclusion on the next agenda. , , Ii I 1303 REPORT NO.: CLD-012-09 PAGE40F9 In reviewing the current structure and the meetings, three areas of concern arise: 1. volume of reports 2. length of discussion and debate (this will be addressed in more detail later in the report) 3. delegates having to sit through lengthy meetings to determine the outcome of their issue, giving the perception of inefficiency Two of the concerns identified could be improved upon by dividing our GPA Committee into two committees. By doing so, the volume of reports being considered at each meeting would be reduced, and delegates' issues would be considered in a more timely manner.. Two possibilities for altering the current committee structure are as follows: 1. One committee addressing Planning and Engineering matters One committee addressing the balance of agenda matters (Administration Committee) 2. One committee addressing Planning matters One committee addressing the balance of agenda matters (Administration Committee) In order to allow all members of Council the benefit of hearing the delegations and debate regarding each matter, it is recommended that all members serve on both committees. It would not be necessary for staff to attend the meeting which does not deal with matters affecting their department. Supposing one of above options was put in place following the summer recess, the schedule from September to December would be as follows: 1304 REPORT NO.: CLD-012-09 PAGE 5 OF 9 Legend PE = Planning Committee or Planning and Engineering Committee AD = Administration Committee C = Council mm!! = Statutory Holiday OCTOBER T S M T W T F S 3 1 2 3 10 4 AD 6 7 8 9 10 AD 17 11 C 14 15 16 17 C 24 18 20 21 22 23 24 PE 25 27 28 29 30 31 S M T W T F S S M T W T F S 1 C 3 4 5 6 7 1 2 3 4 5 : I 8 PE 10 11 12 13 14 6 AD 8 9 10 11 12 15 AD 17 18 19 20 21 13 C 15 16 17 18 19 22 C 24 25 26 27 28 20 21 22 23 24 25 26 29 PE 27 28 29 30 31 3.0 MEETING LENGTH In order to determine the amount of time being spent in meetings, a review of both GPA and Council meetings from 2000 through to 2009 (to the end of April) was undertaken, with the following results: Average Meeting Average Meeting Year Time - GPA Time - Council 2000 3.29 hours 2.05 hours 2001 2.86 hours 2.25 hours 2002 2.78 hours 1.60 hours 2003 2.05 hours 1.75 hours 2004 1.80 hours 1.90 hours 2005 1.90 hours 1.50 hours 2006 1.90 hours 1.50 hours 2007 4.06 hours 2.90 hours 2008 4.77 hours 3.20 hours 2009 4.70 hours 3.20 hours NOVEMBER DECEMBER 1305 REPORT NO.: CLD-012-09 PAGE 6 OF 9 As can be seen by the above comparison, the length of both committee and Council meetings has significantly increased over the last three years. In order to determine the cause for the increase, a look to the procedural by-law (the by-law) has been undertaken. 4.0 PROCEDURAL BY-LAW REVIEW The procedural by-law underwent an extensive review and rewrite in 2007. The new by-law works well in governing the meetings, however, in reviewing recent meetings, it is apparent that the rules are not being vigorously enforced. The following outlines areas of concern. 4.1 Announcements Section 7.3 of the by-law addresses announcements and states "During this portion of the Meeting, Members may announce or comment on community events and activities when recognized by the Chair." On numerous occasions, the matters being raised during this section of the meeting have strayed from being community events and activities and, oftentimes, prolong the meeting significantly. 4.2 Presentations and Deleaations With the passage of the current by-law in December 2007, the time limit for delegations was reduced from 10 minutes to 5 minutes, exclusive of the time allowed for questioning by the members of Council. Presentations were originally not subject to a time limit, however, by amendment to the by-law, a 10 minute time restriction was placed on presentations related to special committees of Council and other presentations deemed appropriate by the Municipal Clerk. There is no restriction on the number of presentations or delegations allowed at any one meeting. The by-law, in Section 9.1.2 states that "Members may ask questions of Delegations only to clarify their submissions or to elicit further information from them that is relevant to their submissions," Oftentimes, the questioning of the delegates and/or presenters goes beyond clarification and beyond the relevant subject matter and prolongs the time allotted to an individual delegation. 4.3 Speak Once Section 10.9.1 of the by-law states that "No Member shall speak more than once to the same question without leave of Council, GPA or Special Committee, as the case may be, except that a reply shall be allowed to be made only by a Member who has presented the motion, but not by any 1306 REPORT NO.: CLD-012-09 PAGE 7 OF 9 , Member who has moved an amendment or procedural motion in response to that motion". Sometimes when a matter is being debated, the Chair has I allowed for debate to continue with members speaking multiple times to I the same matter. I 4.4 Members 8Deakino , Lately, in many circumstances, the issues that have been before Committee and Council have resulted in significant debate. Section 10.10.1 of the by-law states that "No member, without leave of Council, GPA or a Special Committee, as the case may be, shall speak to the same question or in reply for longer than five (5) minutes." In the past, i there has been occasion when this rule is not enforced by the Chair, again prolonging the meeting. , 5.0 OTHER MUNICIPALITIES , In preparing for this report, a survey of the municipalities within Durham " " Region was undertaken and it has been determined that Oshawa, Pickering and Whitby currently work on a three-week meeting cycle; the other municipalities meet on a two-week cycle. The following table outlines how the three-week cycle works in Oshawa, Pickering and Whitby. Committee/Council Committee Municipality Structure Meeting Cycle Membership Oshawa Strategic I nitialives 3 week cycle, all 5 members, with the Committee committees meet one Mayor ex-officio week, one week of no member on all Development meetings (allowing committees , : Services Councillors time for their , , , Committee constituency work), next week Council Finance and Administration Committee Community Services Committee Pickering Planning & 3 week cycle, P&D 1" All members of Council I Development Monday of the month, serve on both Committee Executive Committee committees Meeting 2"" Monday, Council 3'" Monday Executive , Committee I I ; 1307 REPORT NO.: CLD-012-09 PAGE 8 OF 9 Operations Committee Meetin C cle P&D one Monday, Operations the next Monday followed by Council the next Monday - Management Committee meets monthly Committee Membershi 5 members serve on P&D Committee and Operations Committee, 4 members serve on Management Committee Mayor and Deputy Mayor ex-officio members of P&D Committee and o rations Committee Munici alit Whitby Committee/Council Structure Planning & Development Committee Management Committee The three-week meeting cycle appears to be working very well in those municipalities who have implemented it, allowing more time for staff to complete reports and, as less time is spent in meetings, more time for Council members to deal with resident concerns. 7.0 RECOMMENDATION It is respectfully recommended that Committee approve one of the following three options: Option 1 THAT the General Purpose and Administration Committee be divided into two committees, namely the Planning and Engineering Committee and the Administration Committee with a three-week meeting cycle, committee meetings being held during the day and Council meetings held in the evening. Option 2 THAT the General Purpose and Administration Committee be divided into two committees, namely the Planning Committee and the Administration Committee with a three-week meeting cycle, committee meetings being held during the day and Council meetings held in the evening. Option 3 THAT the current standing committee structure remain unchanged, ie, General Purpose and Administration Committee, on a two-week meeting cycle, committee meetings being held during the day and Council meetings held in the evening. 1308 REPORT NO.: CLD-012-09 PAGE 9 OF 9 Should it be Committee's wish to approve either Option 1 or Option 2, the structure could be reviewed prior to the end of the year to determine its effectiveness. 1309 Cl~mglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 15, 2009 Report #: COD-035-09 File#_ By-law # Subject: Reservist Leave: OMERS and Benefit Coverage for Full-time Employees Serving Active Duty in the Military ., j Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-035-09 be received; 2. THAT Full-time employees serving active dutv in the Canadian military on a reservist leave may request in writing that the Municipality pay the employer's portion of OMERS contributions matching the employee contribution when . purchasing all or part of the period of active duty; . i 3. THAT the benefit not be available for Temporary employees, Full-time employees who have not passed their probationary period, employees on Long Term Disability, or employees who are not in-good standing, with the Municipality of Clarington; : I 4. THAT all eligible Full-time employees who have passed their probation period and are serving active duty in the military on a reservist leave upon providing proof that benefit coverage is not provided by the military, or the Provincial or Federal Health Plan be allowed to continue on the Municipal health and dental plans, Accidental Death and Dismemberment and Life Insurance (excludes Long Term Disability and Short Term Disability) if they purchase the benefit premiums for the estimated leave period; 1401 REPORT NO.: COD-035-09 PAGE 2 5, THAT the offer does not apply to leaves of absence for training or other non deployment leaves; and 6, THAT the above be incorporated into Corporate Policy. Submitted by: ~F2 - Marie Marano, H,B.Sc., A.M,C.T, Director of Corporate Services Reviewed by: d .~~ tVk.- Franklin Wu, Chief Administrative Officer MM/jf/lw/gj 1402 REPORT NO.: COD-03S-09 PAGE 3 BACKGROUND 1.0 City of Oshawa report FA-09-04, Oshawa Council approved benefit coverage for employees on active military duty on a reservist leave and recommended the cost sharing of OMERS pension contributions for the same employees (copy of Oshawa report as attachment #1). 2.0 Municipality of Clarington Council may wish to consider a similar offer to pay the employers portion of the OMERS contribution for eligible Clarin9ton full-time employees. It would be available upon request in writing by employees who have passed their probation period and who have been deployed to serve active duty in ,! i the military on a reservist leave and decide to purchase the broken service period when active duty was served. A typical active duty in the military on reservist leave ! I is 12 to 24 months; therefore the cost for a typical leave per employee could range from $7,000 to $14,000, i, The employee would be advised of the statutory deductions applicable to this payment, which would include Canada Pension contributions, Employment Insurance premiums and federal and provincial income tax. 3.0 Benefits It is expected that benefit coverage during this period would be provided by the military and the Provincial or Federal Health Plan when active duty is being served. However, if the employee provides proof that benefit coverage is not provided to them by any source, it is recommended that their benefits be continued at the employee's cost for the premium, during the leave period. The employee would be required to provide post-dated monthly cheques for payment to cover the monthly benefit premium while serving active duty in the military on a reservist leave. Employee eligibility for these benefits will be dependent upon the length of leave and the type of activities performed on the leave and is subject to the approval of the benefit carrier. Dependents of employees' with family coverage will maintain their existing coverage if benefits are purchased. Employees will be excluded from participating in the Short Term and Long Term Disability plans, In accordance with the Master Contract for benefits, Long term disability coverage is only provided to active working employees and would not be extended for active duty in the military on reservist leaves. il 4.0 Employment Standards Act Obligations The employee on a reservist leave is entitled to be reinstated to the same position if it still exists or to a comparable position if it no longer exists, upon their return 1403 REPORT NO.: COO-o3S-09 PAGE 4 from deployment. The employee would continue to accrue seniority and length of service credit during the leave but the employer is not required to continue any benefit plans during the leave. The Municipality has the right to postpone the employee's reinstatement for two weeks after the day on which the leave ends or one pay period, whichever is later, but would be required to pay for any benefit premiums for the period the return date is postponed. 5.0 Recommendation It is recommended that a policy be prepared and circulated to be included with the Municipal Administrative and Corporate Policy Manual. The Reservist Leave is governed by the Employment Standards Act and should any regulations be updated the policy will be reviewed and updated accordingly. 