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Leading the Way
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
DATE:
TIME:
PLACE:
1. MEETING CALLED TO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST
3. ANNOUNCEMENTS
4. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
(a) Minutes of a Regular Meeting of January 24, 2011
5. PRESENTATIONS
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February 7, 2011
9:30 A.M.
COUNCIL CHAMBERS
(a) Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an
Economic Update
(b) Zas Architectural, Regarding the Architectural Design of Fire Station #2
DELEGATIONS (Draft List at Time of Publication — To be Replaced with Final
List)
(a) Frank Lockhart, regarding Valleys 2000
(b) Jim Richards, regarding Report CLD- 007 -11 — Procedural By -law
PUBLIC MEETINGS
(a) Application to Amend the Zoning By -law 84 -63
Applicant: Halminen Homes
Report: PSD- 012 -11
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 - 623 -3379
G.P. & A. Agenda - 2 - February 7, 2011
8. PLANNING SERVICES DEPARTMENT
(a) PSD- 012 -11 Proposed Zoning By -Law Amendment to Permit Increased 8 -1
Garage Widths; Increased Garage Projections; and,
Increased Lot Coverage on Lots With One Storey
Dwellings — Courtice
Applicant: Halminen Homes
(b) PSD - 013 -11 Monitoring of the Decisions of the Committee of 8 -7
Adjustment for the Meeting of January 20, 2011
(c) PSD- 014 -11 Annual Report on Site Plan Activity for 2010 8 -12
(d) PSD- 015 -11 Application for Exemption of Part Lot Control 8 -24
Applicant: 2231231 Ontario Limited
9. ENGINEERING SERVICES DEPARTMENT
(a) EGD- 006 -11 Proposal To Close And Convey A Portion Of A Road 9 -1
Allowance (Lord Elgin Street) Situated In Lot 12,
Concession 2, Former Township Of Darlington
10. OPERATIONS DEPARTMENT
(a) OPD- 001 -11 Pitch In Week 10 -1
11. EMERGENCY AND FIRE SERVICES DEPARTMENT
(a) ESD- 003 -11 Newcastle Fire Hall #2 — Relocation and Construction 11 -1
12. COMMUNITY SERVICES DEPARTMENT
(a)
CSD- 002 -11
Customer Service Week
12 -1
(b)
CSD- 003 -11
Community Services —2010 Year End Review
12 -5
13. MUNICIPAL CLERK'S
DEPARTMENT
(a)
CLD- 006 -11
Fourth Quarter Parking Report
13 -1
(b)
CLD- 007 -11
Procedural By -law
13 -4
G.P. & A. Agenda - 3 - February 7, 2011
14. CORPORATE SERVICES DEPARTMENT
(a) COD - 007 -11 Tender No. CL2009 -40 Snow Clearing & Winter 14 -1
Maintenance Properties, Sidewalks & Parking Lots for
Newcastle & Surrounding Areas & CL2009 -43 Seniors &
Physically Disabled Sidewalk & Windrow Snow Clearing
Services
(b) COD - 008 -11 Corporate. Advertising Versus Corporate Newsletter 14 -7
15. FINANCE DEPARTMENT
No Reports
16. SOLICITOR'S DEPARTMENT
No Reports
17. CHIEF ADMINISTRATIVE OFFICE
No Reports
18.
UNFINISHED BUSINESS
19.
OTHER BUSINESS
20.
COMMUNICATIONS
21.
CONFIDENTIAL REPORTS
22.
ADJOURNMENT
Clarington
Lending Ike 1� y
General Purpose and Administration Committee
Minutes
January 24, 2011
Minutes of a meeting of the General Purpose and Administration Committee held on
Monday, January 24, 2011 at 9:30 a.m. in the Council Chambers.
ROLL CALL
Present Were: Mayor A. Foster
Councillor R. Hooper
Councillor M. Novak
Councillor J. Neal
Councillor W. Partner
Councillor C. Traill
Councillor W. Woo
Also Present: Chief Administrative Officer, F. Wu
Manager of Transportation and Design, Leslie Benson
Director of Community Services, J. Caruana until 2:14 p.m.
Director of Planning Services, D. Crome
Director of Operations, F. Horvath until 3:35 p.m.
Director of Corporate Services & Human Resources, M. Marano
Director of Finance/Treasurer, N. Taylor
Director of Emergency & Fire Services, G. Weir until 2:14 p.m.
Municipal Solicitor, A. Allison
Deputy Clerk, A. Greentree
Clerk II, J. Gallagher
Mayor Foster chaired this portion of the meeting.
DISCLOSURES OF PECUNIARY INTEREST
Mayor Foster indicated that he would be declaring an interested in Report CAO- 002 -11,
regarding the Municipality of Clarington strategic plan.
ANNOUNCEMENTS
Councillor Hooper announced that there will be a Sweetheart Dance on February 12,
2011 at 7:30 p.m. at the Garnet B. Rickard Recreation Complex in support of the
Lakeridge Health Bowmanville Emergency Room. Tickets are $60.00 per person and
are available from East Side Mario's and the Emergency Services Department.
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General Purpose and Administration Committee
Minutes
January 24, 2011
Councillor Hooper also announced that the Clarington Older Adults Association will be
holding a concert called "Rhinestone Cowgirl — A Tribute to Dolly Parton" on February 2,
2011 at 7:00 p.m. at the Beech Centre.
Councillor Woo announced that the local artist, Jane Eccles, was featured in a Toronto
Star article regarding her art show which also displays celebrity dresses at the Station
Gallery in Whitby from February 26, 2011 until April 10, 2011. He noted that Ms. Eccles
is the former head of the Art Department at the Bowmanville High School.
Councillor Woo announced that, along with Councillor Hooper and Councillor Partner,
and he recently attended a meeting held by MetroLinks which explained "The Big
Move ", the coordination of transit across the GTA including the Go Train extension from
Oshawa to Bowmanville.
MINUTES
Resolution #GPA- 028 -11
Moved by Councillor Hooper, seconded by Councillor Novak
THAT the minutes of the regular meeting of the General Purpose and Administration
Committee held on January 10, 2011, be approved.
CARRIED
PRESENTATIONS
Paul Halliday presented the final report of the Higher Education Task Force. Mr.
Halliday noted that this was an encore presentation of the final report presented in order
to review the findings of the report with the new Council. He stated that he was present
to provide information on the process; summarize the conclusions; and answer
questions. He informed the Committee that the Task Force was approved by Council in
June, 2009. Mr. Halliday noted that the members of the Committee consisted of three
members from higher level education industry; four of Clarington's largest employers;
one community member (who is also on the Lakeridge Health Board of Directors);
(former) Mayor Jim Abernethy; and staff. He stated that the Task Force began work in
September, 2009 and met monthly. Mr. Halliday noted that some of the work focussed
on reviewing internal reports as well as meetings with officials from Durham College,
UOIT, and a meeting with Dr. Brian Desbiens, former President of Fleming College.
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General Purpose and Administration Committee
Minutes
January 24, 2011
He summarized the findings as follows:
• Clarington is a fast growing community which will be larger than Oakville in 25
years;
• there will be a need for greater education in the future;
• employers and future employers will require more training opportunities; and
• a higher education facility would result in economic, social and cultural
enrichments.
Mr. Halliday noted that there will be a need to implement a comprehensive strategy. He
informed the Committee of the Task Force's following recommendations:
• Clarington should actively pursue the development of a higher education campus
within the Municipality;
• that this pursuit be a medium -term goal of 5 -10 years;
• an appropriate arms length agency be constituted to implement the strategy; and
• a foundation be established to raise funds and develop capital to achieve the
higher education goals.
DELEGATIONS
Mr. Jim Richards advised staff prior to the meeting that he would not be in attendance at
today's meeting.
RULES OF PROCEDURE
Resolution #GPA- 029 -11
Moved by Councillor Woo, seconded by Councillor Hooper
THAT the rules of procedure be suspended to discuss the possibility of extending the
delegation speaking time.
CARRIED
Resolution #GPA- 030 -11
Moved by Councillor Traill, seconded by Councillor Woo
THAT the delegations be permitted to speak for a maximum of 10 minutes.
CARRIED
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General Purpose and Administration Committee
Minutes
January 24, 2011
DELEGATIONS (Continued)
Linda Gasser was present to address the Committee regarding the Ministry of
Environment mandated Energy From Waste Advisory Committee (Condition 8 of EA
Project Approval). She informed the Committee of an example of another municipality
where construction had begun when the Municipality asked the Ministry of Environment
to revoke the approval; which effectively stopped the construction. Ms. Gasser
questioned the timing of the Certificate of Approval process. She urged every
Councillor to attend the February 3rd meeting of the Joint Committee, even as guests, in
order to ensure Clarington remains involved. She noted that, while they may not have
voting rights, they can certainly provide input and comments. Ms. Gasser noted that
she is concerned that the letter from the Region of Durham is evidence that the Region
of Durham is 'loading' the Energy from Waste Advisory Committee with bureaucrats
instead of political representation. She referenced Condition 8.6 and noted that it does
not specify that the representative needs to be administrative. Based on this, Ms.
Gasser urged the Committee to place a Clarington Council representative instead of /or
in addition to a staff member. She stated that she is concerned that the Joint
Committee has no intention to review the Certificate of Approval, but rather that they will
be reviewing other documents. Ms. Gasser noted that it was the public who brought
forth the concerns to the Ministry of Environment instead of coming from the
Municipality of Clarington. She urged the Committee to press for a Peer Review of the
Certificate of Approval for the Energy from Waste project, which would put forth the
position of this new Council, who campaigned on a different position on the EFW project
than the previous Council. Ms. Gasser concluded by asking that a Council
representative be placed on the EFW Advisory Committee.
Wendy Bracken was present to address the Committee regarding the ongoing
incinerator environmental assessment process and advisory committee. Ms. Bracken
informed the Committee that she is a resident of Newcastle and has been involved in
the incinerator issue, including providing submissions to the Ministry of Environment
twice. She stated that she has not received any response from the Ministry of
Environment, other than a copy of a letter from the Minister to the Region, which stated
that the Minister is satisfied that the concerns have been met. Ms. Bracken noted that
she is not sure which of her detailed concerns have been addressed, as a result of this
lack of response. She stated that her main concerns surround the monitoring and the
complaint process. Ms. Bracken informed the Committee that she is appalled that the
public was not allowed into the meeting of the Region of Durham's Joint Committee on
Thursday. She noted that the Minister stated that this was a "public advisory
committee" and yet the doors were closed to the public. Ms. Bracken informed the
Committee of the mandate of the Energy from Waste Advisory Committee is to take into
account the concerns of the public and determine the mitigation measures. She
questions how this can be done. Ms. Bracken asked that the Municipality of Clarington
review the draft terms of reference for the Energy from Waste Advisory Committee and
express concerns to the Ministry of Environment about not involving the public. She
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General Purpose and Administration Committee
Minutes
January 24, 2011
stated that the Municipality of Clarington must place a Council representative on the
Energy from Waste Advisory Committee. Ms. Bracken informed the Committee that the
Municipality of Clarington has: an over burdened airshed; particulate matter statistics at
the brink of acceptable; high dioxin levels; and high levels of ozone currently. She
noted that Health Canada has expressed their concerns about the air quality, air
monitoring, and the assessment process. Ms. Bracken informed the Committee that St.
Mary's Cement is the fourth highest emitter of NOCs. She stated that she is concerned
that the Municipality of Clarington has not put forward their concerns to the Province
about Clarington's poor air quality. Ms. Bracken informed the Committee that the
Ontario Medical Association had performed an "Illness Study" which indicated that
Durham Region mortality rates were higher than the Halton- Oakville area. She believes
that there needs to be a medical perspective on this matter.
Councillor Novak chaired this portion of the meeting
PUBLIC MEETING
There were no Public Meetings.
PLANNING SERVICES DEPARTMENT
AMENDMENTS TO SIGN BY -LAW 2009 -123
Resolution #GPA -031 -11
Moved by Councillor Woo, seconded by Councillor Hooper
THAT Report PSD- 008 -11 be received;
THAT the Municipality of Clarington Sign By -law 2009 -123 be amended by By -law as
included in Attachment 1 to Report PSD- 008 -11; and
THAT all interested parties listed in Report PSD- 008 -11 and any delegations be advised
of Council's decision.
CARRIED
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General Purpose and Administration Committee
Minutes
January 24, 2011
BY -LAW TO GOVERN THE SALE AND OTHER DISPOSITION OF SURPLUS
MUNICIPAL LAND
Resolution #GPA- 032 -11
Moved by Mayor Foster, seconded by Councillor Neal
THAT Report PSD- 009 -11 be received;
THAT the By -law to govern the sale and other disposition of surplus municipal land
Attachment 3 to Report PSD- 009 -11 be adopted; and
THAT the Mayor and Clerk be authorized to sign the By -law in Attachment 3 of Report
PSD- 009 -11.
CARRIED
DARLINGTON NEW NUCLEAR DEVELOPMENT PROJECT DIRECTIVE FROM THE
JOINT REVIEW PANEL TO PARTICIPATE IN PUBLIC HEARINGS
Resolution #GPA- 033 -11
Moved by Councillor Woo, seconded by Councillor Partner
THAT Report PSD- 010 -11 be received; and
THAT a copy of Report PSD- 010 -11 be forwarded to the Joint Review Panel for the
Darlington New Nuclear Power Plant Project, Ontario Power Generation, the Regional
Municipality of Durham, the City of Oshawa, the Clarington Board of Trade, and the
Central Lake Ontario Conservation Authority.
CARRIED
TASK FORCE ON ATTRACTING HIGHER EDUCATION FACILITIES TO
CLARINGTON
Resolution #GPA- 034 -11
Moved by Mayor Foster, seconded by Councillor Woo
WHEREAS a Task Force on Attracting Higher Education Facilities to Clarington was
established by Resolution GPA- 129 -09;
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General Purpose and Administration Committee
Minutes
January 24, 2011
AND WHEREAS the Mandate of the Task Force was "to assist Council in attracting
higher education facilities to the Municipality of Clarington with particular attention to
supporting the Energy and Science Park initiatives ";
AND WHEREAS the Task Force has prepared a Final Report that was presented and
received by the previous Council; and which recommended:
1. That Clarington actively pursue the development of a higher learning campus
within the Municipality;
2. That this development process be approached as a medium term goal of 5 to
10 years;
3. That an appropriate arms - length agency (person, position, or organization) be
identified and charged with the responsibility for developing, coordinating and
implementing the strategy; and
4. That a Clarington Higher Education Foundation be established to raise funds
to support the higher learning pursuits of Clarington residents and to develop
capital.
NOW THEREFORE BE IT RESOLVED THAT Council endorses the Final Report and
the continued involvement of the Mayor's Office in the provision of administrative
assistance for the formation of a Higher Education Foundation including links with the
Academic Award of Excellence Program that was established in 2001 by Resolution
#GPA- 324 -01;
THAT discussions be held with the Clarington Board of Trade, Economic Development
Office (EDO) to determine the role that can be played by the EDO to advance the long-
term economic and community development of an educational campus; and
THAT the report of the Higher Education Task Force be referred to the Strategic Plan
Process Council is undertaking.
CARRIED
LIVING GREEN COMMUNITY ADVISORY COMMITTEE
Resolution #GPA- 035 -11
Moved by Mayor Foster, seconded by Councillor Hooper
WHEREAS the Living Green Community Advisory Committee presented a Green
Community Strategy to Council on June 28, 2010 that was endorsed in principle by
Council;
AND WHEREAS the Green Community Strategy has been referred to staff for an
implementation report in 2011;
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General Purpose and Administration Committee
Minutes
January 24, 2011
AND WHEREAS Council deems it important to maintain citizen involvement in issues of
the environment and community sustainability;
NOW THEREFORE BE IT RESOLVED THAT Planning Staff be directed to prepare
terms of reference for a new Living Green Community Advisory Committee that would
focus on the implementation of environmental and sustainability initiatives in Clarington
with particular references to the Green Community Strategy.
CARRIED
Councillor Trail[ chaired this portion of the meeting.
ENGINEERING SERVICES DEPARTMENT
MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR DECEMBER, 2010
Resolution #GPA- 036 -11
Moved by Councillor Hooper, seconded by Mayor Foster
THAT Report EGD- 003 -10 be received for information.
CARRIED
TERMINATION OF MUNICIPAL ACCESS AGREEMENT BETWEEN THE
CORPORATION OF THE MUNICIPALITY OF CLARINGTON AND BLINK
COMMUNICATIONS INC.
Resolution #GPA- 037 -11
Moved by Mayor Foster, seconded by Councillor Partner
THAT Report EGD- 004 -11 be received; and
THAT the Mayor and Clerk be authorized to terminate a Municipal Access Agreement
between the Corporation of the Municipality of Clarington and Blink Communications
Inc.
CARRIED
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General Purpose and Administration Committee
Minutes
January 24, 2011
REGION OF DURHAM LIBERTY STREET WATERMAIN REALIGNMENT AT
HIGHWAY 401
Resolution #GPA- 038 -11
Moved by Councillor Neal, seconded by Councillor Hooper
THAT Report EGD- 005 -11 be received;
THAT the Mayor and Municipal Clerk be authorized to sign the Region of Durham's
"Permission to Enter" agreement for works required by the Region on the Municipality of
Clarington's property at 33 Lake Road and. 181 Liberty Street; and
THAT upon completion of the work and preparation of necessary Reference plans that
the Mayor and Municipal Clerk be authorized to sign the easement agreement(s) for the
installed watermain.
CARRIED
OPERATIONS DEPARTMENT
There were no reports to be considered under this section of the Agenda.
Councillor Hooper chaired this portion of the meeting.
EMERGENCY AND FIRE SERVICES DEPARTMENT
MONTHLY RESPONSE REPORT - DECEMBER, 2010
Resolution #GPA- 039 -11
Moved by Councillor Novak, seconded by Councillor Neal
THAT Report ESD- 002 -11 be received for information.
CARRIED
COMMUNITY SERVICES DEPARTMENT
There were no reports to be considered under this section of the Agenda.
Councillor Partner chaired this portion of the meeting.
ERIE
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General Purpose and Administration Committee
Minutes
January 24, 2011
CLERK'S DEPARTMENT
APPOINTMENTS TO VARIOUS BOARDS & COMMITTEES — 2011 -2014
Resolution #GPA- 040 -11
Moved by Mayor Foster, seconded by Councillor Hooper
THAT that the agenda be altered to consider Report CLD- 004 -11, regarding
appointments to various Boards & Committees, at the end of the Agenda.
CARRIED
ANIMAL SERVICES QUARTERLY REPORT — OCTOBER - DECEMBER, 2010
Resolution #GPA- 041 -11
Moved by Councillor Novak, seconded by Councillor Hooper
THAT Report CLD- 005 -11 be received; and
THAT a copy of Report CLD- 005 -11 be forwarded to the Animal Alliance of Canada.
CARRIED
Mayor Foster chaired this portion of the meeting.
