HomeMy WebLinkAbout01/06/2020
General Government Committee
Revised Agenda
Date:January 6, 2020
Time:9:30 AM
Location:Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for
accessibility accommodations for persons attending, please contact: Samantha Gray, Committee
Coordinator, at 905-623-3379, ext. 2106 or by email at sgray@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio Record: The Municipality of Clarington makes an audio record of General Government
Committee meetings. If you make a delegation or presentation at a General Government
Committee meeting, the Municipality will be audio recording you and will make the recording public
by publishing the recording on the Municipality’s website.
Noon Recess: Please be advised that, as per the Municipality of Clarington’s Procedural By-law,
this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by
the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or
placed on non-audible mode during the meeting.
Copies of Reports are available at www.clarington.net/archive
*Late Item added after the Agenda was published.
Pages
1.Call to Order
2.Land Acknowledgement Statement
3.New Business – Introduction
Members of Committee are encouraged to provide the Clerk’s Department, in
advance of the meeting, a copy of any motion the Member is intending to
introduce, (preferably electronic) such that staff could have sufficient time to
share the motion with all Members prior to the
meeting.
4.Adopt the Agenda
5.Declaration of Interest
6.Announcements
7.Adoption of Minutes of Previous Meeting
7.1 Minutes of a Regular Meeting of General Government Committee dated
November 25, 2019
6
7.2 Minutes of a Special Meeting of General Government Committee dated
December 6, 2019
26
8.Delegations
8.1 Sheila Hall, Executive Director and Bonnie Wrightman, Manager of
Business Development, Clarington Board of Trade, Regarding Unfinished
Business Item 22.3, 2019 Q3 KPI Report
9.Communications – Receive for Information
9.1 Minutes of the Newcastle Business Improvement Area dated November
14, 2019
33
9.2 Minutes of the Ganaraska Region Conservation Authority dated
November 21, 2019
36
General Government Committee Agenda January 6, 2020
Page 2
10.Communications – Direction
10.1 Becky Jamieson, Municipal Clerk, Township of Brock, Regarding
Announcement by the Minister of Municipal Affairs and Housing Aligning
Provincial and Municipal Fiscal Years
40
(Motion to Endorse)
10.2 Kevin Narraway, Manager of Legislative Service/Deputy Clerk, Town of
Whitby, Regarding Gas Tax Funds
43
(Motion to Endorse)
10.3 Memo from Amy Burke, Acting Manager of Special Projects, Regarding
Emerald Ash Borer Funding Assistance
45
(Motion to Endorse)
10.4 Myles Brandt, President & General Manager, Canadian Tire Motorsport
Park, Regarding Flyby Approval Request
47
(Motion to send letters of support of a flyby by Canadian Armed Forces
aircraft as low as 500 feet, for the following events at Canadian Tire
Motorsport Park for transit, practice and shows: Castrol Victoria Day
SpeedFest - May 17, 2020, Mobil 1 SportsCar Grand Prix - July 5, 2020,
Chevrolet Silverado 250 - September 6, 2020)
10.5 Susan Cassel, City Clerk, City of Pickering, Regarding National School
Bus Safety Week and Stop Arm Cameras
50
(Motion for Direction)
10.6 Amelia Humphries, City Clerk, City of Woodstock, Regarding Ban of
Single-Use Plastic Handled Shopping Bags
53
(Motion for Direction)
10.7 Betsy Puthon, Executive Assistant to Mayor Cam Guthrie, City of
Guelph, Large Urban Mayors' Caucus of Ontario, Regarding Advocacy
Funding Initiative
54
(Motion for Direction)
11.Presentations
No Presentations
12.Engineering Services Department Reports
No Reports for this section of the Agenda
General Government Committee Agenda January 6, 2020
Page 3
13.Operations Department Reports
13.1 OPD-001-20 Contracting Out of Snow Plow Routes 56
14.Emergency and Fire Services Department Reports
14.1 ESD-001-20 Automatic Aid Agreement – Oshawa Fire Services –
Highway 401 Update
64
15.Community Services Department Reports
15.1 CSD-001-20 2019 Community Event Sponsorship Request – Fall Intake
Missed Application
74
16.Municipal Clerk’s Department Reports
16.1 CLD-001-20 Fireworks By-law 2015-047 78
17.Corporate Services Department Reports
No Reports for this section of the Agenda
18.Finance Department Reports
18.1 FND-001-20 Temporary Borrowing By-law for 2020 82
19.Solicitor’s Department Reports
No Reports for this section of the Agenda
20.CAO Office Reports
No Reports for this section of the Agenda
21.New Business – Consideration
21.1 Deep Retrofit Program Funding 86
22.Unfinished Business
22.1 Report COD-023-19 - Miscellaneous Catch Basin and Maintenance
Hole Repairs
Link to Report COD-023-19
(Referred from the November 18, 2019 Council Meeting)
General Government Committee Agenda January 6, 2020
Page 4
22.2 Memo from Anne Greentree, Municipal Clerk, regarding
Correspondence Item 10.1 and Item 3 of General Government Report
Dated November 4, 2019- Report CLD023-19 Regarding Taxicab
Drivers Licence Application - Appeal
(Referred from the November 18, 2019 Council Meeting)
(Distributed Under Separate Cover)
22.3 Update from the Clarington Board of Trade - 2019 Q3 KPI Report 88
(Referred from the December 9, 2019 Council Meeting)
23.Confidential Reports
24.Adjournment
General Government Committee Agenda January 6, 2020
Page 5
1
If this information is required in an alternate format, please contact the
Accessibility Co-ordinator at 905-623-3379 ext. 2131
General Government Committee
Minutes
Date:
Time:
Location:
November 25, 2019
9:30 AM
Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper,
Councillor J. Jones (arrived to the meeting at 10:04 AM),
Councillor J. Neal, Councillor M. Zwart
Regrets: Councillor C. Traill
Staff Present: A. Allison, G. Acorn (left the meeting at 4:36 PM), R. Albright
(left the meeting at 4:36 PM), S. Brake (left the meeting at 4:36
PM), R. Maciver, M. Marano (left the meeting at 4:36 PM),
T. Pinn (left the meeting at 4:36 PM), G. Weir (left the meeting at
4:36 PM), A. Greentree (left the meeting at 4:36 PM),
J. Gallagher, S. Gray
_____________________________________________________________________
1. Call to Order
Mayor Foster called the meeting to order at 9:30 A M.
2. Land Acknowledgment Statement
Councillor Neal led the meeting in the Land Acknowledgement Statement.
3. New Business – Introduction
There were no new business items added to the Agenda.
4. Adopt the Agenda
Resolution # GG-515-19
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Agenda for the General Government Committee meeting of
November 25, 2019 be adopted as presented.
Carried
Page 6
General Government Committee Minutes November 25, 2019
2
5. Declaration of Interest
Councillor Neal declared an interest in Report CSD-011-19, Community Event
Sponsorship Requests – Fall Intake.
6. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
7. Adoption of Minutes of Previous Meeting
7.1 Minutes of a Regular Meeting of November 4, 2019
Resolution # GG-516-19
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the minutes of the regular meeting of the General Government Committee
meeting held on November 4, 2019, be approved.
Carried
8. Delegations
8.1 Wendy Partner, Chair, Affordable Housing Task Force, Regarding Report
CAO-013-19 Affordable Housing Toolkit
Wendy Partner, Chair, Affordable Housing Task Force, was present regarding
Report CAO-013-19 Affordable Housing Toolkit. Ms. Partner thanked the Mayor
for his commitment to the Affordable Housing Task Force. She stated that, in
2018, the Task Force became a committee of Council. Ms. Partner explained
that the Task Force is supportive of the toolkit found in Report
CAO-013-19. She noted that the Region of Durham also needs to implement an
affordable housing toolkit. She would like the Members of Committee and the
Task Force members to continue to work with the development community and
landlords. Ms. Partner advised the Committee that the Task Force is in support
of the recommendations contained within the Report. She noted that next steps
would be to implement the toolkit and move seniors and affordable housing
forward in Clarington. Ms. Partner noted that the Task Force would like to have a
dedicated point person from the Planning Department. She stated that there
needs to be more senior specific housing units, and affordable units in walkable
communities. She thanked the Committee and staff for their work and answered
questions from the Committee.
Page 7
General Government Committee Minutes November 25, 2019
3
9. Communications – Receive for Information
Resolution # GG-517-19
Moved by Councillor Anderson
Seconded by Councillor Hooper
That Communication Items 9.1 - 9.6, be received on consent, with the exception
of Items 9.1, 9.4 and 9.6.
Carried
9.2 Minutes of the Tyrone Community Hall Board, from the September 18
and October 16, 2019 meetings
9.3 Minutes of the Bowmanville Santa Claus Parade Committee, from the
October 7 and November 6, 2019 meetings
9.5 Beth Morton, Clerk-Administrator, Township of Perry, Regarding
Transforming and Modernizing the Delivery of the Ontario Building
Code
9.1 Minutes of the Bowmanville Business Improvement Area, from the
October 8, 2019 meeting
Resolution # GG-518-19
Moved by Councillor Neal
Seconded by Councillor Anderson
That Communication Item 9.1, be received for information.
Carried
9.4 Jennifer Connor, Legislative Services Manager/Clerk, Township of Ramara,
Regarding Conservation Authority Exit Clause
Resolution # GG-519-19
Moved by Councillor Neal
Seconded by Councillor Anderson
That Communication Item 9.4, be received for information.
Carried
Page 8
General Government Committee Minutes November 25, 2019
4
9.6 Memo from Ron Albright, Acting Director of Engineering Services,
Regarding Tooley's Mill Park Area Land Ownership
Alter the Agenda
Resolution # GG-520-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That the Agenda be altered to consider the Memo from Ron Albright, Acting
Director of Engineering Services, Regarding Tooley's Mill Park Area Land
Ownership, after unfinished business.
Carried
10. Communications – Direction
10.1 Nancy and Hugh Towie, Clarington Polar Bear Swim Committee –
Clarington Polar Bear Swim – January 1, 2020
Resolution # GG-521-19
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the request for Emergency Services, Fire Hall #2, to attend the Clarington
Polar Bear Swim on January 1, 2020, in Newcastle, be approved.
Carried
10.2 Susan Cassel, City Clerk, City of Pickering, Regarding Association of
Municipalities of Ontario (AMO) - Towards a Reasonable Balance:
Addressing Growing Municipal Liability and Insurance Costs
Councillor Jones joined the meeting at 10:04 am.
Resolution # GG-522-19
Moved by Councillor Neal
Seconded by Councillor Hooper
That the following resolution from the City of Pickering, regarding Association of
Municipalities of Ontario (AMO) - Towards a Reasonable Balance: Addressing
Growing Municipal Liability and Insurance Costs, be endorsed by the Municipality
of Clarington:
That Corr. 35-19, dated October 1, 2019, AMO submission to the
Attorney General of Ontario, regarding addressing growing municipal
liability and insurance costs, be endorsed.
Carried
Page 9
General Government Committee Minutes November 25, 2019
5
10.3 George Vadeboncoeur, Chief Administrative Officer, Town of Wasaga
Beach, Regarding Conservation Authority Levies
Resolution # GG-523-19
Moved by Councillor Neal
Seconded by Councillor Anderson
That Communication Item 10.3, be received for information.
Carried
10.4 Memo from Anne Greentree, Municipal Clerk, Regarding Appointment of
Department Liaisons
Resolution # GG-524-19
Moved by Councillor Neal
Seconded by Councillor Hooper
That the Members of Council be designated as a Department Liaison for the term
ending December 31, 2020, as follows:
Planning Services Department Councillor Neal
Engineering Services Department Councillor Anderson
Operations Department Councillor Hooper
Emergency Services Department Councillor Zwart
Community Services Department Councillor Traill
Municipal Clerk’s Department Councillor Jones
Finance, Corporate Services &
Solicitor’s Department & Administration
Mayor Foster
Carried
11. Presentations
11.1 Ramzi Jammal, Executive Vice-President and Chief Regulatory Operations
Officer, Regulatory Operations Branch, Canadian Nuclear Safety
Commission (CNSC), Regarding CNSC Update
The Presentation from Ramzi Jammal, Executive Vice-President and Chief
Regulatory Operations Officer, Regulatory Operation Branch, Canadian Nuclear
Safety Commission (CNSC), Regarding CNSC Update, was considered later in
the meeting after the Emergency Services portion of the agenda.
Page 10
General Government Committee Minutes November 25, 2019
6
12. Engineering Services Department Reports
Councillor Anderson chaired this portion of the meeting.
12.1 EGD-016-19 GO Transit Newcastle Village - Annual Status Update
Resolution # GG-525-19
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report EGD-016-19 be received for information.
That the sale of the former fire hall site in the Village of Newcastle be further
delayed to continue to allow GO Transit to use the property as a turnaround until
such time as Durham Region Transit is able to provide a local service that
ensures continuity for residents;
That Staff be directed to continue to work with Durham Region Transit to define
future growth patterns and establish appropriate service levels;
That Staff be directed to report back to Council in the fall of 2020 on the progress
of our discussions; and
That scheduling the sale of the site of the former fire hall in Newcastle be
revisited at that time.
Carried
12.2 EGD-017-19 Proposal to Close and Convey a Portion of an Unopen Road
Allowance Situated Between Lot 34 & 35, Concession 1, Former Township
of Darlington
Resolution # GG-526-19
Moved by Mayor Foster
Seconded by Councillor Neal
That Report EGD-017-19 be received;
That Council endorses in principle the closure and conveyance to Tribu te
(Prestonvale) Ltd. that portion of the unopened road allowance situated between
Lots 34 and 35, Concession 1, Former Township of Darlington as depicted on
Attachment 1 to Report; and
That all interested parties listed in Report EGD-017-19 and any delegations be
advised of Council's decision.