1404 ".........,.....~-..:.. "'.n..n_____n.'_.', . '.__'h,.__.,._.__ ... _'__~"'...___.'. _"~"''''''_'._.'' ......_"___..._~.._.___..U...._.._....._ A IT ACHMENT # I . ~ ~(OShaWa Report To: Finance and Administration Committee Item: Date of Report: . From: Rick Stockman, Commissioner Corporate Services Department FA- 09-04 File: January 15. 2009 Date of Meeting: January 22, 2009 A-4300 Subject: Ward(s): All OMERS Coverage and Benefits for Staff Serving In the Military Public Meeting 1.0 PURPOSE The purpose of this report is to provide information on the benefit coverage employees receive while on military duty and recommend the cost sharing of OMERS pension contributions for employees who serve on active duty in the military, 2.0 RECOMMENDATION That the Finance and Administration Committee recommends to City Council: 1. That any employee on military reservist leave be reimbursed the "employer portion" of the OMERS. contributions if the employee chooses to buy back broken service time while on "reservist leave" as outlined in Report FA-09-04 dated January 15, 2009. That further to the above, employees who are on reservist leave be reimbursed their benefit cost in the Public Service Health Care Plan as outlined in Report FA- 09-04 dated January 15, 2009. That the practice of reimbursing the employer portion of OMERS contributions and benefits costs for employees who are on reservist leave be incorporated into a Human Resources Administration Manual Policy, 3.0 EXECUTIVE SUMMARY . The Finance and Administration Committee directed that a policy be developed to pay the City's share of OMERS contributions should an employee choose to buy back his/her eligible service upon retum to work from reservist duties. In 2007, Ontario's Employment Standards Act and OMERS pension changes were amended to allow employees who are reservists on active duty in the Canadian Military to "buy back" their credited service. The legislation does not cover retroactive service and OMERS rules state the employee must buy back both the employer and employee contribution directly. 98011-0704 34 1405 -..'.."-..--".. ..... .....-.... .....-...-.".".. Report to the Finance and AdministratIon Committee (Continued) -2- Item: FA- 09-04 Meeting Date: January 22, 2008 As the employee is providing a service to Canada and the City of Oshawa by their military service, Council may deem it appropriate to provide the employee the "employer portion" of the OMERS contribution. This would be the same amount that the City would have contributed to OMERS had the employee remained directly employed by the City. Payments in this regard are deemed to be a taxable benefit for the employee. Employees on military leave may purchase coverage from the federal govemment. Council may deem it appropriate to reimburse the employee their benefit costs in the Public Service Health Care Plan. 4.0 INPUT FROM OTHER SOURCES 4.1 Input from Others ~ OMERS ~ Department of National Defense 4.2 Input from the Auditor General Not applicable 5.0 ANALYSIS ~ On November 24, 2008, the Finance and Administration Committee directed: 1. That staff develOp a policy, for any staff serving his/her country in the military on an active tour of duty, stating that the City of Oshawa will pay the City's share of contributions to the employee's OMERS pension should the individual choose to buy back his/her eli9ible service upon return to work; and, 2. That staff report back on benefit coverage that the employee and his/her family may receive from the City of Oshawa and the military while on his/her tour of duty. ~ OMERS . While on leave, the employee generates "broken service" which is a period of time that could be considered pensionable by OMERS if the employee pays the employer and employee share within a specified time period after returning to work. . Only the employee is permitted to buy-back the broken service, but there is nothing to prevent the City from reimbursing the employer's share to the employee. . Any payment to reimburse the employee would be treated as a taxable benefit, and subject to statutory deductions (Income Tax, CPP and El). However, the employee would have an off-setting income tax deduction for an amount equal to his/her contribution. 35 1406 ._.u.,..__.___.._............___.. ...."'-~_.... "".-....-... .-... '--""""."___ _ ................_.. ... ....._....._, . .._ ........._. .. P' _._..'"". _ ..._,......-.._.."....~....___........~u..~._..u.._"___..._"'U_.___h_...,._~_ Report to the Finance and Administration Committee (Continued) -3- Item: FA- 09..()4 Meeting Date: January 22, 2008 ~ Health Benefits . Persons in the military receive various levels of basic health benefits, are covered under the Provincial Health Plan (OHIP) and are eligible to apply for coverage in the . federal Public Service Health Care Plan. Depending on level of coverage selected, it costs the employee approximately $50 per month and provides coverage similar. to that provided by the City's benefits program. 6.0 FINANCIAL IMPLICATIONS. ~ . The cost of reimbursing the employee the employer portion of OMERS past service is In the range of $8,000 to $16,000 for the typical 12 to 24 months of military service. ~ The cost of reimbursing the employee their payments in the federal Public Service Health Care Plan is approximately $600 per year. . ~ Appropriate provision for this expenditure is included in the 2009 budget submission. 7.0 RESPONSE TO THE COMMUNITY STRATEGIC PLAN :> Providing employees on military reservist leave the "employer portion" of the OMERS , contributions and health benefit costs supports the Community Strategic Plan of a . caring and responsive community by assisting employees who voluntarily participate in the reservist program that supports Canada's multilateral operations, peacekeeping, and humanitarian initiatives. ~<< .. '"""'-' nn Thurston, Manager HR Services and Safety , : d~ ~...-, Ric Stockman, Commissioner Corporate Services Department i 36 1407 C!{J!-!ngton REPORT' CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 15, 2009 Report #: COD-041-09 File#_ By-law # Subject: LIONS CLUB REQUEST FOR LEASE RENEWAL - CLARINGTON BEECH CENTRE . Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report COD-041-09 be received; 2. THAT Council provide staff direction with respect to the request from the Lions Club to renew the lease for space at Clarington Beech Centre; 3, THAT staff, if so directed, be authorized to proceed with the lease negotiation for the Bowmanville Nursery School space for an approved period; 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and Clerk to Execute a lease extension agreement be approved; and 5. THAT Clarington Older Adults Board and the Lions Club Board be advised of Councils decision. Submitted by: ~~SoCMO Director of Corporate Services Reviewed by: 6~~ I Franklin Wu, Chief Administrative Officer MM\JDBIkm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3A6 T (905)623-3379F (905)623-4169 1408 REPORT NO.: COD-041-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1, At the Council Meeting of June 23, 2008, Report COD-037-08 (copy attached as Schedule "B") Council authorized a lease extension for the Lions Club Bowmanville Nursery School for the ,term of September 1, 2008 to June 30, 2009. 1.2, The resulting 2008 lease is now nearing the end of its term and the Lions Club has requested a renewal of the lease for a further one year term. A copy of the Lions Club Letter is attached as Schedule "Co. 1,3, In addition to the request from the Lions Club for a lease renewal staff has also received a letter from the Clarington Older Adults Board expressing the Board's position with respect to the Lions Club request for an extension, To summarize, the COA Board has requested that the Municipality end the lease in a "reasonable practical and timely manner", This request is covered by the options listed in Section 4, Conclusions, of this report. A copy of the letter is attached as Schedule "0". For information, should Council elect to renew the lease for a short period of time to allow the Lions Club the time to locate new facilities, the end of the lease could dovetail with the Community Care Durham move to the Garnet B. Rickard Complex. Should this occur, and the space reverts back to the COA Centre, renovations and associated costs would be optimized. 2. ANALYSIS 2.1, In 2008 when the lease renewal was requested it was done so on the understanding that the lease contain a clause providing for a thirty day cancellation option. This was included in the event the nursery school could not achieve and maintain the required enrolment for the year and elected to close the school. As a result of the efforts of the Parents Group and the Nursery School the enrolment requirements were met and the school completed its term, 2,2, In 2008 the Clarington Older Adults Association made a presentation outlining their requirements for additional space to accommodate their increasing membership and the desire to increase their programming space. Council weighed the requests and endorsed a one year extension of the Lions lease. 2.3. As indicated by the attached correspondence the circumstances have not improved. Clarington Older Adults continue to express a need for additional space and the parking issues 1409 REPORT NO.: COD-041-09 PAGE 3 have increased significantly as indicated in Schedule "COO, The parking situation as it relates to the Nursery School is also causing concerns as indicated by various email referred to Members of Council by staff as submitted by the neighbours of the Beech Centre, 2.4. In addition to the space issue there is also an issue of costs borne by the COAA for snow clearing and trash collection, Snow clearing costs for the Centre a re estimated to be approximately $6,000,00 per year and in the past this cost has not been recovered from the tenants. Refuse collection costs are not known at this time however, based on container size and frequency of pick up the costs are estimated at approximately $3,700.00 per year, COAA .is asking that the Lions Club contribute towards this operating cost and the Lions Club seems amenable to this arrangement, however, a formula has yet to be determined. In the event a lease extension is approved the snow removal and refuse collection cost recovery can be incorporated into the lease. 2.5, The parking situation, as indicated, has become a significant issue, Because of the parking issues relating to the pickup and drop off of children a number of scenarios were implemented during the current lease term to cope with the short term congestion during the 4 peak periods in the day. In each case problems were encountered, As the weather improved an alternate solution to the parking issue was again on the agenda and after reviewing the options with the COA Executive Director, the Board Chairman and the President of the Lions Club, the use of the rear grassed area for a drive through was adopted until the school year ended at the end of June. As noted by various em ails from the neighbours this option has resulted in dissatisfaction by the neighbours. 2,6. Should Council elect to renew the lease for a further one year term the issue of parking, student drop off and pick up as ~ relates to the nursery school will have to be resolved before September class commences and it must consider the risks inherent in moving small children to and from the school. If a plan can be established it will also require a means of enforcement to ensure compliance during the new term. This will prove to be a significant challenge given limited space and the diverse priorities of all interested parties. 2.7, For information of Council the Lions Club is actively seeking alternative facilities however this to poses challenges, The first being a location. The second being the legislated requirements to operate a Nursery School, At the current location, because the nursery school was in operation at the current location prior to the change in regulations, they are grandfathered. A change to a new facility will require compliance to the current legislation, 1410 REPORT NO.: COD-041-09 PAGE 4 3. FINANCIAL 3,1. For information of Council, the current lease rate for the Lions Club is $964,58 per month. Using the method used in 2008 (CPI Ontario - April) to determine the 2009 lease rate, the new rate would be $970,37 per month, Added to this figure would be the Lions Club share of the snow removal and garbage collection, an amount as yet undetermined. 3.2. Should Council decide not to renew the lease the reduction in revenue will amount to $11,644,44 per year. 4. CONCLUSION 4.1, Staff request direction on the Lions Club request for a lease renewal. Options include: 'a) Renew the lease for a further one year term; b) Renew the lease on a month to month basis for a final one year term to June 30, 2010 with direction to the Lions Club to source altemate facilities; c) Deny the request and consider the current lease at an end, effective June 31,2009, 4.2, This report has been reviewed for recommendation by the Purchasing Manager and the appropriate department and circulated as follows: Concurrence: Director of Community Services Director of Operations Attachments: Attachment 1- Attachment 2- Attachment 3- Attachment 3- Schedule "A", By-law Schedule "8", Report COD-037-008 Schedule "C", Lions Club Letter Schedule "D", Clarington Older Adults Association Letter 1411 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2009- Schedule "A" Being.a By-law to authorize an agreement between the Corporation of the Municipality of Clarington and Lions Club, Bowmanville, Ontario, to enter into agreement for the leased space at 26 Beech Street, Bowmanville, ON. 