CORPORATE SERVICES DEPARTMENT
PUBLIC SECTOR SALARY DISCLOSURE ACT REPORT FOR 2010 YEAR
Resolution #GPA- 042 -11
Moved by Councillor Novak, seconded by Councillor Neal
THAT Report COD - 004 -11 be received; and
THAT in accordance with the Public Sector Salary Disclosure Act, the appropriate
Ministry be notified, which employees were paid a salary of $100,000 or more (as
defined in the Act), for the year 2010.
CARRIED LATER IN THE MEETING
(See Page 27)
(See following motion)
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General Purpose and Administration Committee
Minutes
January 24, 2011
Resolution #GPA- 043 -11
Moved by Councillor Traill, seconded by Councillor Neal
THAT Report COD - 004 -11 be referred to the end of the Agenda to be deliberated in a
"closed" session, in order to discuss an identifiable person.
CARRIED
AMENDMENT REPORT ON CO- OPERATIVE TENDER ARMOURED CAR SERVICES
Resolution #GPA- 044 -11
Moved by Councillor Hooper, seconded by Councillor Partner
THAT Report COD - 005 -11 be received;
THAT G4S Cash Solutions (Canada) Ltd, Toronto, Ontario be removed from the
Municipality of Clarington's approved vendor's list;
THAT the award of the contract to Garda Cash in Transit Corporation, Toronto, Ontario
the next low bidder meeting all terms, conditions and specifications of Co- operative
Tender T- 530 -2010 Garda Cash in Transit Corporation, with a total bid price of
$55,494.82 (net of H.S.T. Rebate), be endorsed for the provision of Armoured Car
Services for a one year term;
THAT pending satisfactory pricing and service the contract be extended for a second
and third year; and
THAT the funds be drawn for the respective year's Finance Department's operating
budget.
CARRIED
APPOINTMENT TO VERIDIAN BOARD OF DIRECTORS AND VERIDIAN
CONNECTIONS INC.
Resolution #GPA- 045 -11
Moved by Councillor Neal, seconded by Councillor Traill
WHEREAS the Municipality of Clarington (the "Municipality ") is a shareholder of
Veridian Corporation ( "Veridian ");
AND WHEREAS Veridian Connections Inc. ( "Connections ") is a wholly owned
subsidiary of Veridian;
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General Purpose and Administration Committee
Minutes
January 24, 2011
AND WHEREAS pursuant to the shareholder agreement among the Veridian
shareholders, there is to be a community appointment from the Municipality to both
Veridian and Connections;
AND WHEREAS it is in the interests of the Municipality that the process for the
community appointments to both Veridian and Connections be open and transparent;
NOW THEREFORE BE IT RESOLVED THAT:
1. Prior to any community appointment to either Veridian and Connections, the
position shall be advertised in local newspapers by the Municipality, and shall be
posted on the Municipality web site, for qualified candidates to apply to the
Municipality who have the experience and skills required for the position,
including:
a. Business experience, financial and marketing skills;
b. Industry knowledge and knowledge of public policy issues;
c. Knowledge and experience concerning environmental matters, labour
relations and occupational health and safety issues;
d. Time availability;
2. Following `the receipt of the applications, the Council of the Municipality shall vote
on the appointment to Veridian, and the nominee for Connections, in accordance
with the procedure then in effect for appointments by Council; and
3. The nominee for Connections for the term commencing January 2011 shall be
determined by a vote of Council at the next meeting of Council.
MOTION LOST
RECESS
Resolution #GPA- 046 -11
Moved by Councillor Novak, seconded by Councillor Hooper
THAT the Committee recess for 10 minutes.
CARRIED
The meeting reconvened at 12:01 p.m.
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General Purpose and Administration Committee
Minutes
January 24, 2011
FINANCE DEPARTMENT
LIST OF APPLICATIONS FOR CANCELLATION, REDUCTION, APPORTIONMENTS
OR REFUND OF TAXES
Resolution #GPA- 047 -11
Moved by Councillor Novak, seconded by Councillor Partner
THAT Report FND- 002 -11 be received; and
THAT the list of applications attached to Report FND- 002 -11, for cancellation, reduction,
apportionments or refund of taxes be approved.
CARRIED
SOLICITOR'S DEPARTMENT
CONVEYANCE OF PART OF THE ROAD ALLOWANCE BETWEEN LOTS 10 AND
11, CONCESSION 10, DARLINGTON
Resolution #GPA -048 -11
Moved by Councillor Novak, seconded by Councillor Hooper
THAT Report LGL- 002 -11 be received;
THAT Council pass the form of by -law attached to Report LGL- 002 -11 (Attachment 4) to
stop up, close and convey that portion of the unopened road allowance situated
between Lots 10 and 11, Concession 10, Darlington, legally described as Part 2 on
10R -1249 to Neil MacKay Orton in order to remove a cloud on title;
THAT the conveyance to Mr. Orton be exempted from the Municipality's Policy and
Procedure for Road Closures dated November 1996; and
THAT the Municipal Solicitor be authorized to take all necessary action to complete the
transaction.
CARRIED
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General Purpose and Administration Committee
Minutes
January 24, 2011
CHIEF ADMINISTRATIVE OFFICER
MUNICIPALITY OF CLARINGTON — STRATEGIC PLAN
Mayor Foster declared a pecuniary interest with respect to Report CAO- 002 -11 as he
has a close personal relationship with a principle of one of the companies which may be
considered to contract for work on the Plan. Mayor Foster left the room and did not
participate in discussions and voting on this matter.
Deputy Mayor Novak chaired this portion of the agenda.
Resolution #GPA- 049 -11
Moved by Councillor Traill, seconded by Councillor Woo
That Report CAO- 002 -11 be received; and
That Council endorse the Strategic Planning Process as provided for in Report
CAO- 002 -11.
CARRIED
Mayor Foster chaired this portion of the meeting.
UNFINISHED BUSINESS
LINDA GASSER'S DELEGATION REGARDING THE MINISTRY OF ENVIRONMENT
MANDATED INCINERATOR ADVISORY COMMITTEE (CONDITION 8 OF EA
APPROVAL)
Resolution #GPA- 050 -11
Moved by Councillor Novak, seconded by Councillor Partner
THAT the delegation of Linda Gasser, regarding the Ministry of Environment Mandated
Incinerator Advisory Committee (Condition 8 of EA Approval) be received with thanks.
CARRIED
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General Purpose and Administration Committee
Minutes
January 24, 2011
WENDY BRACKEN'S DELEGATION REGARDING THE ONGOING INCINERATOR
EA PROCESS /ENERGY FROM WASTE ADVISORY COMMITTEE
Resolution #GPA- 051 -10
Moved by Councillor Neal, seconded by Councillor Traill
THAT the Municipality of Clarington write to the Minister of the Environment, and copy
the Region of Durham, asking the Minister to clarify under the Environmental
Assessment Approval, if it was his intent that the Energy from Waste Advisory
Committee meetings be open to the public.
MOTION WITHDRAWN
Resolution #GPA- 052 -11
Moved by Councillor Traill, seconded by Councillor Neal
THAT the delegation of Wendy Bracken be referred to staff, including the Legal
Services Department for a report on the following:
• requesting the Minister of the Environment for clarification on the intent of the
draft Terms of Reference of the Energy from Waste Advisory Committee;
• appointment of a Council liaison to the Energy from Waste Advisory Committee;
and
• clarification on the future position of the Municipality of Clarington regarding
having a peer review of the Certificate of Approval documents.
CARRIED ON A DIVIDED VOTE, LATER IN
THE MEETING
(See Page 28)
(See following motion)
Resolution #GPA- 053 -11
Moved by Councillor Novak, seconded by Councillor Neal
THAT the foregoing Resolution #GPA- 052 -11, regarding the Wendy Bracken's
delegation regarding the ongoing incinerator EA process /Energy From Waste Advisory
Committee, be referred to the end of the Agenda to be deliberated in a "closed" session
in order to seek a legal opinion from the Municipal Solicitor.
CARRIED
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General Purpose and Administration Committee
Minutes
January 24, 2011
OTHER BUSINESS
HOST COMMUNITY AGREEMENT — COUNCIL RESOLUTION #C- 033 -11
Councillor Traill advised that she would be introducing a confidential legal matter
regarding the Host Community Agreement resolution passed at the January 17, 2011
Council meeting to be discussed in "closed" session.
COMMUNICATIONS
CORRESPONDENCE FROM REGION OF DURHAM REGARDING THE HOST
COMMUNITY AGREEMENT
Councillor Novak read correspondence from the Region of Durham, dated January 21,
2011, regarding the Host Community Agreement, Energy from Waste Facility. in
response to Clarington Council's Resolution of January 17, 2011 proposing
amendments to the Host Community Agreement.
Resolution #GPA- 054 -11
Moved by Councillor Woo, seconded by Councillor Hooper
THAT the Municipal Solicitor be requested to prepare a report, for the Council meeting
of January 31, 2011, regarding the comments made in the correspondence from the
Region of Durham, dated January 21, 2011, on how the Municipality of Clarington can
avoid legal action in the matter of the Host Community Agreement.
CARRIED
(See following motion)
Resolution #GPA- 055 -11
Moved by Councillor Neal, seconded by Councillor Trail[
THAT the correspondence from the Region of Durham, dated January 21, 2011,
regarding the Host Community Agreement be referred to "closed" session, to request a
legal opinion from the Municipal Solicitor.
MOTION LOST
The foregoing Resolution # GPA- 054 -11 was then put to a vote and CARRIED.
-16-
4 -16
General Purpose and Administration Committee
Minutes
January 24, 2011
RECESS
Resolution #GPA- 056 -11
Moved by Councillor Woo, seconded by Councillor Hooper
THAT the Committee recess for 45 minutes until 1:30 p.m.
CARRIED
The meeting reconvened at 1:30 p.m.
APPOINTMENTS TO VARIOUS BOARDS & COMMITTEES — 2011 -2014
Resolution #GPA- 057 -11
Moved by Councillor Novak, seconded by Councillor Woo
THAT Report CLD- 004 -11 be received;
THAT the Committee consider the applications for appointment to the various boards
and committees and appoint the members respectively;
THAT the Municipal Clerk's Department be authorized to advertise for any remaining
vacancies; and
THAT a By -law, repealing By -law 2004 -229, regarding the composition of the Clarington
Public Library, be approved.
CARRIED
APPOINTMENTS OF COUNCIL REPRESENTATIVES
Resolution #GPA- 058 -11
Moved by Councillor Hooper, seconded by Councillor Partner
THAT Council Members be appointed to Boards & Committees as follows:
Name of Board /Committee
Name of Council
Representatives
Visual Arts Centre
Willie Woo
St. Mary's Cement Community Relations Committee
Willie Woo
Tyrone Community Centre
Corinna Traill
Abandoned Cemeteries Board
Ron Hooper
Accessibility Advisory Committee
-Wendy Partner
17-
4 -17
General Purpose and Administration Committee
Minutes
January 24, 2011
Name of Board /Committee
Name of Council
Representatives
Agricultural Advisory Committee
Wendv Partner
Clarington Museum & Archives Board
Adrian Foster
Joe Neal
Newcastle Arena Board
Willie Woo
Orono Arena Board
Wendy Partner
Bowmanville CIP
Ron Hooper
Newcastle Village CIP
Willie Woo
Orono CIP
Wendy Partner
Newcastle Community Hall Board
Wendy Partner
Willie Woo
Newcastle BIA
Wendv Partner
Orono BIA
Wendv Partner
Bowmanville BIA
Ron Hooper
Orono Cemetery Board
Wendy Partner
Clarington Library Board
Mary Novak
Ron Hooper
Solina Hall Board
Joe Neal
Mary Novak
Clarington Older Adult Association
Adrian Foster
Ron Hooper
Youth Advisory Committee
Joe Neal
Durham Strategic Environmental Alliance
Mary Novak
Hampton Community Association
Mary Novak
Munici al Heritage Committee
Ron Hooper
Darlington Site Committee
Mary Novak
Joe Neal
Samuel Wilmot Nature Area Management Advisory
Committee
Corinna Traill
Bethesda House
Corinna Traill
Friends of Second Marsh
Joe Neal
Bowmanville Santa Claus Parade
Ron Hooper
GAKKItU
91-IM
4 -18
General Purpose and Administration Committee
Minutes
January 24, 2011
Abandoned Cemeteries Board
Resolution #GPA- 059 -11
Moved by Councillor Hooper, seconded by Councillor Traill
THAT the following individuals be appointed to the Abandoned Cemeteries Board of
Clarington:
John Murray Bate
Jim Becksted
Suzanne Land
Terry Maye
Bryan Ransom
Bonnie Seto
Blair Smyth
CARRIED
Accessibility Advisory Committee
Resolution #GPA- 060 -11
Moved by Councillor Partner, seconded by Councillor Novak
THAT the following individuals be appointed to the Clarington Accessibility Advisory
Committee:
Sally Barrie
Jennifer Forde
Tim Hick
Sylvia Jaspers -Fayer
David Kelly
Shea -Lea Latchford
CARRIED
-19-
4 -19
General Purpose and Administration Committee
Minutes
January 24, 2011
Agricultural Advisory Committee
Resolution #GPA- 061 -11
Moved by Councillor Partner, seconded by Councillor Neal
THAT the following individuals be appointed to the Agricultural Advisory Committee of
Clarington:
Tom Barrie
Eric Bowman
Mark Bragg
John Cartwright
Les Caswell
Gary Jeffery
Jennifer Knox
Brenda Metcalf
Donald Rickard
Ted Watson
CARRIED
Committee of Adjustment
Resolution #GPA- 062 -10
Moved by Councillor Novak, seconded by Councillor Partner
THAT the following individuals be appointed to the Clarington Committee of Adjustment:
Paul Allore
Milton Dakin
Jean - Michel Komarnicki
Latifun (Ashna) Prasad
Todd Taylor
Jim Vinson
MOTION WITHDRAWN
-20-
4 -20
General Purpose and Administration Committee
Minutes
January 24, 2011
Resolution #GPA- 063 -11
Moved by Councillor Novak, seconded by Councillor Traill
THAT the following individuals be appointed to the Clarington Committee of Adjustment:
Paul Allore
Charmaine Dunn
Jeffrey Haskins
Latifun (Ashna) Prasad
Todd Taylor
Jim Vinson
CARRIED
Ganaraska Forest Recreational User Committee
Resolution #GPA- 064 -10
Moved by Councillor Hooper, seconded by Councillor Novak
THAT Anne Vavra be appointed to the Ganaraska Forest Recreational User Committee
as the representative from the Municipality of Clarington.
MOTION WITHDRAWN
Resolution #GPA- 065 -11
Moved by Councillor Neal, seconded by Councillor Traill
THAT Bill Stapleton be appointed to the Ganaraska Forest Recreational User
Committee as the representative from the Municipality of Clarington.
CARRIED
Livestock Valuers
Resolution #GPA- 066 -11
Moved by Councillor Novak, seconded by Councillor Neal
THAT the following individuals be appointed as Livestock Valuers:
James E. Coombes
Barry A. James
CARRIED
-21-
4 -21
General Purpose and Administration Committee
Minutes
January 24, 2011
Clarington Heritage Committee
Resolution #GPA- 067 -10
Moved by Councillor Hooper, seconded by Councillor Neal
THAT following individuals be appointed to the Clarington Heritage Committee:
Tracey Ali
Steve Conway
Karina Isert
Andrew Kozak
Karin Murphy
David Reesor
Angela Tibbles
MOTION WITHDRAWN
Resolution #GPA -068 -11
Moved by Councillor Hooper, seconded by Councillor Novak
THAT the following individuals be appointed to the Clarington Heritage Committee:
Tracey Ali
Tenzin Gyaltsan
Karina Isert
Andrew Kozak
Karin Murphy
David Reesor
Angela Tibbles
CARRIED
(See following motion)
Resolution #GPA- 069 -11
Moved by Councillor Traill, seconded by Councillor Neal
THAT the following Resolution # GPA- 068 -11 be amended to delete Andrew Kozak and
add Steve Conway.
MOTION LOST
The foregoing Resolution # GPA- 068 -11 was then put to a vote and carried.
-22-
4 -22
General Purpose and Administration Committee
Minutes
January 24, 2011
Museums and Archives Board
Resolution #GPA- 070 -11
Moved by Councillor Neal, seconded by Councillor Novak
THAT the following individuals be appointed to the Clarington Museums and Archives
Board, to represent Ward 1:
Marilyn Morawetz
Michelle Speelman Viney
CARRIED
Resolution #GPA- 071 -11
Moved by Councillor Neal, seconded by Councillor Partner
THAT the following individuals be appointed to the Clarington Museums and Archives
Board, to represent Ward 4:
Julie Cashin -Oster
John Witheridge
CARRIED
Resolution #GPA- 072 -11
Moved by Councillor Neal, seconded by Councillor Traill
THAT the following individuals be appointed to the Clarington Museums and Archives
Board, to represent Ward 2:
Bonnie Seto
Brad Shields
CARRIED
Resolution #GPA- 073 -11
Moved by Councillor Neal, seconded by Councillor Woo
THAT the following individuals be appointed to the Clarington Museums and Archives
Board, to represent Ward 3:
Mavis C. Carlton
Philip B. Ford
CARRIED
-23-
4 -23
General Purpose and Administration Committee
Minutes
January 24, 2011
Resolution #GPA- 074 -11
Moved by Councillor Neal, seconded by Councillor Novak
THAT Susan Laing be appointed to the Clarington Museums and Archives Board as the
Friends of the Museum Representative.
CARRIED
Newcastle Arena Board
Resolution #GPA- 075 -11
Moved by Councillor Woo, seconded by Councillor Partner
THAT the following individuals be appointed to the Newcastle Arena Management
Board:
Gord Blaker
Lawrence Burke
Bob Holmes
Gordon Lee
Carol J. Little
Gary Oliver
Jo -Anne Raymond
CARRIED
Orono Arena Community Centre Board
Resolution #GPA- 076 -11
Moved by Councillor Partner, seconded by Councillor Woo
THAT the following individuals be appointed to the Orono Arena Community Centre
Board:
Raymond Bester
John Witheridge
4 -24
CARRIED
-24-
General Purpose and Administration Committee
Minutes
January 24, 2011
Pound Keepers
Resolution #GPA- 077 -11
Moved by Councillor Novak, seconded by Councillor Hooper
THAT Arnot R. Wotten Sr. be appointed as a Pound Keeper for the Municipality of
Clarington.