Carried – See following motions
Page 11
General Government Committee Minutes November 25, 2019
7
Resolution # GG-527-19
Moved by Councillor Neal
Seconded by Councillor Jones
That Report EGD-017-19, be referred to Staff to report back, pending appraisal
of the land.
Withdrawn
The foregoing Resolution #GG-526-19 was then put to a vote and carried.
12.3 EGD-018-19 Award of Geotechnical Services Consulting for Slope Stability
Investigation, Analysis and Report of Farewell Creek Trail Phase 2
Resolution # GG-528-19
Moved by Councillor Neal
Seconded by Councillor Jones
That Report EGD-018-19 be received;
That the proposal received from Golder Associates Limited of Whitby, Ontario,
being the lowest bidder of the compliant quotations using the roster process
meeting all terms, conditions and specifications of the quotation request for
Geotechnical Investigation and Recommendations - Slope Stability and Trail
Design, be awarded the contract in the amount of $50,371.20 (Net HST Rebate);
That the funds required in the amount of $50,371.20 (Net HST Rebate) be drawn
from the following 2019 budget account:
Farewell Creek Trail Phase 2 #110-32-325-83288-7401 $50,371.20
That the funds required to support amending CIMA+’s current PO in the amount
of $2,880 (net HST) be drawn from the following 2019 budget account:
Farewell Creek Trail Phase 2 #110-32-325-83288-7401 $ 2,880.00
That all interested parties listed in Report EGD-018-19 and any delegations be
advised of Council’s decision.
Motion Lost
Resolution # GG-529-19
Moved by Councillor Neal
Seconded by Councillor Jones
That Report EGD-018-19, be tabled to the Council Meeting of December 9, 2019.
Tabled
13. Operations Department Reports
No Reports for this section of the Agenda.
Page 12
General Government Committee Minutes November 25, 2019
8
14. Emergency and Fire Services Department Reports
Councillor Zwart chaired this portion of the meeting.
14.1 ESD-008-19 Automatic Aid Agreement Oshawa Fire Services –
Highway 401 Update
The Report was removed from this Agenda to be added to a future meeting.
14.2 ESD-009-19 Emergency Services Activity Report – Q3
Resolution # GG-530-19
Moved by Councillor Hooper
Seconded by Councillor Jones
That Report ESD-009-19 be received for information.
Carried
Recess
Resolution # GG-531-19
Moved by Mayor Foster
Seconded by Councillor Jones
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 10:55 AM with Mayor Foster in the Chair.
11.1 Ramzi Jammal, Executive Vice-President and Chief Regulatory Operations
Officer, Regulatory Operations Branch, Canadian Nuclear Safety
Commission (CNSC), Regarding CNSC Update
Ramzi Jammal, Executive Vice-President and Chief Regulatory Operations
Officer, Regulatory Operations Branch, Canadian Nuclear Safety Commission
(CNSC), was present regarding a CNSC Update. Mr. Jammal made a verbal
presentation to accompany an electronic presentation. He explained that the
CNSC is a quasi-judicial administrative tribunal and highlighted the CNSC’s
mandate and priorities. Mr. Jammal stated that the headquarters are located in
Ottawa and there are four site offices at power plants, one site office at Chalk
River and four regional offices. He noted that there are five Nuclear Power Plant
(NPP) sites and five Waste Management Facilities (WMF) in Canada. He
explained that the annual performance report is a summary of CNSC’s
Compliance Verification Program. Mr. Jammal provided an update on the
Darlington and Pickering sites. He explained that health and environmental
impacts is of the highest importance to the CNSC and data confirms that the
health of Canadians is protected. He stated that the international evaluation
mission (EPREV) in 2019 concluded that Canada has a well-developed and
mature Emergency Preparedness and Response system in place across all
levels of government. Mr. Jammal noted that the Potassium Iodide (KI) Pill
Page 13
General Government Committee Minutes November 25, 2019
9
Working Group, is using a two-phase approach to meet its objectives. He stated
that the purpose of the CNSC Advisory Committee is to ensure opportunities are
provided for meaningful engagement on the outputs of the Working Group.
Mr. Jammal mentioned that the CNSC oversight confirms all waste from NPPs is
being managed safely at licensed facilities. He provided the Committee with an
update on the decommissioning planning of NPPs and the timelines. He
highlighted the next steps and explained that the CNSC is revie wing various
reactor designs. Mr. Jammal stated that the CNSC recognizes, supports and
encourages the involvement of the public and Indigenous peoples in all CNSC
processes. He thanked the Committee and answered questions.
Resolution # GG-532-19
Moved by Councillor Neal
Seconded by Councillor Jones
That the Delegation of Ramzi Jammal, Executive Vice-President and Chief
Regulatory Operations Officer, Regulatory Operations Branch, Canadian Nuclear
Safety Commission (CNSC), Regarding CNSC Update, be received with thanks.
Carried
Recess
The Committee recessed for their one hour scheduled break as per the
Procedural By-law.
The meeting reconvened at 1:00 PM with Mayor Foster in the Chair.
15. Community Services Department Reports
15.1 CSD-011-19 2019 Community Event Sponsorship Requests – Fall Intake
Resolution # GG-533-19
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Report CSD-011-19 be received;
That Council consider all submitted sponsorship requests; and
That all interested parties listed in Report CSD-011-19, and any delegations be
advised of Council’s decision.
Carried
Page 14
General Government Committee Minutes November 25, 2019
10
Clarington Zone - Minor Peewee AAA
Resolution # GG-534-19
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Sponsorship Application #S20-01, from the Clarington Zone - Minor
Peewee AAA , be approved in the amount of $2000.00
Carried
Canadian Cancer Society Durham
Resolution # GG-535-19
Moved by Councillor Anderson
Seconded by Councillor Jones
That the Sponsorship Application #S20-02, from the Canadian Cancer Society
Durham, be approved in the amount of $2000.00.
Carried
Autism Home Base Durham
Councillor Neal declared an interest in the Sponsorship Application #20-03 on
Report CSD-011-19, Community Event Sponsorship Requests – Fall Intake as
he is a member of Community Home Base Durham. He left the room
and refrained from discussion and voting on this matter.
Resolution # GG-536-19
Moved by Councillor Zwart
Seconded by Councillor Jones
That the Sponsorship Application #S20-03, from the Autism Home Base Durham,
be approved in the amount of $1000.00.
Carried
Councillor Neal returned to the meeting.
Newtonville Town Hall
Resolution # GG-537-19
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the Sponsorship Application #S20-04, from the Newtonville Town Hall, be
approved in the amount of $1000.00.
Carried
Page 15
General Government Committee Minutes November 25, 2019
11
Epilepsy Durham
Resolution # GG-538-19
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the Sponsorship Application #S20-05, from the Epilepsy Durham, be
approved in the amount of $2000.00.
Carried
Big Brothers Big Sisters
Resolution # GG-539-19
Moved by Councillor Neal
Seconded by Councillor Anderson
That the Sponsorship Application #S20-06, from the Big Brothers Big Sisters, be
approved in the amount of $2000.00.
Carried
15.2 CSD-012-19 Community Grant and Event Sponsorship Programs Review
Resolution # GG-540-19
Moved by Councillor Neal
Seconded by Councillor Jones
That Report CSD-012-19 be received;
That the changes to the Community Grant Program and Community Event
Sponsorship Program included in Report CSD-012-19 be approved;
That the revised By-law regarding the Orono Business Improvement Area (BIA),
Attachment 1 to CSD-012-19, be approved;
That staff be directed to conduct a comprehensive review of the two programs
and report back during Fall 2020 for a 2021 implementation; and
That the Orono BIA and any delegations be advised of Council’s decision.
Carried as amended
Resolution # GG-541-19
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #GG-540-19 be amended by adding the following
at the end of paragraph 2:
“with the following change:
That the $500.00 increments take affect at the $2000.00 level.”
Carried
Page 16
General Government Committee Minutes November 25, 2019
12
The foregoing Resolution #GG-540-19 was then put to a vote and carried as
amended.
16. Municipal Clerk’s Department Reports
Councillor Jones chaired this portion of the meeting.
16.1 CLD-024-19 Appointments to Fill Vacancies on Various Boards and
Committees
Resolution # GG-542-19
Moved by Councillor Neal
Seconded by Councillor Hooper
That Report CLD-024-19 be received;
That the Committee consider the applications for appointments to the various
boards and committees, and that the vote be conducted to appoint the citizen
and Council representatives to the various boards and committees, in
accordance with the Appointment to Boards and Committees Policy;
That Anna Camposeo be nominated to the Durham Region Land Division
Committee for a term ending December 31, 2022 or until a successor is
appointed;
That the Municipal Clerk's Department be authorized to continue to advertise for
the remaining vacancies on the Diversity Advisory Committee, Newcastle Arena
Board, and the Livestock Valuers;
That the resignations of Dorothy Koziorz, from th e Diversity Advisory Committee,
Steven Cooke, from the Durham Region Land Division Committee, and Milton
Dakin, from the Livestock Valuers, be received;
That Sarah Taylor be appointed to the Accessibility Advisory Committee, for a
term ending December 31, 2022 or until a successor is appointed;
That Barry Carmichael be appointed to the Newcastle Village Community Hall
Board or a term ending December 31, 2022 or until a successor is appointed;
and
That all interested parties listed in Report CLD-024-19 and any delegations be
advised of Council’s decision.
Carried
Durham Region Land Division Committee
That Anna Camposeo be nominated to the Durham Region Land Division
Committee for a term ending December 31, 2022 or until a successor is
appointed.
Page 17
General Government Committee Minutes November 25, 2019
13
16.2 CLD-025-19 Webstreaming of Council and Committee Meetings
Resolution # GG-543-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That Report CLD-025-19 be received for information.
Carried
17. Corporate Services Department Reports
Mayor Foster chaired this portion of the meeting.
17.1 COD-026-19 Emergency Flood Access Risk Assessment and Mitigation
Study
Resolution # GG-544-19
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Report COD-026-19 be received;
That the proposal received from Aquafor Beech Ltd. being the most responsive
bidder meeting all terms, conditions and specifications of RFP2019 -14 and
subject to a satisfactory reference check, be awarded the contract for the
provision of consulting services to complete the Emergency Flood Access Risk
Assessment and Mitigation Study;
That the total funds required for this project in the amount of $112,261.63 (Net
HST Rebate) is being funded in part by the National Disaster Mitigation Program
($56,130.81 Net HST Rebate) with the balance of $56,130.82 (Net HST Rebate)
being funded from within the approved budget allocation as provided from the
following account:
Description Account Number Amount
Engineering Admin Studies 100-32-130-00000-7510 112,262
That all interested parties listed in Report COD-026-19 and any delegations be
advised of Council’s decision.
Carried
Page 18
General Government Committee Minutes November 25, 2019
14
18. Finance Department Reports
18.1 FND-029-19 Financial Update as at September 30, 2019
Resolution # GG-545-19
Moved by Councillor Neal
Seconded by Councillor Jones
That Report FND-029-19 be received for information.
Carried
18.2 FND-030-19 2020 Interim Tax By-law
Resolution # GG-546-19
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report FND-030-19 be received; and
That the By-law attached to Report FND-030-19, as attachment 1, be approved.
Carried
18.3 FND-031-19 Market Review of Municipal Insurance Program
Resolution # GG-547-19
Moved by Councillor Jones
Seconded by Councillor Hooper
That Report FND-031-19 be received; and
That Staff inform the Durham Municipal Insurance Pool that the Municipality of
Clarington will be renewing for the July 1, 2020 to June 30, 2021 policy year; and
That the Director of Finance have the discretion to determine when a review of
the Municipality’s insurance program may next be conducted, such time not to
exceed five policy years.
Carried
19. Solicitor’s Department Reports
No Reports for this section of the Agenda.
Page 19
General Government Committee Minutes November 25, 2019
15
20. CAO Office Reports
20.1 CAO-012-19 Library-Museum Merger
Resolution # GG-548-19
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report CAO-012-19 be received;
That the Municipality transfers responsibility for the assets currently under the
management of the Clarington Museum and Archives Board to the Clarington
Public Library Board effective January 1, 2020;
That the Clarington Museum and Archives Board be dissolved, and By-law 2012-
093 be repealed, effective January 1, 2020; and
That all interested parties listed and any delegations be advised of Council’s
decision.
Carried
20.2 CAO-013-19 Affordable Housing Toolkit
Resolution # GG-549-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That Report CAO-013-19 be received;
That the Municipality continue to utilize the following tools to incentivize all
qualifying affordable housing projects:
a. Expedited Approvals (section 2.3);
b. Secondary Suite Development Charge Exemption (section 2.6);
c. Deferral of Payment of Development Charges (section 2.10);
d. Partial Waiver of Development Application Fees (section 2.11);
e. Waiver of Security Requirements (section 2.12); and
f. Property Tax Rate Rebate (section 2.13);
That staff prepare a draft Official Plan Amendment and Zoning By-Law
Amendment to implement Bill 108 requirements respecting additional residential
units (secondary suites and garden suites – sections 2.6 and 2.7);
That staff investigate the possibility of using inclusionary zoning policies (section
2.8) and report back to Council;
That staff report back to Council on the use of community benefits charges
(section 2.14) after the Planning Act regulations respecting CBCs are in place
and more is known about how they can be applied;
That the Clarington Official Plan policy encouraging affordable housing be
implemented through Secondary Plan policies (section 1.12);
Page 20
General Government Committee Minutes November 25, 2019
16
That staff investigate and report back to Council respecting policies that would
allow developers that are not receiving provincial or federal subsidies to receive
Municipal incentives (section 1.12);
That reducing parking requirements (section 2.5), providing land (section 2.9)
and any other possible incentives be considered by Council on a case-by-case
basis;
That staff be directed to prepare a policy (Affordable Housing Toolkit) that
affordable housing developers can pull from as they work to build their financial
models;
That staff be directed to work with the community (non-profits in particular) to
provide education respecting affordable housing development in Clarington; and
That all interested parties listed in Report CAO-013-19 and any delegations be
advised of Council’s decision.