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, an agreement between Lions Club, Bowmanville, Ontario, and said Corporation; and 2. THAT the agreement attached hereto as Schedule "A" form part of this By-law. By-law read a first and 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 1412 Schedule "B" Cl~mgron REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 16, 2008 Report #: COD-037 -08 File#_ By-law # Subject: Lions Club Offer to Lease, Clarington Beech Centre Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report COD-037-08 be received; 2. THAT the Manager of Purchasing be authorized to proceed with the fonmal negotiations of a new lease agreement with the Bowmanville Nursery School, a project of the Bowmanville Lions Club, for the lease of space in the Clarington Beech Centre in the amount of $964.58/ month for the tenm of September 1, 2008 to June 30, 2009; 3. THAT the Mayor and ClerK be authorized to execute the lease agreement in a form satisfactory to the Municipal Solicitor; and 4, THAT the attached By-law marked Schedule "An authorizing the Mayor and Clerk to execute the proposed Lease Agreement with the Bowmanville Lions Club be forwarded to Council for approval, Submitted by: ar rie Marano, H.B,Sc" C.M.a. Director of Corporate Services -~~ anklin Wu, ~ Chief Administrative Officer MM\\JBlkm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-41~ 13 Schedule "B" REPORT NO.: COO..()37..()& PAGE 2 BACKGROUND AND COMMENT The existing lease for the Bowmanville Nursery School, a project of the Bowmanville Lions Club for space located at the Clarington Beech Centre expires June 30, 2008. On April 29, 2008 the Lions Club notified the Municipality that the Bowmanville Nursery . School would cease to operate as of June 30, 2008 and the Lions Club would not be renewing the lease. Shortly thereafter, the Municipality was notified that the matter was being reconsidered. Subsequently, the Lions Club advised that they wished to renew for a further one year term on a mO,nth to month lease basis and they were agreeable to a nominal increase in the lease rate based on Consumer Price Index for the month of April at 1.7 %. This increase will adjust the rate from $948.46 to $964.58. The increase proposed is reasonable and in line with market conditions. In order to proceed a new agreement will be required to ODver the lease rates, the terms and the duration. Although the lease rate has been agreed to, there are a number of issues to resolve in the lease, Under the circumstances, it is also recommended that the agreement be reviewed by the Municipality's solicitor. Once a final lease has been prepared and approved by all parties including the Municipality's Solicitor, the agreement will be provided for execution by the Mayor and Clerk. This report has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows for: ! Concurrence: Director of Operations Information: Director of Finance Executive Director, COACB Attachment: Attachment.l - Schedule "A", By-law 1414 Schedule "B" Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2008- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Lions Club, Bowmanville, Ontario, to enter into agreement for the lease of Clarington Beech Centre, 26 Beech Street, Bowmanville, 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, Lions Club, Bowmanville, 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 ,2008. By-law read a third time and finally passed this day of ,2008. Jim Abemethy, Mayor Patti L. Barrie, Municipal Clerk 1415 Schedule "e" ~ CLV& BOX 134 BOWMANVILLE ONTARIO, LlC 3K9 May 8, 2009 Municipality of Clarington 40 Temperance S1reet Bowmanville, ON L1 C 3A6 To Whom It May Concern: RE: BOWMANVILLE NURSERY SCHOOL This letter will serve as our request to renew our lease on the Bowmanville Nursery School located at 26 Beech Avenue, Bowmanville for another year. We would ask that the same conditions as last year continue for this coming year which I believe is a month to month lease starting september 1,2009 to June 30, 2010. Trusting the above is in order. , i Yours truly, ; i /ld ~~ Linda Duffie President Lions Club of Bowmanville 1416 CLARINGTON OLDER ADULT ASSOCIATION 'If''',,.d h~ ,I", ("Iarin"nn OI"",Adull C~",..lh>ord 26 Beech Avenue, Bowmonville, ON 11 C 3A2 905.697.2856 Fox: 905.697.0739 cooo@bellnet.co Schedule OlD" Wednesday May 20th, 2009 Marie Marano Director of Corporate Services Municipality of Clarington 40 Temperance St, Bowmanville, ON LlC 3A6 Dear T\Iarie, Thank you to you and your colleagues for meeting with Angie, Don and] to discuss the 26 Beech Avenue sub-lease situation. The meeting was both comtructive and helpful. This letter is a follow up to your request for om Board's formal position on the Nursery School sub-lease and ollr furrher con1.Jncnts and ~uggestions. As we indicated to you at the meeting, COAA's goal is to work coopcrati\'ely with the Municipality in developing an acceptable action plan and timet.,ble aimed at the termination of Beech Centre sub-leases and allocation of the freed-up space for older adult use. P,;or to our meeting, COANs Board had passed a resolution conceming a rCCJlIcst to Council to temunate the l.ion's N\u'scry Schoollca~c '\vhcn the current lease expires. \Ve held off submitting it to Council in anticipation of our meeting with you. Tht' rcsolurjon as recorded in our 9 April 20(J9 Board of Directors meeting minutes is as follows; Motion: "lrom',," dC/'myelm a,l!,o Ihe .'lllmicoipal/'.)' pltll},a..-ed Ihe 26 13w'b .,,1,,<'1111<' P"'P<,I1I'./i)1' Ihe Jok 1m I!/Ibe older adllll>: rr-hma." Ih, Clmoill,gloll Olckr.,.ldllll." Illcml",:rb/p h<J.f,gollejiTiJll26G 10 IGOO, alld wtJerCtlJ {be lac:R. ~/Jl){J{e olrrcfJt!l' rfJl1idJ fbt! prr~~ralJ/.f thaI (all be '!Il~r('d and JlIbert.a.I C(l!~lJa'/'J dt'l1JirJJJ nil A--Intldt!)I. ,-11'J17/611' 2009 lI!t'tUlY II'al C()/JIfl/lflli!)' Can.' lJill .ft,:)'i/~!!.. for ,d lel7.ll out! f)!OFP)WU: ThfJ~{()r'l'. he it n',rolpt!d rlJiJt Cn/lJltil ill.llmd .I/I?!Tt" Idke 1/1(' 1I(,(CJ:ld~J' ,riff'" 10 krlJlilJa/c 1/1" "'me ~)ilh II" ljntlJ Club oll3o!l'IJ1IJJIl.'i1le Jill' Ihe l'Vlm','~)' .l',./lool ",/leN Ib,' am)'NI /('(/.11' c:\pire.f. FJt11bl'l~ in ilr,'(ordu/li(' },}"jtb nllr wn/II.'IJ i~J!/f('1JJ(!1J1 /\-111IJldp,'II.I'fr!!l"di.\'(II.1:1 JJJitb the Ofda .-..1rl1l1/ .-<b:mcialiolJ Ih(' If,aJi1~g t!(tbh an~a 10 fbe OIdL'f /ldlflt,-.Lr,Jfh7af;tJ!l. www.c1oringtonolderodults.co Page I of 5 1 41 7 . If C " , ~ 0> A.., ~. ~' .... " ArE CLARINGTON OLDER ADULT ASSOCIATION . ~r;lk" to}' III.: CI";"F1/1n OIdo:1- Awll c...w Buud 26 Beech Avenue, Bowmanville, ON L1 C 3A2 05.697.2856 ax: 905.697.0739 cooa@bellnet.ca Schedule "D" /lndfillther M1lllia'pal"-laj( 10 illl'eJ'/(~,'le mS/J 10 make Ibe area '1.'(\,/)/ahle./;1r Ihc IfJ" 4 the Oldcr.-Mult /I,'J'o"atiol1. " Moved: Don Welsh Seconded: Jane Moores CARRIED Following OlU' tneeting a.nd discussion with you) h(~wcvel', and in recot,J'llirion thot the Municipality (and the Lions) may need more time to bring the Lions' Nursery Schoollt,ase to an acceptable end, our Board rescinded the previous' resolution. A second related resolution was passed and recorded in thc minutes of om 8 May 2009 Board of Directors meeting as follows: l\lotion: "IFhcml.f eletliJ".yearJ ~go Ibe Mllllidpality plfnvaJ'ed the 26 8,,,,,h AIJefllfC property/or the ..-ole IfJe of Ihe older ad"II... IPIJe1~as the Clari/lglall OlderAdnltJ'm"'lbmhip ba..-gatlc.l;lIl/1 260 10 1000, aflr! u,hctl!aJ Ihe lack of.'Pate ''llmllf!l' tl!Jtnt'/s the pr'..gmmJ' Ihal am be nJjcml aflt! olherea.r lUe (on/iI/tic to e.:r-.perifllte p(/t'kill<_~ Ollf!rJoad i.r.fHf,l" l'elt./ltJd 10 tbe .Beech Centre tlJ({/If, ami 1t1berf.tJi ('(Jundt\" det.1Jlfm 011 L\1.omlqy, /lprzI6iJ' 2009 rtlt!dlU !bat COlllfl1J.tIll!Y Cr/1"f. 141ill be ..-t{!yi/(~./"r alleaJt one tIIar'. )'etJl: Tb"'~(olr, be it It'Jol'Jed th"t the batlld dOeJ I/ot '<UPPOlt the !>tIeu,,,1 ar cOl/lil/llatia/l ~/Ihe Liol1.<' Nnm~" Schoollrim ,,"t! u'ould reque.<1 that Ihe MII/lh,palit)' u>ork tw""rd,. ",di/(~ tbe lellJc l1n-'tJf{getll~llt il1.a reaJ(JIlable. prlldtr:al and titJIr.!y mailNer dnd (I/I(jcllti!{~ IfJcjrr.cd- up "pat'e to Ihe OX"l.'J. " Moved: Diane \lY'ood Seconded: Muriel Moynes CARRIED Clcarly from all this, our Board's position is that, with our current and anticipated membership, we need all the internal space at the Beech Centre. Hence, we would like the Uons' Nursery School lease to be brought to an end within a reasonable :llld practical timefr:lme, This rdkcts the position wc took in August 2008 (ref: Letter - Angie D:lrlison to Jerry [,arber datcd August 2(08). :\t that timc, in consideration ofCOAA's cxpanding 111enlbership andprognlll1 sp~ce rccJuircmcnrs, we rt't:juestcd rnar the Municipality planllot to rencw both Beech Centre sub-leases bcyond the summer 2009, ,\Imost a year hter, the Community Care Dmham phns haye finned lip. They will moYe out by mid-20lO, Conse(luently, wc will bt, ret]llcsting www.c1oringtonolderadults.ca Page 2 of 5 1 41 8 CLARINGTON OLDER ADULT ASSOCIATION Opt'a..J ~y Ihc("lurin.I'mOlderAJuIlC....'...-Bo.td 26 Beech Avenue, Bowmonville, ON L 1C 3A2 905.697.2856 Fax: 905.697,0739 cooo@bellnet.ca Schedule "D" allocation of that space to the COJ.:\ and will look to your guidance in bringing this to Council in an appropriate and timely manner. The Lions' Nlll'sery School is a chfferenr matter, rhough; things remain at an impasse and the situation ddinitdy needs to be resoh-ed. To rhat end, we offer the following points for your consideration, · The Municipality originally acquired the 2(, Beech ,\ venue property in 1998 as "premises to be used for the purpose of a social and activity centre for older adults". \Ve believe this fact is important and must not be overlooked nor forgotten. · In 1998, CO,\,\ membership numbered just on'r 260. Conselluently, thete was plenty of space available within the Beech Cemre at that time to accommodate the fledgling C:O,\,\ as well as both the Lions' Nursery Schoo] and Community Care, Sharing made St'nse. . 'fhe COAA has quadrupled in size since then. Membership this year will exceed 1000; it will continue to grow, The organization is healthy, well managed and a credit to the lvlunicipality of Clarington. . \"('ith this current lent of mt'mbership, the original arrangemenr of leasing the Beech Centre space is no longer valid. COA,\ definirely needs mote space for older adult activities and could readily use 100"'-" of the Beech Centre facility right now. Tl1is would include the space presently ()Ccupil'd by the Lions' Nursery School :lI1d Commwlity Care. · :\ wide range of older adult activities (courses, classes, drop-in programs) are scheduled and take place at the Centre daily. Consequently, there is lots of parking lot traffic with CO,\,\ ll)cmbcl"s CODling and going throughout the day. \'(Ie ::i.lso reg-llIRdy host well attended day-time eWllls such as Tuesday lunch, Weekly Choir Practice, Social Dance etc. ,\ t sucb times. the parking lot is often close to capacity if not f"ll. . Nursery School parents drop-off and pick-up their children both in the tnorning and in the afternoon. It means four di~rinct visits to dlC Centre per day. pick-up/drop-off may inv"lye up to :241,,,'ents at a time. Since we only have 60 d:l\,time parking spms on-site (staff from the three organizations take the other 17), pnrkin!!; heconl(,~ a major issue, L,te morning and bod1 afternoon drop off! pick-up tillles' Gill be hectic if not chaotic. Parents park \vhcrc they want. This includes taking up tbe last remaining parking spots to the detriolcnt of later an-iying oldl'r ;H.lults, parking in thoroughfares, tire routes, :ll1d in areas designated as "no parking", ,\ tI this is di,mptiw and frustrating for our older adult members and can affect their abiliry either to p:lrk OJ' even leave the parking lot at these times. WNW.clari ngtonolderodults. co Page 3 of5 1419 CLARINGTON OLDER ADULT ASSOCIATION 'l'Ir~lfdltyl""a.rinJl""0l,J",AdIlIIC'''''l'8DOtd I: " 26 Beech Avenue, Bowmonville, ON Ll C 3A2 905.697.2856 :ax: 905.697.0739 cooo@bellnet,ca Schedule "D" · Child safet)' is also a concern, An overcrowded parking lot willi essentially 110 walkways; older adults driving into the lot, parking their cars, or leaving the lot; parents and little children walking through thc lot, between cars, behind cars; children not always in hand - not a good mi" at all. · The wellbeing of our older adult membership 'and the increased risk of them becoming involved in an accident while in llie parking lot is and must be of considerable concem to the Board, · Last summer, llie COAA began implementing a lmulicipal staff recommendation to use the grassed area behind llie Centre as overflow parking for its members. The COA;\ obsen'ed and alerted the Uons' Club to a congestion problem (traffic, pal'ents, children) arising from this arrangement at llie rear building entranceway used by parents and children for Nursery School entry and exit. 