CARRIED
Property Standards Committee
Resolution #GPA- 078 -11
Moved by Councillor Novak, seconded by Councillor Partner
THAT the following individuals be appointed to the Clarington Property Standards
Committee:
Patricia Brazeau
Jeffrey Haskins
James Kamstra
Allan McArthur
Mary-Ann Muizelaar
Anthony B. Wood
CARRIED
Public Library Board
Resolution #GPA- 079 -11
Moved by Councillor Novak, seconded by Councillor Traill
THAT the following individuals be appointed to the Clarington Public Library Board:
Tracey Ali
Valerie Aston
Fred Brumwell
Brenda Carrigan
Judy Hagerman
Gail Rickard
Jacob Vander Schee
CARRIED
-25-
4 -25
General Purpose and Administration Committee
Minutes
January 24, 2011
Samuel Wilmot Nature Area Management Advisory Committee
Resolution #GPA- 080 -11
Moved by Councillor Traill, seconded by Councillor Neal
THAT the following individuals be appointed to the Samuel Wilmot Nature Area
Management Advisory Committee:
David Best
Jim Cleland
Michael B. Goleski
Geoff James
Shirley Minifie
Clayton M. Morgan
Patricia Mulcahy
Brian Reid
CARRIED
Ganaraska Region Municipal Working Group for the Purpose of Drinking Water
Source Protection
Resolution #GPA- 081 -11
Moved by Councillor Novak, seconded by Councillor Traill
THAT Faye Langmaid, Manager of Special Projects, and Leslie Benson, Manager of
Transportation and Design be appointed to sit on the Ganaraska Region Municipal
Working Group for the Purpose of Drinking Water Source Protection, as representatives
of Municipality of Clarington.
. CARRIED
CLOSED SESSION
Resolution #GPA- 082 -11
Moved by Councillor Novak, seconded by Councillor Traill
THAT in accordance with Section 239(2) of the Municipal Act, 2001, as amended, the
meeting be closed for the purpose of discussing the following items:
• Report COD - 004 -11, regarding the Public Sector Salary Disclosure Act report
for 2010 year, a matter which deals with personal matters about an identifiable
individual, including municipal or local board employees;
-26-
4 -26
General Purpose and Administration Committee
Minutes
January 24, 2011
• Confidential Report COD - 003 -11, regarding Tender No. C12009 -41, Fuel Tank
Requirements at Various Locations — Soil Remediation Update, a matter which
deals with litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board;
• Wendy Bracken's delegation regarding the ongoing incinerator EA
Process /Advisory Committee, a matter that deals with advice that is subject to
solicitor - client privilege, including communications necessary for that purpose;
and
• Host Community Agreement, a matter that deals with advice that is subject to
solicitor - client privilege, including communications necessary for that purpose.
CARRIED
RISE AND REPORT
The meeting resumed in open session at 3:44 p.m. with Mayor Foster in the Chair.
The Mayor advised that four items were discussed in "closed" session in accordance
with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed.
CONFIDENTIAL REPORTS
PUBLIC SECTOR SALARY DISCLOSURE ACT REPORT FOR 2010 YEAR
The foregoing Resolution #GPA- 042 -11, which reads as follows, was put to a vote:
"THAT Report COD - 004 -11 be received; and
THAT in accordance with the Public Sector Salary Disclosure Act, the
appropriate Ministry be notified, which employees, were paid a salary of
$100,000 or more (as defined in the Act), for the year 2010."
CARRIED
(See following motion)
Resolution #GPA- 083 -11
Moved by Councillor Traill, seconded by Councillor Neal
THAT the foregoing Resolution #GPA- 042 -11 be amended to add the following
paragraph as item 3:
3. THAT staff prepare a report detailing salary comparisons with other
neighbouring municipalities to the east of Clarington.
MOTION LOST
-27-
4 -27
General Purpose and Administration Committee
Minutes
January 24, 2011
The foregoing Resolution #GPA- 042 -11 was put to a vote and CARRIED.
TENDER NO. CL2009 -41, FUEL TANK REQUIREMENTS AT VARIOUS LOCATIONS
— SOIL REMEDIATION UPDATE — CONFIDENTIAL REPORT
Resolution #GPA- 084 -11
Moved by Councillor Neal, seconded by Councillor Hooper
THAT the recommendations contained in Confidential Report COD - 003 -11, regarding
Tender No. C12009 -41, Fuel Tank Requirements at Various Locations — Soil
Remediation Update be approved.
CARRIED
WENDY BRACKEN'S DELEGATION REGARDING THE ONGOING INCINERATOR
EA PROCESS /ENERGY FROM WASTE ADVISORY COMMITTEE
The foregoing Resolution #GPA- 052 -11, which reads as follows, was put to a vote:
THAT the delegation of Wendy Bracken be referred to staff, including the Legal
Services Department for a report on the following:
• requesting the Minister of the Environment for clarification on the intent of the
draft Terms of Reference of the Energy from Waste Advisory Committee;
• appointment of a Council liaison to the Energy from Waste Advisory
Committee; and
• Clarification on the future position of the Municipality of Clarington regarding
having a peer review of the Certificate of Approval documents."
CARRIED
(See following motions)
Resolution #GPA- 085 -11
Moved by Councillor Novak, seconded by Councillor Hooper
THAT the foregoing Resolution #GPA- 052 -11 be divided to consider bullets 1 and 2
separately from bullet 3.
CARRIED
The Committee voted on the first two bullets of the foregoing Resolution #GPA- 052 -11
and the motion was CARRIED.
The Committee voted on the last bullet of the foregoing Resolution #GPA- 052 -11 and
the motion was CARRIED.
sm
4 -28
General Purpose and Administration Committee
Minutes
January 24, 2011
OUTSIDE LEGAL OPINION RE: CORRESPONDENCE FROM REGION OF DURHAM
CONCERNING ENERGY FROM WASTE HOST COMMUNITY AGREEMENT
Resolution #GPA- 086 -11
Moved by Councillor Neal, seconded by Councillor Traill
THAT Staff be directed to obtain outside legal opinion as to whether the Resolution
#C- 033 -11 passed by Council on January 17, 2011, regarding the Host Community
Agreement, exposes the Municipality of Clarington to the risks outlined in the "With
Prejudice" letter, written by Matthew Gaskell, Region of Durham, dated January 21,
2011, and specifically Section 2 of the said resolution, which requests a declaration as
to whether certain sections of the Host Community Agreement are valid on the grounds
of public policy.
MOTION LOST
ADJOURNMENT
Resolution #GPA- 087 -11
Moved by Councillor Partner, seconded by Councillor Novak
THAT the meeting adjourn at 4:11 p.m.
MAYOR
CARRIED
-29-
DEPUTY CLERK
4 -29
DRAFT LIST
OF DELEGATIONS
GPA Meeting: February 7, 2011
(a) Frank Lockhart, regarding Valleys 2000
(b) Jim Richards, regarding Report CLD- 007 -11 — Procedural By -law
6 -1
CORPORATION OF THE
MUNICIPALITY OF CLARINGTON
NOTICE F COMPLETE APPLICATIOI PUBLIC MEETING
Leading the Way v
MEETING REPORT # PSD- 012 -11
HALMINEN HOMES
DEVELOPMENT APPLICATION BY: HALMINEN HOMES
AN APPLICATION TOAMEND THE CLARINGTON ZONING BY -LAW 84 -63
TAKE NOTICE that the Council, of the Corporation of the Municipality of Clarington will consider z
proposed Zoning By -law Amendment, under Section 34 of the Planning Act, 1990, as amended.
APPLICATION DETAILS
The proposed Zoning By -law Amendment submitted by Halminen Homes would permit increased garage
widths; increased garage projections; and increased lot coverage on lots with one storey dwellings.
The subject property is located at Part Lots 31,'32 and 33, Concession 2, former Township of Darlington,
as shown on reverse..
TAKE NOTICE that the Council of the Corporation of the Municipality of Clarington has deemed the
Zoning By -law Amendment application submitted complete for processing, circulation and review.
Planning File Nos.: ZBA 2010 -0025
PUBLIC MEETING
The Municipality of Clarington will hold a public meeting to provide interested parties the opportunity to
make comments, identify issues and provide additional information relative to the proposed development.
The public meeting will be held on:
DATE: Monday, February 7, 2011
TIME: 9:30 a.m.
PLACE: Council Chambers, 2 "d Floor, Municipal Administrative Centre,
40 Temperance St., Bowmanville, Ontario
ANY PERSON may attend the public meeting and /or make written or verbal representation either in
support of or in opposition to the proposal. The start time listed above reflects the time at which the
General Purpose and Administration Committee Meeting commences.
If you cannot attend the Public on this application you can make a deputation to Council at
their meeting on Monday, February 14, 2011, commencing at 7:00 p.m. Should you wish to appear
before Council, you must register with the Clerks Department by the Wednesday noon, February 9,
2011 to have your name appear in the Agenda.
COMMENTS OR QUESTIONS?. .
If you wish to be notified of subsequent meetings or the adoption of the proposed Zoning By -law,
Zoning By -law Amendment, or of the refusal of a request to amend the Zoning By -law, you must make
a written request to the Clerk's Department, 2nd Floor, 40 Temperance Street, Bowmanville, Ontario
L1 C 3A6.
Additional information relating to the pro�osal is available for inspection between 8:30 a.m. and 4:30 p.m.
at the Planning Services Department, 3 Floor, 40 Temperance Street, Bowmanville, Ontario L1 C 3A6, or
by calling Mitch Morawetz at (905) 623 -3379 extension 331 or by e -mail at mmorawetza- clarington.net.
APPEAL
If a person or public body does not make oral submissions at a public meeting or make .written
submissions to the Municipality of Clarington Planning Services Department before the proposed Zoning
By -law or Zoning By -law Amendment is approved, the person or public body is not entitled to appeal the
decision of Clarington Council to the Ontario Municipal Board.
If a person or public body does not make oral submissions at a public meeting or make written
submissions to the Municipality of Clarington before the proposed Zoning. By -law or Zoning By -law
Amendment. is approved, the person or public body may not be added as a party to the hearing of an
appeal before the Ontario Municipal Board unless, in the opinion of the Board, there are reasonable
grounds to add the person or public body as a party.
Dated a Municipality of Clarington this 5th day of January 2011.
Dav J. Crome, MCIP, RPP 40 Temperance Street
Director of Planning Services. Bowmanville, Ontario
Municipality of Clarington L1C 3A6
7 -1
Property Location Map (Courtice)
ZBA'2010 -0025
Zoning By -law Amendment
18T -95028 and SC 2007 -0009
Draft Plan of Subdivision
Owner: Halminen Building Corporation
N
I
r-
Leading the Way
REPORT
PLANNING SERVICES
PUBLIC MEETING
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law #:
Report #: PSD- 012 -11 File #: ZBA 2010 -0025
Subject: PROPOSED ZONING BY -LAW AMENDMENT TO PERMIT INCREASED
GARAGE WIDTHS; INCREASED GARAGE PROJECTIONS; AND, INCREASED
LOT COVERAGE ON LOTS WITH ONE STOREY DWELLINGS — COURTICE
APPLICANT: HALMINEN HOMES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PSD- 012 -11 be received;
2. THAT the rezoning application submitted by Halminen Homes continue to be processed
including the preparation of a further recommendation report; and
3. THAT all interested parties listed in Report PSD- 012 -11 and any delegations be advised
of Council's decision.
Submitted by: <�J
Reviewed by.
avid J. Crome, MCIP, RPP Franklin Wu
Director, Planning Services Chief Administrative Officer
MM /CP /df
28 January 2011
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623 -3379 F (905)623 -0830
8 -1
REPORT NO.: PSD- 012 -11
1.0 APPLICATION DETAILS
1.1 Owner /Applicant: Halminen Homes
PAGE 2
1.2 Proposal: To permit increased garage widths on all lots, increased garage
projections on some lots and increased lot coverage on lots with one
storey dwellings.
1.3 Site Area: 21.985 ha
1.4 Location: North of Meadowglade Road and east of Prestonvale Road,
Courtice — Part of lots 31, 32 and 33, Concession 2 and part of the
road allowance between lots 32 and 33, Concession 2 — 40M -2426,
40M -2460 and 18T -95028 (Attachment 1).
2.0 BACKGROUND
2.1 On August 24, 2010, Halminen Homes submitted an application to the Municipality of
Clarington for rezoning of the lands within the Urban Residential Exception R2 -58, R2-
59, R2 -60 and R2 -61 zones, north of Meadowglade Road and East of Prestonvale Road
in Courtice. The purpose of the application is to permit increased garage widths,
increased garage projections and increased lot coverage on lots with one storey dwellings.
The application did not contain any specific requests when it was first received.
Unfortunately, it took some time before the necessary detail was provided. The application
was deemed complete on December 24, 2010.
2.2 The Applicant has submitted a letter in support of their requested changes. In
summary, the letter states that wider garages are being sought since most homeowners
in Clarington have multiple vehicles. These wider garages being sought create a long,
narrow area within the home, adjacent to the garage, where the garage is required to be
flush with, or recessed from, the dwelling wall or covered porch. This long, narrow area
is not useful or desirable to prospective purchasers. The proposed solution is to allow
garage projections on some lots. Lastly, increased lot coverage is being sought for lots
with one storey dwellings to achieve desirable layouts and floor area comparable to a
two storey home while complying with the Architectural Control Guidelines.
2.3 The subject lands were rezoned on May 6, 2008 from Agricultural (A) to the current
Urban Residential Exception zones to allow residential development within draft
approved plans of subdivision 18T -95028 and S -C- 2007 -0009 to proceed as the phases
of the draft approved plans of subdivision become registered. Phase I and Phase II
have now been registered. There are a total of four phases in this subdivision project.
8 -2
REPORT NO.: PSD- 012 -11 PAGE 3
3.0 LAND CHARACTERISTICS AND SURROUNDING USES
3.1 The subject site is 21.985 hectares in size, much of which is affected by this rezoning
application. The above mentioned zone categories comprise most of the land within
this subdivision. There is some land within this site that has Environmental Protection
zoning or other Urban Residential zoning however these lands are not the subject of
this application. The land has been cleared and the site prepared for development to
occur and some houses are under construction in Phases I and II.
3.2 The surrounding uses are as follows:
North - Urban residential
South - Rural residential lots and vacant land
East -Vacant land
West - Prestonvale Road /Urban residential
4.0 PROVINCIAL POLICY
4.1 Provincial Policy Statement (PPS)
The 2005 PPS states that all new development should occur adjacent to the existing
built -up area and have compact form. There should be efficient use of infrastructure
including water and sanitary services and existing road networks. Development should
be phased to ensure the orderly progression of development within a designated growth
area. This rezoning application for lands within a draft approved plan of subdivision
conforms with the PPS.
4.2 Provincial Growth Plan
This application is for a technical rezoning within a draft approved plan of subdivision.
The type and density of housing is not proposed to change through this application and
therefore it is deemed to conform to the Provincial Growth Plan.
5.0 OFFICIAL PLANS
5.1 Durham Regional Official Plan
The Durham Regional Official Plan designates the land "Living Areas ". Lands
designated "Living Areas" shall be predominantly used for housing purposes.
Development in urban areas shall have regard for: compact urban form; the use of good
urban design principles; use a grid street pattern; provide for parks; access to transit;
the capacity of existing services; and, the balance between energy efficiency and cost.
5.2 Clarington Official Plan
The Clarington Official Plan designates the land "Urban Residential' and "Environmental
Protection Area ". The draft approved plan of subdivision is comprised of low density
development, consistent with the Clarington Official Plan. The Plan states that
subdivisions should generally provide a mixture of housing forms and densities. In
8 -3
REPORT NO.: PSD -012 -11
PAGE 4
addition, houses should be sited with a consistent setback to provide a human scale to
the street. House designs should incorporate features such as prominent entrances
and front porches to encourage social interaction and allow for views along the street.
Garages should be sited so that they are not the dominant feature of the streetscape or
the house.
6.0 ZONING BY -LAW
6.1 Zoning By -law 84 -63 zones the subject lands Urban Residential Exception R2 -58,
Urban Residential Exception R2 -59, Urban Residential Exception R2 -60 and Urban
Residential Exception R2 -61. The applicant has applied to rezone the subject lands to
permit increased garage widths on all lots, increased garage projections on some lots and
increased lot coverage on lots with one storey dwellings. The current zoning is site
specific to implement typical development standards with respect to lot coverage and
garage projections for new residential subdivisions.
7.0 PUBLIC NOTICE AND SUBMISSIONS
7.1 Public notice was given by mail to each landowner within 120 metres of the subject
properties and two public meeting notices were installed on the site. As of the writing of
this report, we have not received any objections or comments from the public.
8.0 AGENCY COMMENTS
8.1 In consideration of the nature of the rezoning application and the relatively recent Draft
Approval and rezoning, a limited circulation was undertaken. At this time, comments
are outstanding from the .following departments and agencies:
• Regional Planning Department
8.2 The Clarington Building Services Division has no concerns with this application.
8.3 Clarington Engineering are assessing the impact of the proposed increased lot
coverage and will provide detailed comments upon completion.
9.0 STAFF COMMENTS
9.1 Concerns have been raised previously that with narrow lot development, builders
develop at or close to the maximum permitted lot coverage, thus requiring homeowners
to obtain a minor variance for the construction of a deck or shed. In addition, garages
tend to dominate the streetscape in some instances where the builder is constructing
homes with two car garages on narrow lots. Staff believe that it is advantageous to
avoid these situations. The subject zoning specifies a maximum lot coverage for the
dwelling and maximum lot coverage for all structures that is 5 percent greater. In
8 -4
REPORT NO.: PSD- 012 -11 PAGE 5
addition it limits the maximum permitted garage width, relative to the lot width, and lastly
requires the garage door to be in line with or behind the front wall of the dwelling or
covered front porch.
9.2 Staff will continue to work with the applicant to address any and all concerns of staff and
those which may come forward from the public or agencies circulated to.
10.0 CONCLUSION
10.1 The purpose of this report is to satisfy the requirements of the Public Meeting under the
Planning Act. It is respectfully recommended that this report be referred back to Staff
for further processing and the preparation of a subsequent report.
Staff Contact: Mitch Morawetz
Attachments:
Attachment 1 - Key Map
List of interested parties to be advised of Council's decision:
Janice Robinson
8 -5
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Leading the Way
REPORT
PLANNING SERVICES
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law #: N/A
Report #: PSD- 013 -11
File #: A2010 -0042 & A2011 -0001
Subject: MONITORING OF THE DECISIONS OF THE COMMITTEE OF ADJUSTMENT
FOR THE MEETING OF JANUARY 20, 2011
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report PSD- 013 -11 be received; and
2. THAT Council concurs with the decisions of the Committee of Adjustment made on
January 20, 2011 for applications A2010 -0042 & A2011 -0001, and that Staff be
authorized to appear before the Ontario Municipal Board to defend the decisions of the
Committee of Adjustment.
Submitted by__�%l
,9 vid J. drome, MCIP, RPP
Director of Planning Services
MH /CP /av /df
24 January 2011
Reviewed by:
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623 -3379 F (905)623 -0830
8 -7
REPORT NO.: PSD- 013 -11
1.0 APPLICATION DETAILS
PAGE 2
1.1 All applications received by the Municipality for minor variance are scheduled for
a hearing within 30 days of being received by the Secretary- Treasurer. The
purpose of the minor variance applications and the Committee's decisions are
detailed in Attachment 1. The decisions of the Committee are summarized
below.