Carried as Amended
Resolution # GG-550-19
Moved by Councillor Hooper
Seconded by Councillor Jones
That the foregoing Resolution #GG-549-19 be amended by adding the following
clause after recommendation ten:
That a Planning Services Department staff member be appointed to
handle the Affordable Housing portfolio.
Carried
The foregoing Resolution #GG-549-19 was then put to a vote and carried as
amended.
20.3 CAO-014-19 Durham Community Energy Plan Endorsement
Resolution # GG-551-19
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report CAO-14-19 be received;
That Council endorse in principle the Durham Community Energy Plan (DCEP),
including the community energy reduction target of 80% by 2050 and the Low
Carbon Pathway scenario as the preferred energy scenario for implementation;
That Council refer the DCEP to the Inter-Departmental Climate Change Working
Group for consideration and incorporation of relevant elements into the
Clarington Climate Change Action Plan currently under development; and
Page 21
General Government Committee Minutes November 25, 2019
17
That Staff continue to participate in the DCEP Steering Committee, while
requests for participation in Working Groups be considered on a case-by-case
basis, subject to staff availability.
Carried
Recess
Resolution # GG-552-19
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 3:15 PM with Mayor Foster in the Chair.
20.4 CAO-015-19 Strategic Plan Update
Resolution # GG-553-19
Moved by Councillor Zwart
Seconded by Councillor Jones
That Report CAO-015-19 be received for information.
Carried
21. New Business – Consideration
22. Unfinished Business
22.1 CAO-010-19 Cedar Crest Beach Update [Referred from the September 23,
2019 General Government Committee meeting]
Resolution # GG-554-19
Moved by Councillor Anderson
Seconded by Councillor Hooper
That Report CAO-010-19 be received;
That up to $30,000 be allocated from the Tax Rate Stabilization Reserve Fund
for the completion of a Cedar Crest Beach Erosion/Property Loss Study, and t he
consulting assignment be sole sourced to Zuzek Inc.;
That Staff report back to Council with the results of the study, once completed;
and
That all interested parties listed for Report CAO-010-19, including all landowners
in the Port Darlington (west shore) reach and any delegations, be advised of
Council's decision.
Referred, Later in the Meeting
Page 22
General Government Committee Minutes November 25, 2019
18
Recess
Resolution # GG-555-19
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 3:50 PM with Mayor Foster in the Chair.
Resolution # GG-556-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That the unfinished business item, CAO-010-19 Cedar Crest Beach Update, be
referred to the Council Meeting of December 9, 2019.
Carried
22.2 Staffing [Referred from the November 4, 2019 General Government
Committee Meeting]
Resolution # GG-557-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That any hiring of new staff for vacant positions be filled only by approval of
Council, pending the results of the organizational review.
Referred, Later in the Meeting
Suspend the Rules
Resolution # GG-558-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That the Rules of Procedure be suspended to extend the meeting for an
additional 30 minutes.
Carried
Page 23
General Government Committee Minutes November 25, 2019
19
Alter the Agenda
Resolution # GG-559-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That the Agenda be altered to consider Item 9.6, the memo from Ron Albright,
Acting Director of Engineering Services, regarding Tooley's Mill Park Area Land
Ownership, at this time.
Carried
9.6 Memo from Ron Albright, Acting Director of Engineering Services,
Regarding Tooley's Mill Park Area Land Ownership
Resolution # GG-560-19
Moved by Councillor Neal
Seconded by Councillor Jones
That Communication Item 9.6, be received for information.
Carried
22.2 Staffing [Referred from the November 4, 2019 General Government
Committee Meeting] - Continued
Closed Session
Resolution # GG-561-19
Moved by Councillor Neal
Seconded by Councillor Hooper
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as
amended, the meeting be closed for the purpose of discussing a matter that
deals with personal matters about an identifiable individuals, including a
municipal or local board employees.
Carried
Page 24
General Government Committee Minutes November 25, 2019
20
Rise and Report
The meeting resumed in open session at 5:15PM.
Mayor Foster advised that one item was discussed in “closed” session in
accordance with Section 239(2) of the Municipal Act, 2001 and one resolution
was passed on a procedural matter.
Resolution # GG-562-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That the Unfinished Business Item 22.2, regarding Staffing, be referred to the
Council Meeting dated December 9, 2019.
Carried
23. Confidential Reports
No Confidential Reports
24. Adjournment
Resolution # GG-558-19
Moved by Councillor Neal
Seconded by Councillor Zwart
That the meeting adjourn at 5:17 PM.
Carried
________________________________ ________________________________
Mayor Deputy Clerk
Page 25
If this information is required in an alternate format, please contact the
Accessibility Co-ordinator at 905-623-3379 ext. 2131
Special General Government Committee
Minutes
Date:
Time:
Location:
December 6, 2019
9:00 AM
Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper,
Councillor J. Jones, Councillor J. Neal, Councillor C. Traill,
Councillor M. Zwart
Staff Present: A. Allison, G. Acorn, R. Albright, F. Horvath, R. Maciver,
M. Marano, T. Pinn, G. Weir, A. Greentree
_____________________________________________________________________
1. Call to Order
Councillor Neal called the meeting to order at 9:00 AM and chaired this portion of
the meeting.
2. Land Acknowledgement Statement
3. Declaration of Interest
There were no disclosures of interest stated at this meeting.
4. Finance Department
Trevor Pinn, Director of Finance/Treasurer introduced today’s Agenda.
Mr. Pinn provided a verbal report, accompanied by a PowerPoint presentation,
highlighting the 2020 Budget.
External Factors
o Economic - The real GDP in Ontario is forecasted to increase annually by
1.5% in 2020, 1.5% in 2021, and 1.9% in 2022
o Provincial – There are many changes to legislation and policies
o Planning for Future Funding Changes -- The Municipality relies on two
sources of capital funding from the Federal Government and Provincial
Page 26
December 6, 2019
Special General Government
Committee Minutes
2
Government (being the Federal Gas Tax and the Ontario Community
Infrastructure Fund). The Municipality may lose about $1.8 million from
the Provincial funding should they chose to change the program.
Historical Trends
1% = $598,228 for the 2019 budget.
Taxable Growth in 2019 = $365,853,484, providing a new revenue of
$1,608,600
2019 Municipal Levy = $59,822,692
The 2020 draft budget is on point for Council's direction for the 2020
budget increase of 2%
The share of the property tax bill remains as follows:
49% Region of Durham
19% School Boards
32% Municipality of Clarington
Highlighted how each $100 of Clarington Local Levy is spent -- with
approximately 20.45% going to Operations
The Municipal budget is trending downwards with our Capital support
decreasing which supports the goal of efficiency
CPI is a personal indicator and does not necessary reflect the
Municipality, which is often somewhat higher than that of a person.
BMA Comparative Review
o The Director/Treasurer informed Council that a link to the electronic copy
has been forwarded to Council. In reviewing the BMA Study, he covered
the following:
Socio-Economic Factors Overview
Financial Indicators – The Tax Asset Consumption Ratio has been
trending upwards which indicates that while Clarington may have
newer infrastructure we are not keeping up. We are falling behind, but
not at a rate greater than the rest of the Province. Ninety percent of
Clarington's debt is Development Charges related; therefore funded by
the developer for the most part. In 2017, the Municipality was at about
90% for our Tax Reserves / Capita which indicates the reserves are
being used at a rate faster than that of the contributions. Also of note
is that Clarington does not have an issue with tax receivables.
Comparing Levy and User Fees – Comparatively Clarington residents
are taxed less. Commercial and Industrial property owners in Toronto
Page 27
December 6, 2019
Special General Government
Committee Minutes
3
pay most of the tax assessment and thus, their residential taxes are so
much lower. At the moment in our area, the Development Charges are
lower in Clarington than on average and, Clarington is on average with
the rest of the Province with respect to Building Permits.
Detached Bungalow – 2015 to 2019 report that Clarington has been
relatively stable for the past 5 years
2 Storey – 2015 to 2019 -- again on average Clarington is lower than
the comparator municipalities of Oshawa and Pickering
Affordability of Taxes -- Clarington remains more affordable than the
rest of the municipalities in the GTA and across the Province
Mr. Pinn noted that staff recently undertook a project which resulted in an
additional $70,000 in tax revenue. He further noted that one should ensure
that they are comparing the same services when looking at the BMA Study
Report. He offered to assist Members of Committee should they wish further
clarification of the study and how Clarington's services parallel, or differ, with
the services of other municipalities.
Citizen Engagement
o Introduced in 2019 was the concept of budget open houses. There were
three budget workshops that were held in the Municipality with very few
attendees. Mr. Pinn provided an explanation to the common question that
was raised by those who did attend an open house.
Asset Management
The Director/Treasurer highlighted the new regulatory requirements with
timelines, and noted,
o Council must approve asset management plans (which will eventually
include financing strategy), and
o The need for increased public awareness (requirement for Asset
Management Policy to be on the website)
Mr. Pinn highlighted the Capital Forecast for the period of 2021 to 2024, and
explained that some of the capital projects have been deferred in order to
achieve the tax levy target set by Council. While the 2% target may be
doable in 2020, it will become increasingly difficult in future years without
deferring capital projects. The Treasurer confirmed that the Municipality
should hear from the Federal Government, in response to the grant funding
application for the South Bowmanville Recreation Complex, in late spring /
early summer of 2020.
Key Capital Forecast Items were highlighted
Page 28
December 6, 2019
Special General Government
Committee Minutes
4
The Director/Treasure acknowledged the request to include the Kendal
drainage project in the 2020 budget.
Reserves and Reserve Funds
The Director/Treasurer explained the following respecting Reserves and
Reserve funds:
o That Obligatory Reserve Funds are shown as deferred revenue on the
balance sheet. He noted that they are a legislative or contractual
obligation (i.e. Development charges, gas tax, etc.). Mr. Pinn confirmed
that the parkland dedication Reserve Fund is an obligatory reserve fund
and has about $2.5 million in this fund. Concerns were raised that the
fund is rather large and should be used for park improvements.
o Reserves are not separately held fund (it is a parking lot) and does not
earn interest.
o Reserve Fund is a separately reported fund with income and expenses
and earns interest. Mr. Pinn reminded Members of Committee that $5
million is committed to the Bowmanville Hospital Foundation.
o Projected Balances of the Reserve Funds were highlighted. The totals do
not include any of the 2019 receipts, and therefore are understated in the
slide.
o In highlighting the changes to Reserve and Reserve Fund Transfers, Mr.
Pinn reported that $50,000 is being requested from the Election Reserve
for a ward boundary review to be conducted in 2020. The 2020 budget
also includes a proposal to undertake a new fire master plan to be funded
100% by Reserve Funds.
Long-Term Debt Management
The Director of Finance/Treasurer continued with his presentation,
highlighting debt and Clarington’s repayment schedule. Debt is a tool to be
used strategically on capital only, with a maximum debt servicing costs of
25% of own source revenues and, the Municipality can only issue debts
through the Region of Durham.
Debt may be eligible for Community Benefit Charges (CBC), but the
regulations regarding CBCs are not yet published.
Mr. Pinn explained that funding of debt servicing costs can be Development
Charge (DC) related. According to debt repayment, Clarington is trending
downward and the total balance is expected to be fully repaid in 2033.
The Director of Finance/Treasurer highlighted the policy being developed for
debt management, and that the asset management strategy w ill drive
priorities for projects which will impact timing of potential debts.
Page 29
December 6, 2019
Special General Government
Committee Minutes
5
Mr. Pinn has estimated interest rates at 5%. In 2021 and 2022, the existing
debt should be retired.
The Treasurer confirmed that the goal also is to consolidate the various Plans
into one comprehensive Financial Plan which takes into account the DC
Study, the Asset Management Plan, the strategic plan and any master plans.
2020 Departmental Budgets
The Director/Treasurer provided the 2020 highlights including recommended
staffing changes. The Mayor and Councillor Budget was discussed and the
Director/Treasurer responded to questions.
Councillor Neal left the meeting at 10:07 AM. Councillor Anderson assumed the
chair.
Mayor Foster arrived and assumed the chair at 10:09 AM.
The Director/Treasurer continued his presentation by highlighting significant
items included in each Department's 2020 budget request, and he responded
to questions.
o CAO Office -- In accordance with the Service Contract with the Clarington
Board of Trade (CBOT), the CAO confirmed that any funding increase to
the CBOT is capped at 3%. The Contract with CBOT expires December
31, 2021.
Councillor Neal returned to the meeting at 10:17 AM.
o Mr. Pinn confirmed he would provide details of the design costs identified
for Communications and Tourism.
4.1 Recess
Resolution # GG-559-19
Moved by Councillor Hooper
Seconded by Councillor Traill
That Committee recess for 10 minutes
Carried
The meeting reconvened at 10:25 AM with Mayor Foster in the Chair.
2020 Budget Submission Continued
The Director/Treasurer continued to present and respond to questions
regarding the highlights of the 2020 departmental budgets.
o In response to questions raised regarding the Organization Review
Report, Mr. Pinn confirmed that the budget highlights presented today do
not incorporate any budget impacts resulting from the recommendations
Page 30
December 6, 2019
Special General Government
Committee Minutes
6
which were included in the Organization Review report; except for the staff
reduction of 1 in the CAO/Mayor's administration area. The CAO
explained to Council that the objective is to roll out the recommendations
as quickly, effectively and reasonably as possible.
Councillor Traill left the meeting at 11:00 AM
o Clerk's -- The Municipal Law Enforcement Vehicle is planned to be an
electric vehicle.