'The Uons formally instructed the parents to henceforlli park on the street and use the pathway leading to the canopied entranceway at llie front of the Beech Centre building. This would be doubly beneficial- alleviate the parking lot overcrowding and misuse, as well as deal with the several child safety concerns identified, · Right from the st"rt, only some of the parents complied. willi the Lions' strect parking instruction. Others continued to use (misuse) the parking lot. In any event, during the wintcr snow months, parking on the street by the parents was often not practical 0,ecause of the snow) and virtually ceased. This spring. most parems continued not to park on the srrect with the ensuing unaccepta ble drop-off!pick-up situation previously desCl1bed (and as recently witnessed by municipal s1.,ff). · ..c\t the tnolnent, a temporar:y SUffilnet solution for the parking problem and child safety issue is in place, as mandated by the I'vlunicipality, It invoh'es parents using the grassed ar,'a at the rear of rhe building to park. They once more enter! exit the Beech Centre via rJle entranccway at the rear of the building. Therc is no olwious winter solution at t.his rilnc. · Tl1C COAA wishes to ,tate rJlat it is not. re'ponsiblc, and docs not. bclic",' it should be responsiblc, for "managing! policing" the parking activities of t.he other 26 Bcech :\ venue le>sees and their patrons (including CCD, BTC and rJ,e Lions). 'fhis is a Municipal rcsponsibility and we suggest. parking (non) cntitlements or conditions should be spelled out in each lease. Note: Apart from thc Nursery School parents parking problems described, already this l'l':Ison and contr:lry to an agreed upon www.cloringtonolderadults.co Page4of51420 CLARINGTON OLDER ADULT ASSOCIATION 'p,,,,,,..d~yl""CI;ari.~I""Okkr,'"lul1 C....... Boord 26 Beech Avenue, Bowmonville, ON 11 C 3A2 905.697.2856 Fax: 905.697,0739 coaa@bellnet.co Schedule "D" understanding, tennis club members parking ()I)-site d.uring high attendance COAA event>; hm'e occurred and need to be audre>sed. . The Lions' Nurser)' School facilit)' itself is "grandfafhered" under prO\'jncial regulation, It is essc11tially not up to present day code (whatever that ma)' imply or mean). In summary. we belie,'e the majo,r considerations arc (i) ensming child safety (ii) COANs programming space needs, and (iii) significanrp:\rking m'erload during child pick-up/drop-off times. Our Board's conclusion is straightforward. Simply put, the Beech Centre has become too busy with COAA activities to also accommodate the Lions' Nursery School. In om opinion, this justifies the Municipality encouraging or directing the Lion's Club of BowmmlVille to seriously consider and to act on relocating their Nursery School to a more suitable location within a practical and reasonable timdrame, We suggest a sensible aim would be to relocate before (sa)') winter sets in i.e, when grass parking is no longer valid and Beech A vellLle street parking becomes illlpractical because of the snow. Renewing the lease or renlaining af the Beech Ce11tre without an agreed upon departure date should not be an option. Finally, \\'C hope that clearly stating our position, reviewing the situation for you ftom the COAA's perspective, and giving )'ou our comments and suggestion, will all be of help. If )'ou r<,<pire anything furtnel', please let me know. Y"ours sincerely, I f\. \ f ; \ r~ 'lLGL (- <'I!:t.-v.~. Peter. Evans President Clarington Older Adult Centre Board eel Frank Wu, CAO Municipality of Clarington Joseph Camana, Municipality of Clarington JenyB.arber, Municipality of Clarington ^ Clarington Older Adult Centre Board www.doringtonolderodults.ca PageS of5 1421 CI~mgton REPORT CORPORATE SERVICES DEPARTMENT . Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 15, 2009 Report #: COD-042-09 File#_ By-law # Subject: Ontario Realty Corporation, Lease Expiry -132 Church Street, (Court room) Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-042-09 be received; 2. THAT staff be authorized to proceed with discussions with the John Howard Society and Community Living Oshawa/Clarington with a view to expanding the their current leased space and planning the required lease hold improvements contemplated to accommodate the longer term needs of both organizations; and 3, That staff report on the results of the discussions with the John Howard Society and Community Living and provide an outline of the proposed lease hold improvements with an estimate of costs, as appropriate, to be borne by the tenant and possible timing. ~~H'B'&'C.M.O" Director of Corporate Services Reviewed by: U f-q.~e~ CL~\- Franklin Wu, Chief Administrative Officer , ! Submitted by: MMIJDBlkm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3A6 T (905) 623-3379 F (905) 623-4169 . 1422 . REPORT NO.: COD-042-09 PAGE 2 1. BACKGROUND 1.1. At their meeting of June 13, 2008 Council approved an extension of the Ontario Realty Corporation Lease for Courtroom #1 located at 132 Church Street, for Period of one year. At the time of the approval it was indicated that the lease extension was for a period of one year with a with a maximum usage rate of thirty days. Extra days, if needed would be paid at a per diem rate established in the agreement. 1,2. During the current and the previous lease the courtroom was not used by the Province and space sat vacant. 1.3, Ontario Realty Corporation has advised that they will not be looking for an extension of the lease for 2009, 2, FINANCIAL 2.1. The current lease provided annual revenue of $5,400.00 with a provision for a per diem rate of $175,00 if the courtroom was used in excess of the thirty days provided in the lease. 3. CONCLUSION 3.1, With the conclusion of the Ontario Realty Corporation lease the space (approximately 4,127 square feet) is now available for other uses, To this end, the John Howard Society and Community Living have expressed an interest in expanding their space to accommodate expanding and new programs, 3,2. In view ofthe interest expressed by the two agencies, staff is recommending that the opportunity to increase the lease space be considered and staff be authorized to enter into discussions to determine the requirements for lease hold improvements to facilitate improved usage and accessibility of the facility. 3,3, On conclusion of the discussions a report to Council will be provided outlining the proposed changes in space requirements, the changes in the lease rates and the estimates for lease hold improvements, It is the intention to have all appropriate costs borne by the tenant, should Council approve the proposed expanded use and improvements. The tenants are anticipating a Trillium grant to assist in the renovations. Any financial recommendation will be contingent on successful grant application. 1423 REPORT NO.: COD-042-09 PAGE 3 3.4 This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departmerits and circulated as follows for: Concurrence: Director of Operations Information: Director of Finance, ! ' i, 1424 ClarhJnt'W EIJeI'gizjng OnlariO~U-" REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, June 15th, 2009 Resolution #: Report #: FND-012-09 File#: By-law #: Subject: 2010 BUDGET SCHEDULE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-012-09 be received for information; and 2. THAT the 2010 budget timetable be approved. / Reviewed bY:O ~ ~ Franklin Wu, Chief Administrative Officer. NT/hjl 1501 REPORT NO.: FND.Q12-09 PAGE 2 1.0 Background: 1.1 Commencing with the 2008 budget year, the timetable for adopting the annual budget was advanced such that the Capital and Current Budgets are approved by the end of January of the applicable budget year. 1,2 It is proposed that this practice continue for the 2010 budget year whereby the 2010 Current and Capital Budgets are approved by the end of January 2010. 1,3 In 2009, a four-year forecast was prepared at the request of Council. This practice will continue for 2010. A forecast for the years 2011 to 2014 will be prepared and submitted to Council in conjunction with 2010 budget. 2.0 Tangible Capital Assets and Budget Format 2,1 As Council is aware, the Public Sector Accounting Board adopted accounting standards for tangible capital assets required to be used by municipalities in 2010. Clarington wili need to implement changes to financial reporting and budget processes to accommodate this change for items such as depreciation/amortization and acquisition of assets, 2.2 In order to accommodate tangible capital assets and budget forecasting, our capital budget software will be upgraded and the current budget software will be enhanced/upgraded. This has been planned for some time, Council may see some format changes to the draft budgets to accommodate these required changes. 3.0 2010 Budget Schedule 3,1 Staff have already commenced preliminary work on the 2010 budget, including capital, current, and forecasts. Staff have various deadline dates throughout the coming months in order to compile the necessary information for Council's consideration. A preliminary budget education workShop is planned for November 20th, 2009 with the location to be announced. Based on these deliverables, it is anticipated that the draft budget binders for 2010 will be circulated to the Mayor and Members of Council on or about January 6, 2010, 3.2 It is the intention to have a Special General Purpose and Administration Committee meeting on Friday, January 15, 2010 specifically to review the 2010 budget submissions, The final budget then will be submitted for Council ratification at the Monday, January 25,2010 Council meeting. 3.3 The Treasurer has received preliminary notification of a trial date of January 18, 2010 for a matter pertaining to the Durham Municipal Insurance Pool. The Treasurer may be required to attend to give evidence. This will be monitored in the coming months and Council will be further advised, 4.0 Conclusion: 4.1 This report is submitted to Council for information purposes to keep Council apprised of budget activities and set aside key dates. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3AB T (905)623-3379 F (905)623-41W2 Cl!J!illgton REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday June 15th, 2009 Resolution #: Report #: FND-013-09 File#: By-law #: Subject: ANNUAL STATEMENT FOR THE DEVELOPMENT CHARGES RESERVE FUNDS FOR THE YEAR ENDED DECEMBER 31, 2008 Recommendations: It is respectfully recommended the General Purpose and Administrative Committee recommend to Council the following: 1. THAT Report FND-013-09 be received for information; and 2. THAT a copy of this report be sent to the Ministry of Municipal Affairs and Housing. Reviewed byQ r a.- P ~ ~ ranklin Wu Chief Administrative Officer NMT/hjl 1503 REPORT NO.: FND-013-09 PAGE 2 BACKGROUND 1,0 In accordance with Bill 98, an Act to promote job creation and increased municipal accountability while providing for the recovery of development costs related to new growth, Schedule "A" attached shows the activity in the Development Charges Reserve Funds for the year ended December 31, 2008. 2.0 For the year ended December 31, 2008, a total of 593 residential building permits were issued. Approximately 951 units were anticipated for 2008 in the development charge study review and update, Also, a total of 49 capital projects have been financed by the Development Charges Reserve funds. Attachments: Schedule "A" - Development Charges Reserve Funds Statement Schedule "B" - Committed Amounts from Prior Years' Budgets/Council Approvals Schedule "C" - Capital Expenditures I nterested Parties: Municipal Finance Branch Ministry of Municipal Affairs and Housing 777 Bay Street, 13th floor Toronto, Ontario M5G 2E5 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3A6 T (905)623-3379 F (905)623-4169 1504 SCHEDULE A MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUNDS STATEMENT FOR THE 2008 YEAR DN:DC REPOATSIOCRF 20011 Pnlpan!d: EWlJunebl200ll Upd8red: .,. 581 582 '" ... .., .., "7 ... GENERAL LIBRARY FIRE PROTECTION INDOOR PARK DEV. & OPERA TJONS ROADS AND PARKING TRANSIT STORMWA TER TOTAL GOVERNMENT SERVICES SERVICES RECREATION RELATED FACILmES RELATED & DRAINAGE CONTROL SERV. Balance as of December 31, 2007 (871,368 140,878 C1,433,826 (1,620,432 11 032 765 (1,613,513 15,519,530\ (51,195 - (12,001,748 PLUS; Development Charge Proceeds (213,997) (324,421) (325,344) (1.810,383) (877,983) (357,144) (2,481,048) (20,159) (8,210,457) Accrued Interest Apportionment (19,017) (45,805) (34,250) (47,709) (49,278) (217,386) (2,343) (415,789) Transfer from Reserve Fund - - - - - Transfer from Capltel Fund - (5,538) (5,538) Transfer from Revenue Fund - - - - SUBTOTAL 233,014 324,421 371,149 1 ,844 633 25,672 406,423 2,703,971 22,502 6,631 785 LESS: Amount Transferred to capnal Fund. 7,894 10,319 14,821 886,670 117.288 3,425,7~ 9,199 - - 4,271,944 Transfer to Revenue Fund 88,378 300,000 2,568,647 - - 75,000 3.032,026 SUBTOTAl 96,272 310.319 14,821 2,568,647 686,670 117,288 3500,754 9199 - 7 303 970 CIoslna Balance 85 of December 31, 2008 C1,OO8,108 126,776 '1790,154 (896,417 C1 071,767 (1,902,94" '4,722747 (64,497 - (11,329,583 Committed Amounts from Prior Yes", - 735 756 148 638 - 798,385 565,463 11,797,834 4,301 - 14,068,376 Available at December 31, 2007 272352 273,414 1,790,1~ 896,41 73,383 1,317,185 7,075,087 80197 - 2,738,813 Committed Amounts from 2009 Budget.