DECISION OF COMMITTEE OF ADJUSTMENT FOR
JANUARY 20, 2011
Application Number
Staff Recommendation
Decision of Committee
A2010 -0042
Approve
Approved
A2011 -0001
Table
Tabled
1.2 Application A2010 -0042 was filed to permit an increase in maximum number of
individual business establishments with a total floor area less than 300 m2 but
greater than 100 m2 from three (3) to six (6), on the subject lands currently
owned by Smart!Centres. The applicant informed the Committee that they are
having difficulty securing a lease with a business for a larger unit within the
building, however they have three (3) small businesses which are interested in
leasing space if the applicant accommodates a smaller leasing unit.
The intent of .the Zoning By -law provision is to limit small- format businesses,
similar to those that would otherwise establish within the downtown, in a manner
that would help to sustain the health and vitality of downtown Bowmanville.
However, it is not the intent of the zone provisions to prohibit small - format
development outside the downtown. Rather, the goal is to ensure that conditions
are maintained which encourage new, small - format businesses to consider the
downtown as a viable location for their business.
Although the decision was not unanimous, the Committee concurred with Staffs
recommendations and approved the application.
1.3 Application A2011 -0001 was filed to permit the construction of a single detached
dwelling by increasing the maximum permitted lot coverage from 40% to 45 %.
The application was filed by the applicant following a request made by a potential
purchaser to construct a bungalow model of home on a lot which was designed
to be slightly narrower than other lots, due to an adjacent protected feature
(wood lot/va I ley), and therefore has less lot area to accommodate a larger
dwelling footprint.
At the meeting, the applicant made mention of an attached deck which was
planned for the rear yard but was not shown on the original plan. The Committee
REPORT NO.: PSD- 013 -11
PAG E 3
suggested the applicant table the application until the next meeting, so as to
reconsider their proposal. The applicant agreed, and the application was tabled.
2.0 COMMENTS
2.1 Staff reviewed the Committee's decision for application A2010 -0042 and are
satisfied that it is in conformity with both Official Plan policies, consistent with the
intent of the Zoning By -law, is minor in nature and desirable.
2.2 Council's concurrence with the decision of the Committee of Adjustment for
applications A2010 -0042 and A2011 -0001 is required in order to afford Staff
official status before the Ontario Municipal Board in the event of an appeal of any
decision of the Committee of Adjustment.
Staff Contact: Meaghan Harrington
Attachments:
Attachment 1 - Periodic Report for the Committee of Adjustment (January 20, 2011)
EsM7
Attachment 1
To Report PSD- 013 -11
1'
arm n
Leading the Way
PERIODIC REPORT FOR THE COMMITTEE OF ADJUSTMENT
APPLICANT: BOWMANVILLE INVESTMENTS INC.
OWNER: BOWMANVILLE INVESTMENTS INC.
PROPERTY LOCATION: 2316 HIGHWAY 2, BOWMANVILLE
PART LOT 17, CONCESSION 1 & 2
FORMER TOWNSHIP OF DARLINGTON
FILE NO.: A2010 -0042
PURPOSE:
TO PERMIT AN INCREASE IN THE MAXIMUM NUMBER OF INDIVIDUAL
BUSINESS ESTABLISHMENTS WITH A TOTAL FLOOR AREA LESS THAN 300 M2
BUT GREATER THAN 100 M2 FROM THREE (3) TO SIX (6).
DECISION OF COMMITTEE:
TO PERMIT AN INCREASE IN THE MAXIMUM NUMBER OF INDIVIDUAL BUSINESS
ESTABLISHMENTS WITH A TOTAL FLOOR AREA LESS THAN 300 M2 BUT
GREATER THAN 100 M2 FROM THREE (3) TO SIX (6), AS IT MEETS THE INTENT OF
BOTH OFFICIAL PLANS AND THE ZONING BY -LAW, IS MINOR IN NATURE AND IS
NOT DETRIMENTAL TO THE NEIGHBOURHOOD.
DATE OF DECISION: January 20, 2011
LAST DAY OF APPEAL: February 9, 2011
8 -10
•
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Leading the Way
PERIODIC REPORT FOR THE COMMITTEE OF ADJUSTMENT
APPLICANT: H & H BUILDING CORPORATION
OWNER: HALMINEN BUILDING CORP.
PROPERTY LOCATION: 44 JANE AVENUE, COURTICE
PART LOT 29, CONCESSION 3 1.
FORMER TOWNSHIP OF DARLINGTON
FILE NO.: A2011 -0001
PURPOSE:
TO PERMIT THE CONSTRUCTION OF A SINGLE DETACHED DWELLING BY
INCREASING THE MAXIMUM PERMITTED LOT COVERAGE FROM 40% TO 45 %.
DECISION OF COMMITTEE:
TO TABLE THE APPLICATION UNTIL THE NEXT MEETING DATE.
DATE OF DECISION: January 20, 2011
LAST DAY OF APPEAL: February 9, 2011
8 -11
•
Qing the Way
REPORT
PLANNING SERVICES
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law #: N/A
Report #: PSD- 014 -11
File #: PLN 7.12
Subject: ANNUAL REPORT ON SITE PLAN ACTIVITY FOR 2010
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PSD- 014 -11 be received for information.
Submitted Reviewed by:`- L' Z,
avid J. Crome, MCIP, RPP Franklin Wu,
Director of Planning Services Chief Administrative Office
MH /CP /df
26 January 2011
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623 -3379 F (905)623 -0830
8 -12
REPORT NO.: PSD- 014 -11
PAG E 2
1.0 PURPOSE
1.1 The purpose of this report is to provide an overview of site plan activity within
Clarington in 2010, and to discuss anticipated activity for the year 2011. By
monitoring site plan activity, the Municipality has the opportunity to observe and
assess the level of growth within Clarington economically and otherwise as well
as review how the Urban Design goals and guidelines of the Clarington Official
Plan are being implemented. It also provides the Municipality a method of
tracking the number of developments occurring within, and outside of the built -up
areas of Clarington.
2.0 BACKGROUND
2.1 The Site Plan Control By -law requires that plans and drawings for any building or
structure be approved by the Municipality prior to issuance of a building permit
except for those exceptions stated in By -law 2010 -139. By -law 2010 -139
delegates the approval authority of site plan applications to the Director of
Planning Services and the Director of Engineering Services of the Municipality of
Clarington. Site plan approval is generally required for a proposed development
to ensure a comprehensive design review of the location of buildings,
landscaping, access locations, servicing and grading etc., by all regulatory
authorities.
2.2 The regulatory authorities which are involved in the review of site plan
applications, vary from project to project. Agencies typically involved include: rail
companies (CN Rail and CP Rail), utility providers (Enbridge, Rogers, Veridian
and Hydro One Networks Inc.), Conservation Authorities (Central Lake Ontario
Conservation Authority, and Ganaraska Region Conservation Authority) Region
of Durham Health and Works Departments (for municipal or private water and
sanitary services), Provincial Government (Ministry of Environment, Ministry of
Transportation) and municipal departments such.as Engineering Services,
Emergency Services and Operations. A collaborative effort by all agencies,
authorities and levels of government is made to ensure that all relevant policies,
by -laws and standards are being met prior to site plan approval.
3.0 SITE PLAN ACTIVITY
3.1 Attachments 1 and 2 to this report provide a complete list of all site plan
applications received and site plan applications approved, respectively, in the
year 2010.
Figure 1 provides a three year comparison of site plan activity within the
Municipality of Clarington. In the year 2008, there was a decline in the number of
site plan applications received, compared to earlier years, due in part to an
unstable economy and marketplace. Over the last three years, the number of
received applications has not increased, but has remained fairly consistent. It
8 -13
REPORT NO.: PSD- 014 -11
PAGE 3
should also be noted that each application submitted could either be focused on
the development of a single building or it could include a proposal for a
residential development having 100 dwellings units or a commercial development
with several units. Therefore focusing on the number of applications submitted
alone does not provide a complete picture of the quality and scale of
development occurring within the Municipality within any given year.
0 40
v 30
CL 20
10
0
� n
Figure 1
Site Plan Activity - a 3 Year Comparison
(activity between Jan.1 and Dec. 31)
2008 2009 2010
Year
3.2 Site Plan Applications Received
❑ Received
Approved
In 2010, a total of 28 site plan applications were received by the Planning
Services Department — ten (10) of the 28 applications received were granted Site
Plan Approval by year end. It is sometimes impossible to grant approval to all
applications within the same calendar year as they were submitted due to a
number of factors, including: applications submitted in conjunction with other
planning applications (rezoning and /or Official Plan amendments) were not able
to be approved until such time as the other planning applications were resolved,
or where an applicant is asked to make a number of revisions to the plan so as to
meet the various requirements of the Municipality and other agencies, and has
not yet submitted the revised drawings for approval.
Table 1 shows the geographic distribution of all received applications in 2010.
The majority of applications received were either for proposals found within the
Bowmanville Urban Area or in the Hamlet/rural areas of Clarington; five (5) of the
11 proposals in the rural areas of Clarington were applications for single
detached dwellings or residential accessory buildings within the Oak Ridges
Moraine. In 2010, a total of 18 commercial applications were received, compared
to seven (7) commercial applications received in 2009 — a 157% increase.
8 -14
REPORT NO.: PSD- 014 -11
PAGE 4
Table 1
Distribution of Applications Received by Geographic Area
for files received between Jan.1 and Dec.31, 2010
Geographic
Area
Commercial
Industrial
Institutional
Residential
Agricultural
Total
%
Bowmanville
10
0
0
1
0
11
39
Courtice
0
3
0
0
0
3
11
Newcastle
3
0
0
0
0
3
11
Hamlet/Rural
5
0
0
5
1
11
39
Total
18
3
0
6
1
28
100
Figure 2 illustrates the distribution of all received site plan applications in 2010,
by land use type — 64% of applications received in 2010 were commercial related
— compared to 30% in 2009 and 17% in 2008.
Figure 2
Distribution of Received Site Plan Applications
by Land Use Type
(for files received between Jan.1 and Dec.31, 2010)
Agricultural
Residential 4%
Industrial
11%
Commercial
64%
Applications received in 2010 included projects such as: a 42 semi - detached,
and 2 single detached unit residential development, a 429 m2 financial institution
with a drive -thru, a 12,000 m2 retail establishment with motor vehicle repair
centre, garden centre and clothing store (Canadian Tire /Marks Work
Warehouse), and two (2) medium format retail establishments (LCBO and
Winners) — 1300 m2 and 2200 m2 respectively.
3.3 Site Plan Applications Approved
Table 2 shows the geographic distribution of all applications approved in 2010.
Over the years, Bowmanville has maintained its status as the Urban Centre of
Clarington — nearly half of the 26 site plan approvals in 2010 were for proposals
located within the Bowmanville Urban Area, and nine (9) of those approvals were
8 -15 commercial or industrial related.
REPORT NO.: PSD- 014 -11
PAGE 5
Table 2
Distribution of Applications Approved, by Geographic Area
for files approve between Jan.1 and Dec.31, 2010
Geographic
Area
Commercial
Industrial
Institutional
Residential
Agricultural
Total
%
Bowmanville
6
3
0
2
0
11
42
Courtice
2
1
0
2
0
5
19
Newcastle
3
1
0
0
0
4
16
Hamlet/Rural
0
0
0
5
1
6
23
Total
11
5
0
9
1
26
100
Figure 3 illustrates the distribution of all approved site plan applications in 2010,
by land use type — 42% of all approvals were for commercial related
developments, compared to 27% in 2009. It should also be noted that five (5) out
of the nine (9) residential approvals, were for single detached dwellings or
accessory buildings /structures within the Oak Ridges Moraine.
Figure 3
Distribution of Approved Site Plan Applications
by Land Use Type
(for files received between Jan.1 and Dec. 31, 2010)
Agricultural
Residential
35%
19%
Commercial
42%
Figure 4 illustrates the total floor area approved through site plan control for non-
residential developments in 2010, by land use type. It should also be noted that a
total of 251 residential dwelling units were approved through site plan control — 2
units were single detached dwellings in the Oak Ridges Moraine, 167 units were
townhouse units and 82 units were low -rise apartment units.
REPORT NO.: PSD- 014 -11
Figure 4
Total Floor Area Approved by Land Use Type
(activity between Jan.1 and Dec.31, 2010)
8498
N
E
3608
L
a
L
O
O
LL
Commercial Industrial
Land Use Type
396
Agricultural
PAGE 6
In 2010, 3608 m2 of commercial floor area was approved, including projects such
as: a retail establishment (Shopper's Drugmart) in Newcastle Village, an eating
establishment (Swiss Chalet) and a multi- tenant building in the Bowmanville
West Town Centre, and a renovation /expansion of an existing hotel /motel
establishment in Bowmanville.
Photo 1: Shopper's Drugmart — Newcastle Village
Photo 2: Swiss Chalet — Bowmanville West Town Centre
8 -17
REPORT NO.: PSD -014 -11
PAGE 7
Photo 3: Multi - tenant Commercial Building — Bowmanville West Town Centre
Industrial developments approved in 2010 accounted for 8498 m2 of total floor
area (3 development sites), consisting of a self- storage unit development (7319
m2— 8 new buildings) in Newcastle Village, a 929 m2 industrial auto warehouse
with a 139 m2 mezzanine in Bowmanville, and a site plan amendment which
resulted in the addition of two (2) office trailers on an existing propane storage
site.
Photo 4: Approved Site Plan — Newcastle Storage (8 new buildings)
REPORT NO.: PSD- 014 -11 PAGE 8
4.0 CONCLUSION
4.1 By year end 2009, staff were optimistic that 2010 would be a promising year for
site plan activity regardless of the uncertain economy and its affect on
development within Clarington. After considering the information provided in this
report, it would appear that 2010 was a successful year for Clarington with
respect to approved and proposed developments, with an emphasis on
commercial developments.
4.2 Through the site plan approval process, the Municipality is afforded the
opportunity to implement the Urban Design goals and guidelines found within the
Municipality's Official Plan policies. Over the last year, Planning Staff, with help
from Council and various stakeholders and members of the public, have
succeeded in ensuring that good urban design principles are being incorporated
into each site plan application approved. Staff continues to emphasize the
importance of incorporating urban design into each application submitted, even
at the earliest stages of site design, so as to maintain a high standard of urban
design throughout the Municipality.
4.3 As previously mentioned, over the last few years the Municipality has received a
consistent amount of new site plan applications in each year — developments
which have the potential to impact our community as a whole in positive ways
(i.e. revitalizing a downtown core, or establishing local employment for the
residents of Clarington).
4.4 It should also be noted, that the submission of a number of site plan applications
are anticipated for 2011. These applications include developments such as: OPG
Refurbishment Facility as well as the Durham Region Energy From Waste
Facility which are both located within the Clarington Energy Business Park. Other
applications which have already been received, but are anticipated to be
approved early in 2011 include: two (2) medium format retail establishments
(LCBO and Winners), as well as a motor vehicle repair garage, garden centre
and retail establishment (Canadian Tire).
4.5 Based on anticipated developments and the number of pre - consultation meetings
held over the last year, Staff continues to be optimistic that site plan activity will
remain consistent in the year 2011.
Staff Contact: Meaghan Harrington
Attachments:
Attachment 1 - Site Plan Applications Received (January 1, 2010 to December 31, 2010)
Attachment 2 - Site Plan Applications Approved (January 1, 2010 to December 31, 2010)
8 -19
Site Plan A lications Received
e s+`/
January 1. 2010 to December 31. 201
a PQQ 04
SPA2010 -0001
11- Jan -10
5075
HOLT
RD
1559306 ONTARIO LTD.
COMMERCIAL
DARLINGTON
DRIVING RANGE AND ACCESSORY USES
SPA2010 -0002
18- Jan -10
511
TRULLS
RD
ALL SERVICES INC.
INDUSTRIAL
COURTICE
CONTRACTOR'S YARD AND OFFICE
SPA2010 -0003
21- Jan -10
350
WAVERLEY
RD
BARHAV DEVELOPMENTS
LIMITED
COMMERCIAL
BOWMANVILLE
RECONFIGURATION OF DRIVE -THRU LANES AND PARKING
SPA2010 -0004
09- Feb -10
3745
HIGHWAY 2
NANCY MALLETTE
AGRICULTURAL
CLARKE
SPECIAL EVENTS TENT
SPA2010 -0005
02- Mar -10
160
LIBERTY
ST
1414012 ONTARIO INC.
COMMERCIAL
BOWMANVILLE
34 ROOM MOTEL RENOVATION
SPA2010 -0006
02- Mar -10
160
LIBERTY
ST
1414012 ONTARIO INC.
COMMERCIAL
BOWMANVILLE
HOTEL RENOVATION AND EXPANSION FROM 58 ROOMS TO 72
ROOMS
SPA2010 -0007
10- Mar -10
8055
SCUGOG
RD
DARREN WATCHORN
RESIDENTIAL
ENNISKILLEN
SINGLE DETACHED DWELLING IN THE OAK RIDGES MORAINE
SPA2010 -0008
29- Mar -10
39
MARTIN
RD
ASPEN SPRINGS LTD.
COMMERCIAL
BOWMANVILLE
2 TEMPORARY MOBILE SIGN LOCATIONS
SPA2010 -0009
11- Apr -10
1078
TRULLS
RD
1688554 ONTARIO INC.
INDUSTRIAL
COURTICE
CONTRACTOR'S YARD
SPA2010 -0010
16- Apr -10
2165
HIGHWAY 2
WELCOME FEEDS
COMMERCIAL
MAPLE GROVE
AGRICULTURAL FEED RETAIL STORE
SPA2010 -0011
05- May -10
1
KING
AVE E
F & 1 GATEWAY INVESTMENTS
INC.
COMMERCIAL
NEWCASTLE
VILLAGE
COMMERCIAL RETAIL ESTABLISHMENT (SHOPPER'S
DRUGMART)
SPA2010 -0012
06- May -10
3658
CONCESSION
RD 7
LLOYD LOWERY
RESIDENTIAL
KIRBY
SINGLE DETACHED DWELLING IN THE OAK RIDGES MORAINE
SPA2010 -0013
19- May -10
3195
REGIONAL
RD 20
PAUL PAZIENZA
RESIDENTIAL
CLARKE
PERSONAL DOG KENNEL
SPA2010 -0014
25- May -10
2320
HIGHWAY 2
BOWMANVILLE INVESTMENTS
INC.
COMMERCIAL
BOWMANVILLE
RETAIL ESTABLISHMENT, MOTOR VEHICLE REPAIR CENTRE
AND GARDEN CENTRE (CANADIAN TIRE)
SPA2010 -0015
26- May -10
1
HARTWELL
AVE E
1 HARTWELL BOWMANVILLE
INC.
COMMERCIAL
BOWMANVILLE
PROFESSIONAL MEDICAL & DENTAL OFFICE BUILDING WITH
PHARMACY
SPA2010 -0016
02- Jun -10
147
QUEEN
ST
DEBORAH DOIRON
COMMERCIAL
BOWMANVILLE
MIDWIFERY CLINIC & PRENATAUPOSTNATAL CARE
SPA2010 -0017
16- Jun -10
185
KING
ST E
FCHT (ONTARIO) HOLDINGS
COMMERCIAL
BOWMANVILLE
FINANCIAL INSTITUTION WITH DRIVE -THRU
O
X
(D
O
;:LD
T .+
C >v
00
o9
p
CD
00
I
N
Site Plan Applications Received (January 1, 2010 to December 31. 201
PT LOT 16,
BROOKFIELD HOMES/
Y
SPA2010 -0018
30- Jun -10
CONCESSION 2
WEST DIAMOND PROPERTIES
COMMERCIAL
BOWMANVILLE
TEMPORARY NEW HOME SALES TRAILER
INC.