Councillor Traill returned to the meeting at 11:03 AM.
o Engineering -- Staff are working with the Region of Durham to have 5
charging stations in the Municipality. Staff remains hopeful that 50% of
the associated costs will be funded through a Provincial grant.
o Operations – With respect to the Senior Snow Clearing Program, Mr. Pinn
confirmed that the cost gap is growing (ie. fees charged to resident versus
the contractor costs to clear), is primarily due to fee increase policy set by
Council. Mr. Albright reported on LED overhead light replacement. Phase
1 has been completed. Phase 2, being the replacement of heads on
existing poles in the downtowns, mariner and coach lights is planned for
early 2020. This will not include the decorative lighting in Newcastle, as
there is a streetscape plan that is underway which, when implemented,
will include the light replacement at that time. Mr. Brake confirmed that
the increased winter maintenance costs are due primarily for materials
such as salt and sand costs. Mr. Allison confirmed there would not be
significant Municipal costs for the re-location of the helipad, as we will be
passing those costs along to other agencies. Clarington's contribution
would be the temporary use of our land. Note, the use of this land will be
presented to Council for approval.
o Community Services – The Acting Director of Community Services
committed to providing Council with confirmation as to whether or not the
stairs for the outdoor pool has been included in the 2020 budget.
2020 External Agency Budgets
The Director/Treasurer highlighted the 2019 budget amounts as requested by
external agencies and confirmed that they all met the Council direction of 2%.
Next Steps
The Director/Treasurer highlighted the following next steps in the 2020
budget process:
o December 24, 2019, draft budget distribution
o January 10th, Special General Government Committee Meeting (External
Agencies)
Page 31
December 6, 2019
Special General Government
Committee Minutes
7
o January 13th, Special General Government Committee (Budget)
o January 20th, Council Meeting with Budget Ratification
The Director/Treasurer continued to respond to questions.
5. Adjournment
Resolution # GG-560-19
Moved by Councillor Hooper
Seconded by Councillor Neal
That the meeting adjourn at 11:52 AM.
Carried
________________________________ ________________________________
Mayor Deputy Clerk
Page 32
Newcastle BIA MINUTES November 14th, 2019
www.villageofnewcastle.ca
Attendance: Marni Lewis, Janeen Calder, Helen Vatandoust, Lina Schmahl, Theresa
Vanhaverbeke, Debbie Miller, Adam Jeronimo (CBOT), Granville Anderson, Tracy Yates, Karen
Bastas
Regrets: Leslie Ray, Greg Lewis, Valentine Lovekin, Donna Wood, Ken Easby, Jane Black
Attendance taken.
1.Meeting called to order at 9:00 a.m.
2.Approval of August Minutes:
Tracy Yates Seconded by: Janeen Calder
4. Business Arising from Minutes:
Proposed dates for the joint BIA meeting are November 25 or 26. Most of us
were available November 25th, I will pass that info on to Bowmanville and
Orono and report back.
5. Council Report:
The Firehall report is expected in the next 2-3 weeks.The MOC has a
scholarship available to low income families in the community. You can
register at the library, a Public Information Centre will be scheduled for more
information.
6. President’s Report:
n/a
7. Treasurer’s Report:
There was a budget meeting held and they have requested to increase the levy to
$40,000. That will come forward at the AGM.
Current bank balance is $17,718
8. Committee Reports:
Safety & Decor:
The wreaths are going up by Friday, November 15th. The planters at beaver are
done and look great.
Businesses are responsible for clearing the snow in front of their businesses.
The BIA will do an initial plow but you must continue to keep it clear throughout
Page 33
the day. You will be responsible if anyone slips and falls while walking on your
property.
Advertising:
Facebook likes are up to 1566, posts are reaching 26,782. Top posts are: Harvest
Festival Thank you, Harvest Festival Photo Gallery, Paint N Pour Evening, Santa
Parade, New Real Estate office, Lisa Malcolm, Remembrance Day Service.
Website stats- 7840 page views
Special Events:
a) Town Hall Lighting - 11 business will be participating. The road is closed from
Mill St to North St at 5:30pm. The countdown is at 6pm and runs until 8pm.
b) Breakfast with Santa- Plans are coming along, we are all ready for the day.
c) Santa Parade - 67 floats are booked. They are looking for volunteers from
4:15-5:30 to sell wands. The trees are being set up at the Rec Centre and will
be on display until December 15th. There are 15 trees and 4 wreaths available
to win.
d) Harvest Festival - nothing to report
e) Canada Day - nothing to report
9. CBOT:
They can confirm one of the units in the old Busters building has been confirmed to
be a Bubble Tea. Strudellicious, currently located in the In Town Gallery in
Bowmanville will be moving into the old food bank location. CBOTs first Economic
Summit is November 20th.
10. Chamber News:
November 21 is a networking event at the BOAA 6:30-8pm
11. CIP:
There is money available to any business looking to upgrade their facade, signage,
accessibility. Contact the Planning Dept. at the MOC. Or see the link
www.clarington.net/en/do-business/newcastle.asp
12. New Business:
Page 34
13. Next meeting, Thursday, December 12th, 2019 at 9am.
14. Motion to adjourn meeting by Helen Vatandoust seconded by Janeen Calder
Page 35
GANARASKA REGION CONSERVATION AUTHORITY
MINUTES OF THE BOARD OF DIRECTORS
November 21, 2019
GRCA 07/19
1. Welcome and Call to Order
The Vice-Chair called the Ganaraska Region Conservation Authority (GRCA) Board of
Directors meeting to order at 7:15 p.m.
MEMBERS PRESENT: Mark Lovshin, Vice Chair - Township of Hamilton
Nicole Beatty - Town of Cobourg
Tim Belch - Township of Cavan Monaghan
Greg Booth - Township of Alnwick/Haldimand
Brian Darling - Town of Cobourg
Vicki Mink - Municipality of Port Hope
Joe Neal - Municipality of Clarington
Tracy Richardson - City of Kawartha Lakes
Margaret Zwart - Municipality of Clarington
ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer
Cory Harris, Watershed Services Coordinator
Ken Thajer, Planning and Regulations Coordinator
ABSENT WITH
REGRETS: Jeff Lees, Chair - Municipality of Port Hope
ALSO ABSENT:
2. Disclosure of Pecuniary Interest
None
3. Minutes of Last Meeting
GRCA 51/19
MOVED BY: Joe Neal
SECONDED BY: Brian Darling
THAT the Ganaraska Region Conservation Authority approve the minutes of the October
17, 2019 meeting.
CARRIED.
Page 36
Minutes GRCA Board of Directors 07/19 Page 2
4. Adoption of the Agenda
The Vice-Chair requested the agenda be amended to move Item 7. b) to 11. b) as Nicole
Beatty would be arriving a little late to the meeting.
GRCA 52/19
MOVED BY: Joe Neal
SECONDED BY: Vicki Mink
THAT the Ganaraska Region Conservation Authority adopt the agenda as amended.
CARRIED.
5. Delegations
None
6. Presentations
a) Ganaraska Forest Recreational Users Committee (RUC) Annual Report
Jay Sherwin, Chair of the Ganaraska Recreational Users Committee (RUC), presented
the Annual Report to the Board. Mr. Sherwin stated that the members of the RUC are a
great resource to the Ganaraska Region Conservation Authority (GRCA) and its
Ganaraska Forest. He stated that in 2018 the main concerns were trail and road
maintenance as well as enforcement. In 2019, the retirement of Steve McMullen was a
significant event with Ed Van Osch taking his place. He noted that Ed is doing well and
has a great interest in the Forest. Mr. Sherwin also highlighted the launch of an online
purchase system where memberships and day passes can be obtained through GRCA’s
website. Further in 2019, the Peterborough Trailbuilders Association as well as the
Ganaraska Forest Horse Club put proposals forward for trail maintenance, trail building
and clearing which was supported by the RUC and the board of directors. The
Peterborough Trailbuilders Association put in 330 hours of labour and the Ganaraska
Forest Horse Club spent 8 hours on the trails and donated picnic tables.
GRCA 53/19
MOVED BY: Brian Darling
SECONDED BY: Greg Booth
THAT the GRCA Board of Directors receive the presentation for information.
CARRIED.
Nicole Beatty arrived at the meeting.
7. Business Arising from Minutes
a) Response to a Natural Waterfront Park for Cobourg Presentation
Ken Thajer provided a presentation to the Board as requested by the members following
the September Board meeting. The presentation, as described in the staff report
distributed to the members, outlined site characteristics and the GRCA jurisdiction in
regards to the proposed activities. Members asked for clarification of some of the slides
that were presented and in regards to setbacks.
Page 37
Minutes GRCA Board of Directors 07/19 Page 3
GRCA 54/19
MOVED BY: Brian Darling
SECONDED BY: Nicole Beatty
THAT the Board of Directors receive the Response to a Natural Waterfront Park for
Cobourg for information and forward a copy to Cobourg Council.
CARRIED.
8. Correspondence
a) 14-19 Letter from Jeff Yurek, Minister of the Environment, Conservation and parks
re. GRCA Chair Lees Letter of October 22, 2019
GRCA 56/19
MOVED BY: Marg Zwart
SECONDED BY: Vicki Mink
THAT the Board of Directors receive the correspondence for information.
CARRIED.
9. Applications under Ontario Regulation 168/06:
Permits approved by Executive:
GRCA 57/19
MOVED BY: Nicole Beatty
SECONDED BY: Tracy Richardson
THAT the Board of Directors receive the permits for information.
CARRIED.
Permit Application requiring Ganaraska Region Conservation Authority Board of Directors
discussion:
None
10. Committee Reports:
a) Ganaraska Forest Recreation Users Committee Minutes – November 7, 2019
GRCA 58/19
MOVED BY: Vicki Mink
SECONDED BY: Tim Belch
THAT the Board of Directors receive the Ganaraska Forest Recreation Committee
Minutes of November 7, 2019 for information.
CARRIED.
11. New Business:
None
Page 38
Minutes GRCA Board of Directors 07/19 Page 4
12. Other Business
a) 2020 Economic Adjustment
GRCA 59/19
MOVED BY: Brian Darling
SECONDED BY: Nicole Beatty
THAT the Board of Directors approve the 2020 Economic Adjustment.
CARRIED.
b) 2020 Levy
The CAO/Secretary-Treasurer explained the weighted vote procedure to the Board of
Directors and answered questions in regards to the allocations provided by the Ministry
that is to be used for the levy vote.
GRCA 55/19
MOVED BY: Nicole Beatty
SECONDED BY: Vicki Mink
THAT the GRCA Board of Directors approve the staff report that includes the 2020 levy in
the amount of $1,161,813.
Nicole Beatty – Town of Cobourg (11.4841%) - Yes
Tim Belch – Township of Cavan Monaghan (0.1980%) - Yes
Greg Booth – Township of Alnwick/Haldimand (1.0060%) - Yes
Brian Darling – Town of Cobourg (11.4841%) - Yes
Mark Lovshin – Township of Hamilton (11.7420%) - Yes
Vicki Mink, Municipality of Port Hope (9.1245%) - Yes
Joe Neal – Municipality of Clarington (22.8700%) - Yes
Tracy Richardson – City of Kawartha Lakes (0.0967%) - Yes
Margaret Zwart – Municipality of Clarington (22.8700%) - Yes
The total percentage present to vote was 91.4801%. To carry the motion, 51% total of
those present or 46.654851% is required and cannot be from a single municipality.
CARRIED.
13. In Camera
None
14. Adjourn
The meeting adjourned at 8:25 pm on a motion by Brian Darling.
__________________________ ____________________________
CHAIR CAO/SECRETARY-TREASURER
Page 39
Page 40
Page 41
Page 42
Town of WhitbyOffice of the Town Clerk575 Rossland Road East, Whitby, ON L1 N 2M8www.whitby.caNovember 29, 2019Via Email:Honourable Steve dark, Minister of Municipal Affairs and Housingsteve. clark@pc.ola,orc)Re: Gas Tax FundsPlease be advised that at a meeting held on November 25, 2019, the Council of theTown ofWhitby adopted the following as Resolution # 322-19:Whereas Canada has responded to the climate change emergency throughcommitments to a zero carbon future;And Whereas there are global and national shifts in reducing greenhouse gasemissions from transportation by reducing reliance on fossil fuel powered vehicles;and,And Whereas the Gas Tax Funds, which are permanent and much valued sourcesof funding for municipal infrastructure priorities, derives funding from fossil-fueltaxation, the use of which will be reduced in the coming years as dependence onthem decreases. Now therefore be it resolved:1. That the Council of the Town of Whitby requests the Federal Government andProvincial Government ensure that funding for municipalities through theirGas Tax Funds remains sustainable to facilitate effective service delivery andinfrastructure maintenance by having the funds supplemented through meansother than the taxation of gas and diesel;2. That the Federal Government and Provincial Government consider renamingtheir Gas Tax Funds to reflect more sustainable sources of funding;3. That the Federal Government and Provincial Government consider providinga set dollar amount or an increasing percentage of revenue to municipalitiesas the reliance on fossil fuels is reduced; and,4. That the Clerk be directed to circulate this resolution to the Region ofDurham, Durham Region local municipalities, MPP Lorne Coe, MP RyanTurnbull, AMO and FCM.Page 43
Should you require further information, please do not hesitate to contact thePlanning and Development Department at 905.430.4306.Kevin NarrawayManager of Legislative Services/Deputy ClerkCopy: R. Saunders, Commissioner of Planning and DevelopmentM.P. Ryan Turnbull - Rvan.Turnbull(%parl.gc.caM.P.P. Lorne Coe - lorne.coe(3>pc.ola.orgRalph Walton, Regional Clerk, Region of Durham - clerks@durham.caAssociation of Municipalities of Ontario (AMO) (General)amo(®amo.on.caFederation of Canadian Municipalities - info@fcm.caN. Cooper, Director of Legislative and Information services, Town ofAjax -Nicole.cooper@ajax.caB. Jamieson, Township of Brock - biamieson(%townshipofbrock.caA. Greentree, Municipal Clerk, Municipality of Clarington - clerks(%clarington.netM. Medeiros, City Clerk, City of Oshawa - mmedeiros@oshawa.caS. Cassel, City Clerk, City of Pickering - clerks@pickering.caJ. Newman, Municipal Clerk, Township of Scugog - inewman@scuciog.caD. Leroux, Clerk, Township of Uxbridge - dleroux(%town.uxbridge.on.caPage 44
Memo
Planning Services Department
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
At a meeting held on December 12, 2019, the Agricultural Advisory Committee of
Clarington approved the following Resolution #019 -26, recommending to Council the
following:
019-26 Moved by Don Rickard, seconded by Richard Rekker
That the Agricultural Advisory Committee of Clarington recommends that Council
endorse the following resolution regarding Emerald Ash Borer Provincial funding
assistance for farmers:
Whereas the Municipality continues to address the devastating effect of Emerald Ash
Borer (EAB) on public lands, at a significant cost, and is working on a long-term
strategy to secure the resources necessary for the removal and replacement of EAB
affected trees in rural roadside areas;
And whereas farmers, as significant private landowners, are also heavily impacted by
the spread of EAB across the naturalized areas of their properties;
And whereas, despite there being programs and funds to support tree planting and
replanting, there are no monies available to assist farmers with the removal of EAB
affected trees;
And whereas healthy woodlands contribute environmental, ecological, economic and
health benefits to communities and Ontario’s agricultural system;
Therefore, be it resolved that the Council of the Municipality of Clarington urges the
Province of Ontario to renew its commitment to address the spread of invasive
species through the provision of funding to Ontario farmers to assist with the cost of
removing dead ash trees on private farmland;
That a copy of this resolution be circulated to all Durham Region municipalities and
the Region of Durham for endorsement;
To: June Gallagher, Deputy Clerk
From: Amy Burke, Acting Manager of Special Projects
Date: December 23, 2019
Subject: Emerald Ash Borer Funding Assistance
File: PLN 19.24
Page 45
Page | 2
That a copy of this resolution be circulated to the Association of Municipalities of
Ontario; and
That a copy of this resolution be directed to Doug Ford, Premier of Ontario; the
Honourable John Yakabuski, Minister of Natural Resources and Forestry; the
Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs; Lindsey
Park, MPP (Durham); and David Piccini, MPP (Northumberland-Peterborough
South).