- 162,000 386,143 21,000 _ 2,642,902 36,000 762,860 1,516,292 5,528,997 Balance Available for Future Needs- 110,352 659,557 1,769,1~ 1,746,485 37,383 554,525 8591,379 60,19 . 8,265,810 txlJsn.Z7.OI 7,387,380 712,038 7,990,146 109,272 J . See Schedule C - See Schedule B -. 2009 Budget (lndudes 2009 debenture payments) - brackets:: funds available, no brackets :: shortfall NOTE: Total Development Charges collected on beha/f of the Region In 2008 Amounts 0/5 as of Dee.31st 2007 less; Amounts paid to the Region Total Development Charges due to the Region at December 31,2006 ~ (]I 0 (]I DN:DC REPORTSJOCRF 2008 Prepared: EWlJune 1st 2009 SCHEDULE B Upd&ted: MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2008 YEAR COMMITTEO AMOUNTS FROM PRIOR YEARS' BUDGETSICOUNCIL APPROVALS YEAR PROJECT f OESCRIPTION AMOUNT COMMITTEO RESERVE FUND: DIC - GENERAL GOVERNMENT 2006 Capital 110-42-440-85504 Library - system planning/service deltvery model study 10,643 2007 Capital 1 10-42-440-85504 study to determine technology requirements - all branches 22,500 2007 Operating 100-50-130-10529.7150 Plan - Official Plan Review 555,558 2008 Capital 110-35-130-53801 Plan - Master Plan 90,000 2005 Capital 110-32-325-83282 Port Dartington Waterfront Park - deslgn(re.commlted due to trsf 01 expeditures to othSl 5,228 2008 Operating 100-50-130-X-7160 Plan -Update of Architectural Control Standards 8,041 2008 Operating 100-50-130- 1 0529-7150 Plan - Official Plan Review 40,500 2007 ODeratina 100-25-130-X-7150 EMS - Fire Master Plan 1,975 Total 735,755 RESERVE FUND: DIC - LIBRARY SERVICES 2007 Capital additional resources for all branched 73,319 2008 CaDital additional resources for all branched 73,319 Total 145,638 RESERVE FUND: DIC - PARK DEVELOPMENT & RELATED FACILITIES 2006 Council Bow.Comm.Park -lighted football field/scoreboard for baseball field 27,994 2005 Capital Soper Creek Trait, Bow. - Ph 2Jdesign 15,591 2005 Capital Waverty Rd, Bow. -landscape feature areaJplantings/sign/Jighling 101,589 2008 CapitaVCouncil Knox Neighbourhood West - park developmenVdesign 172,111 2008 Capital Aspen Springs Neighbouyrhood Park 394,477 2007 Capital Courtice Skaleboard Par1Uconstruction 40,589 2003 Cap~al Bowmanville Waterfront redevelopment feasibility study 44,933 Total 798,385 RESERVE FUND: D/e - OPERA TJONS (Buildings, Equipmtnt. Fleet) 2008 Cap~al 110-35-388-83515 New equipment/parks - various 108,000 2007 Capital 110-36-388-83542 Fteel replacemenVroads - 2.tandem trucksJ1 pickup 435,000 2008 Capital 110-36-388-83643 New equipment/roads - various 7,224 2008 Cap~al 110-19-388-81904 Parking Enforcement Vehicle 1,039 2008 CaD~al 110-42-388-84205 MAG- Half Ion Pick UD Truck INewcaslle\ 34,200 Total 585,463 RESERVE FUND: DIC - ROADS AND RELATED 2004 Capital 110-32-324-83248 Longworth Ave, Bow - Street Light Installation - Hwy 57 to Scugog St 20,329 2008 Capital 110-32-324-83278 Hwy#2 Bowmanville Street Ught Installation 242,120 2007 Capital 110-32-329-83318 New bridge - Grady Drive/Foster Creek. Newcastle 55,555 2002 Capital 110-32-330-83205 Longworth Ave, Bow - road reconstruction' 19,345 2005 Cap~al 110-32-330-83205 Longworth Ave, Bow/Reg. Rd #57 to Middle Rd - surface asphalt 42,250 2008 Cap~al 110-32-330-83207 Works associated with development 7,117 2008 Capital 110-32-330-83208 Meams Ave. Bow - CPR level crossing to Conc. Rd :J3 ~ road reconstruction 507.315 2007 Capital 110-32-330-83211 Church 51, Bow. Extension/51. George St. - rei reconstr - from W.Townline sJw 11,741 2007 Capital 110-32-330-83214 Nash Rd/Courtice Rd to .5km east - road reconstruction 30,580 2004 Capital 110-32-330-83230 Scugog Street/Middle Rd - road reconstruction 49,907 2005 Capital 110-32-330-83230 Scugog St, Bow/Middle to 400m north - road reconstruction 75,194 2004 Capitai 110-32-330-83231 Longworth Ave. Bow/Uberty to Scugog - collector oversizing 44,175 2006 Capital 110-32-330-83233 Hunt Sl, Bow/Baseline 10 Albert to Duke - road reconstruction/surface works 35,519 2004 Cap~al 110-32-330-83238 Transportation Study - Courtice 44,175 2004 Capital 110-32-330-83239 . Soper Creek Erosion Protection Study 25,110 2005 Capital 110-32-330-83253 Mill St, NewcJLakeshore to Hwy 401 - road reconstruction 25,100 2005 Cap~al 110-32-330-83253 Mill SI, Newc/Hwy 401 overpass to Clarke St - road reconstruction 2,224,533 2006 Capital 110-32.330-83254 Baldwin SI, Newc/King to Edward - road reconstruction 50,557 2005 Capital 110-32-330-83265 Ctarington Blvd, Bow/Uptown 10 370m north ~ reimburse.collector rds constrn 35,400 2005 Capital 110-32-330-83267 Brownsville Rd, NewclHwy #2 to 400m north - road reconstruction 45,518 2008 Cap~al 110-32-331-83258 Middle Rd sidewalk (Scugog St.) 55,257 2008 Capital 110-32-330-83259 Jane Avenue, Courtice Road Reconstruction 5,308 2005 Capital 110-32.330-83271 Mearns Ave, Bow - CPR level crossing improvements 197.643 2008 Cap~al 110-32-330-83270 Westmore SI. road reconstruction 35.855 2006 Capital 110-32-330-83275 Green Rd, Bow/Baseline to Boswell - road reconstruction 530,880 2007 Cap~al 110-32-330-83276 Green Rd, Bow/Basetine to Boswell ~ road reconstruction / DC debt 5,000,000 1506 DN:DC REPORTSfDCRF 2008 Prepared: EWJune 1st 2009 SCHEDULE B Updated: , MUNICIPALITY OF CLARlNGTON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2008 YEAR COMMITTED AMOUNTS FROM PRIOR YEARS' BUDGETS/COUNCIL APPROVALS YEAR PROJECT I DESCRIPTION AMOUNT COMMITTED 2005 Capital/Council 110-32-330-63277 King 81. Bow - Bow. Mall traffic stgnalization 43,123 2006 Capital 110-32-330-63289 King StlGeorge St, Bow.lstreet signalization - add'l funds from W.Townline slv. 20,822 2007 Capital 110-32-330-63291 Elgin 51, BowlWellington to Third St. rd reconstr - add'l funds from W.Townlin 541 2007 Capital 110-32-330-63296 Stevens Road. Bow. Extension - road reconstruction 275,914 2007 Capital 110-32-330-83298 Green Rd, Bow/Hwy'2 northerly for 230m. road reconslruction . add'l financi 78,629 2006 Capilal 110-32-330-83299 Darlington Blvd, Courtice - road reconstruction/design 9,765 I 2006 Council 110-32-330-83310 Traffic stgnals - Longworth Ave & Scugog 8t 37,506 2006 Council 110-32-330-63312 Traffic: signals - Baseline Rd. W. & Spry 200,000 2007 Capilal 110-32-330-63314 Baseline Rd/Lamb's to Bennett Rd - road reconstruction 76,964 2006 Capital 110-32-330-63319 Cone. Rd #3fwest of Mearns Ave - road reconstruction 252,605 ! 2007 Capital 110-32-330-83320 Rudell Rd/King Ave. W. to 500m north - design. road reconstruction 655.936 2008 Capital 110-32-330-83331 Third St Design for road reconstruction 1.761 2006 Capital 110-32-330-83332 High 5t - Design for road reconstruction 3,019 2006 Capital 110-32-330-83334 Osbourne - Design and approvals 121,061 2006 Capital 110-32-331-83276 Sidewalk-Green RdlHwy:l2 south to BOOm 22.319 2006 Capital 110-32-331-83278 Hwy #2, Bow/south side - Clar. Blvd to Green Rd 23.962 I 2007 Capital 110-32-331-83278 Hwy #2, Bow/south side - Clar. Blvd to Green Rdlnorth side 59,614 , 2008 Capital 110-32-331-83278 Hwy #2, Bow/south side - Clar. Blvd to Green Rd/north side 289,356 , 2007 Capital 110-32-331-83320 Rudell RdlHwt #2 to Edward StJwest side 10.083 j 2007 Capital 110-32-331-83321 Townline Rd/Plckard Gate to south Iimitleast side 85,165 2008 Capllal 110-32-340-83317 Fosler Creek erosion protection 6,776 2007 CaDilal 110-32-342-83315 Colwlll Bridne waterCourse realinnrnenVOkl Scuooo Rd 71,078 Total 11,797,834 . RESERVE FUND: ole. PARKING 2006 Caoital 110-19-192-81907 Silver Street. north narkine loVcentral meter Installation 4,301 ! Total 4,301 , TOTAL COMMl1TED TO DEVELOPMENT CHARGES RESERVE FUNDS 14,068,376 ; 1507 QN:tx: REPORTSIOCAF 2DOI SCHEDULE C Pt~fllEW1.1un11512OOll ""'"' MUNICIPAUTY OF CLARINQ.TON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2001 YEAR DIe R/F NONOIC RIF CAPITAL EXPENDITVRES AMOUNT FINANCING FINANCING D[5CRIPTION DIC. GENERAL GOVERNMENT Porl O8r1ington Waterfront Part 9,634 7,994 1,740 Public INorks & Parts Capital Rtf 9,634 7,894 1.740 DIC - LIBRARY SERVICES Main Branch Library Collection 90,000 10,319 34,841 Tax Levy 34,841 Library Capital RIF 90,000 10,319 69,681 DIC - FIRE PROTEcnON SERVICES 8tn '1 Parldng Area 1,067 1,067 Stn#1Aerial 13,754 13,754 14,821 14,821 . DlC. PARK DEVELOPMENT" RELATED FACILITIES Par1t Development - Bowmanville Commooity Part 47,645 42,881 4,765 Public lJVorks &. Parts Capital RIF , Part Development - Knox Neighbourhood West 258,502 232,552 25,850 Public v.trts & Parts Capital RIF PB/l( Development. Aspen Springs 43,174 33,023 10,151 Tax Levy 1 Park Development. BowmanYiNe Waterfront 237 215 21 Tax Levy 1 W8Yer1y Rei EnllYlCe 7,123 6,411 712 PubUc VVorks &. P8l1ts Capital RIF , Courtice Encrance Fealure 4,054 3,646 ... Public VVOrks &. Parts caPnai RIF , Courtice Skateboard Part 408,710 367,839 40,871 Public 'Works & Parts Capital R/F 1 769,445 686,670 82,n6 DIC. OPERATIONS New Equipment Purchases - Roaels 102,095 91,326 10,769 Municipal CapitallJl.bl1i:s RIF 1 Opeflltions Equipment RIF New Equipment Pr.l'Chases - Parking 28,846 25,961 2,885 Parking Lot RIF , 130,942 117.288 13,654 DIC. ROADS AND RELATED Road recomtructlon. Longwor1h Avenue Brielge, Bowmanvtlle 1,335 1,128 .. Roads Contributlon RIF 1 '.3 Municipal CapilalWorts RIF Roacl reconstNcllon. Meams Avenue, Bowmanvtlle 1,328,825 1,184,315 144,510 TDLev)' 1 Road reconstruction. Church Street, BowmanYille . Extension 15,380 15,380 , Road reconstruction - Scugog Stntel Bowma1vi11e 4,258 3,994 ... Municipal Capital Works RIF , Road reconslJUction - Hl61t Street. Bowmanville 5,274 2,696 1,093 TBJl:Levy , 238 Roads Contrtbution RIF Roacl reconstruction -Grady Dr Bridge 141,386 14,386 1 Roaclreconstruclion-NnhRcI 37,469 35,899 1,570 Tax Levy 1 Road reconstruction - Mill Street, Newcastle 193,687 157,719 35,968 Developer Contribution 1 Road reconstruction - Balclwln Street, Newcastle 8,417 7,334 1,083 Roads Contribution RIF , Developer Contribution Road recon&lrUction - Browrn;:Yine Road, Newcastle 41,175 3,138 1,037 Ml61icipal Capital v-.\Jrj(s RIF , Roadreconstruclion-JaneAve 32,753 26,508 4,245 MlI1icipal Capilli! 'Nor1l.s RIF , Road reconstruction. 'wVestmore St 58,726 51,015 7.711 Ml61lcipalCapltalworl<<iRIF 1 Road reconstruction. Green Rd North Extension 165,698 131,581 Municipal Capital 'JIJ\:>r1cs RIF 1 341,117 Move Onterio Funcling Road reconstruction - Darlington BlvtI 1,125 1,064 " Municipal Capital WOl1ls RIF 1 Road reconstruction. Baseline Rei 17,989 17,989 , Road reconstruction - Green Road, BowmanYiRe 184,171 178,314 5,857 Roaels Contribution RIF 1 Road reconstruction. Elgin Street, Bowmanville 341,319 56,029 192,151 Tax Levy , 83,139 Federal Gas Tax-R/F 110-32.325-53282 11Q.42-440-85501 110-28-370-82630 110-26-388-82803 10-32-325-83252 110-32+325-83302 10-32-325-83305 10-32-330-83202 10-32-325-83287 10-32-325-83308 10-32-325-83307 1o.J6.385-83643 10-19-388-8190.4 10-32-330-83205 10.32-330-83208 10-32-330-83211 10-32-330-83230 10-32-330-S3233 10-32-329-83316 10.32..330-83214 10-32-330-83263 10-32...J30-832&4 10-32-330-83267 10-32-330-83269 10-32-330-83270 10-32-330-83298 10-3.2-330-83299 10-32-330-83314 10-32...J30-83276 10-32-330-83291 1508 CN:OC REPORTSlDCFlF 20DI SCHEDULE C P.......d EWlJune"l2OOll ....." MUNICIPALITY OF CLARINQTON DEVELOPMENT CHARGES RESERVE FUND STA TEMEHT FOR THE 2008 YEAR DIC RIF NONDIC RIF CAPITAL EXPENDITURES AMOUNT FlNANCINC nNANCING DESCRlmON Road reconstruction - Slevens RO<<!, Bowmarwille Exlension 360,056 35ll,635 1,421 Developer Contribution Road reconstruction. Concession Rd"3 673,1303 532,035 141,766 Tax levy Road reconslJuclion . Third 5t 6,663 1,599 5,064 MU'llcipel Capital VVOrks RIF Road reconslruction - High 51 11,423 2,741 8,681 Municipal Capital \M)r1{1 Rtf Road recoMWctim. Osboume Rd 72,783 ~,649 12,934 MuniclpBl Capital Works Rtf Sidewalk I1tCXIllItNction . Midtle Rd 94,743 94,743 Street llgh15 -Longworth Ave. . 1,188 218 Tax levy (1,4(6) Dev. Conlb OrOno Streetscape 381 3<3 38 P1.tllicwcn.s&p.xsCaptarR/F Streelllghls - Hwy#2 17,880 17,880 WorXs AssocIated with DeveIopmenl 5,767 2,883 2,883 MIIIIQpal Capital worn RIF watercourse Realignment - Foster Creek. 219,837 145,564 10,000 Tax Levy 1 63,273 Municipal Capital Works RIF Bndge . ColwiIl Bridge 4,890 3,260 1,830 TDlevy 1 TraffiC Signals, King S1IBowfn8f1Vilte Mall, Bowmanville 3,258 3,053 204 RolHls Contribution RIF 1 TI'8IIic: 8lgMls. King SlISl George Street, BowmefWIlle 161,106 151,932 9,174 MuniQpalCapltal\'VoOcsRJF 1 Tral'fie Signals --Longworth & Hwy#57 87,500 87,500 1 Sidewlllk conatnJClion . Rundell Rd 39,917 39,917 1 Sidewalk conslnJClion. V\le$l Townllne Rd . 808 808 1 Sidewalll construction. Hwy "2 20,644 20,.... Municipal CllpItal Works RJF 1 4,196,442 3,425,7504 769,442 DlC. PARKING Pllndng - Central Par1dng MeIer 10,221 9,199 1,022 Par1tJng lot R/f 1 . 10,221 9,199 1,022 TOTAL CArlTAl EXPENDITURES 5,211,505 4,271.944 938,315 SUMMARY OF FINANCING: 7,894 OIC - general Gcwermenl RJF 10,319 DIC . library Services RJF 14,821 DJC . Fire Protection Services RJF 686,670 DIC . Pant Dev. & Related Facilities RIF 117,288 D1C - Opel'8lions RIf 3,.25,754 DJC - Roads and Related RIF 9,199 OJC . Parking RIF 126,ISti7 Munic:ipalCapltalWor1l:sRIF 74,381 Public \M:lrXs &. Parks Capital RIF 3,907 Pllr'king RIF ImpllCtlE.scrow RIF 7,427 Roads Conlrlbulion Rtf" 34,641 library Capital RIF 83,139 Federal Gas all 537,9:52 Tblevy 35,983 DavHlper contribution 34117 Mow Onlario Fundl"'"' TOTAL nNANCING 5211505 4271944 938 315 110-32-3J0..83296 11D-32-330-83319 110-32-330-83331 110-32-330-83332 110-32.330-8333-1 110-32-331-83258 110-32-324-83246 110-32-325-83306 110-32-32.t-83278 110-32-330-83207 10-32-340-83317 10-32-342-83315 10-32-330-83277 10-32-330-83289 10-32-330-83311 1Q.,32-331~3320 10-32-331~3321 10-32-331-83278 10.19-192-81907 1509 ~~f![mgron REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday June 15th, 2009 Resolution #: Report #: FND-014-09 File#: By-law #: Subject: FINANCIAL UPDATE AS AT MARCH 31sT, 2009 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report FND-014-09 be received for information. ~1 ."J / / Submitted by: :J ~.