SPA2010 -0019
19- JUI -10
11
SUMAC
CRT
DAVE & ANNE ROBERTS
RESIDENTIAL
BURKETON
ATTACHED GARAGE IN THE OAK RIDGES MORAINE
SPA2010 -0020
25- Oct -10
PT LOT 29 & 30,
CONCESSION 2
LINDVEST PROPERTIES
LIMITED
COMMERCIAL
NEWCASTLE
MODEL HOMES AND ASSOCIATED TEMPORARY PARKING LOT
VILLAGE
SPA2010 -0021
25- Oct -10
4795
THERTELL
RD
NIRVAAN MEHARCHAND
RESIDENTIAL
CLARKE
DETACHED GARAGE IN THE OAK RIDGES MORAINE
SPA2010 -0022
29- Oct -10
2271
HIGHWAY 2
VICTORIA BOWEN
COMMERCIAL
MAPLE GROVE
PERSONAL SERVICE ESTABLISHMENT (EXISTING SPA)
SPA2010 -0023
02- Nov -10
3585
CONCESSION
RD 5
THOMAS & PATRICIA MOFFAT
COMMERCIAL
CLARKE
COMMUNICATIONS TOWER
SPA2010 -0024
02- Nov -10
3763
CONCESSION
RD 8
ROBERT & JENNIFER
HENDERSON
COMMERCIAL
CLARKE
COMMUNICATIONS TOWER
SPA2010 -0025
09- Nov -10
PT LOT 17,
CONCESSION 1
KAITLIN HOMES ASPEN IV
LTD.
RESIDENTIAL
BOWMANVILLE
42 SEMI - DETACHED UNITS AND 2 SINGLE DETACHED UNITS
SPA2010 -0026
16 DE C 10
335
TORONTO
ST
MY MECHANICS -
NEWCASTLE AUTO
COMMERCIAL
NEWCASTLE
EXPANSION OF EXISTING MOTOR VEHICLE REPAIR GARAGE
VILLAGE
SPA2010 -0027
16- Dec -10
1685
BLOOR
ST
JAMES KENNEDY
INDUSTRIAL
COURTICE
INSTALLATION OF TELECOMMUNICATION TOWER
SPA2010 -0028
24-Dec-10
8,2344
HIGHWAY2
BOWMANVILLE
INC. INVESTMENTS
COMMERCIAL
BOWMANVILLE
TWO (2) MEDIUM FORMAT RETAIL ESTABLISHMENTS
OD
I
N
N
Site Plan
lications Approved (January 1, 2010 to December 31
J/ Ao/ Ive;
s�° J
SPA2009 -0011
04- Jan -10
40
BRITTON
CRT
H. R. STEEL LTD.
INDUSTRIAL
BOWMANVILLE
OUTDOOR STORAGE AREA
SPA2009 -0006
07- Apr -10
570
LONGWORTH
AVE
LABNO DEVELOPMENTS
COMMERCIAL
BOWMANVILLE
78 M2 OUTDOOR PATIO
CORP.
SPA2000 -0018
26- Apr -10
1502
HIGHWAY 2
TDL GROUP CORPORATION
COMMERCIAL
COURTICE
48 M2 OUTDOOR PATIO
SPA2004 -0032
26- Apr -10
123
KING
AVE
PETER SAINOVSKI
COMMERCIAL
NEWCASTLE
20 M2 OUTDOOR PATIO EXPANSION
VILLAGE
SPA2010 -0007
07- May -10
8055
SCUGOG
RD
DARREN WATCHORN
RESIDENTIAL
ENNISKILLEN
SINGLE DETACHED DWELLING IN THE OAK RIDGES MORAINE
SPA2007 -0042
19- May -10
PT LOT 16
KAITLIN HOMES ASPEN I V
RESIDENTIAL
BOWMANVILLE
119 TOWNHOUSE UNITS AND 82 APARTMENT UNITS
CONCESSION 1
LTD.
SPA2010 -0008
19- May -10
39
MARTIN
RD
ASPEN SPRINGS LTD.
COMMERCIAL
BOWMANVILLE
2 TEMPORARY MOBILE SIGN LOCATIONS
SPA2008 -0024
11- Jun -10
400.
TORONTO
ST
1212619 ONTARIO INC.
INDUSTRIAL
NEWCASTLE
8 SELF - STORAGE BUILDINGS WITH TOTAL FLOOR AREA OF
VILLAGE
7319 M2
SPA2006 -0041
11- Jun -10
55
ALLISON
ST
2044356 ONTARIO LTD.
RESIDENTIAL
BOWMANVILLE
48 TOWNHOUSE UNITS
SPA2010 -0004
14- Jun -10
3745
HIGHWAY 2
NANCY MALLETTE
AGRICULTURAL
CLARKE
330 M2 SPECIAL EVENTS TENT AND
66 M2 WASHROOM/STORAGE BUILDING
SPA2010 -0012
24- Jun -10
3658
CONCESSION
RD 7
LLOYD LOWERY
RESIDENTIAL
KIRBY
SINGLE DETACHED DWELLING IN THE OAK RIDGES MORAINE
SPA2009 -0022
16- JUI-10
106 8 118
KING
AVE E
STEPHENSON
COMMERCIAL
NEWCASTLE
CHANGE OF USE TO TEA ROOM AND REAL ESTATE OFFICE
VILLAGE
SPA2009 -0016
16- JUI -10
180
LAKE
RD
1709942 ONTARIO INC.
INDUSTRIAL
BOWMANVILLE
929 M2 AUTO PARTS WAREHOUSE AND 139 M2 ASSOCIATED
OFFICE MEZZANINE
SPA2010 -0013
03- Aug -10
3195
REGIONAL
RD 20
PAUL PAZIENZA
RESIDENTIAL
CLARKE
PERSONAL DOG KENNEL
SPA2010 -0011
14- Sep -10
1
KING
AVE E
F S I GATEWAY INVESTMENTS
COMMERCIAL
NEWCASTLE
1402 M2 COMMERCIAL RETAIL ESTABLISHMENT (SHOPPER'S
INC.
VILLAGE
DRUGMART)
SPA2009 -0013
14- Sep -10
40
PORT
RD
1494263 ONTARIO LTD.
INDUSTRIAL
BOWMANVILLE
OUTDOOR PROPANE STORAGE AREA WITH 2 ASSOCIATED
DARLINGTON
OFFICE TRAILERS WITH A TOTAL FLOOR AREA OF 111 M2
SPA2010 -0006
14- Sep-10
160
LIBERTY
ST
1414012 ONTARIO INC.
COMMERCIAL
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•
Leading the Way
:14:01
PLANNING SERVICES
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law #:
Report #: PSD- 015 -11
File #: ZBA 2011 -0002
Subject: APPLICATION FOR EXEMPTION OF PART LOT CONTROL
APPLICANT: 2231231 ONTARIO LIMITED
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PSD- 015 -10 be received;
2. THAT the request for Removal of Part Lot Control by 2231231 with respect to Block 19
on Plan 40M -2316 be approved, and that the attached Part Lot Control By -law be
passed pursuant to Section 50 (7.1) of the Planning Act;
3. THAT a copy of Report PSD- 015 -11 and Council's decision be forwarded to the Region of
Durham Planning Department and the Municipal Property Assessment Corporation
(MPAC); and
4. THAT all interested parties listed in Report PSD- 015 -11 and any delegations be advised
of Council's decision.
Submitted by? G=t f /< l L Reviewed by :,
avid J. Crome, MCIP, RPP Franklin Wu
Director, Planning Services Chief Administrative Officer
MH /CP /df /av
January 27, 2011
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623 -3379 F (905)623 -0830
8 -24
REPORT NO.: PSD- 015 -11
1.0 APPLICATION DETAILS
1.1 Applicant/Owner: 2231231 Ontario Limited
1.2 Location: Part Lot 11, Concession 2, Former Town of Bowmanville,
55 Allison Street, Bowmanville
Block 19, 40M -2316
(see Attachment 1 — Property Location Map)
2.0 BACKGROUND
PAG E 2
2.1 On June 11th, 2010, the applicant received site plan approval for a 48 unit townhouse
development on the subject lands. The approved site plan illustrates 48 residential lots
with two parking spaces each, an internal roadway, 12 visitor parking spaces, a small
utility room building and a tot lot (open space). All townhouse units have access to
Allison Street in two locations by way of an internal road.
2.2 On January 7th, 2011 the Director of Planning Services signed a decision to approve a
Draft Plan of Condominium for the subject lands. The approval permits a common
element condominium for the internal roadway, 12 visitor parking spaces, the tot lot and
the meter room building. Each townhouse unit and the lot upon which it is situated will
be bought and sold individually to each respective purchaser, and each purchaser will
have a shared common interest in the balance of the development (internal road, visitor
parking and lot). The 20 day appeal period from the notice of decision date lapsed on
January 27, 2011. No appeals were received and the Draft Plan of Condominium was
Draft Approved on January 28, 2011.
2.3 A number of townhouse units within the development have already been built, and
advertising for the units is underway. Before any lands can be transferred, a by -law to
exempt Block 19 of Plan 40M -2316 from Part Lot Control is necessary. Attachment 2 —
Reference Plan 40R- 26823, illustrates the proposed division of the lands. Parts 1
through 48 will be transferred to each respective purchaser and Part 49 will be
transferred to a common element condominium corporation.
3.0 STAFF COMMENTS
3.1 A site plan agreement was registered on title on August 5, 2010 for the subject
development, and the appropriate securities for landscaping and engineering works
were submitted by the applicant and received by the Finance Department.
3.2 Staff has no objection to the approval of a By -law exempting the subject lands from Part
Lot Control. In accordance with the procedures established in the delegation of Part Lot
Control By -laws, Planning Staff will forward to the Regional Planning Department the
"Unit Type and Number Summary Table" (Attachment 3) along with a copy of the Part
Lot Control By -law (Attachment 4).
8 -25
REPORT NO.: PSD- 015 -11
PAG E 3
3.3 Staff recommends that the By -law be adopted and be in force for a three (3) year period
following Council approval, ending February 14, 2014.
4.0 CONCLUSION
4.1 It is recommended that Council approve this request and adopt the attached Part Lot
Control By -law for Block 19 on Plan 40M -2316.
Staff Contact: Meaghan Harrington
Attachment:
Attachment 1 - Property Location Map
Attachment 2 - Reference Plan 40R -26823
Attachment 3 - Unit Type and Number Summary Table for 40M -2316
Attachment 4 - Part Lot Control Exemption By -law
List of interested parties to be advised of Council's decision:
2231231 Ontario Limited c/o Ahad S. Jafarpour
8 -26
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PART -LOT CONTROL EXEMPTION BY -LAW
Unit Type and Number Summary Table
Registered Plan #: 40M -2316
By -law:
Attachment 3
To Report PSD- 015 -11
APPROVED
Result of Part -Lot Control
Exemption on Unit Type & Number
Lots /Blocks Affected
Unit Type & Number
Block 19
Townhouse - 48
No Change
TOTAL
UNITS - 481
No Change
8 -29
Attachment 4
To Report PSD- 015 -11
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY -LAW NO. 2011-
being a By -law to exempt certain portions of Registered Plans 40M -2316 from
Part Lot Control
WHEREAS the Council of the Corporation of the Municipality of Clarington deems it
advisable to exempt from Part Lot Control, Block 19 on Plan 40M -2316, registered at
the Land Titles Division of Whitby;
NOW THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the
Municipality of Clarington enacts as follows:
1. That Subsection 5 of Section 50 of the Planning Act shall not apply to those
lands described in paragraph 2 within the By -law.
2. That this By -law shall come into effect upon being approved by the Municipality
of Clarington and thereafter Subsection 5 of Section 50 shall cease to apply to
the following lands:
a) Block 19 on 40M -2316.
3. Pursuant to Subsection 7.3 of Section 50 of the Planning Act, this By -law shall be
in force for a period of three (3) years ending February 14, 2014.
BY -LAW read a first time this day of 2011
BY -LAW read a second time this day of 2011
BY -LAW read a third time and finally passed this day of 2011
Adrian Foster, Mayor
Patti L. Barrie, Municipal Clerk
8 -30
la�9 �
Leading the Way.
REPORT
ENGINEERING SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Monday February 7, 2011
Report #: EGD- 006 -11 File #:
Resolution #:
By -law #:
Subject: PROPOSAL TO CLOSE AND CONVEY A PORTION OF A ROAD
ALLOWANCE (LORD ELGIN STREET) SITUATED IN LOT 12,
CONCESSION 2, FORMER TOWNSHIP OF DARLINGTON
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report EGD- 006 -11 be received;
2. THAT Council approve in principle the closure and conveyance of Lord Elgin
Street from Concession 3 to the north limit of that portion of Lord Elgin Street,
which was closed in 1988, situated in Lot 12, Concession 2, former Township of
Darlington (Attachment 1);
3. THAT Council authorize the publication of a notice that Council intends to
declare part of the road allowance be surplus and to pass a by -law to close that
part of the road allowance;
4
THAT the applicant pay all legal, advertising, appraisal and land costs
associated with this transaction; and
THAT 1825284 Ontario Limited (City Homes) be advised of Council's decision.
CORPORATION OF THE MUNICIPALITY OF CAARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 - 623 -3379 F 905 - 623 -9282
9 -1
REPORT NO.: EGD- 006 -11
Respectfully by,
t
u mitted by: S. Cannella
Director of Engineering Services
ASC /jo
January 19, 2011
AW
PAGE 2
Reviewed by: Franklin Wu
Chief Administrative Officer
REPORT NO.: EGD- 006 -11
PAGE 3
1.0 BACKGROUND
1.1 1825284 Ontario Limited (City Homes) is the owner of lands situated on both
sides of Lord Elgin Street (unopen) in Lot 12, Concession 2, former Township of
Darlington (approximately 8m wide x 66.3m long). More specifically, these lands
are the former Cooper property located on the south side of Concession 3, east
of Scugog Street in Bowmanville. The 1857 Hambly Plan established Lord Elgin
Street between Lots 1 and 2 of that plan. In 1988, all of Lord Elgin Street was
closed and conveyed to adjacent property owners, except for the portion through
the Cooper property (see Attachment 1).
1.2 The Municipal solicitor has reviewed this matter and confirms that the road
allowance is currently in municipal ownership.
1.3 An application has been received to close and convey this section of road, and
the Director of Engineering Services has determined that this road allowance is
not required for the future road network.
1.4 The subject portion of Lord Elgin Street can now be conveyed into private
ownership to facilitate registration of the next phase of the subdivision plan,
which dovetails with adjacent draft approved plans. 1825284 Ontario Limited has
submitted the formal Application for Road Closure and Conveyance that is
required under current municipal policy.
2.0 MUNICIPALITY POLICY AND PROCEDURES FOR ROAD CLOSURES
2.1 In accordance with the Municipality's Policy and Procedure for Road Closures,
the Application For Road Closure And Conveyance has been submitted to the
Municipality. The Director has made a determination that the road allowance is
not required for public highway purposes and that the closure is necessary to
facilitate development of a proposed plan of subdivision which is adjacent to
other draft approved plans of subdivision. The Policy and Procedure for Road
Closure further states that the applicant must pay a non - refundable application
9 -3
REPORT NO.: EGD- 006 -11
PAGE 4
fee and obtain consent of the abutting property owners (none in this case). The
applicant must pay all legal, survey, appraisal, advertising and land costs.
Under the Municipality's Policy and Procedure, the Municipality must give notice
of its intention to pass a by -law closing the road allowance, circulate the
application to all appropriate parties (agencies and utilities), and hold a public
hearing prior to Council declaring the land surplus and passing a by -law closing
the road allowance.
3.0 CONCLUSION
3.1 The Director of Engineering Services has determined that this portion of the road
allowance (Lord Elgin Street between Concession 3 and the south boundary
approximately 66.3m south) is not required for the municipal road network. It is
therefore recommended that Council direct staff to process the application to
close and convey the subject land to 1825284 Ontario Limited. A further report
will be forthcoming to Council pertaining to the land appraisal, comments
received from the public and a staff recommendation to close and convey.
Attachments:
Attachment 1 - Key Map
List of Interested Parties:
1825284 Ontario Limited
9 -4
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9 -5
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Clarftwn REPORT
OPERATIONS DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: 02 07, 2011 Resolution #: By -law#: N/A
Report#: OPD- 001 -11 File #:
Subiect: PITCH IN WEEK
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report OPD- 001 -11 be received; and
2. THAT all interested parties listed in Report OPD- 001 -11 be advised of Council's
decision.
Submitted by: Reviewed by:
Fr k J. Horvath Franklin Wu,
B.A., M.R., R.R.F.A. Chief Administrative Officer
Direct r of Operations
FH /sh
January 31, 2011
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 - 623 -3379
10 -1
REPORT NO.: OPD- 001 -11
1.1 BACKGROUND
1.0 Pitch In Canada
1.1
10 -2
PAGE 2
2010 marked the 44th annual Pitch -In Canada Week. Started in 1967 by a group
of volunteers concerned about the proliferation of packaging and its effects on
the land and marine environment, the program has grown to be the largest
environmental improvement campaign in Canada. Typically held the third week
of April, volunteers participate in a wide range of activities. In total more than 3.5
million Canadians participate in the program each year in communities across
Canada.
Pitch In Week Clarington
Clarington staff have been actively coordinating Pitch -In -Week activities within
the municipality since 2004. Group clean ups are organized and individuals are
encouraged to participate. Schools, service organizations, community groups,
business and individuals are eager participants in local projects to clean -up,
restore and /or preserve the environment by cleaning up litter and other garbage
from urban, rural and wilderness areas.
Year
Areas
Cleaned
Participating
Groups
2010
47
27
2009
41
34
2008
58
36
The following is a list of community and service groups that participated in 2010
Pitch In Week events:
• Ontario Street Public School
• Enniskillen Scouts
• Sea Cadets
• OPG Darlington
• Courtice Secondary School
• Waverley Public School - 300 students
• Dr. Ross Tilley Publilc School
• Harold Longworth Public School
• Clarington Central Secondary School
• Lydia Trulls P.S.
• Bowmanville High School
• The Pines Sr. Public
• St. Joseph's Catholic School
• 1st Courtice Girls Guides
• Newcastle Community Hall
• Tim Hortons Newcastle
• Hope Fellowship Church
• Clarington Older Adults
• Hampton Citizens Assoc.
• Clarke High School
• Courtice Lions
• Bloomfield Farm
• Orono Masonic Lodge
• Haydon Hall Board
• Knox Christian School
REPORT NO.: OPD- 001 -11
Waste collected is measured in metric tons:
Year
Metric Tons Collected
2008
12.33
2009
2.88
2010
4.25
2.0 PITCH -IN -WEEK 2011
2.1 April 18 to 24 will be Pitch In Week 2011.
DA!_C ,,i
The Bowmanville Rotary Club has approached staff with a proposal to take the
lead in coordinating Pitch In Events within Bowmanville. A clean and beautiful
community is an asset and therefore it only makes sense that Pitch In Week
activities be developed with the assistance of community organizations.