Carried
Yours truly,
________________________
Amy Burke,
Acting Manager of Special Projects
I:\^Department\General Files\Committees\Agricultural Committee\2019 Minutes & Correspondence\MEMO AACC Motion 019-26 20191212.docx
Page 46
From:Keyzers, Heather
To:Chambers, Michelle
Subject:FW: Letter from the Mayor - Canadian Snowbirds
Date:December 18, 2019 4:06:42 PM
Attachments:Flyby Letter.docx
From: myles@ctmpark.com <myles@ctmpark.com>
Sent: December 17, 2019 10:21 AM
To: Keyzers, Heather <hkeyzers@clarington.net>
Cc: 'Jen Koncovy' <jen@ctmpark.com>
Subject: Letter from the Mayor - Canadian Snowbirds
Caution: External email. Do not click links or open attachments you do not trust.
Good morning Heather
Can you please have Adrian provide the below.
We will send you the dates in a separate email.
Thank you
Myles
Hi Myles,
As mentioned, as part of the request process for the Canadian Snowbirds, we require written
permission from the mayor allowing the flyby as low as 500’.
1.A letter from the mayor or town council of Bowmanville ON authorizing the flyby (template attached). In
order to seek approval for the flyby to take place as low as 500 feet, your letter must include the sentence
completed below with the following information:
The Municipality of Bowmanville ON is supportive of a flyby by RCAF Aircraft as low as 500 feet, flyby for
the planned Event name being held in Canadian Tire Motorsport Park for transit, practice and shows on
Dates.
They’d like 3 different letters, one for each of the major events.
I’ve attached the example that they asked me to complete, that can be shared with the municipality.
Let me know if you need any further details or if they have any other questions.
Thank you,
Page 47
(Insert City/Town/R.M./Band Letterhead)
26 September 2019
Special Events
1 Canadian Air Division Headquarters
PO Box 17000 Stn Forces
Winnipeg, MB R3J 3Y5
Flyby Letter – (Insert Event Name, Date, Location)
The City of (Insert City) is supportive of a flyby by Canadian Armed Forces aircraft as
low as 500 feet, for the planned (insert event name) being held at (insert event location)
for transit, practice, and shows on (insert date(s)).
If you require any further information, please feel free to contact me at XXX-XXX-XXXX.
Sincerely,
(Insert Electronic or Physical Signature)
(Signature Block of Authorizing Official)
Page 48
From:Keyzers, Heather
To:Chambers, Michelle
Subject:FW: Dates
Date:December 18, 2019 4:06:51 PM
Attachments:image002.png
image004.png
image005.png
From: Myles Brandt <myles@ctmpark.com>
Sent: December 17, 2019 10:33 AM
To: Keyzers, Heather <hkeyzers@clarington.net>
Subject: Dates
Caution: External email. Do not click links or open attachments you do not trust.
Hi Heather,
The dates for the letter are below:
Castrol Victoria Day SpeedFest - May 17, 2020
Mobil 1 SportsCar Grand Prix - July 5, 2020
Chevrolet Silverado 250 - September 6, 2020
Thank you
Myles
Myles Brandt
President & General Manager
Canadian Tire Motorsport Park
3233 Concession Rd. #10
Bowmanville, ON L1C 3K6
P: 905-983-9141 | F: 905-983-5195
myles@ctmpark.com
www.canadiantiremotorsportpark.com
#CTMPlife
Page 49
Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7
T. 905.420.4611 | F. 905.420.9685 | Toll Free 1.866.683.2760 | clerks@pickering.ca | pickering.ca
Sent By Email
November 29, 2019
The Honourable Caroline Mulroney
Minister of Transportation
Ministry of Transportation
caroline.mulroney@pc.ola.org
Subject: National School Bus Safety Week and Stop Arm Cameras
Corr. 36-19
File: A-1400-001-19
The Council of the Corporation of the City of Pickering considered the above matter at a meeting held
on November 25, 2019 and adopted the following resolution:
1.That Corr. 36-19, dated October 18, 2019, from Pierre Ranger, Chair, Let’s Remember Adam
–Stop for the School Bus, be endorsed; and,
2.That this resolution be circulated to the Minister of Transportation, Minister of Education,
Association of Municipalities of Ontario (AMO), Durham District School Board, Durham
Catholic District School Board, Conseil Scolaire Viamonde, Durham Regional Police Service,
the Region of Durham, and all Durham Region municipalities for their consideration.
A copy of the original correspondence is attached for your reference.
Should you require further information, please do not hesitate to contact the undersign ed at
905.420.4660 extension 2019.
Yours truly
Susan Cassel
City Clerk
SC:rp
Enclosure
Corporate Services Department
Legislative Services
Page 50
School Bus Stop Arm Cameras November 29, 2019
Page 2 of 2
Copy: The Honourable Stephen Lecce, Minister of Education
Association of Municipalities of Ontario (AMO)
Durham District School Board
Durham Catholic District School Board
Conseil Scolaire Viamonde
Ralph Walton, Regional Clerk, Regional Municipality of Durham
Durham Regional Police Service
Nicole Cooper, Clerk, Town of Ajax
Becky Jamieson, Clerk, Township of Brock
Anne Greentree, Municipal Clerk, Municipality of Clarington
Mary Medeiros, Interim City Clerk, City of Oshawa
John Paul Newman, Director of Corporate Services/Clerk, Township of Scugog
Debbie Leroux, Director of Legislative Services/Clerk, Township of Uxbridge
Christopher Harris, Clerk, Town of Whitby
Pierre Ranger, Chair, Let’s Remember Adam – Stop for the School Bus
Chief Administrative Officer
Page 51
October 18, 2019
RE: National School Bus Safety Week and Stop Arm Cameras
Dear Honourable Mayor and Council,
Earlier this year, I wrote to you on behalf of the Let’s Remember Adam - STOP FOR THE SCHOOL BUS
campaign asking for your help to improve student safety by urging the provincial government to get stop
arm cameras on all school buses in Ontario. Our efforts were acknowledged by the Province but there is
still work to be done. We will not stop until we reach our goal of having stop-arm cameras on all school
buses.
Next week is National School Bus Safety Week, from October 21 to 25, 2019. I respectfully request
your support to not only recognize and highlight this important week, but that you take this
opportunity to act now by implementing a solution that will help protect our children’s safety as
they travel to and from school each day.
As you may know, the Government of Ontario announced in April that that they are taking steps to ensure
stop-arm cam era technology is implemented and used to prosecute stop-arm violations in Ontario.
Included in these steps is the message that the Province is looking to municipalities to help inform the
regulatory framework process, by specifying what equipment should be used and how tickets will be
processed.
This is an extremely important issue that deserves your immediate attention.
On behalf of Let’s Remember Adam, I respectfully ask that you take the necessary steps to get stop-arm
cameras on school buses in your community as soon as possible. I don’t want any family to endure the
senseless suffering my family has had to. It’s been nearly 20 years since Adam was killed while crossing
the street to our home after getting off the school bus. The time for action is now. Championing National
School Bus Safety Week in your municipality will be an important step forward to achieving our ultimate
goal.
Please let me know if I can be of any assistance to you in this process. Thank you for your time and
consideration. I look forward to seeing stop-arm cameras implemented.
Pierre Ranger
Chair, Let’s Remember Adam - STOP FOR THE SCHOOL BUS
Page 52
December 1, 2019
The Honourable Jeff Yurek,
Minister of Environment, Conservation and Parks
College Park 5th Flr, 777 Bay St,
Toronto, ON M7A 2J3
Re: Ban of Single-Use Plastic Handled Shopping Bags
Please be advised that the Council of the Corporation of the City of Woodstock passed
the following resolution at its regular Council meeting held on December 12, 2019:
“That Woodstock City Council continue to support the single-use plastic handled
shopping bag ban in principle but defer a decision regarding implementation until the
Provincial and/or Federal governments have announced their decision and plans for a
ban;
And further that Woodstock City Council supports a harmonized ban of single-use
plastic shopping bags across the Province of Ontario;
And further that staff be directed to participate in the consultations with the Minister of
Environment, Conservation and Parks with respect to the new producer responsibility
model for the Blue Box Program, including discussing solutions with respect to single-
use plastic shopping bags;
And further that Council pre-approve $5,000 in the 2020 revenue fund budget in order
for the Woodstock Environment Advisory Committee to undertake a public education
campaign to educate and encourage Woodstock residents to reduce the use and
consumption of single-use plastic shopping bags;
And further that this resolution be circulated to the Minister of Environment,
Conservation and Parks and all Ontario municipalities.”
Yours Truly,
Amelia Humphries, B. Math, M.P.A.
City Clerk
c: All Ontario municipalities
Office of the City Clerk
W oodstock City Hall
P.O. Box1539
500 Dundas Street
Woodstock, ON N4S 0A7
Telephone (519) 539-1291
Page 53
Hello Heather,
Our Finance department has prepared the attached for your consideration re the $5,000.
Regards,
Betsy
Betsy Puthon | Executive Assistant to Mayor Cam Guthrie
Office of the Mayor
City of Guelph
519-822-1260 ext 2286
betsy.puthon@guelph.ca
guelph.ca
Facebook.com/cityofguelph
@cityofguelph
Hello Heather,
As Clarington is a new member in LUMCO, I wanted to let you know about this initiative and
inform that you will receive an invoice.
BACKGROUND
In May 2019, LUMCO approved that each member contribute $5000 toward advocacy initiatives.
Strategy Corp was recently hired by the City of Guelph on behalf of LUMCO to do advocacy work.
$5000 PAYMENT
Members were invoiced $5000. Most have paid and if not, it is related to a funding request
moving to Council for consideration.
If you have any questions, please reach out.
Page 54
Regards,
Betsy
Betsy Puthon | Executive Assistant to Mayor Cam Guthrie
Office of the Mayor
City of Guelph
519-822-1260 ext 2286
betsy.puthon@guelph.ca
guelph.ca
Facebook.com/cityofguelph
@cityofguelph
-----------------------------------------
This e-mail message (including attachments, if any) is intended for the use of the
individual to whom it is addressed and may contain information that is privileged and
confidential. If you are not the intended recipient, you are notified that any
dissemination, distribution or copying of this communication is strictly prohibited. If
you have received this communication in error, please notify the sender and erase this e-
mail message immediately.
Page 55
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: January 6, 2020 Report Number: OPD-001-20
Submitted By: Stephen Brake, Acting Director of Operations
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Contracting Out of Snow Plow Routes
Recommendations:
1. That Report OPD-001-20 be received;
2. That Council approve, as requested in the 2019 Capital Budget submission, the
purchase of two additional single axle combination plow trucks that are to be 90%
funded through development charges; and
3. That if Council wishes to contract out future snow plow routes, staff be directed to (a)
issue a tender as soon as possible requiring that two pieces of equipment be
provided on November 1, 2020; and (b) add additional routes to the contract each
year as existing combination snow plow trucks reach the end of their service life and
are scheduled for replacement.
Page 56
Municipality of Clarington Page 2
Report OPD-001-20
1. Background
1.1. The Operations Department currently provides winter plowing services on all roads
within the Municipality using in-house equipment and staffing resources. A funding
request was identified within the 2019 capital budget to acquire two additional single
axle combination snow plow trucks that are necessary to keep pace with the continued
growth of the Municipal road network. The proposed capital purchase of the two new
trucks at a total estimated cost of $480,000 was to be 90% funded through development
charges.
1.2. At the Special General Government Committee meeting held on February 19, 2019,
Council passed resolution #GG-132-19. This resolution specifically deferred the
purchase of the two additional single axle combination winter plow trucks until such time
that staff could review and report back on the option of contracting out the services for
several snow plow routes.