-e..2J'~ Reviewed by: Franklin Wu, Chief Administrative Officer. NT/LB/hjl 1510 REPORT NO.: FND-014-09 PAGE 2 SACKGROUND 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-005-09 presented previously to Council. 2.0 First Quarter of 2009 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 March 31,2009, The statement reflects the Municipality's operating budget only and excludes year to date expenditures for the consolidated hall/arena boards, Net expenditures to March 31,2009 total $11,450,055,19, which represents 29.51 % of the net operating budget. This includes annual grants and debentures that occur at the beginning of the year. If this was prorated over the year, the percent of the operating budget expended drops to 23.84%. 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 March 31,2009. However, many departments are affected by high levels of activity during specific times of the year. For example, some activities are seasonal in nature, such as ice rentals and winter control which result in a fluctuation of the timing of recognition of revenues and expenses. Due to these timing differences, this statement cannot be used in isolation. 2.3 Engineering revenues and Planning revenues are below target as discussed in FND-015-09, included in this committee agenda. 2.4 The Operations Department experienced significant expenditures due to the winter conditions during the first quarter of 2009 consistent with conditions experienced in 2008. Expenditure accounts directly related to winter . maintenance show actuals for 2009 in excess of $1.1 million, compared to $1.2 million for 2008. The 2009 figure represents 68% of this year's current operating budget. 2.5 Attachment "S", Continuity of Taxes Receivable for the three months ending March 31,2009 provides the status of the taxes billed and collected by the Municipality of Clarington during the first quarter of 2009. A total of $29,148,252 in interim tax bills were issued to property owners in the Municipality during this period. At the end of March, a total of $7,899,970 remains unpaid. However, currently on hand are prepaid taxes through the pre-authorized payment system and prepaid taxes for the April 2009 instalment of $3,201,760. The net balance of $4,698,210 is slightly lower than the prior year at this time. 1511 REPORT NO.: FND-014-09 PAGE 3 2.6 Attachment "C", Outstanding Investments as at March 31,2009 provides the status of the Municipality's general, capital and reserve fund investment holdings at the end of the first quarter of 2009. The Municipality at March 31 holds $0 in general fund investments, $0 in capital fund investments, and $39,592,816.32 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. Currently, our preferred interest rate through our municipal banking contract on the Municipality's main bank account exceeds the short term money market rates and therefore is currently the primary vehicle for short term cash reserves. CONCLUSION: 3.0 The report is provided as information to Council. Ongoing reports will be provided quarterly. Attachments: Attachment "A": Attachment "B": Attachment "C": Summary of Operating and Expenditures and Revenue Continuity of Taxes Receivable Investments Outstanding CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905)623-3379 F (905)623-4169 1512 ATTACHMENT" A" THE MUNICIPALITY OF CLARINGTON SUMMARY OF OPERATING EXPENOITURES & REVENUES TO MARCH 31, 2009 2009 EXPENDED % DEPARTMENT BUDGET TO MARCH 31 SPENT NON.Deoartmenlal: Expenditures (induding Ubrary) 3,305,410.00 1,990,721.34 60.23 RevenuesIRecoveries (excluding tax) (7,233,203.00) 12,024.07 (0.17) Net Non-Departmental (3,927,793.00) 2,002,745.41 (50.99) Office of the Mavor & Council: Net OffIce of the Mayor & COuncil 783,358.00 197,888.36 25.26 0IIIc:e of the CAO: Net OIIIee of the CAO 419,608,00 91,746.59 21,86 Coroorate Services: Expenditures 3,646,618.00 734,557.57 20.14 Revenues/Recoveries (161,500.00) (58,993.12) 36.53 Net Corporate Services 3,485,118.00 675,564.45 19.38 Clerks: Expenditures 2,218.627.00 372,329.83 16.78 RevenuesnRecoveries (437,100,00) (82,265,08) 18.82 Net Clerks 1,781,727.00 290,064.75 16.28 Finance: Unclassified admin & Board of Trade 2,322,451,00 42,103.47 1.81 Operating Expend~ures 1,748,892.00 380,083.36 21.73 Expenditures 4,071,343.00 422,168.83 10.37 Revenues/Recoveries (1,172,000,00) (370,545.03) 31.62 Net Finance 2.899,343.00 51,621.80 1.78 Emeraency Services: Expenditures 7,467,269.00 1.452,252.00 19.45 Revenues/Recoveries (9,250.00) (2.225.00) 24.05 Net Emergency Services 7,458,019.00 1,450.027.00 19.44 Enalneerina: Expenditures 4,185,070.00 565.644.79 13.52 Revenues/Recoveries (1,452,450.00) (112,909.78) 7.n Net Engineering 2,732,620.00 452,735.01 16.57 Ooel1ltion: Fleet & Debenture Pmts 1,752,573.00 768,067.99 43.71 Operating Expenditures 11,046,631.00 2,113,665.75 19.13 Expenditures 12,799.204.00 2,879,733.74 22.50 RevenueslRecoveries (460.000.00) (17,491.12) 3.80 Net OperatlOR5 12,339,204.00 2,862,242.62 23,20 CommunitY Services: Annual Grants & Debenture Pmts 3,230,579.00 2,727.581.19 84.43 Operating Expenditures 8,751,562.00 1,616,184.15 18.47 Expenditures 11,982,141.00 4,343,765.34 36.25 RevenuesIRecoveries (4,702.173.00) (1,475,559.40) 31.38 Net Community Services 7,279,968,00 2,868,205.94 39.40 Plannina Services: Expenditures 3.976,550.00 540,555.79 13.59 Revenues/Recoveries (427,500.00) (33,342.53) 7.80 Net Planning Services 3,549,050.00 507,213.26 14.29 TOTAL OPERATING: Expenditures 54,855,398,00 13,591,362.18 24.78 Revenues/Recoveries (16,055.176.00) (2,141,306.99) 13.34 NET OPERATING EXPENDITURES 38,800.222.00 11,450,055,19 29.51 1513 Attachment "B" CORPORATION OF THE MUNICIPALITY OF CLARINGTON ontinuity of Taxes Receivable or the First Quarter of the Year 2009 Decembe,r 31, 2008 MARCH MARCH BEGINNING BAL INTEREST TAXES PAYMENTS! 2009 2008 RECEIVABLE ADDED BILLED BALANCE ADJUST.... CURRENT YEAR TAXES 0 29,148,252 29,148,252 0 0 0 PENALTY ANO INTEREST 0 58 921 58921 129 238 27 683 27 282 FIRST PRIOR YEAR I TAXES 5,538,882 5,538.882 (1,328,898) 4,211,964 3,752.359 PENALTY AND INTEREST 283 693 194 326 478019 ' 1164980 313039 283 568 SECOND PRIOR YEAR TAXES 2,127,158 2,127,156 (589,750) 1,557,408 1.489,234 PENALTY AND INTEREST 242 889 69 244 312113 . /93154 218959 239411 ~HIRD & PRIOR YEARS TAXES 1.346,582 1,346,562 (258.274) 1,088,288 1,408,028 PENALTY AND INTEREST 517 084 46 822 583 888 . /81254 482631 568 132 SUB-TOTAL 10058006 367 313 29148252 39 571 571 /2 523 349 7 899 970 7788015 PREPAID TAXES 12179182 /3 201 760 '2 898 223 TOTAL 7 878 824 367313 29148252 39 571 571 12 523 349 4898210 4 869 792 - Includes refunds. write-offs. 357'5, etc. NOTE 1: 2009 Interim Instalment months: Februsry and April. NOTE 2: Current year taxes are in a negative position because they represent prepaid taxes for the April instalment. 1514 ATTACHMENT"C" CORPORATION OF THE MUNICIPALITY OF CLARINGTON INVESTMENTS OUTSTANDING AS AT MARCH 31, 2009 I I FINANCIAL INVESTMENT INTEREST MATURITY MATURITY INSTITUTION COST RATE VALUE DATE GENERAL FUND TOTAL GENERAL FUND 0.00 CAPITAL FUND TOTAL CAPITAL FUND 0.00 RESERVE FUND Banker Acceptance HBSC 3,202,706.80 0.64% 3,208,000,00 8-Jun-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% 617,858,08 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 4.10% 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 1-0ct-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 Bond-Canada RBC 5,094,062.47 4,10% 6,058,590.00 1-0ct-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 GIC-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 30-0ct-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,OO 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 14-0ct-2013 GIC-BNS RBC 1,338,742.00 4.15% 1,640,564.30 16-Dec-2013 . TOTAL RESERVE FUND 39,592,816.32 ITOTAL INVESTMENTS 39,592,816.32 I * Investment interest paid on a monthly/semi-annual/annual basis 1515 CJfJrillgton REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday June 15th, 2009 Resolution #: Report #: FND-015-09 File#: By-Iaw#: Subject: REPORT ON REVENUE SENSITIVE TO ECONOMIC CONDITIONS - APRIL 2009 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-015-09 be received for information. Submitted by: Nancy Ta or, ., CA, Director of FinancelTreasurer /~ rn /) fJ , -e 'M-, Reviewed by~ ~ -- U '- Franklin Wu, . Chief Administrative Officer. NT ILG/hjl 1516 REPORT NO.: FND-015-09 PAGE 2 1.0 BACKGROUND: 1.1 At the meeting held on January 12, 2009, Council requested staff to provide by department on a monthly reporting basis a report to Council on the variable growth related revenue and the variable economic related revenues which could have an adverse effect on achieving the 2009 municipal capital and current budget. 2.0 CURRENT: 2.1 This report is for the month of April 2009 including the year to date amounts along with prior year's amounts for comparison, 2.2 This report will look at the Building Division's revenues of the Engineering Services department such as municipal development charges and building permit fees revenue paid, the total of Planning Services department's revenues such as Site Plans, Rezoning, Condominium application fees and Subdivision applications fees revenues, and the total of Community Services department's revenues. 2.3 The revenue amounts reported monthly in this report are reflected in the municipality's general ledger when paid to the municipality, ie. on a cash basis, There will be some differences between this report and the monthly Report on Building Permit Activity from Engineering department due to this timing difference. 3.0 ENGINEERING SERVICES - BUILDING DIVISION REVENUE STATUS 2009 2008 % CHANGE MUNICIPAL NUMBER MUNICIPAL NUMBER OF OEV.CHGS OEV.CHARGES OEV.CHARGES PAID 2009- UNIT TYPE PAID OF UNITS PAID OF UNITS 2008 Single/Semi- Detached -New construction $320,971 23 $458,206 46 -Additions $0 0 $0 0 Townhouse $0 0 $0 0 Aoarlment -$6,307 -1 $0 0 Commercial $12,964 1 $0 0 Agricultural $0 0 $16,041 0 Government $0 0 $0 0 Institutional $0 0 $0 0 Industrial $0 0 $0 0 TOTAL $327,628 23 $474,247 46 -30.0% MUNICIPAL DEVELOPMENT CHARGES - MONTH OF APRIL NOTE: Apartment unit in 2009 is a negative value as perm~ was changed from 2 apartments to 1 apartmep51 7 REPORT NO.: FND-01S-09 PAGE 3 3,1 In the 2008 Development Charges Amendment Study, it is forecasted that the municipality would be collecting approximately 82 residential units on a monthly basis for 2009 and approximately 79 residential units on a monthly basis for 2008. For the month of April 2009, there were only 23 units of the forecasted residential units of 82 being issued which equates to 28%. For the month of April 2008, there were only 46 units of the forecasted residential units of 79 being issued which equates to 58%. Comparing the number of units issued in 2009 to 2008, shows that April 2009 has collected 50% of the units issued in April 2008. 2009 2008 % CHANGE MUNICIPAL NUMBER MUNICIPAL NUMBER OF DEV,CHGS DEV. CHARGES DEV.CHARGES PAID 2009- UNIT TYPE PAID OF UNITS PAID OF UNITS 2008 Sinale/Semi- Detached -New construction $739,062 59 $1,255,692 127 -Additions $0 0 $0 0 Townhouse $0 0 $0 0 ADartment -$6,307 -1 $0 0 Commercial $12,964 1 $2,326 1 Aaricultural $0 0 $16,041 0 Government $0 0 $0 0 Institutional $0 0 $0 1 Industrial $0 0 $0 0 TOTAL $745,719 59 $1,274,059 129 -40,0% MUNICIPAL DEVELOPMENT CHARGES JANUARY TO APRIL YEAR TO DATE NOTE: Apartment unit in 2009 is a negative value as permit was changed from 2 apartments to 1 apartment. 3.2 Comparing the number of units issued in 2009 to 2008, shows that 2009 YTD has collected 46% of the units issued in 2008 YTD. For the 2009 YTD, there are 59 units of the forecasted residential units of 328 being issued which equates to 18%. Per the 2008 DC Amendment Study, 983 residential units are forecasted for 2009. For the 2008 YTD, there were only 129 units of the forecasted residential units of 316 being issued which equates to 41%. Per the 2008 DC Amendment Study, 951 residential units are forecasted for 2008. 1518 REPORT NO.: FND-015-09 PAGE 4 4.0 BUILDING PERMIT FEES REVENUE STATUS 4.1 The Line Graph below on building permit fees illustrates on a monthly basis the permit fees collected for the years 2007, 2008 and year-to-date with the 2009 budget per month. The line from May 2009 to December 2009 is flat lined as the revenues have not been received. This Line Graph accents the fluctuations on a monthly and yearly basis the building permit fees collected in any given year. As you will note on the chart, the March 2007 and the June 2008 building permit fees collected were over the $400,000. 