Operations Department proposes to hand over the coordination of the
Bowmanville events to the Rotary Club. Staff will actively seek out partnerships
with other community and service groups to provide similar leadership roles in
Courtice and Newcastle.
2.2 It is anticipated as we draw closer to Pitch In Week that more activities will be
scheduled for participation throughout Clarington. We will be hosting Durham
Region's free compost event at 178 Darlington /Clarke Townline Rd. Residents
will be able to exchange non - perishable food items for compost.
10 -3
Clarftmn
REPORT
EMERGENCY AND FIRE SERVICES
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law#:
Report#: ESD- 003 -11 File #:
Subject: NEWCASTLE FIRE HALL #2 — RELOCATION AND CONSTRUCTION
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report ESD- 003 -11 be received for information.
/ 1
Submitted by:
Gordon Weir, AMCT, CMM111
Director Emergency & Fire Services
Reviewed by:'`
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623 -3379 F (905)623 -4169
11 -1
REPORT NO.: ESD -003 -11
1.0 BACKGROUND AND COMMENT
PAGE 2
1.1 At their meeting of June 1, 2010 Council passed a resolution to approve the
Rudell Road site for the Newcastle Fire Station and also authorized staff to
proceed with the Request for Proposal for an architect/design consultant to
move ahead with the detailed design.
1.2 In October 2010, a contract was awarded to ZAS Architects Inc., Toronto for
the design of the fire hall based on the terms and conditions of an RFP issued
in August 2010.
1.3 Meetings with the Municipal Project Team and the Architect's team have been
on -going since November in order to complete the first phase of the project;
the design of the Newcastle Fire Hall #2.
2.0 ANALYSIS
2.1 The process for the design phase of this project has included numerous
meetings with the architectural team, the Planning Department for site plan
approval and the Municipality's IT Division and data /communication systems
consultant. Soil testing has also been completed and the report is pending.
2.2 Included in the process have been a number of visits by the Architects and
Emergency Services staff to recently constructed fire halls in Oshawa, Pickering
and Markham for the purpose of determining trends, design features and
innovations in design and operating components.
2.3 At the outset of this project it was proposed that this facility include energy and
conservation features required to satisfy the Leadership in Energy and
Environmental Design (LEED) Silver program. Moving forward, the introduction
of the LEED features will be governed by the cost estimates and should we
11 -2
REPORT NO.: ESD -003 -11
2.4
3.0
3.1
3.2
3.3
3.4
PAGE 3
include such features, the decision to seek LEED certification will be determined
by the cost and the available funds. It has been noted that the 2009 LEED
program has changed and the rating will be affected by the site location whereby
points will not be available because of the low density suburban location.
ZAS Architects Inc. has finalized the design of the facility and the project team
has selected and approved the design. Representatives of ZAS Achitects Inc.
will be on site for the General Purpose and Administration Committee Meeting
on February 7 to make a short presentation on the design of the new fire hall.
FINANCIAL
Funding for this project is provided in the following accounts:
Development Charges $1,044,977.00
Ontario Power Generation $ 750,000.00
Federal Grant $ 21,000.00
Reserve Funds $2,684,023.00
Total $4,500,000.00
Additional funding assistance has been submitted in the form of JEPP Grants.
Applications for assistance with the Emergency Generator, Communication
Tower and Emergency Operations Centre have been submitted and at the
time of this report, no response has been received regarding approvals.
To date, funds committed are for the architectural services and the soil
testing representing approximately 6 to 8% of available funds. Based on
information and estimates received to date, the project is within budget.
Queries with respect to Department needs, specifications, etc., should be
referred to the Director of Emergency and Fire Services.
11 -3
REPORT NO.: ESD -003 -11
4.0 CONCLUSION
PAGE 4
4.1 With the completion of the design phase, staff will now move on to complete
the pre- tender contractor prequalification phase during the month of February.
Once the pre - qualification process is complete and the contractors selected,
the tender is expected to be to be issued during the month of March.
4.2 Upon receipt and evaluation of tenders, a report with recommendations for
award will be provided for Council approval in April.
4.3 Based on the current schedule, construction of the new hall is expected to start
in late April or early May, 2011. Completion and building occupancy is expected
to be May 2012.
5.0 INPUT FROM OTHER SOURCES
5.1 Report ESD- 003 -11 has been reviewed by the appropriate Municipal Staff.
11 -4
Clarington REPORT
COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION
Date: February 7, 2011 Resolution #: By -law #: N/A
Report#: CSD- 002 -11 File #:
Subject: CUSTOMER SERVICE WEEK
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CSD- 002 -11 be received for information.
Submitted by:
JPC /SM /EM /wg /Iw
Jo fervices
pIf P. Caruana
c tor, Community y
iewed by: &_�'
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623 -3379 F (905)623 -0830
12 -1
REPORT NO.: CSD- 002 -11 PAGE 2
1.0 Background
1.1 In the Community Services Department, we are all members of a team who are
dedicated to meeting the needs of others. In mid 2010, front line customer
service staff had discussions about starting 2011 highlighting our commitment to
our customers and hosting a week in recognition and appreciation. Customer
Service Week was held January 8 -14th, 2011, as an opportunity to recognize the
relationship between our staff and our customers as well as enhance and
celebrate the strength of our team.
1.2 Providing exceptional customer service is integral in everything we do as
Community Services Staff with the Municipality of Clarington. In early January,
the Community Services Department, at all of our recreation facilities, promoted
and celebrated our exceptional customer service skills and the relationships
we've developed with our customers.
1.3 The Community Services Department offered a week of activities for the
community; free admissions to scheduled drop -in swims, skates, fitness, squash
and soccer with the donation of winter accessories (hats, mitts and scarves).
Over 500 residents participated in activities at the various recreation facilities.
Many winter items were collected and will be donated to families in need through
our local school boards (see attachment 1).
1.4 In addition, there were many staff activities geared to strengthening our internal
staff relationships and increasing staff knowledge and skill in the area of
providing customer service excellence. The Community Services Department
launched customer service week by providing staff with a motivating and
inspiring session with Dr. Lynda Pinnington, a leading trainer on customer
service excellence.
1.5 During Customer Service Week, we collected comments from our customers
about what recreation means to them. The comments were collected on a matte
within a picture frame. A sampling of the responses we received were:
• It means memories that are fun!
• Fun, Family Time!
• It makes me feel good.
• Enjoying life.
• Life commitment full of FUN!
• It helps create a united community.
• Spending time with my children.
• To keep moving and have fun.
• Everything!
• Lifelong skills and fun.
12 -2
REPORT NO.: CSD- 002 -11
2.0 Comments
PAGE 3
2.1 This was the first time Community Services recognized and celebrated Customer
Service Week. The week generated many positive comments from both staff
and customers. The focus of the week was to strengthen both internal and
external relationships and ensure we are striving to not just meet customer's
expectations, but exceed them! With the recent success of Customer Service
Week, staff plan to continue with this event. For 2011, the Community Services
Department will align this event to coincide with National Customer Service Week
which is celebrated during the first week of October.
Attachments
Attachment 1 - Customer Service Week Flyer
12 -3
Attachment 1
To Report CSD- 002 -11
Admission is free with donation of hat / mitts or scarf which will be distributed
ammuny pen
12 -4
Ciffboon
Clarftwn
� �1 4 u 110,4 1
COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION
Date: FEBRUARY 7, 2011 Resolution #: By -law #: N/A
Report#: CSD- 003 -11 File #:
Subiect: COMMUNITY SERVICES — 2010 YEAR END REVIEW
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CSD- 003 -11 be received for information.
Submitted by:
{eph P. Caruana
ector, Community
rvices
J PC /SM /TL /SC /SM /EM /GA /Iw
Reviewed by:
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623 -3379 F (905)623 -0830
12 -5
REPORT NO.: CSD- 003 -11
1.0 BACKGROUND
PAGE 2
1.1 The Community Services Department is responsible for planning, implementing
and evaluating municipal recreation, leisure programs and facilities. This report is
intended to provide Council with an overview of the activities associated with the
Department's Recreation Services and Facilities Divisions during 2010.
2.0 RECREATION SERVICES DIVISION
2.1 Over the course of 2010, the Recreation Services Division offered residents of
Clarington registered programs in aquatics and fitness, as well as youth and adult
recreation programs. In addition to our structured programming, the Division is
also responsible for the Department's drop -in programs, special events,
memberships, public swims and recreational skating.
2.2 This Division also plays an integral role in liaising and working with Clarington's
many recreation based community organizations. The Community Development
portfolio continues to evolve and reach out to new organizations while providing
on -going support and information to the many organizations that provide a range
of recreation opportunities for the residents of Clarington.
3.0 AQUATIC SECTION
3.1 Staffing
i) The Community Services Department employs 60 part time aquatic staff
annually. Prospective candidates must possess five to seven
certifications /qualifications to be eligible for hire, and recertify each
qualification annually or every two years to remain on the deck, as per
Ministry of Health regulations.
Upon hire, all levels of Aquatic staff receive approximately 24 hours of
intensive staff training and orientation. This training includes areas such as
facility and pool orientation, WHMIS, health and safety, young worker
awareness, Automated External Defibrillator, emergency response,
rescues and spinals, as well as instructional training.
iii) Throughout the year, aquatic staff attend mandatory training, every six -
eight weeks. These trainings and workshops include learning new
techniques, skill development and instructional emergency response to
better improve the service they provide to our customers and residents, as
well as to prepare and practice their skills in the event of a major
emergency.
12 -6
REPORT NO.: CSD- 003 -11
3.2
3.3
Orono Park Pool
PAGE 3
i) Orono Park houses the only municipal outdoor pool in Clarington. It is a
20+ metre pool, and is operated seven days a week, from the last weekend
in June to Labour Day weekend.
ii) While attendance at the pool has been increasing steadily since 2008, this
past summer was no exception as we experienced favourable weather
conditions for most of the summer.
iii) Feedback from the residents of Clarington about the pool was very positive.
Many who were visiting the pool for the first time stated how much they
enjoyed their experience, and would return in the future.
Heat Relief Policy
i) During the summer of 2002, in direct response to severe heat conditions,
the Municipality of Clarington implemented a Heat Relief policy. The policy
related to the opening of various municipal aquatic facilities to the public
between July 15t and Labour Day, in the event of severe summer heat
conditions.
ii) Summer heat conditions include any weather condition such as extreme
heat where the temperature exceeds 30 degrees Celsius and /or the
Humidex reaches 40 degrees Celsius or higher. Temperature and humidex
conditions are confirmed by The Weather Network.
iii) Should weather conditions warrant, the decision to invoke the procedure is
made by the Director of Community Services or designate. These,
conditions and the decision to implement must exist prior to 2:00 pm.
iv) During all heat relief periods, admission to aquatic facilities is free of charge
(recreational swimming only). All swims normally scheduled on that day
are designated public swims, and the hours of operation are extended to
9:00 pm, where possible.
v) This past summer, Heat Relief was invoked eight times. During that time, a
total of 2,716 swimmers used the four aquatic facilities at no charge.
12 -7
REPORT NO.: CSD- 003 -11
PAGE 4
vi) As the heat relief policy has been in place for nine years, in 2011 staff will
undertake a review of the policy and recommend revisions as appropriate
through a report to the General Purpose and Administration Committee.
3.4 Aquatic Statistics
i) Community Services currently offers 60 hours of aquatic instructional
programming each week between our three indoor pools. Over the past
four years, aquatic programs have seen an overall increase of 13 %.
Preschool (ages 4 months - 5 years) and Youth (ages 6 -12 years) remain
the most popular and on average account for 75% of the total registrations.
Aquatic Program Participant Statistics
6200
6000-/1 d y�
5800
�s
5600-olo
5400�
5200
5000
4800
2007 2008 2009 2010
Program Participants
ii) The Department offers a wide variety of swims at its indoor facilities,
including Adult, Lane, Adult/Lane, Public and Family. Combined at all three
indoor facilities, the municipality offers an average of 98 hours of swims per
week (total of 340 staff hours).
iii) Recreational swimming remains a popular activity for all ages. In 2010,
nearly 84,000 people used a pool. While usage fluctuates year to year, and
pool to pool, over the past three years, usage of the four aquatic facilities
combined has seen an overall increase of 17 %.
Recreational Swir'
min Usa e B Pool
Pool
2007
2008
2009
2010
Clarington Fitness
Centre
19,466
19,395
15,204
12,421
Courtice Community
Complex
45,455
37,476
30,396
28,953
Newcastle & District
Recreation Complex
Not
applicable
11,890
4 months
37,322
38,869
Newcastle Lion's Pool
2,575
1,874
Closed
Closed
Orono Park Pool
2,171
1,361
1,882
3,430
Total # Users
69,667
71,996
84,804
83,673
12 -8
REPORT NO.: CSD- 003 -11
PAGE 5
iv) While overall the total number of individuals participating in swimming as a
recreational activity has increased, the opening of the Newcastle & District
Recreation Complex has had a direct impact on participation numbers (for
instructional and recreational activities), primarily at the Clarington Fitness
Centre and to a lesser degree at the Courtice Community Complex.
v) Staff are actively marketing and promoting swims (both public and
instructional) in an ongoing effort to further increase participation levels.
3.5 School Board Swimming Lessons
i) Since September 1997, the Community Services Department has offered a
customized program for the Boards of Education within Clarington.
Participation in the Municipality of Clarington School Board program
continues to be a popular activity.
ii) At the present time, the Municipality reserves 15 one -hour time periods
from mid - September to mid -June for school use. Response from parents
and teachers continues to be positive.
iii) Participating schools vary in both the grade and the number of students
participating in the program. Some schools designate swimming for certain
grades, usually grades 3, 4 or 5. Other more enthusiastic schools give
each grade the opportunity to attend every school year.
iv) Partnerships such as the School Board Swim Program targets members of
the community who may not normally be reached through municipal
swimming lessons, due to shift work, irregular schedules or financial
limitations not allowing families to attend. evening and weekend classes.
The program also increases children's exposure to water safety education
and lifesaving skills.
v) The 2009 -2010 school year saw 18 local schools participate in the school
board swimming program, bringing a total of 47 classes and 1,070 children.
4.0 FITNESS SECTION
4.1 Grade 5 Action Pass
i) The 2010 / 2011 school year marks the third school year that the
Municipality of Clarington has offered the Grade 5 Action Pass to our local
grade 5 students. This pass was introduced to address the growing
concern over the number of sedentary, obese children in our society.
The Grade 5 Action Pass has been offered to all students during their
grade 5 year. The pass provides free drop -in access to students for public
swims and skates and runs October 1 of the year the student is in grade 5
until August 31 of the following year.
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REPORT NO.: CSD- 003 -11
PAGE 6
iii) In 2010, we saw 9.5% of previous Grade 5 Action Pass holders continue to
participate in some form of registered recreation with the Community
Services Department.
iv) In 2009, the Durham Region Health Department assumed the promotion of
the Grade 5 Action Pass with the intent of physically distributing the
material to the schools by Public Health Nurses on their regular school
visits. However, in fall 2010, there was an outbreak of H 1 N 1 (Swine Flu)
and all Public Health Nurses were seconded to flu shot clinics. This
contributed to the significant decrease of memberships in 2009/2010.
Number of Grade 5 Action Passes Activated:
2008 [2009
20094,2010 �
20101201V:,,1,
336
115
177 ear to date
4.2 Team Training
i) Community Services continued to offer Team Training in 2010. Staff at the
Courtice Fitness Training Facility and Newcastle & District Recreation
Complex provided a conditioning program geared primarily to youth sports
teams.
ii) The activities focused on speed, power, strength, balance and agility in a
sport specific manner so the athletes can excel in their sport. A better
conditioned athlete will have fewer chances for injury so it's important to
continually modify the program to challenge and improve their performance.
As well, the off -ice time is a wonderful opportunity for the team to bond
outside of the game or sport.
iii) In 2010, staff provided 64 hours of Team Training to eight different
Clarington sporting teams for girls' and boys' hockey as well as soccer and
ringette.
4.3 Group Fitness Programs
i) The Courtice Fitness Training Facility and the Newcastle & District
Recreation Complex offer a wide variety of group fitness classes which
appeal to a wide variety of clientele.
ii) Group Fitness Program registrations at the Courtice Fitness Training
Facility have increased by 32% from 2009 to 2010. This increase is
significant and can be attributed to the introduction of programs that are in
high demand, such as Fitness Bootcamp, Kickbox, Women's Total Fitness
and others.
iii) Overall, the registration numbers for Group Fitness classes at the
Newcastle & District Recreation Complex remained consistent with 2009.
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REPORT NO.: CSD- 003 -11
PAGE 7
There was a 47% increase in Newcastle Group Fitness Membership sales
from 2009 to 2010.
Aerobic Registration Comparison 2007 -2010
Courtice Community Complex / Newcastle & District Recreation Complex
low
zoos __.._
2008
2009
2010
■ Courtice Community Complex >'• Newcastle & District Recreation Complex
4.4 New Programming Introduced in 2010
i) Trends in the fitness industry are ever changing. In order to remain viable
and competitive in this market we must stay current with the industry trends
and continually adapt our programming to ensure we are offering a wide
array of programs that are relevant, meeting the needs of our membership
base as well as attracting new members to our facility.
ii) This section will highlight programming that was introduced in 2010.
iii) In Spring 2010, the Community Services Department introduced Fitness
Bootcamp. This program was immediately successful and had a total of 92
people participate in a 16 class program over three sessions (spring,
summer, fall). Fitness Bootcamp allows participants to achieve great
results in a motivating environment, and have fun while working hard.
iv) Zumba was another exciting new program added to the roster of classes.
Zumba is a fusion of Latin and International music. It's a "feel- happy"
workout that is great for the body, mind and soul. Zumba has taken off and
has been very popular for our members as well as bringing some new
participants into the facility.
V) In Fall 2010, the Community Services Department added Kettlebells, an
ancient Russian exercise tool, to our class lineup at both the Courtice
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REPORT NO.: CSD- 003 -11
PAGE 8
Community Complex and the Newcastle & District Recreation Facility. This
class offers a more advanced training technique for participants looking for
something to change up their current routine.
4.5 Fitness Memberships
i) In 2010, we have still seen the effects of a weakened economy on fitness
membership sales. While membership sales have not dropped
significantly, they have stabilized for the past two years. We remain
confident that over the next few years, the membership base will grow.