1.3. In accordance with the direction given, staff have researched whether an alternative
service delivery method is a viable model for Clarington snow plowing operations. This
report outlines the possible efficiencies that may be achievable and the challenges that
may be experienced with the implementation of this type of service delivery change.
1.4. This report also addresses the recommendation in Grant Thornton’s Organization
Structure Review report dated December 4, 2019 that snow removal services be
reviewed. The body of the report (at page 15) contained the following comments:
The Municipality currently provides timely and quality snow removal services
(some non-road areas such as sidewalks are contracted out), however, with a
growing road network further investments or outsourcing may be required to
maintain service levels. We recommend that a review be completed to determine
what the optimal mix of internal versus contracted services is for the Municipality.
Report Overview
This report addresses resolution #GG-132-19, whereby Council requested that the purchase
of two additional single axle combination plow trucks identified in the 2019 Capital Budget be
deferred until staff review and report back on the option of contracting out of services for
several snow plow routes. This report is also intended to address the recommendation (#18)
in Grant Thornton’s Organization Structure Review report that snow removal services be
reviewed.
Page 57
Municipality of Clarington Page 3
Report OPD-001-20
2. Purchase of Additional Trucks
2.1. The Municipality of Clarington has a geographic area of 611.30 square kilometers and
an existing road transportation network that requires the plowing of approximately
1848.8 lane kilometers. Facilities within the road network range from multi-lane paved
urban arterial roads to gravel road sections within the rural areas that carry very low
volumes of traffic.
2.2. The provision of winter maintenance service on these roadways is currently split into 31
routes of different lengths due to various operating parameters and their proximity to
Municipal depot locations. The current average for an urban route is approximately 25.4
kilometers and 39.1 kilometers for a rural route.
2.3. Of the 31 snow plow routes that presently exist, 27 require the use of a single or tandem
axle heavy combination plow truck to maximize efficiencies. The remaining four routes
are completed with much smaller 1-3 tonne vehicles that accommodate various
operating constraints including narrower pavement widths and dead-end roadway
geometry.
2.4. In order to consistently adhere to the Provincial Minimum Maintenance Standards and
Hours of Work legislation, the length of each snow plow route should ideally be between
20 to 25 kilometers for urban areas and 35 to 40 kilometers for rural. Establishing
routes within these maximum distances helps to ensure that expected levels of service
can be properly maintained and that the levels of risk and liability inherit to this type of
service can be better managed.
2.5. New additional equipment required to keep pace with the annual growth rat e of
Clarington’s roadway network is provided through the development charges by-law.
This source of funding delivers 90% of the costs required for the purchase of new
vehicles, whereas, existing fleet is replaced through the local property tax levy at a
burden of 100%. It should be noted that development charge funding that is dedicated
for the purchase of new equipment cannot be used for any other purpose.
2.6. Whether or not Council opts to contract out future snow plow routes, there is a current
need for two additional single axle combination plow trucks in order to maintain
expected levels of service. It is therefore recommended that this purchase be made.
3. Possible Contracting Out
3.1. As a means to consider best practices, a review of the snow plowing procedures
delivered by the seven other local municipalities within the Region of Durham was
conducted. Although a broader scope of municipalities could have been included in the
survey, the group was intentionally kept small and local such that weather conditio ns,
Page 58
Municipality of Clarington Page 4
Report OPD-001-20
levels of service, type of public administrations and market conditions for contracted
services would be somewhat similar to Clarington and therefore could be equitably
compared. The Region of Durham was not included in the survey group as their levels
of service for higher road classes are quite different than what is required at the local
level.
3.2. The contracted service data requested from the local municipalities focused on three
main areas of evaluation being operations, budget expenditures and quality of service.
Background information was specifically requested on the number of routes, route
lengths and route structure, while budget information focused on actual operating costs.
Quality of service details determined the frequency of customer complaints and also the
contractor’s overall commitment to comply with minimum maintenance standards.
3.3. For comparison purposes, the cost of internal snow plowing services at the Municipality
of Clarington was also determined. These costs included the original purchase price of
a single axle combination plow truck, the operating expenditures for the life of t he
vehicle and its expected final disposition value. The average costs incurred for a
Clarington employee to operate the vehicle earning regular, overtime and double time
rates as well as benefits was also included in the total calculation.
4. Survey Findings
4.1. The municipal service level review confirmed that the Town of Ajax, Town of Whitby and
the City of Oshawa presently have long-term external contracts for roadway snow
plowing operations. The total number of routes and kilometers that are maintained by
contractors for each municipality vary, but in general the distances account for between
40 and 64 percent of their total snow plowing responsibilities.
4.2. The outsourcing of a municipal snow plowing contract would require an agreement with
a vendor for the period of approximately 10 years such that the value of the new capital
equipment investment could be sufficiently amortized. A contract term of this length
would also provide the best pricing options for the municipality. Beyond a 10-year term,
the contractor’s equipment would retain minimal value and the condition of the trucks
may result in more frequent breakdowns thereby compromising the levels of service that
must be achieved by the municipality.
4.3. The quality of service provided in routes by contractors was reported to produce a
similar or slightly higher number of complaints than those serviced by municipal staff.
The contractors that provide winter plowing service, however, were able to consistently
achieve Minimum Maintenance Standards. It can be expected that additional
administrative resources will be necessary to regularly manage contractor performance,
investigate complaints and ensure accountability.
Page 59
Municipality of Clarington Page 5
Report OPD-001-20
4.4. The estimated operating costs for Clarington’s in-house winter control snow plowing
program are provided on Table 1. These costs are based on the original purchase of a
new single axle combination plow truck, 10-year amortization term, estimated residual
value and various operating costs that include repair and maintenance, fuel, licensing,
insurance, radio and GPS locating. Also added to the amount is the average cost for
staff wages and benefits to operate the vehicle for a full winter season. The final total is
represented as an average cost per urban truck route.
4.5. Contracted snow plow operating costs for the Town of Ajax, Town of Whitby and the
City of Oshawa are provided on Table 2. These costs represent the totals for
equipment standby fees and all other associated operating costs. Contracted rates are
also shown as an average cost per truck route.
4.6. Table 3 provides the calculated service cost differential per route when comparing
Clarington’s existing in-house snow plowing costs to external contracted services.
Table 1
Clarington Snow Plow Operating Costs (6 months/year)
Single Axle Truck Amortization and Operating Cost $47,332.20
Staff Cost – Regular and O.T. Hours (2018 rates) $19,562.58
Total Operating Cost/Route/Winter Season $66,894.78
Table 2
Comparator Contracted Snow Plow Operating Costs (6 months/year)
Municipality Operating Budget Number of Routes
Serviced
Average Operating
Cost/Route
Ajax $268,185.86 (2018) 7 $38,312.27
Oshawa $1,040,000 (2018) 14 $74,285.71
Whitby $720,811.15 (2016) 12 (2016) $60,067.60
Average Contractor Operating Cost/Route $57,555.19
Page 60
Municipality of Clarington Page 6
Report OPD-001-20
Table 3
Clarington In-House Service vs. Contracted Services
Service Cost Differential/Route ($9,339.59)
5. Analysis
5.1. There are many factors that need to be considered before a decision respecting
contracting out of snow removal services is made.
Potential Benefits (Pros)
5.2. The most obvious potential benefit is cost savings. The previous section of this report
indicated that on average Durham lakeshore municipalities have realized savings as
compared to our costs ($9,000 per truck per winter season). But this is an average. We
will not know whether Clarington will realize savings unless and until we have gone to
market and tested the delivery model.
5.3. Clarington has a much larger geographic size with several climate zones , and it
therefore can be expected that more f requent call-outs will occur in our municipality as
compared to Ajax, Whitby and Oshawa. This will potentially reduce the overall cost
differential and estimated savings.
5.4. Clarington’s location at the eastern end of the Greater Toronto Area could also
negatively impact our ability to realize the estimated savings. T he interest and
availability of contractors that are qualified to undertake this type and scope of work may
be somewhat limited. As a result, contracted costs obtained through a fair and open bid
process may be higher than those received by other local municipalities. The pricing
received for this type of service will be largely dependent on the level of competition that
exists in the marketplace and the timing of when the contract is put out for bids.
5.5. Another opportunity for cost savings related to contracting out of snow removal is in the
area of overtime. The Grant Thornton report identified reduction of overtime hours as
an obvious opportunity to create savings. Appendix A to that report provided a
summary of overtime wages paid by year and department. A large part of overtime
within the Operations Department overtime is related to snow removal.
5.6. An additional benefit of contracting out could be right sizing of the existing fleet of heavy
trucks for summer operations. At times, some single or tandem axle trucks may be
underutilized during the off-winter season which can result in additional and
unnecessary ownership and operating costs.
Page 61
Municipality of Clarington Page 7
Report OPD-001-20
5.7. The introduction of contracted services could also provide an added level of service
protection should equipment or staff shortages ever become a problem.
5.8. A contract for the provision of road snow plowing could be structured such that bidders
are provided with a standby fee to ensure that the required pieces of equipment are kept
at Clarington’s Operations Depots and reserved exclusively for deployment by the
Municipality. These fees are paid to the contractor on a monthly basis whether or not
the vehicles are utilized in any winter events. An operating fee will also be paid to the
contractor for each service call-out. These fees are best established as a per kilometer
rate and could apply individually to a variety of services including sanding/salting or
sanding/salting/plowing.
5.9. The introduction of a contracted snow plowing service could create opportunities to
develop routing plans for main roads with higher levels of service that could be assigned
to the contractor.
Potential Risks (Cons)
5.10. As stated above, it is not certain that cost savings will be realized in Clarington. Our
closest municipal neighbour (Oshawa) pays more to contract out the service than we
pay to provide the service in-house.
5.11. In order to test the model, we may be required to commit to a long-term contract. If the
efficiencies are not realized, we could be required to maintain the service model for the
duration of the contract.
5.12. If contracted road plowing services are utilized, it cannot be at the expense of quality
service. Clarington residents must be assured that the model will continue to provide
them with the level of service noted in the Grant Thornton report.
5.13. We must also be cognizant of our workforce. The Operations Department has many
employees dedicated to winter control operations. As part of the development of this
report, preliminary discussions have been held with the Local Union Executive.
Understandably, the initial response respecting the proposal to contract out winter snow
plow routes was one of concern. However, if Council chooses to pursue contracting out
as outlined below, it will not result in any job loss.
Option
5.14. The review completed by the Operations Department indicates that there could be cost
savings and other operating efficiencies that are sufficient to justify contracting out snow
plow routes in the Municipality. This alternative service delivery method is already firmly
entrenched at three other local municipalities in Durham Region and is commonplace in
many other lower and upper tier municipalities throughout the Province.
Page 62
Municipality of Clarington Page 8
Report OPD-001-20
5.15. If Council wishes to implement contracted snow plowing, it is recommended that the
number of outsourced routes should parallel the replacement schedule of existing
combination snow plow trucks as they reach their end of service life. As trucks are
replaced, the available funding that is held in the capital fleet reserve account could be
transferred into operating to finance the new contracted service. Given that two existing
single axle combination trucks are proposed for replacement in 2020, the introduction of
this new method of service could begin as early as the upcoming 2020/2021 winter
control season. The timeline for the tendering of the contract is best to occur as early
as possible in 2020 in order to attract multiple bids and ensure that vendors can obtain
the necessary new equipment.
5.16. It must also be clearly acknowledged that contracting out snow plow routes will require
the full collaboration and support of staff. If Council provides direction to commence the
contracting out of snow plow routes, discussions will begin immediately to develop the
necessary working relationships.
6. Concurrence
The report has been reviewed by the Director of Finance who concurs with the
recommendations.
7. Conclusion
It is respectfully recommended that Council approve, as requested in the 2019 Capital
Budget submission, the purchase of two additional single axle combination plow trucks
that are to be 90% funded through development charges. If Council wishes to contract
out future snow plow routes, staff should be directed to (a) issue a tender as soon as
possible requiring that two pieces of equipment be provided on November 1, 2020; and
(b) add additional routes to the contract each year as existing combination snow plow
trucks reach the end of their service life and are scheduled for replacement.
Staff Contact: Stephen Brake, Acting Director of Operations, 905-263-2291 extension 2903 or
sbrake@clarington.net
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 63
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: January 6, 2020 Report Number: ESD-001-20
Submitted By: Gord Weir, Director of Emergency Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Automatic Aid Agreement – Oshawa Fire Services – Highway 401 Update
Recommendations:
1. That Report ESD-001-20 be received;
2. That the Mayor and Clerk be authorized to execute the Automatic Aid Agreement
with Oshawa Fire Services, Attachment 1 to Report ESD-001-20; and
3. That all interested parties listed in Report ESD-001-20, and any delegations be
advised of Council’s decision.
Page 64
Municipality of Clarington Page 2
Report ESD-001-20
1. Background
1.1. In 2002, By-law 2002-113 was passed authorizing the execution of the Emergency and
Fire Services Automatic Aid Agreement – Highway 401 with Oshawa. The Agreement
has recently been reviewed and a minor adjustment is required.
2. Discussion
2.1. A review of the areas within the geographic boundaries of Oshawa and Clarington
indicates that a fire department in the other municipality is capable of responding more
quickly than the fire department situated in the municipality. The Agreement currently
recognizes the Automatic Aid Area as Highway 401 between Harmony Road in Oshawa
and Courtice Road in Clarington. Due to the extension of Highway 407 and construction
of Highway 418, the eastbound access to Highway 401 from Courtice Road has been
eliminated. With no access to Highway 401 and 418 from Courtice Road, the automatic
aid area should be extended from Courtice Road to Holt Road and Highway 418 north
between Highway 401 and Highway 2.
2.2. Staff have been in discussions with Oshawa and they are in agreement with the
attached agreement.