4.2 For the month of April 2009, $51,396.00 was paid for bUilding permit fees which represents 44% of the 2009 bUdget(monthly budget is $116,666). For comparison purposes, for April 2008, $145,511 was paid for building permit fees which represented 116% of the 2008 budget (monthly budget was $125,000). __...__.____.M.'____._._~_.__.._____.__~__.._~____._____,._~_.____..__.__..___._____,______ BUILDING PERMIT FEES PER MONTH ------l I i i r i $500,000 5450,000 $400,000 $350,000 5300.000 5250,000 5200,000 5150,000 5100,000 550,000 $0 Ii ",<:'< ",<:'< ,<5' f:ov ,v .J-'" ...,'" '<~ i..~ 'l-Q. .J-",,,,- f:o'" ...,S ~"'- ~ ~ r8 z' ,t rb !Ie"" !$''Q is' ~'O ~'O "?-" e; o~ ~fl; tJf/; <,"'Q.... ~o Q'" - 2007 Actlh,l -2008 Actual 2009 Aclual - 2009 8udgel 4.3 The following Line Graph illustrates the building permit fees on an accumulated monthly basis for the years 2007, 2008 and year-to-date with the 2009 YTD budget. The line from May 2009 to December 2009 is flat lined as the revenues have not been received. This Line Graph also illustrates that 2007 year had the highest permit fees revenue. The total building permit fees revenues were as follows for the years: 2007 - $1,685,290; 2008 - $1,348,198; and as at April 2009 _ $125,856. For comparison purposes, the 2007 permit fees of $1 ,685,290 was 112% of the 2007 annual budget of $1 ,500,000; the 2008 permit fees of $1,3:48,198 was 90% of the 2008 annual budget of $1 ,500,000 and as of April 30, 2009 permit fees of $125,856 is 9% of 2009 annual budget of $1 ,400,000. '! 1519 REPORT NO.: FND-015-09 PAGE 5 ------------------------------..-------- -..-----------1 BUILDING PERMIT FEES CUMULATIVE YTD I i $1,800,000 $1.6oo.00p $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 .. .. * ,'~ .," ~' ,(; ~ ,," ,Vlo.'b ....~ ~'b ,<it' ... ~'b'" ,,'" ~" :s"'\~~ fl-\ ~ ~ fb '; ;,'10 f"'Q ",if' ,t? ,t? ~ ~e 0<; _ ~({; r..-e (.l~ ~O ()'" -2007Y1DActual -2008 Y1D Actual 2009 YTD Actual - 2009 YTD Budget 5.0 COMMUNITY SERVICES REVENUE STATUS 5,1 Community Services revenues overall are up from the same period last year and this can be attributed to the opening of the Newcastle and District Recreation Complex. , 5.2 Community Services revenues have been divided into 4 major divisions: Facilities, Aquatic Programs, Fitness Programs and Recreation Programs. Facilities revenues includes ice rentals, pool rentals, multi-purpose room rentals, soccer rentals, lacrosse rentals, skating and hockey rentals, concession sales, and proshop merchandise sales, Aquatic Program revenues include all pool facilities memberships and swimming activities. Fitness Program revenues include the fitness programs and memberships offered at the Courtice Community Complex and Newcastle and District Recreation Complex facilities. Recreation Program revenues include various recreational activities that are of interest to the pre-teens, teenagers for after school and during school holidays such as day camps, drama club, pre-teen dances, etc. 5.3 The below bar graph illustrates Community Services 4 major revenue groups for the month of April and the monthly budget value with the same period last year for comparison purposes. Comparing Community Services revenues on a monthly basis is not a true indicator of how well its performing as its revenue is more seasonal in nature. 5.4 The graph below shows the Facilities and Fitness Program revenues are fairly consistent in the same monthly period to last year. The Aquatic Program revenue in 2009 is slightly higher than 2008 due to the opening of the Newcastle and District Recreation Complex. Its too early to see how well the Recreation Program revenue is performing as most of its activities occur during summer school break, 1520 REPORT NO.: FND-015-09 PAGE 6 MONTHLY REVENUE & BUDGET FOR APRIL $300,000 $250,000 $200,000 $50,000 . FACILITIES . AQUA llC PROGRM FllN E55 PROGRM . RECREA liON PROGRM $150,000 $100,000 $0 -- c. ul _I 2009 2008 2009 2008 8UDGET 8UDGH 5.5 The following comparison table illustrates the monthly revenue received as a percentage of the monthly budget used in the graph. %OF %OF APRIL APRIL MONTHLY MONTHLY BUDGET BUDGET 2009 2008 REVENUE TYPE 2009 2008 BUDGET BUDGET 2009 2008 FACILITIES $180,115 $174,534 $241,756 $230,223 74,5% 75.8% AQUATIC PROGRM $20,023 $16,306 $65,710 $62,476 30.5% 26.1% FITNESS PROGRM $49,173 $45,338 $47,748 $42,750 103.0% 106.1% RECREATION PROGRM $14,010 $17,654 $31,875 $34,113 44.0% 51.8% I; 5,6 The following bar graph illustrates the accumulated Community Services 4 major revenue groups for year-to-date values as of April along with the accumulated monthly budget values with the same period last year for comparison purposes. This YTD graph emphasizes more how well Community Services revenues are performing in a YTD and Budget comparison as well as a year to year comparison. 1521 REPORT NO.: FND-015-09 PAGE 7 51,200,000 "-_. ---'---'~'-"'-----.'----------_._----~-'----'.~---"----"------1 ! , i , I I I I . FAClLlTIE5 ACCUMULATED REVENUE & BUDGET AS OF APRIL 51,000,000 5800,000 5600,000 5400,000 $200,000 50 . AQUATIC PROGRM FITNESS PROGRM . RECREATION PROGRM 2009 2008 2009 2008 BUDGlT BUDGET 5.7 The following comparison table illustrates the accumulated revenue received as a percentage of the YTD bucjget used in the graph. YTD % of % of APRIL YTD APRIL YTD YTD BUDGET BUDGET 2009 2008 REVENUE TYPE 2009 2008 BUDGET BUDGET 2009 2008 FACILITIES $1,146,515 $1,110,529 $967,024 $920,893 118.6% 120.6% AQUATIC PROGRM $331,017 $269,822 $262,842 $249,906 125,9% 108.0% FITNESS PROGRM $186,385 $208,727 $190,992 $171,000 97.6% 122.1% RECREATION PROGRM $88,622 $81,369 $127,500 $136,453 69.5% 59,6% 5.8 The Fitness Program revenue YTD for April 2009 is less than 2008 is attributable to a membership special offer in March of 2008 which provided members with an additional 3 months of membership time. These memberships are not due to expire/renew until June of 2009. 5.9 Community Services staff noticed during the 2008 year that some of the programs offered in the Recreation Program were not performing as well as in the past such as its summer trip and day camps. During the 2009 budget process, the camp revenues were reduced in recognition of this. This reduction in revenue was done prior to the economic downturn. Community Services staff will continue to monitor and market the 2009 line up of summer day camps. 6.0 PLANNING SERVICES REVENUE STATUS 6.1 Planning Services individual revenue sources have been consolidated. Planning Services revenues include Official Plan Amendment Fees, Rezoning Fees, Site Plan Fees, Subdivision Application Fees and Subdivision/Consent application fees. Planning fees do not reflect full cost recovery rates in contrast to those done under BuildingFee Legislation. They have been consolidated since the sum total of fees is the key revenue number and individual types of application are difficult to 1 ~ 2 2 predict. v REPORT NO.: FND-015-09 PAGE 8 6.2 The graph below illustrates for the monthly revenue and budget for April that 2009 revenue is below 2008 year's revenue. -.-- .---------------...--.---..-....-..- _.._.- --.---.__.'.___.__ ___..__"_ 0"__,., "_ _.. ...____ _ MONTHLY REVENUE & BUDGET FOR APRIL $45,000 $40,000 $35,000 $30.000 $25,000 $20,000 $15,000 510.000 $5,000 50 ' ... " . . PLANNING SERVICES REVENUES 2009 2009 2008 2008 BUDGET BUDGET 6.3 Planning Services 2009 budget for the overall revenues is $346,000 and for 2008 budget the overall revenues were $500,000. This equates to a reduction of $154,000 or 31 % decrease from 2008 to 2009 budget. The Planning Services revenue actuals for April 2009 are $11,480 and for April 2008 were $13,768. The April revenues as a percentage of each year's budget values: 2009 - 39.8% and 2008 - 33.0%, which represents a fairly minor fluctuation typical of this time period, ACCUMULATED REVENUE & BUDGET FOR APRIL 5180,000 $160.000 $140,000 , $120,000 . $100,000 580,000 560,000 $40,000 520.000 SO -, /.' .:,' ',--'--,- . PLAN NING SERVICES REVEN UES -'-~--'-T 2009 2009 2008 2008 BUDGET BUDGET i 6.4 The Planning Services accumulated revenues year-to-date as of April in the bar graph above show the 2009 column is slightly higher than 2008. The Planning Services accumulated revenues year-to-date as of April 2009 are $44,633 and as of April 2008 were $37,796. The accumulated revenues as a percentage of each year's budget values: 2009 - 38.7% and 2008 - 22.7%. This reflects the overall economic activity and the surplus of subdivision applications in the draft approved 1523 Ciarinnt'V} Enel'glzlng O/JUlI'IO~ ~ REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday June 15th, 2009 Resolution #: Report #: FND-016-09 File#: By-law #: Subject: BUILDING PERMIT FEES ANNUAL REPORT Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-016-09 be received for information; and 2, That existing building division fees be confirmed with no change required. ! i .//1 //. Submitted by: 'd Nancy T ylor, " ."A., CA, Director of FinanCl(lTreasurer ~:~L~ \~~~ D . A.S. Cannella, C.E.T. c\if Director of Engineering Services. R~;ewed by. itl~ nklin Wu, . 1r' Chief Administrative Officer. NT/LG/hjl 1524 REPORT NO.: FND-016-09 PAGE 2 BACKGROUND AND COMMENT: 1.0 Under the Building Code Act, 1992 and the passing of subsequent amendments, The Building Code Statute Law Amendment Act, 2002 and Ontario Regulation 305/03, municipalities are required to prepare an annual report that records the amount of building permit fees collected and the costs incurred during the process. Article 2.23.1.1 of the Building Code Act specifies what is to be included in the annual report as follows: (1) The report referred to in Subsection 7 (4) of the Act shall contain the following information in respect of fees authorized under Clause 7 (1) (c) of the Act: (a) total fees collected in the 12-month period ending no earlier than three months before the release of the report, (b) the direct and indirect costs of delivering services related to the administration and enforcement of the Act in the area of jurisdiction of the principal authority in the 12-month period referred to in Clause (1) (a), (c) a break-down of the costs described in Clause (1) (b) into at least the following categories: (i) direct costs of administration and enforcement of the Act, including the review of applications for permits and inspection of building, and (ii) indirect costs of administration and enforcement of the Act, including support and overhead costs, and (d) if a reserve fund has been established for any purpose relating to the <ldministration or enforcement of the Act, the amount of the fund at the end of the 12-month period referred to in Clause (a). (2) The principal authority shall give notice of the preparation of a report under Subsection 7 (4) of the Act to every person or organization with such notice and has provided an address for the notice. 1.1 The requirement to issue an annual report on building permit fees came into effect for the 2006 year which means the first report was required by March 31, 2007. It is unclear in the regulations as to how the annual report is to be reported; Le. via Council meeting, newspaper advertising, municipal website, etc. 1.2 In accordance with the Building Code Act as amended, staff have prepared this report to Council on an informational basis and Attachment "A" will be posted on the municipality's website in June 2009. 1.3 On the Attachment "A" for the summary of the 2008 Annual Report for Building Permit Fees, the total of the direct and indirect costs exceeds the total building permit fees revenue by $296,590.00. During the 2008 year, the Engineering 1525 U-REPORTNO::FND"016-09 PAGE 3 Department advised Council through the monthly building permit activity report that the building permits issued in 2008 were significantly down in comparison to the 2007 year. The total number of all types of building permits issued in 2008 ._W.!l_S~gOCOmpared1at073 Jn2007wRich translates into a 12% -decreasein 2008. The total number of new residential building permits issued in 2008 was 593 compared to 655 in 2007 which translates into 10% decrease in 2008. This over expenditure is included in the overall year end results for 2008 as reported in FND-005-09 Financial Update as at December 31,2008. CONCLUSION: 2.0 Staff recommend that the current fee structure in the municipal by-law for the building penn it fees By-Law Number 2005-145 be status quo. 2.1 Attachment "A" is a summary of the 2008 building permit fees revenue and related expenditures with the expenses broken down into direct and indirect costs along with the balance of the building division reserve fund and reflects that the total amount of the fees do not exceed the costs to administer and enforce the Act. Attachments: Attachment "A"; Summary of 2008 Building Permit Fees Revenue & Expenditures : j : I , , ., : I ., i CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905)623-3379 F (905)623-4169 I i I 1526 ATTACHMENT "A" MUNICIPALITY OF CLARINGTON Building Permit Fee Annual Report for 2008 TOTAL FEES: Total Building Permit fees collected during 2008 year under the Municipality of Clarington's Bylaw Number 2005-145 is $1,363,928.00. DIRECT COSTS: Direct costs are deemed to include the costs of the Building Division of the Engineering Department for the processing of building permit applications, the review of building plans conducting inspections and building-related enforcement duties. Total Direct Costs: $1,177,215.00, INDIRECT COSTS: Indirect costs are deemed to include the costs for support and overhead services to the Building Division. Total Indirect Costs: $483,303.00. SUMMARY: Grand Total of Direct and Indirect Costs: $1,660,518.00. Costs over Revenue as of December 31, 2008 - $ 296,590.00. STATEMENT OF RESERVES: Building Division Reserve Fund balance as of December 31, 2008 - $167,300.00 NOTE: Unaudited Figures. 