Fitness Membership Statistics 2007 to 2010
Members
One Month,
Three Month
Annual '
Corporate
Staff I
Student' '
Total
2007
125
229
590
378
36
79
1,437
2008°
111
234
590
403
56
89
1,483
2009
104
214
558
308
44
71
1,299
2010
65
163
508
392
35
69
1,232
ii) Membership Retention
In 2010, a strong effort was made to engage and keep the fitness members
active to boost retention. Monthly challenges and tracking activities were
introduced to encourage this participation. The activities were varied so as
to appeal to our membership base. There was something for everyone to
keep them going and motivated. Some activities that were offered were
Survivor (a third annual challenge through the Courtice Fitness- Facility), 30-
day challenge and Race Across Canada (in its fourth year at the Courtice
Fitness Training Facility) and Club 100 (formal recognition for members
who achieve 100 workouts in the calendar year).
iii) Membership Referral
Typically, when one exercises with a friend or family member, they are
more committed as there is a greater sense of responsibility than when
working out alone. As well, when doing any routine there is no greater
motivation than working out with a buddy who is pushing you to run longer,
push harder and go faster.
In Fall 2010, a Membership Referral program was introduced at the
Courtice Fitness Facility. The purpose of this program is to bring in new
members through referrals by their friends or family members. Incentives
are offered to the current members, aside from the aforementioned
benefits, to encourage referrals to the Courtice Fitness Facility. Incentives
would include a one month membership extension, three month free locker
rental or one hour Personal Training Session.
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REPORT NO.: CSD- 003 -11
PAGE 9
This initiative has proven popular since its implementation. The Community
Services Department anticipates this program will bring great success in
2011.
iv) In 2011, further targeted marketing will continue to promote the Courtice
Fitness Training Facility and to increase our membership base. Staff will
also be focusing on free marketing venues such as the internet (blogs and
social media) and through email.
4.6 Squash
i) In 2009, the Community Services Department was approached by some
avid squash members about the possibility of forming a club at the
Clarington Fitness Centre. Staff met in consultation with the group and it
was determined that a Squash Advisory Committee would be created in
order to better focus on the issues surrounding the development of squash
in Clarington.
ii) The Squash Advisory Committee is comprised of Community Services
Department staff and designated squash members at the Clarington
Fitness Centre.
iii) To encourage squash participation and increase exposure of the sport in
the community, the Department in conjunction with the Squash Advisory
Committee implemented the following:
• Increased exposure in the Department's Recreation and Leisure Guide
• Learn to Play programs for youth
• House Leagues for co -ed and women
iv) 2010 marks the first full year of squash programming through the
Community Services Department. The youth programs have been received
well by the community and there is an interest in growing the youth
programming in 2011. The adult leagues have also been popular,
however, the introduction of an adult learn to play program in late 2010 was
not as successful as anticipated. Currently all squash programs are
instructed on a volunteer basis by members of the Squash Advisory
Committee.
v) The Squash Advisory Committee meets quarterly to discuss program
initiatives, marketing ideas and program delivery.
12 -13
REPORT NO.: CSD- 003 -11
5.0 RECREATION SECTION
5.1 Job Opportunity Fair
PAGE 10
i) The Community Services Department hosted the fourth annual Job
Opportunity Fair in Clarington. The Job Opportunity Fair was held on
Saturday, May 15, 2010, at the Courtice Community Complex from 9:00
a.m. - 12:00 p.m. In an attempt to promote the event to students, staff went
to four local high schools during their lunch hours. Once again, the event
was well attended. Community Services Staff had the opportunity to
interview close to 200 potential candidates. The objective of the day was to
help create a larger pool of better qualified part time candidates; by all
accounts this was achieved. The Community Services Department is
preparing now for our 2011 Job Opportunity Fair which will be held on
Saturday May 14, 2011.
5.2 Financial Assistance Programs
i) The Community Services Department is committed to increasing access
and participation in recreation activities among Clarington residents.
ii) The Canadian Tire JumpStart program was created by Canadian Tire
Foundations for Families, and works in partnership with the Community
Services Department. The program's goal is to provide financially
disadvantaged children four to 18 years of age with the opportunity to
participate in sports and recreation activities. In 2010, staff was able to
assist 19 children and youth in accessing over $2,900 in Jumpstart funding
to participate in sport and recreation activities within Clarington.
iii) In addition, the Municipality of Clarington directly offers two financial
assistance programs:
a) Financial Assistance Program (FAP) - Individuals or families currently
receiving Ontario Works or Ontario Disability Support Program Income
Support can apply for financial assistance of up to a maximum of 50% of
the program / membership registration fee. The chart below identifies the
number of families and individuals who received financial assistance with
registration fees over the past three years.
Financial Assistance Program Statistics
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REPORT NO.: CSD- 003 -11
PAGE 11
b) Membership Access Program (MAP) - The Membership Access Program
strives to increase recreation opportunities for individuals with a permanent
disability. Clarington residents who meet the age criteria for facility
memberships and who have a permanent disability are eligible for the
Membership Access Program which provides a reduced fee for facility
memberships. As this.program relates to a permanent disability once an
individual is confirmed eligible this program remains available to them
indefinitely, there is no re- application process.
Membership Access Program Statistics
5.3 Summer Camps
For a number of years, the Community Services Department has offered
day camp programs to our residents. These camps serve a wide range of _
children and youth from 4 - 16 years of
age. There are a variety of camp
opportunities including; Leadership
Camp, Drama Camp, Trip Camp,
Sports Camp, Day Camps, Mobile
Playground, Kinder Camp, Arts Camp
and Eco Camp and new in 2010 we
offered Junior Chef Camp and Outdoor
Adventure Camp. Over 1,400
participants took advantage of our
registered camp programs in 2010.
ii) In the summer of 2010 Community Services employed a total of 24
students as camp supervisors and counsellors. They brought a wide range
of knowledge, experience, leadership and enthusiasm to the team. All staff
received 35 hours of pre -camp training in areas such as leadership
development, team building, recognizing child abuse, customer service,
program planning, behaviour management, conflict resolution and
administrative responsibilities. They were also required to be certified in
the High 5 Principles of Healthy Child Development, Standard First Aid and
CPR "C" as well as providing acceptable criminal reference checks.
12 -15
:l � 1 � 7 : i i ► [ �) ��I+9 �a� I � �i f i
PAGE 12
iii) Once again Community Services partnered with the YMCA Early Years
staff to continue in delivering a comprehensive Mobile Playground program
to the community each week of the summer. YMCA Early Years and
Community Services each committed one van and two staff. The drop -in
style program offers a less structured option to our day camps for
participants and caregivers. The two "Funmobiles" each visited a different
location every day and delivered games, activities and crafts appropriate to
the participants. No pre- registration was required and often
parents /caregivers would come to the park and socialize as their children
participated. The Mobile Playground rotated through eleven different parks
weekly during the summer which included: Tyrone Park, Orono Park,
Guildwood Park, Walbridge Park, West Side Park, Roswell Park, Kendal
Park, Ina Brown Parkette, Avondale Park, Elliot Park, Memorial Park and
Haydon Hall. Visits were extremely well received at all locations with over
2,000 people visiting the playground throughout the summer.
iv) In the summer of 2010, we continued to offer our camper integration
program. Parents of children with special needs were able to pre- register
their child for up to two weeks of integrated service at our summer camps.
Wherever necessary and possible, one -on -one support was provided to the
children. A total of nine children were registered to receive integration
support in our camps this summer which is up just slightly from the seven
participants in 2009.
V) Camp programs continue to accommodate as many individuals in the
Municipality of Clarington as possible. The Department continues to revise
and improve the camp program each year, achieving the underlying goal of
providing quality programs at a reasonable fee.
5.4 Summer Job Subsidy Program
i) The Summer Jobs Service is a student job subsidy program created, by the
Province of Ontario and is facilitated in Durham Region through the John
Howard Society. This is the eighth year that the Community Services
Department has facilitated the program on behalf of the Municipality. The
program provides up to a $2.00 per hour wage subsidy to employers who
employ students for the summer. The program also posts jobs which are
subsidized by the program in the Summer Jobs Service job bank for
student access. The Summer Jobs Service Program offers free training to
students in areas such as job search and self- marketing skills. This
program is designed to help eligible youth prepare for employment, gain
employment experience and stay in school. The Summer Jobs Service
program is targeted to students aged 15 - 24 years (up to 29 for a person
with a disability) who are currently attending school and plan to return to
school in the fall. It should be noted that eligibility does not guarantee the
employer will receive $2.00 per hour per student as the total funds are
distributed by formula to the participating employers.
12 -16
REPORT NO.: CSD- 003 -11
PAGE 13
ii) The subsidy that the Municipality received was $30,376.00. Municipal
Departments do not budget for this revenue as the program is not
guaranteed from year to year. The funds are recognized in a
miscellaneous revenue account specific to each department.
2010 Summer Job Subsidy Funding by Department
5.5 Birthday Parties
The birthday parties continue to be an extremely popular programming option. In
2010 we hosted 123 birthday parties for children ages 4 - 12 years (Saturdays and
Sundays, January to May and September to December).
Birthday Party Comparison 2007 -2010
South Courtice Arena / Newcastle & District Recreation Complex
12 -17
REPORT NO.: CSD- 003 -11 PAGE 14
5.6 Public Skating
In 2010 we had approximately 7,700 participants attend our public skating
programs throughout the municipality.
.. Faclit
9
20001
0
South Courtice Arena
4,390
4,126
Garnet B. Rickard Complex
3,257
2,818
Darlington Sports Centre
879
770
6.0 COMMUNITY DEVELOPMENT
i) Community Development is an ongoing process working with community
organizations and volunteers to assist with their organizational growth and
development which will enable them to identify and, respond to current and
future community recreation and leisure needs and interests. To be
successful Community Development requires developing a rapport and
credibility within the community through an ongoing relationship.
ii) The true strength of a community is measured by its volunteer leadership.
Volunteers provide leadership in the provision of programs and services
that enhance the quality of life possible within the community;
everything from leisure opportunities and social support, to activities and
community events, for all residents regardless of age and background.
To create an exciting, vibrant, and caring community there needs to be a
strong base of volunteer leadership.
iii) Staff developed a strategy which was geared towards enhancing the
relationship with community partners by creating an environment of
encouragement, facilitation and learning which would help to ensure that
the volunteer experience was fulfilling and productive.
iv) Based on feedback from our community partners, staff worked with local
trainers to develop a series of community development events which would
address some training needs and also provide a forum for networking and
support among the volunteer community. The following workshops were
offered to the volunteer sector in 2010 with varying degrees of success.
• Developing the Leadership Potential in Your Community Group
• Website Development #1 -Keys to an Effective Not - for - Profit Website
• Website Development #2 -On and Offline Strategies for Volunteer
Community Groups
• HST - How It Will Affect Your Community Group
6.1 Sport and Leisure Fair
i) Many of our community groups have expressed frustration with the
promotion and marketing of their programs. Although there are numerous
12 -18
REPORT NO.: CSD- 003 -11
PAGE 15
opportunities for residents to partake in a wide range of sport and leisure
pursuits, often they are not aware of these opportunities. The Sport and
Leisure Fair was-developed as a vehicle for groups to promote their
programs and services to the general public in an open house type setting.
Community groups are offered display space to promote their programs
and services and the general public is invited to drop in and learn about the
wealth of recreation and leisure opportunities available to them and their
families. This year's event included a family skate and pizza courtesy of
Boston Pizza and displays by 40 community groups. Over 500 people
attended the 2010 Sport and Leisure Fair.
6.2 Clarington Sports Hall of Fame
i) The eighth annual Clarington Sports Hall of Fame continues to be a
memorable event for the local sports community, thanks to the support of
sponsors Ontario Power Generation and St. Mary's Cement. In 2010,
sports enthusiasts were on hand to acknowledge this year's inductees,
Joanna Braun, John James, Michael Patrick, Dave Wright and the St.
Mary's Cement Redman Hockey Team and enjoyed the motivating words
of TSN celebrity Jennifer Hedger.
6.3 Community Events
i) Winter WonderLearn
The annual Winter WonderLearn was hosted February 13th at Courtice
Community Complex and the Community Services Department was once
again actively involved. Over 1,500 residents enjoyed the informative
displays and events, including hayrides through the neighbourhood.
ii) Rib Fest
The third Rotary Rib Fest, hosted at the Garnet B. Rickard Fields June 11-
13, was an overwhelming success. Over 35,000 patrons enjoyed great
entertainment and fabulous food. With seven "ribbers" on site and more
vendors involved, there were many more food options for the crowds to
contemplate. The funds raised at this event provide the opportunity for the
Rotary Club to continue their support for many community events and
initiatives.
iii) Courtice Kids Of Steel
The 2010 Courtice Kids of Steel Triathlon continued its tradition of
excellence. Derrick McKay and his dedicated team of volunteers proved
that not even Mother Nature could hold them back from delivering a top
notch event while battling inclement weather. The race was sold out two
weeks in advance with 225 triathletes aged 3 -19, from across southern
Ontario competing in this well run, fun and friendly event. The Courtice
Kids of Steel has quickly established itself as one of the leaders of the
Kids of Steel circuit.
12 -19
REPORT NO.: CSD- 003 -11
PAGE 16
iv) Breakfast with Santa
Breakfast with Santa is hosted at the Garnet B. Rickard Recreation
Complex in partnership with Ontario Early Years. Young children and
their families enjoy a full pancake breakfast followed by Christmas games
and activities. The highlight of the morning is the visit from Santa. This
year 575 people enjoyed this event at two sittings (9:00- 11:00am and
12:00- 2:00pm).
V) Rob Piontek Day
August 14th was the date of Piontek Day, held at the Rob Piontek
Skateboard Park in Courtice. This event was hosted by the local
skateboard community as a memorial to Rob and also as an event to
promote skateboarding as a positive community event.
vi) Ride for United Way
In 2010, The Ride for United Way relocated from its previous location at
Durham College /UOIT Campus to the Garnet B. Rickard Recreation
Complex. Over 400 riders from across the GTA cycled through one of
four courses ranging from 20 km to160 km, enjoying the lovely scenery
Clarington has to offer. The event generated $50,000 for the Durham
United Way.
6.4 Community Grant Program
i) The Community Grant Program was established many years ago with the
intent to provide Council with a vehicle to acknowledge and support the
efforts of our local volunteer community and not for profit agencies that
provide services, events or projects which benefit the community.
Historically the allocation of funding for this program has been established
at $1.00 per capita, providing a funding level of $80,000 annually. During
the 2009 municipal budget process, grant requests normally received from
the Newcastle Community Hall, Community Care Durham - Clarington and
the Clarington Older Adult Association were re- directed from the
Community Grant Program to the Municipal Budget Process. In addition,
in an effort to maintain the integrity of the Community Grant Program while
still supporting the Courtice Rotary Canada Day celebrations, $5,000 was
transferred from the Grant Program to Corporate Services to be applied
only to the funding of Canada Day Celebrations. Accordingly, a maximum
amount of $60,000 was available for the 2010 Community Grant Program.
ii) The Community Grant Program is an evolution, involving continual review
and modification to ensure the program continues to provide Council with a
means to support appropriate community initiatives which meet the defined
criteria. Over the years the program has been successful in providing
Council with a vehicle to acknowledge and support the efforts of our local
volunteer community and not for profit agencies. In 2010 the application
became available on -line to complete and print. For 2011 staff have
enhanced the application process to include on -line filing of the application.
12 -20
REPORT NO.: CSD- 003 -11
PAGE 17
iii) In late November 2009, staff hosted a community meeting to introduce the
2010 Community Grant Program. The meeting provided the opportunity for
staff to update applicants on any changes or revisions to the process and
also provided an opportunity for applicants to discuss their application and
get clarification on the process and criteria. This meeting has been
productive in educating the public on the objectives and merits of the
Community Grant Program while sending the message that as the
community continues to grow there will be increased demands on the
program. Applicants are encouraged to review their requests and apply for
support only when truly required.
iv) While the number of requests and the amount of funds requested had been
showing a steady decline over the last few years, 2010 saw a spike of nine
supplementary requests being addressed by Council throughout the year,
bringing the total number of grant requests to 42.
Community
2007
2007
2007 i
2008
2008
2008
2009
2009
2009 ''
' 2010,
X2016
2010 Total
Grant ;
Grant
Supp ".
Total, _ -.
'__ Grant,
Supp.'
Total
Grant
Supp .
,: ,Total i
Grant
Supp.'
Program,
Report
Grants
,� Report:
. Grants
Report -
Grants
Report
Grants
# of
Applications
51
4
55
42
3
45
39
2
41
33
9
42
Amount
Requested
$294,170
$10,000
$304,170
$135,050
$4,500
$137,550
$113,000
$1,500
$114,500
$87,066
$16,429
$103,495
Amount
Awarded
$70,000
$10,000
$80,000
$72,300
$4,500
$76,800-
$51,750
$1,500
$53,250
$42,750
$16,429
$59,179'
*Supplemental Grants
6.5 Clarington Older Adult Association (COAA)
i) The COAA completed their Strategic Plan in 2010. This extensive 12
month review was conducted by ROCG Consulting and included a review
of the administrative structure, staffing, use of volunteers and facilities, the
range of programs and services currently offered and emerging trends.
Stakeholders were identified and focus groups and interview techniques
were used to glean appropriate information.
ii) The Strategic Plan confirmed that members had a high level of satisfaction
with the COAA staff and programs and with the opportunity to volunteer
with the COAX Members considered the Beech Centre as a friendly and
welcoming environment although they did identify dissatisfaction with
parking, overcrowding and the facility limitations. Some of these issues
were alleviated with the relocation of Community Care and the Lions Day
Care.
12 -21
REPORT NO.: CSD- 003 -11
PAGE 18
iii) The Plan also reviewed the Mission Statement, Values and Beliefs and
Vision while identifying five Strategic Priorities to focus the organization on
the pursuit of their Vision. The Strategic Priorities were accompanied by
Key Actions and Start Dates to guide the COAA in their quest.
iv) Community Development is an ongoing process, based on the principles of
respect, integrity and support. The benefits are a more engaged community
and an enhanced quality of life. Staff will continue to develop the
relationships and rapport with our community partners which will nurture an
environment of encouragement, facilitation and learning.
7.0 FACILITIES DIVISION
7.1 The Facilities Division is responsible for the operations and maintenance of
recreation facilities managed by the Community Services Department. This
includes permitting of arenas, swimming pools, indoor soccer and multi - purpose
rooms. The Division is also responsible for concessions, pro shops and vending
operations in our facilities. This overview is intended to provide Council with an
update on the activities and highlights of the Facilities Division for 2010.
7.2 Supporting the Facilities Manager, the Division is staffed by four Facilities
Supervisors and the Food Services Co- ordinator. The supervisors share the
management of our seven indoor facilities and outdoor pool, while the co- ordinator
is responsible for concession and vending functions in all facilities. Along with the
24 full time staff, the Division requires approximately 100 part time staff to help
operate the facilities.
8.0 FACILITIES PERMITTING
8.1 Our facilities booking office, located at the South Courtice Arena is responsible for
the majority of the facility permits issued by the Department on an annual basis.
These permits include all rentals for our major sport users in the arena, pool and
indoor field facilities, and the annual facility rental contracts for all major ice, indoor
field and pool users. The majority of facility usage is permitted to Clarington
based minor sport users. Staff has developed a close working relationship with
the minor sport groups and remains in close contact throughout their respective
seasons.