3. Proposal
3.1. It is proposed that the Automatic Aid Agreement (Attachment 1) be amended as follows:
Section 1.01 b) of the Agreement be revised to identify the Automatic Aid Area as
being Highway 401 between Harmony Road in Oshawa and Holt Road in
Clarington, and 418 north between Highway 401 and Highway 2 in Clarington.
Section 1.01 e) of the Agreement be revised to identify the eastbound lanes of
Highway 401 between Harmony Road, exit 419 Oshawa and Holt Road, exit 428
Clarington, and 418 north between Highway 401 and Highway 2 in Clarington
Report Overview
To request approval from Council to update the Automatic Aid Agreement with Oshawa Fire
Services for Highway 401. The update includes extending the automatic aid area from
Courtice Road, to Holt Road, and Highway 418 north between Highway 401 and Highway 2.
Page 65
Municipality of Clarington Page 3
Report ESD-001-20
4. Concurrence
Not applicable.
5. Conclusion
It is respectfully recommended that the proposed Automatic Aid Agreement outlined in
Attachment 1 to this Report be approved and the Mayor and Clerk be authorized to
execute the agreement.
Staff Contact: Gord Weir, Director of Emergency and Fire Services, 905-623-5126 ext. 2802
or gweir@clarington.net.
Attachment:
Attachment 1– Proposed Automatic Aid Agreement – Oshawa Fire Services – Highway 401
Interested Parties:
Derrick Clark, Oshawa Fire Services Fire Chief
Page 66
Attachment 1 to Report ESD-001-19
2019 Agreement Page 1 of 7
This agreement made in triplicate this _________ day of _______________, 2019.
BETWEEN:
THE CORPORATION OF THE CITY OF OSHAWA
(“OSHAWA”)
- and -
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
(“CLARINGTON”)
RECITALS
1) Paragraph 1 of section 207 of the Municipal Act, R.S.O. 1990, c. M.45 provides that
by-laws may be passed by the councils of all municipalities for entering into
agreement with any other municipality or person for the use of the fire-fighting
equipment, or any of it, of the municipality or of such other municipality or person
upon such terms and conditions and for such consideration based on cost as may
be agreed upon but that despite any such agreement, no liability accrues to the
municipality or person for failing to supply the use of the fire-fighting equipment, or
any of it.
Subsection 2(64) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c. 4
provides that
a) A municipality may enter into an automatic aid agreement to provide or
receive the initial or supplemental response to fires, rescues and
emergencies.
2) There are areas within the geographic boundaries of each of Oshawa and Clarington
to which a fire department in the other municipality is capable of responding more
quickly than any fire department situated in the municipality.
In consideration of the mutual covenants, provisions and conditions contained herein,
and for other good and valuable consideration, Oshawa and Clarington covenant and
agree as follows:
Page 67
Automatic Aid Agreement
Clarington/Oshawa
2019 Agreement Page 2 of 7
1.0 DEFINITIONS/ INTERPRETATION
1.01 Definitions: Wherever a term set out below appears in the text of this
AGREEMENT in capital letters, the term shall have the meaning set out for it
in this Section 1.01. Wherever a term below appears in the text of this
AGREEMENT in regular case, it shall be deemed to have the meaning
ordinarily attributed to it in the English language.
a) AGREEMENT means this agreement including its recitals and any schedules
which form an integral part of it, as amended from time to time.
b) AUTOMATIC AID AREA means any or all of Highway 401 between Harmony
Road in Oshawa and Courtice Holt Road in Clarington, and Highway 418
north between Highway 401 and Highway 2 in Clarington.
c) AUTOMATIC AID RESPONSE means the delivery of INITIAL RESPONSE
SERVICES by a PARTICIPATING FIRE SERVICE.
d) CLARINGTON means The Corporation of the Municipality of Clarington
including its successors and assigns, and, where the context allows, its
employees, servants and agents.
e) 401 EAST means the eastbound lanes of Highway 401 betwee n Harmony
Road, exit 419, Oshawa and Courtice Holt Road, exit 428 Clarington, and
Highway 418 north between Highway 401 and Highway 2, Clarington. Under
special circumstances a response in the eastbound lanes may extend
beyond Holt Road.
f) 401 WEST means the westbound lanes of Highway 401 between Courtice
Road, Clarington and Harmony Road, Oshawa.
g) HOME FIRE CHIEF means the Fire Chief of the HOME MUNICIPALITY.
h) HOME FIRE SERVICE means the fire service within the HOME
MUNICIPALITY that, but for the provisions of this AGREEMENT, would be
responsible for providing INITIAL RESPONSE SERVICES. For those parts of
401 EAST and 401 WEST within the territorial limits of OSHAWA, HOME
FIRE SERVICE means Oshawa Fire Services. For those parts of 401 EAST
and 401 WEST within the territorial limits of CLARINGTON, HOME FIRE
SERVICE means Clarington Emergency and Fire Services.
i) HOME MUNICIPALITY means the municipality to which is provided an
AUTOMATIC AID RESPONSE.
Page 68
Automatic Aid Agreement
Clarington/Oshawa
2019 Agreement Page 3 of 7
j) INCIDENT means fire, emergencies or dangerous conditions that occurs in
an AUTOMATIC AID AREA.
k) INITIAL RESPONSE SERVICES for the purpose of this AGREEMENT
means the provision of an initial response designed to address the adverse
effects of an INCIDENT.
l) OSHAWA means The Corporation of the City of Oshawa including its
successors and assigns, and, where the context allows, its employees,
servants and agents.
m) PARTICIPATING FIRE SERVICE means the fire service within the
PARTICIPATING MUNICIPALITY with responsibility for providing an
AUTOMATIC AID RESPONSE. For those parts of 401 EAST and 401 WEST
within the territorial limits of Oshawa, PARTICIPATING FIRE SERVICE
means Clarington Emergency and Fire Services. For those parts of 401
EAST and 401 WEST within the territorial limits of Clarington,
PARTICIPATING FIRE SERVICE means Oshawa Fire Services.
n) PARTICIPATING MUNICIPALITY means the municipality that provides an
AUTOMATIC AID RESPONSE.
1.02 Gender Plural: All words in this AGREEMENT shall be deemed to include
any number or gender as the context requires.
1.03 Proper Law: This AGREEMENT shall be interpreted according to the laws of
the Province of Ontario.
1.04 Headings: Article, section, clause and/or paragraph headings are for
reference purposes only and shall not in any way modify or limit the
statements contained in the following text.
1.05 Legislation: Reference to federal or provincial statutes or regulations or
municipal by-laws are deemed to refer to the relevant legislation as
amended, including successor legislation.
2.0 TERM
2.01 Term: The term of the AGREEMENT shall be indefinite and will be reviewed
yearly by the participating Fire Chiefs.
2.02 Termination: This AGREEMENT may be terminated by either party on sixty
(60) days’ notice in writing to the other.
Page 69
Automatic Aid Agreement
Clarington/Oshawa
2019 Agreement Page 4 of 7
3.0 AUTOMATIC AID RESPONSE
3.01 AUTOMATIC AID RESPONSE: Upon the occurrence of an INCIDENT, an
AUTOMATIC AID RESPONSE shall be provided by the PARTICIPATING
FIRE SERVICE to the extent that the PARTICIPATING FIRE SERVICE has
equipment and staff available.
3.02 Response: Upon the occurrence of an INCIDENT, the HOME FIRE
SERVICE shall respond.
3.03 Command:·When a HOME FIRE SERVICE and a PARTICIPATING FIRE
SERVICE respond to an INCIDENT, the Incident Commander of the HOME
FIRE SERVICE shall assume responsibility for the overall command of and
coordination of operations in respect of the INCIDENT.
3.04 Incident Management System: The Incident Management System of the
HOME FIRE SERVICE shall be utilized.
4.0 COST
4.01 No-cost Basis: There shall be no cost to the HOME MUNICIPALITY for the
provision of an AUTOMATIC AID RESPONSE.
5.0 RELEASE AND INDEMNITY
5.01 No Claims: Neither party shall have any claim or demand against the other
for detriment, damage, accident or injury, of any nature whatsoever or
howsoever caused to any person or property, including any buildings,
structures, erections, equipment, material, supplies, motor or other vehicles,
fixtures and articles, effects and things in any manner based upon,
occasioned by or attributable to the execution of the AGREEMENT or any
action taken or things done or maintained by virtue of the AGREEMENT, or
the exercise in any manner of rights arising under the AGREEMENT.
5.02 Indemnification: Each party covenants and agrees that it shall at all times
indemnify and save harmless the other from and against all claims and
demands, loss, costs, damages, actions, suits or other proceedings by
whomsoever made, brought or prosecuted, in any manner based upon,
occasioned by or attributable to the execution of the AGREEMENT or any
action taken or things done or maintained by virtue of the AGREEMENT, or
the exercise in any manner of rights arising under the AGREEMENT, except
claims for damage resulting from the negligence of any officer, servant or
agent of the other while acting within the scope of his or her duties or
employment.
Page 70
Automatic Aid Agreement
Clarington/Oshawa
2019 Agreement Page 5 of 7
6.0 MISCELLANEOUS
6.01 Notice: Any notice to be given under this AGREEMENT shall be sufficiently
given if delivered or if sent by prepaid first class mail and addressed
to OSHAWA at:
Oshawa Fire Chief
Oshawa Fire Services
199 Adelaide Avenue West
Oshawa, Ontario L1J 7B1
or to CLARINGTON at:
Clarington Fire Chief
Clarington Emergency and Fire Services
2430 Highway No.2
Bowmanville, Ontario L1C 6C83K7
Receipt of notice shall be deemed on the date of delivery, or five (5) days
following the date of mailing of the notice, whichever is applicable. Either
party may change its address for notice by giving notice of change of
address pursuant to this section.
6.02 Force Majeure/Time: Notwithstanding anything in this AGREEMENT, neither
party shall be in default with respect to the performance of any of the terms of
this AGREEMENT if any non-performance is due to any force majeure,
strike, lock-out, labour dispute, civil commotion, war or similar event,
invasion, the exercise of military power, act of God, government regulations
or controls, inability to obtain any material or service, or any cause beyond
the reasonable control of the party (unless such lack of control results from a
deficiency in financial resources). Otherwise, time shall be of the essence of
this AGREEMENT and all the obligations contained herein.
6.03 Arbitration: All matters of differences arising between OSHAWA and
CLARINGTON in any matter connected with or arising out of this
AGREEMENT shall be referred to a single arbitrator, if the parties agree
upon the arbitrator's identity. Should the parties be unable to agree upon the
identity of an arbitrator, then the matter shall be referred to a single arbitrator,
to be appointed by a Justice of the Superior Court of Justice. The arbitrator
shall conduct the arbitration pursuant to the Arbitration Act, 1991, S.O. 1991
c. 17 and every award or determination shall be final and binding on the
parties and their successors and assigns, and shall not be subject to appeal.
The arbitrator shall be allowed unfettered and unlimited discretion to
determine in each and every case the solution which best balances the
Page 71
Automatic Aid Agreement
Clarington/Oshawa
2019 Agreement Page 6 of 7
competing interests of the parties to the arbitration in accordance with this
AGREEMENT, and she or he shall not be bound by any legal precedent in
such determination. The arbitrator shall not be bound by the provisions of the
Arbitration Act, 1991, S.O. 1991 c. 17 in respect of her or his fees. The
arbitrator shall be entitled to award all or part of her or his fees against any
party in accordance with the principles which govern an award of costs
against a non-successful party in a contested matter before the Superior
Court of Justice. In the absence of such an award by the arbitrator, the
arbitrator’s costs shall be borne equally by both parties, without regard to
their involvement in the arbitration.
6.04 No Assignment: Neither party shall make any assignment of this
AGREEMENT without obtaining the prior consent in writing of the other to
such assignment.
6.05 Successors: The rights and liabilities of the parties shall enure to the benefit
of and be binding upon the parties and their respective successors and
approved assigns.
6.06 Entire Agreement: This AGREEMENT contains the entire agreement
between the parties relating to AUTOMATIC AID RESPONSE and it is
agreed that there is no covenant, promise, agreement, condition precedent or
subsequent, warranty or representation or understanding, whether oral or
written, other than as set forth in this AGREEMENT and this AGREEMENT
fully replaces and supersedes any letter, letter of intent, or other contractual
arrangement between the parties related to AUTOMATIC AID RESPONSE in
existence at the time of execution and delivery of this AGREEMENT. This
agreement is not part of the Durham Region Emergency Fire Services Plan
[Mutual Aid].
6.07 Partial Invalidity: If any article, section, subsection, paragraph, clause or
subclause or any of the words contained in this AGREEMENT shall be held
wholly or partially illegal, invalid or unenforceable by any court of competent
jurisdiction, OSHAWA and CLARINGTON agree that the remainder of this
AGREEMENT shall not be affected by the judicial holding, but shall remain in
full force and effect. The provisions of this AGREEMENT shall have effect,
notwithstanding any statute to the contrary.
Page 72
Automatic Aid Agreement
Clarington/Oshawa
2019 Agreement Page 7 of 7
6.08 Waivers: No supplement, amendment or waiver of or under this
AGREEMENT shall be binding unless executed in writing by the party to be
bound thereby and no waiver by a party of any provision of this
AGREEMENT shall be deemed or shall constitute a waiver of any other
provision or a continuing waiver unless otherwise expressly provided.
Witness whereof the parties hereto have hereunto affixed their corporate seals duly
attested by the proper signing officers in that behalf.
THE CORPORATION OF THE CITY OF OSHAWA
_____________________________
FIRE CHIEF
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
_____________________________
MAYOR
_____________________________
CLERK
Page 73
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee Report Number: CSD-001-20
Date of Meeting: January 6, 2020 By-law Number:
Submitted By: George Acorn, Acting Director of Community Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number:
Report Subject: 2019 Community Event Sponsorship Request – Fall Intake Missed
Application
Recommendations:
1. That Report CSD-001-20 be received;
2. That Council consider the Doors Open Sponsorship request; and
3. That the interested party listed in Report CSD-001-20, and any delegations be
advised of Council’s decision.