1527 HANDOUTS/CIRCULA TIONS GPA REVIEW AND RECOMMENDATIONS PORT GRANBY DRAFT SCREENING REPORT (MAY 2009) June 15, 2009 HARDY STEVENSON AND ASSOCIATES Clm111g1011 L.liJi~i;/;".l.I;l),L Port Granby Study Area E>:15l:mg _ oerMd Per-: GI3nty "'a5l!!\la"\aQ!'I"I~F3Calty (\'('E~fP, 2006) Port Granby Project · Historic LLRW and MCS will be remedi ated by placing the wastes in a new, engine ere d long- term storage mound .204,000 m3 of historic LLRW and 101,000 m3 ofMCS will be moved to the new facility . LLRWMO as proponent HARDY ~~~~ Port Granby Environmental Assessment Process . Environmental Assessment Study Report (August 2006) . Appendix G Qune 2007) . Water Treatment Memo (March 2008) . Addendum (September 2008) . Draft Screening Report (May 2009) 1 Purpose of the Draft Screening Report . The Port Granby Draft Screening Report presents the conclusions from the RA.'s regarding the EA and EASR . The RA.'s conclude that th e Port Granby Proj ect will not cause significant en vironmental effects. . A follow up program is also recommend ed in the DSR HARDY ~~~ Peer Review Methodology . Is the problem properly understood? . Is the project properly described? . Has the existing environnrnt been adequately described and understood? . Is the construction process properly described? . Do the RA's agree with the EASR's description of environmental effects? . Are recommended monitoring requirements adequate? . Do the RA's adequately specifY desgn features for health, safety and envirmmental control? . Has the DSR over relied upm information gaps being addressed in the Detailed Design stage? HARDY "'''>MaN Peer Review Methodology . Legal Agreement . The Municipality is consulted on Alternatives . LLR\'Vr\10 to submit EASR a fter consulting with Clarington . Clarington must give written consent to preferred option . The option recommended for approval does not differ from the Munici pality 0 f Clarington's preferred option Description of the Existing Environment . There should be minor addition s to the overview of Existing Environm ent: ~ Uranium needs to be added 10 the list of contaminants of greatestconcem ~ Presence of Port Granby settlement and residents should be better acknowledged ~ Complete inventory of vegetation effects should be acknowledged by the SR HARDY ~,;~~ 1 Atmospheric Environment · Strengthening of req uirements for the Dust lvfanagement Plan · Monitoring of dust at sourc e vs. fehce line · Do not start construction a ctivities during high wind conditions · Better definition 0 f 'robust sampling design' for contaminant detection · Better methods of noise re duction to minimize and mitigate effects to local residents ~ ^ R D Y \IEVE~ Terrestrial and Aquatic Environment · Bird breeding areas need to be better managed y Additional monitoring should be reCj1ired Geology and Groundwater Environment · Issues relating to ground wate r flow and flushing; y SR needs to refer to Appendix G, l\ddendum and Water Treatment Memo y Ground water monitoring needs to be better acknowledged y Deterioration of geomembrane liner needs to be better addressed in the SR HARDY STEVENSCIN Socio-economic Environment . Fully prescribe socia-economic mitigation measures . Provide for public oversight, monitoring and community engagement · Acknowledge and require mitigation of effects on tourism · Provide for continuous improvements to PVP program · The Screening Report should specify that trucks should cease activity during morning school bus pick-ups and after-school drop-offs HARDY ~;~~ 1 Environmental Health and Safety . The DSR concludes the Project can be properly managed in terms of health an d safety measures. Additions to the Screening Rep ort should include: :>- Strengthcn rcfcrences to the ALARA principlc :>- Require dust monitoring at thc work face :>- Provide for spccific dcflnition of rcmmmendations for water treatmcnt HARDY ~.;.~ Recommendations . Ensure that local residents are involved in a meaningful way in the monitori ng process . Stress impact avoidance measures over adaptive management . Health and safety considerations for nuclear energy workers living in the study area . Provide for contin uous improvement of the PVP program H ^ R D Y ~;~~ Recommendations . There should be substantial agreement on the Follow Up Program be fore the Project License is issued. The following items should be considered: :>- Monitoring of all kcy contaminants (radiation, etc.) :>- Public attitude survey to over-survey local residents :>- Stronger acknowledganent of cnd-use plans :>- Clean up definition of the life span IT thc lincr :>- Strengthen wording regarding no adlitional waste HARDY ~;':i~ Conclusions . The DSR does not anticipate any significant adverse effects from the Project . The MPRT has identified numerous areas that can be strengthened . The Municipality's comments should be forwarded to the RA's for adop tion within the Screening Report HARDY STEVENSON 1 spread naturally. The dried fruit clusters are sometimes used in decorative arrange- ments. and when discarded outdoors. can Hogwccd. Both the MDA and USDA strongly encourage homeowners/landowners to call either agency as the first step towards managing a suspected Hogweed infestation. start a new patch of Giant If you suspect Giant property, please call and describe the plant so our staff can veri- fy its identity. If the plant is Giant Hogweed, we will make arrangements to visit your property, assess the site and dis- Prevention and Control Hogweed IS on your the MDA Hotline our management strategies with you. MDA/USDA staff has knowledge of which herbicide combinations are effective noxious weed. Once a cuss The Michigan Department of Agriculture Pesticide, Plant Pest Management Div. P.O. Box 30017 Lansing, MI 48909 (517) 373-1087 n controlling this control program IS initiated, our staff wi visit your property periodically to deter- mine the success of the efforts and to check for any new seedlings that may have sprouted. Since Hogweed seeds may remain dormant in the soil for at least 5 years, eradication requires a long term commitment, something our staff is pre- pared to make. Mowing, cutting and weed whacking are not recommended as a means of contro because the plant's large perennial root system soon sends up new growth. Also, lctics are risky because they e the opportunities for homeowners e in contact with the plant's sap 40 USDA - ~ u. S. Dept. of Agriculture Animal & Plant Health Inspction Service Plant Protection & Quarantine Metro Airport Center Dr., Suite Romulus, MI 48174 (734) 942-9005 200 Giant Hogweed is spread naturally by seeds, which can be wind-blown and scat- tered several feet from the parent plant or may be carried by water to invade new areas. However, people are usually respon- sible for spreading Giant Hogweed over long distances. Seeds or young plants from a friend's garden, planted in new locations, help spread this weed quickly over dis- tances much greater than the plant would We need your help in locating sites of Giant Hogweed in Michigan. If you see this weed, please report its occurrence by calling either the MDA or the USDA. G Please leave a daytime phone number and you will be contacted within a few days TOLL FREE iant Hegweed Hell ine 1 (800) 292-3939 Seeds are Hogweed in late summer: Giant form Hogweed Giant Hogweed is a member of the carrot or parsley family (Apiaceae) that was introduced into Europe and North America 900s. It is native to the Giant About in the early Caucasus region of Eurasia. Its massive size and imposing appearance made it desirable for arboretums and gardens. Giant Hogweed soon escaped from cultivation and became established in rich, moist soils along roadside ditches, stream banks, waste ground, along tree lines and open wooded areas. In the U.S. it is known to occur in Pennsylvania, Maryland, Connecticut, District of Columbia, Maine, Massachusetts, Michigan, New York, Ohio, Oregon, Washington, and Wisconsin. The plant's name comes from Hercules, of ancient mythological fame, and Giant Hogweed is aptly described as robust in appearance Hazardous This tall majestic plant is a public health hazard because of its potential to cause s Hogweed severe skin irritation in susceptible people. Plant sap produces painful, burning blisters within 24 to 48 hours after contact. Plant ng. A Herculean stem is a Federal Noxious unlawful to propagate, plant in Michigan. surveying for this Giant Hogweed Weed, making it sell or transport this The USDA has been weed since 1998 juices also can produce painless red blotches that later develop into purplish or brownish scars that may persist for several years. For an adverse reaction to occur, the skin, contaminated with plant juices, must be moist (perspiration) and then exposed to sunlight. Some other plants are capable of causing this reaction, known as phy- tophotodermatitis (Phyto=plant, Photo=light), including several that also in the Giant Hogweed family are Giant Hogweed is a biennial or perennial herb growing from a forked or branched taproot. Plants sprout in early spring from the roots or from seeds H ogweed to Recognize Giant How huge leaves to flower Beginning Hogweed Flowers: numerous small white flowers in June or July, clustered into a flat- topped umbel up to 2 Y2 ft. across The best time to identify Giant s when it's blooming . large clusters of small flowers coarse hairs circling the stem ridged, 2-4 in. in ft. tall, with purple and coarse white hairs. The Stems are hollow, diameter, 8-14 blotches hairs are especially prominent that circle the stem at the base of the leaf stalks. Leaves are lobed, deeply incised and up to 5 ft. across . . Fruit (containing the seed) is dry, flat- tened, oval, about 3/8 in. long and tan with brown lines . . Rosette of leaves ...Leaf clusters sprout from overwintering roots each year for 2-4 years until the plant flowers .; Seedling Seeds germinate from early spring throughout the growing season. .:. , :'.'~ ",.~~' ".,.. ...:' ~,' ~'~ - ~~~ . - .. ,<y, ','-.:'f-,,7i-,,' , ",.,r- .....,. . . ~_..,d~f{ _~"v.. . ' . ,I;,.-- ;~~. .". -:-=. ~-.i:\ \ lC .,.j....<... '-I: .. - ' " ~.tf"..'\ - - ~ ' f', ,{ ..'.-' ,~.,..,.#Ji.; "-4' { . .', (~ ,_ ""?::,...,..;: .:~f~~':( ;" .. ':;" , 'i~;<""""""". ~- ;......... ,', ,r ~" ,ij;:''i'<-' ;.oK,'" "\ ,~\i' .' _ '. :,,:;~.7',;:"'''.~'*'};. . ~;''{r 1 -.. ....\.. s:.n ~ '. ..."ir~..' '" ~ Flowering Stems Plants bolt and flower in mid-summer after rosette Dead Stems After producing seeds in late summer, the plants die, leav- ing stems standing into win- ter. At this point seeds have been dispersed to germinate the following spring or in future years. (Photo credit: Comell Cooperative Extension, Misc. Bull. 123) ~ in Michigan 2005 Branch County Calhoun County Gogebic County Ingham County Jackson County Kalamazoo County Kent County Manistee County Oakland County Ottawa County Saginaw County Known Distribution as of January " Cow Parsnip (Hem lanatum), a plant, is most likely to be confused with Giant Hogweed. Cow Parsnip is smaller, reaching a height of 5-8' in Michigan. Unlike Giant Hogweed, the stem maybe entirely green or have a slight purplish cast, is deeply ridged and only up to 1-2" in diameter. Hairs on Cow Parsnip are fine, soft and fuzzy, rather than coarse like those on Giant,Hogweed. Although present on both leaf surfaces, the soft hairs occur primarily on the lower surface and give the leaves a velvety appearance. Mature leaves measure up to 2 to 2 W in diameter. Cow Parsnip generally flowers from early June through early July in Michigan, typically several weeks before Giant Hogweed, and produces much smaller, 'flat topped flower clusters . Angelica (Angelica atropurpurea) is easily distinguished from Giant Hogweed by its unifonnly waxy green to purple, smooth hollow stems an'a compound, globular, softball-sized clusters of white or greenish-white flowers less than I' in diameter. Angelica is shorter than Giant Hogweed: .seldom attaining a height of 8'. The mature compound leaves can reach widths of 2' and have dozens of small leaflets. This plant typically flowers from-mid May through mid June in Michigan" . Poison Hemlock (Cohium maculatum) is a multi-branched, non-native biennial ranging from 4 to 9' tall. The waxy stem has purple blotches, and the entire plant is smooth. Leaves are bright green, fern-like and may appear glossy. Small white flowers are arranged in numerous, s~all, flat-topped clusters on all the branches. Poison Hemlock has a disagreeable "mousy" odor, and the entire plant is poisonous if ingested. It generally flowers in late May through late June in Michigan. ~11 '5 ~ ~J'JON ~ w~ &rc~ -~l~~ (5 ~~ A- ~~~,~ ~'\) ~'f..-~S ~~ W ~~"E: (~c..L\f2>LCkl ~ Gc(~ r ~ O~ 'l"'-lfE ~n~L~ ~ ~14l" Wu- ~~ ~c...I~ITle~ ""fU ~ CD~-re'e? -r::t c."? ~ceD ~ (7" ~ ~ JU-e ~lC...\~{"l -cF' ~,.::;6n-tlJ ~ ~~ ~ ~ ~ ~,,v\.~18d- OF ~kuL-~ ~ ~'"D (Z?^- #F.f+Jrltb ~s::> ~~ ~t)~ -,-0 -Twe: No~~ ~ C-4..~-r ~ ~ A--::> ~21Z.> I r3GE ''-lA-\~t~ ~~ ~ ~ \2> ~A-t-- ~ ~\C...t?A-LL7f~ ~~ M.?~ ~~ {)'T~. .