Page 74
Municipality of Clarington Page 2
Report CSD-001-20
1. Background
2. Doors Open Clarington Application
3. Concurrence
Report Overview
This report provides an application summary for Doors Open Clarington, which was received
for the Community Event Sponsorship Program – Fall Intake. Late consideration is
requested as the application was received within the application deadline an d unfortunately
missed being submitted in the original Community Event Sponsorship - Fall Intake report
CSD-011-19.
Page 75
Municipality of Clarington Page 3
Report CSD-001-20
4. Conclusion
Staff Contact: Lee-Ann Reck, Client Services Manager, 905-623-3379 ext. 2508 or
lreck@clarington.net.
Attachments:
Attachment 1 – ACO Doors Open Summary
List of Interested Parties available from Department.
Page 76
Attachment 1 to CSD-001-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Architectural Conservancy of Ontario
Application #: S20-07
Date Received: September 26, 2019
Contact Name: Scott Story
Event Information
Event Name:
Doors Open Clarington
Event Date:
June 13, 2020
Event Location:
Courtice Area
Anticipated Attendance:
6000
Admission Cost:
No Charge
Sponsorship Benefits
The MOC will be publicily recognized through advertising
both in print and at the events.
Description of the event that the sponsorship will be used for:
The Architectural Conservancy of Ontario – Clarington Branch is hosting Doors Open Clarington to
publicly showcase points of interest in Clarington through awareness of history, agriculture and
architecture. In 2020, the event will visit sites in Courtice and area.
Event Financial Summary:
2020
Revenue $ 5,500.00
Expenses $ 8,795.00
Net $ (3295.00)
Organization Funding History
2018 Received 2019 Received 2020 Request
$ 2,000.00 $ 2,000.00 $ 2,000.00
Doors Open Clarington
Doors Open Clarington
Doors Open Clarington
Page 77
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: January 6, 2020 Report Number: CLD-001-20
Submitted By: Anne Greentree, Municipal Clerk
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Fireworks By-law 2015-047
Recommendations:
1. That Report CLD-001-20 be received;
2. That the Municipal Law Enforcement Division, Emergency & Fire Services
Department, and the Communications Division be directed to develop and
implement an education campaign to raise awareness of the issues related to
fireworks; and
3. That all interested parties listed in Report CLD-001-20 and any delegations be
advised of Council’s decision.
Page 78
Municipality of Clarington Page 2
Report CLD-001-20
1. Background
1.1 At the September 23, 2019 General Government Committee meeting, the Committee
considered correspondence from Sharon Baird and Les Gariscsak requesting an
Amendment to By-law 2015-047, the Discharge and Sale of Fireworks. Resolution #GG-
435-19 was passed directing staff to report back on possible amendments to Fireworks
By-law 2015-047.
1.2 The correspondence detailed the following requests for changes to the Fireworks By -law:
EXEMPTION:
3.2 No Discharge Permit shall be required to discharge Consumer Fireworks on
Canada Day or on the day set for the observance of Victoria Day. (remove “or
within the 3 days immediately preceding”)
CONSUMER FIREWORKS:
3.5 No Person shall discharge Consumer Fireworks except between dusk and
11:00 PM on Canada Day or the day set for the observance of Victoria Day.
(remove “or within the 3 days immediately preceding”)
3.6 No Person shall discharge Consumer Firework in a manner that creates or may
create an unsafe condition or risk of accident, injury or damage to any person
or property (ADD - including livestock and crops).
NEW BY-LAW REQUEST to be added to CONSUMER FIREWORKS:
No Person shall discharge Consumer Fireworks within 1 km of any Farm .
Report Overview
This report provides Members of Council with background information regarding the
fireworks by-law, arising out of a request for tighter regulations. After a review of the
Fireworks By-law 2015-047 and discussions with the Director of Emergency & Fire Services,
Staff recommends the Fireworks By-law remain unchanged, but that an education campaign
be commenced to raise awareness.
Page 79
Municipality of Clarington Page 3
Report CLD-001-20
1.3 In 2015, Staff undertook a thorough review of the previous Fireworks By-law in Report
CLD-011-15, which resulted in the current By-law 2015-047.
1.4 The current By-law only permits the discharge of Consumer Fireworks on Canada Day,
Victoria Day and three days preceding, between dusk and 11pm.
1.5 Any discharge of fireworks outside of the noted days of observance requires a permit.
1.6 The current By-law has addressed the classes of fireworks, which is highly regulated by
the Chief Explosives Officer and limited the discharge to Consumer Fireworks being the
least hazardous. All other Classes are only permitted through application and reviewed
by Municipal Law Enforcement and Emergency Fire Services.
1.7 The hours and days permitted under the By-law 2015-047 are similar to those of
surrounding municipalities in the Durham Region. Each municipality varies from a day to
two days before and after the holiday.
1.8 Oshawa has recently amended their By-law to permit the discharge of fireworks on the
Observance of Diwali.
2. Discussion
2.1 Information may be found related to discharging of fireworks and animals, mostly in
relation to noise and the startling effect it may have. In Staff’s experience there have
been limited cases in regard to animals and fireworks (mostly domestic pets dogs).
Reducing the number of days permitted to discharge fireworks could result in increased
discharging at a specific time, thus having a greater impact on surrounding areas.
2.2 Limited information on the consumption of fireworks, or fireworks debris, could be found.
Information or studies were in relation to wildlife, being small mammals, and unspent
fireworks. Following safe handling procedures and discharging practices may eliminate
any hazards to animals.
2.3 To date, the Municipal Law Enforcement Division has only received complaints related to
fireworks in relation to unsafe discharging practices in residential areas. No complaints
have been received in relation to rural or agricultural areas, with the exception of the
correspondence which gave rise to this Report.
Page 80
Municipality of Clarington Page 4
Report CLD-001-20
2.4 The request for inclusion of “livestock and crops” in the By-law does not require an
amendment, as they are included in what is considered “property” which is currently
stated in the current By-law.
2.5 In discussion with Clarington Emergency & Fire Services, limited calls are received in
relation to discharging of fireworks. If emergency personnel are dispatched, the event is
over. If staff can locate the individuals responsible for discharging outside of the
permitted time periods or without a permit, staff generally educate rather than lay a
charge. Most often however, it is difficult to locate those respo nsible for the discharge.
2.6 Municipal Law Enforcement and Emergency & Fire Services do not have the capability to
dispatch staff to effectively enforce the illegal discharge of fireworks. Through Staff
discussions, it was determined that promoting safe use and discharge through media,
website and other educational means is the most effective way to limit the impacts in rural
and residential areas.
3. Concurrence
This report has been reviewed by the Director of Emergency Services who concurs with
the recommendations.
4. Conclusion
It is respectfully recommended that this report be received for information, and
Emergency & Fire Services and Municipal Law Enforcement coordinate, through the
Communications Division, an educational awareness on safe use and the permitting
process for the lawful discharge of fireworks.
Staff Contact: Duncan Anderson, Municipal Law Enforcement Manager, 905-623-3379
ext. 2110 or danderson@clarington.net.
Attachments:
None
The following interested parties will be notified of Council's decision:
Sharon Baird and Les Gariscsak
Page 81
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee Report Number: FND-001-20
Date of Meeting: January 6, 2020
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Temporary Borrowing By-law for 2020
Recommendations:
1. That Report FND-001-20 be received; and
2. That the By-law attached to Report FND-001-20 as Attachment 1, be approved.
Page 82
Municipality of Clarington Page 2
Report FND-001-20
1. Background
Temporary Borrowing By-law
1.1. Annually, Council is requested to grant authority to the Mayor and the Treasurer to
borrow, on a temporary basis, funds that may be required to meet current expenditures
and liabilities of the Municipality prior to the receipt of the Municipality’s property taxes
and other revenues. These borrowings may be in the form of external and /or internal
sources including interfund transactions.
1.2. The legal authority for these borrowings is pursuant to Section 407 of the Municipal Act,
2001 and allows municipalities to borrow amounts between January 1 and September 30
not to exceed 50% of total estimated annual revenues and to borrow amounts between
October 1 and December 31 not to exceed 25% of total estimated annual revenues.
1.3. Consistent with prior years, the request for authority is $15,000,000. Under the
regulations the upper limit per regulations would be in excess of $25,000,000.
1.4. Historically, it has not been necessary for the Mayor and the Treasurer to exercise this
authority, it not expected that authority will be needed however this is a requirement of
our banking agreements.
2. Concurrence
Not Applicable.
3. Conclusion
It is respectfully recommended that the temporary borrowing by-law be approved and
authority be provided. This authority provides the Municipality with contingency
borrowing capacity in the event of unknown circumstances related to the collection of the
Municipality’s revenues. The proposed 2020 limit remains unchanged from 2019.
Staff Contact: Trevor Pinn, CPA, CA, Director of Finance / Treasurer, 905-623-3379 ext.2602
or tpinn@clarington.net.
Attachments:
Attachment 1 – By-law to authorize temporary borrowing for the year 2020
There are no interested parties to be notified of Council's decision.
Report Overview
The Municipality of Clarington is required to provide a by-law authorizing temporary
borrowing as part of its banking arrangements with TD Bank. This is an annual requirement
and remains unchanged from prior years. It is not anticipated that this borrowing will be
utilized.
Page 83
Attachment 1 to
Report FND-001-20
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 2020-
Being a by-law to authorize the borrowing of
$15,000,000 to meet, until the taxes are
collected, the current expenditures of the
Municipality for the year 2020
WHEREAS under Section 407 of the Municipal Act, 2001, the Municipality is empowered to
borrow for current expenditures from January 1st to September 30, up to 50 percent and from
October 1 to December 31 up to 25 percent, of the estimated revenues for the year;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
CLARINGTON HEREBY ENACTS AS FOLLOWS:
1. THAT the Director of Finance/Treasurer be hereby authorized on behalf of the
Municipality to borrow from time to time by way of operating line of credit/overdraft
facility, from the Bank holding the Municipality’s banking contract, (hereinafter called the
"Bank"), a sum or sums not exceeding in the aggregate $15,000,000 to meet until the
taxes are collected the current expenditures of the Municipality for the year, including
the amounts required for the purposes mentioned in Subsection (1) of Section 407 of
the Municipal Act, 2001, with interest at such rate as may be agreed upon from time to
time with the Bank under the banking contract.
2. THAT all sums borrowed pursuant to the authority of this by-law as well as all
other sums borrowed in this year and in previous years from the Bank for any or
all of the purposes mentioned in the said Section 407, shall with interest thereon,
be a charge upon the whole of the revenues of the Municipality for the current
year and for all preceding years as and when such revenues are received.
3. THAT the Director of Finance/Treasurer is hereby authorized and directed to apply in
payment of all sums borrowed as aforesaid, together with interest thereon, all of the
monies hereafter collected or received either on account or realized in respect of taxes
levied for the current year and preceding years or from any other source which may
lawfully be applied for such purpose.
4. THAT the Director of Finance/Treasurer is hereby authorized to furnish to the
Bank a statement showing the nature and amount of the estimated revenues of
the Municipality not yet collected and also showing the total of any amounts
borrowed under Section 407 of the Municipal Act, 2001, that have not been
repaid.
BY-LAW passed in open session this __ day of _______ 2020.
Page 84
Attachment 1 to
Report FND-001-20
__________________________
Adrian Foster, Mayor
__________________________
C. Anne Greentree, Municipal Clerk
Page 85
MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #_________________
DATE: January 6, 2020
MOVED BY
SECONDED BY
Whereas the Municipality of Clarington strives to sustain our environment for future
generations and to foster a heathy community that nurtures the wellbeing of residents to
provide a high quality of life indefinitely;
Whereas the Municipality of Clarington recognizes that it has a role in redu cing the local
and global environmental damages associated with the production, transportation and
use of energy;
Whereas the Municipality of Clarington recognizes the need to reduce the greenhouse
gas emissions that are contributing to climate change to minimize the likelihood of
catastrophic climate change and the damaging impacts that it will have on humans and
the environment;
Whereas the Municipality of Clarington is taking action to implement climate change
mitigation and adaptation actions that are within our control through energy
conservation and demand management planning and the development of the Clarington
Climate Action Plan;
Whereas the Municipality of Clarington recognizes the need for energy expenses to be
minimized to minimize the financial burden on residents, businesses and the
municipality; and
Whereas the Municipality of Clarington has collaborated on the development of the
Durham Community Energy Plan, which promotes deep energy retrofits as a key action
to transition to a prosperous low carbon economy and ensure the wellbeing of our
community and environment;
Now therefore be it resolved that
The Council of the Municipality of Clarington encourages the Provincial Government of
Ontario and Federal Government of Canada to develop and financially support
programing that helps residents, businesses and municipalities reduce their energy
consumption and associated greenhouse gas emissions;
Page 86
Deep Retrofit Program Funding Resolution
That the Mayor, on behalf of Clarington Municipal Council, be directed to forward this
resolution to the Right Honorable Justin Trudeau, Prime Minister of Canada, with the
request that the Federal Government dedicate funding to develop and fund programs
that assist residents, businesses and municipalities to undertake deep energy retrofits;
That the Mayor, on behalf of Clarington Municipal Council, be directed to forward this
resolution to the Honourable Doug Ford, Premier of Ontario, with the request that the
Government of Ontario dedicate funding to develop and fund programs that assist
residents, businesses and municipalities to undertake deep energy retrofits;
That a copy of this resolution be forwarded to the Honourable Erin O’Toole, MP
(Durham), Honourable Philip Lawrence MP (Northumberland-Peterborough South),
Lindsey Park, MPP (Durham), David Piccini, MPP (Northumberland-Peterborough
South); and
That a copy of this resolution be forwarded to the Region of Durham.
Page 87
Page 88
Page 89
Page 90