8.2 Ice and Floor Rentals
Ice usage for 2010 is down although overall prime time ice during the regular
season remains consistent. In addition, the renovation project at Darlington Sports
Centre delayed the opening of fall ice season by three weeks.
12 -22
REPORT NO.: CSD- 003 -11
2010 hourly ice and floor rental statistics are as follows:
PAGE 19
Category
2008
2009
2010'
Minor Hockey — Boys
5,841
5,593
5,475
Minor Hockey — Girls
1,816
1,861
1,903
Figure Skating
1,320
776
622
Speed Skating
205
171
166
Adult Hockey
1,337
1,312
1,384
School Boards
271
279
267
Other
292
562
358
Lacrosse /Ball Hockey (Dry
Pad)
1,174
1,198
1,108
Total
12;256
11,752
11,283'
8.3 Pool Rentals
The 2010 statistics include approximately 60 hours of pool use by the Whitby
Dolphins Swim Club who are using our pools during renovations at Anne
Ottenbrite Pool.
2010 hourly swimming pool rental statistics are as follows:
Category
2008
:2009,,
2010
Swim Club
664
590
642
School Boards
350
294
241
Other
76
149
108
Total'1',090
1,033
99'L
8.4 Bowmanville Indoor Soccer/ Lacrosse Bowl
The Bowmanville Indoor Soccer facility continues to perform very well. In 2010
drop -in hours have been removed from adult soccer hours and reported
separately in section 8.5 of this report.
12 -23
REPORT NO.: CSD- 003 -11•
PAGE 20
2010 hourly indoor soccer /outdoor lacrosse rental statistics are as follows:
Category
2008
4,042
2009
245
201 Q
Youth Soccer
1,355
625
1,302
479
1,225
Skate 55+ (complimentary)
247
4,797
Parent & Tot Skate
(complimentary)
486
6,407
Adult Soccer
662
5,419
477
84
294
Other
58
166
198
Youth Lacrosse
194
159
296
Total .._ :
2,269
; :� 2A 04
2, 013
8.5 Pay as You Go and Complimentary Programming
In addition to private and community group rentals, the Department provides a
variety of public programs to residents in our arena facilities. This includes pay as
you go and complimentary programs. Staff have recently implemented a system
for tracking statistics on complimentary programming, and will commence year to
year comparisons in 2011.
2010 hours and attendance statistics are as follows:
Shinny Hockey
333
4,042
Shinny 55+
245
3,830
Youth Shinny
79
625
Ticket Ice
479
1,317
Skate 55+ (complimentary)
247
4,797
Parent & Tot Skate
(complimentary)
486
6,407
Indoor Soccer Walking
Program (complimentary)
123
5,419
Indoor Soccer Drop in
84
295
Soccer
Total I 2,0761' 26,732 I
12 -24
REPORT NO.: CSD- 003 -11 PAGE 21
9.0 PUBLIC ACCESS DEFIBRILLATOR PROGRAM
9.1 The Community Services Department continues the administration of this program
for all seven of our indoor recreation facilities as well as the Orono Arena,
Newcastle Arena and Newcastle Town Hall. The annual program support and
certification is provided by Central East Prehospital Care Program and the costs
associated with this support are provided in the Department's annual operating
budget.
9.2 In July the Department, in partnership with the Heart & Stroke Foundation of
Ontario (HSFO) provided a CPR Skills & AED Awareness Event at the Garnet
Rickard Complex. Almost 50 residents took advantage of this complimentary
session to gain insight into these valuable life saving skills. Staff will continue to
work with HSFO for similar events in the future.
9.3 In November the Department and Central East Prehospital Care Program hosted
an AED Awareness Night at South Courtice Arena to provide an overview of the
Public Access Defibrillator program. This complimentary session was provided for
local sport organizations, community groups and the general public. Although
attendance at these sessions was not as expected, staff will continue to evaluate
the need and schedule future sessions.
10.0 FACILITY ACCESSIBILITY PROGRAM
10.1 Following the completion of an accessibility audit for the Garnet B. Rickard
Recreation Complex in 2009, staff had one completed for the Courtice Community
Complex. These reports identify areas of deficiency in terms of current legislative
requirements as well as "best practices ". The goal of the Accessibility for
Ontarians with Disabilities Act (AODA) is fully accessible buildings and facilities by
2025. The reports also provide recommended timeframes for completing the
necessary corrective measures and estimated costs for the measures.
10.2 As part of the Department's annual capital budget program, funds have been
identified to address some of the high priority corrective measures. In 2010
projects included accessible parking improvements and installation of automatic
door openers at the Garnet B. Rickard Recreation Complex. Staff will continue to
utilize these reports as they develop a comprehensive strategy for future capital
budgets.
10.3 Major renovations that have recently been completed must also conform to current
legislation with regards to accessibility. Included in the Darlington Sports Centre
project were significant improvements to accessibility including relocated parking
spaces, automatic entrance doors, accessible ramps to upper lobby levels as well
as a new barrier free washroom in the renovated main lobby. Recent renovations
at Garnet Rickard Complex include two new barrier free change rooms and
improved barrier free spectator viewing in Pad A.
12 -25
REPORT NO.: CSD- 003 -11 PAGE 22
11.0 FEDERAL /PROVINCIAL INFRASTRUCTURE PROJECTS
11.1 In 2010, staff were involved in a number of projects approved as part of the
federal government's Economic Action Plan. The projects included funding from
the Building Canada Fund — Communities Component Intake 2 for the energy
retrofit at Garnet Rickard Complex and the Recreation Infrastructure Canada
(RInC) Program for the arena floor replacement at Darlington Sports Centre, and a
dressing room and seating upgrade for Pad A at the Garnet B. Rickard Complex.
11.2 To date the majority of the work approved under the RInC program has been
completed. The remaining work will be completed prior to the deadline date of
March 31, 2011. Recently Council approved a resolution in support of a deadline
extension request for the energy retrofit project at Garnet B. Rickard Recreation
Complex. Subject to approval of the extension, the project is scheduled to be
complete for May 2011.
11.3 To date approximately 50% of the work at the Rickard Complex is completed
including the replacement of the refrigeration plants compressors, cooling tower
and computerized control system as well as the repair of the skylights over the
Pad A ice surface. Currently the last phase of the work is underway which
includes energy efficient lighting throughout the building; instantaneous water
heaters for ice resurfacing operations; new domestic hot water boilers and an
automated building systems control program.
11.4 Following is a summary of the infrastructure projects:
Project
Budget
Fundin Pro ra'm .
Darlington Sports Centre —
$396,000
Recreation Infrastructure
Arena Floor Replacement
Canada RInC
Garnet B. Rickard
$495,000
Recreation Infrastructure
Recreation Complex —
Canada (RInC)
Dressing Room & Seating
Improvements
Garnet B. Rickard
$1,275,000
Building Canada Fund —
Recreation Complex —
Communities Component,
Energy Retrofit
Intake 2
12.0 ANNUAL CAPITAL PROJECT PROGRAM
12.1 In addition to the day to day operations of the Municipality's recreation facilities,
the Facilities Division also administers the Department's Capital Maintenance
Program. Significant in scope, this program ensures our facilities are structurally
sound and physical plants are maintained to industry standards.
12 -26
REPORT NO.: CSD- 003 -11
PAGE 23
12.2 Every five years, each facility undergoes a building audit, conducted by consulting
engineers. This document provides information related to the structure and
physical plant that enables staff to maintain our assets pro - actively, forming the
basis for the current year's capital budget and four year forecast, which is
approved each year through the budget process.
12.3 In 2010 the capital budget included projects that related to accessibility, energy
conservation, mechanical equipment life cycle needs, fire safety measures and
patron amenities. The project list includes a fire alarm system upgrade and pool
sauna wood replacement at Clarington Fitness Centre; new ice resurfacer at
South Courtice Arena and sprinkler head replacement and security system
improvements at Courtice Community Complex.
13.0 COMMUNITY CARE DURHAM PROJECT
13.1 In 2009 following Council approval, our department staff worked with
representatives of Community Care Durham on the redesign of approximately
5,000 square feet of space at the Garnet B. Rickard Recreation Complex. This
renovation would provide for the relocation of Community Care Durham's existing
Bowmanville and Newcastle operations.
13.2 Staff managed the renovation project that started in December 2009 and was
completed by March 2010. In April Community Care Durham was able to open the
doors on their consolidated operation. Since that time they have been a welcome
addition to the facility and continue to work closely with our staff.
14.0 ENERGY CONSERVATION
14.1 Facilities management staff continues to sit as members of the Energy
Management Steering Committee. As the costs of heat, hydro and water in
recreation facilities represents a significant portion of our annual operating costs it
is important for staff to stay current in this area.
14.2 As part of the committee's energy audit program, audits will be completed on
South Courtice Arena and the Clarington Fitness Centre in 2011. Staff will use the
findings from these reports to develop a strategy for the implementation of the
most effective energy efficiency measures identified.
14.3 The major renovation work that occurred in 2010 had a significant focus on energy
conservation. Energy efficiency was realized through the upgrading of lighting
fixtures, mechanical fixtures and energy control measures.
14.4 The most significant impact will be realized when the energy retrofit project at
Garnet B. Rickard Complex is completed. The focus of this project was to reduce
energy costs in all areas, hydro, heat and water. The scope of work included
energy efficient lighting, mechanical equipment upgrades, building envelope
12 -27
REPORT NO.: CSD- 003 -11 PAGE 24
improvements and automated building system controls. We will start to receive
the full benefit of this work starting in the spring of 2011.
15.0 HEALTH AND SAFETY
15.1 Workplace health and safety continued to be a high priority in 2010.
Supplementing our monthly workplace inspections completed by the Joint Health
and Safety Committee, department staff performs monthly supervisory inspections
at our recreation facilities. In addition, the divisional managers inspect the
workplaces semi - annually with the Director performing annual inspections.
15.2 In 2010, the semi - annual training program for facilities operations staff continued.
In addition to the annual WHMIS training and review of health and safety policies
and procedures, the 2010 program also included staff certification on upright lift
operation, HVAC equipment safety and operations and fire extinguisher training by
Clarington Emergency & Fire Services.
16.0 PARTNERSHIPS
16.1 The department has always been involved in various partnerships in our
recreation facilities. For many years we have had leasing relationships with
private day care and dance studio operators. We are always willing to work with
the private sector to facilitate the provision of services to the residents in the most
effective way.
16.2 Since January 2010, the concession operation at the Bowmanville Indoor Soccer
facility has been operated by the Darlington Soccer Club. As the main user of the
facility they are able to provide their participants with snack and beverage services
effectively.
16.3 Also since January 2010, the arena pro shops at the Garnet B. Rickard Recreation
Complex and the South Courtice Arena have been operated On The Edge, a
private pro shop operator. The professional service that is being offered is being
well received by our arena patrons.
17.0 EAT SMART RECREATION PROGRAM
17.1 The Garnet B. Rickard Recreation Complex is one of the first recreational facilities
along with Beaverton — Thorah Community Centre in Durham Region to be
awarded and recognized in the "Eat Smart Recreation Program" launched in 2010
by the Durham Region Health Department.
17.2 "Eat Smart" is a voluntary provincial health promotion program that includes
environmental support and educational strategies to encourage healthier food
choices, improved food safety and a smoke free Ontario. The goal of the "Eat
12 -28
REPORT NO.: CSD- 003 -11
PAGE 25
Smart" program is to contribute to the reduction of chronic disease and food borne
illness in Ontario.
17.3 This initiative is funded by the Ministry of Health Promotion and is co- ordinated
by the Nutrition Resource Centre at the Ontario Public Health Association. One
of the initiatives of the Action Plan for Healthy Eating and Active Living
developed in 2006 was to extend the Eat Smart program to concessions, snack
bars and vending operations in recreational settings.
18.0 COMMENTS
18.1 The Community Services Department is very proud of our accomplishments over
the past year. Our state of the art recreation facilities offer a safe and attractive
environment for all our residents to enjoy.
18.2 Our youth and adult recreation programming continues to provide Clarington
residents with a variety of opportunities that encourage a healthy lifestyle.
18.3 In 2011, the Department will continue to identify areas of potential development
and growth, ensuring quality recreational opportunities for our growing and diverse
population.
12 -29
Clarftwn REPORT
CLERK'S DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law#: N/A
Report#: CLD- 006 -11 File #:
Subject: 4th QUARTER PARKING REPORT
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CLD- 006 -11 be received; and
2. THAT a copy of Report CLD- 006 -11 be forwarded to the Bowmanville Business
Centre for their information.
Submitted by: Reviewed by:
atti . B ie, CMO Franklin Wu,
nicir) Clerk Chief Administrative Officer
PLB /kb
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 - 623 -3379
13 -1
REPORT NO.: CLD- 006 -11
BACKGROUND
PAGE 2
The following pertinent statistical information relates to Parking Enforcement activities
for the months of October, November and December 2010 and is provided herein for
the information of Committee and Council.
Attachments:
Attachment 1 — Parking Report for the 4th Quarter of 2010
13 -2
PARKING ENFORCEMENT QUARTERLY REPORT #4 - 2010
ATTACHMENT #1 to Quarterly Parking Financial Report
Tickets issued
IREVENUE
Quarter 4,
Year to date
Year to date
Year to date
AGENCY
2010
2010
00•
2008
P.E. Officers
1,391
4,884
6,737
5,902
Police
12
61
46
25
Public Works
0
0
0
3
Group Four
41
203
63
121
Aspen Springs
3
46
42
71
Paragon Security
66
213
0
0
98 King Street West
34
147
0
0
ProSecurit
0
13
37
17
Fire Services
0
0
0
0
CLOCA
33
99
51
9
TOTAL
1,580
5,666
6,976
6,148
IREVENUE
$20,473.00
$57,940.00
$80,634.00
$81,715.50
Meters
31
111
189
143
# Tickets cancelled
$1,028.30
$6,339.30
$5,864.71
$4,658.90
Permits
2
9
11-
9
# Tickets upheld
$19,411.00
$66,119.00
$76,242.00
$74,878.00
Fines
MTO Char eback Ex nse
$2,351.25
$11,400.75
$10,503.70
$6,121.50
TOTAL REVENUE
$38,561.05
$118,997.55
$152,237.01
$155,130.90
Total conducted
31
100
172
120
# Tickets disputed
31
111
189
143
# Tickets cancelled
25
88
136
106
# Requests for trial
2
9
11-
9
# Tickets upheld
6
23
53
37
13 -3
Clarftwa REPORT
CLERK'S DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law#: N/A
Report#: CLD- 007 -11 File #: C12.GE
Subiect: PROCEDURAL BY -LAW
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CLD- 007 -11 be received;
2. THAT the proposed Procedural By -law included as Attachment No. 1 to Report
CLD- 007 -11 be forwarded to Council for passage.
Submitted by: Reviewed by:
a ' L. rrie, CMO Franklin Wu,
Municipal Clerk Chief Administrative Officer
PLB /jg
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905- 623 -3379
13 -4
REPORT NO.: CLD -007 -11
1.0 BACKGROUND
PAGE 2
The Municipality's Procedural By -law 2007 -227 was passed in December 2007.
Since that time, two amendments to it have been approved, one dealing with time
limits of presentations, the other dealing with time limits of delegations. In working
with the By -law since its passage in 2007, several housekeeping matters have
been identified and corrected in the proposed by -law attached.
2.0 MEETING WITH JIM RICHARDS
Mr. Jim Richards has raised some questions and concerns related to the
procedural by -law and met with the Municipal Clerk to address these. During the
meeting, the matters of the use of offensive language, addressing matters not on
the agenda, appearing as a delegation at both GPA and Council on the same
matter and the timing of dealing with a delegation were discussed. The following
outlines those discussions and staff's recommendations:
2.1 Use of Offensive Language
This matter was addressed through Confidential Report LGL -003 -10. Mr. Richards
has agreed that the wording in the current by -law is adequate to address his
concerns in this regard and that the section is up to interpretation by the Chair and,
if not agreed to by the members of Council, can be challenged. Accordingly, no
amendment to this section of the by -law is recommended.
2.2 Addressing Matters Not on the Agenda
Mr. Richards raised concern with the fact that an individual is not able to address a
matter at Council if it is not on the Council agenda. The current by -law does
provide that where the Municipal Clerk determines that the matter is of an urgent
nature and there is insufficient time for a delegation respecting it to be heard by
GPA, the delegation may be permitted to speak to Council on the matter. This
13 -5
REPORT NO.: CLD- 007 -11
PAGE .3
restriction does not apply to GPA - delegations can appear before Committee on
any matter, whether it is included on the agenda or not. The fact that this provision
exists in the by -law satisfied Mr. Richards' concern.
2.3 Delegations Appearing at GPA and Council
The current By -law does not allow for a delegate to speak to a matter that is the
subject of a report from GPA which is included on the Council agenda, where the
delegate spoke to the matter at the GPA meeting during which the matter was
considered. Should an individual gather further information pertaining to the
matter following the GPA meeting, Mr. Richards questions how they would be able
to advise Council of this. Should this occur under the current By -law, the individual
may inform the Municipal Clerk in writing prior to the commencement of the
Council meeting and this information would be forwarded to Council byway of
memorandum. The individual would not be permitted to make a delegation
addressing the matter at the Council meeting.
Amending the procedural by -law to allow for the individual to address the new
information would place the onus of ensuring the delegate only addresses this new
information on the Chair, placing the Chair in the difficult position of bringing the
delegate back to the subject of the new information should they start to address
the same information they had at GPA. For this reason, it is not recommended
that the procedural by -law be amended to include this provision.
It was the intent of By -law 2007 -227 that individuals who spoke at a Public Meeting
which is being reported to Council would not be permitted to address Council on
that matter, to be consistent with the permissions granted to delegates. The
wording of the by -law has been amended to better reflect this.
13 -6
REPORT NO.: CLD -007 -11
2.4 Timing of Dealing With Delegations and Presentations
PAGE 4
Currently all delegations and presentations are heard near the beginning of the
meeting but the direction of GPA or Council with respect to the matter (if it is an
item that is not included on the agenda) is not known until the end of the meeting
under the Unfinished Business section of the agenda. This practice requires an
individual to sit through what can be a lengthy meeting if they wish to hear how the
delegation will be dealt with. The proposed by -law includes a clause that allows
for a motion to be introduced immediately following the delegation in those
instances where the individual is addressing a matter which is not included in the
agenda. In this way, the individual is able to know how their request has been
handled without being required to stay for the remainder of the meeting if they so
choose not to.
3.0 REVIEW OF OTHER MATTERS
The remainder of this report will highlight those areas that are new to the by -law or
which have been reviewed in detail.
3.1. Majority of Votes
Although it has always been understood that unless otherwise provided for in the
procedural by -law a simple majority of votes was required to adopt a motion, this
requirement was never included in the by -law. Section 10. 13.7 has now been
included to specifically state such.
3.2 Recorded Votes
The procedural by -law has always included the method of calling for a recorded
vote such that the members are called upon in alphabetical order to cast their vote.
A review of procedural by -laws from other municipalities has shown that some
13 -7
REPORT NO.: CLD- 007 -11
PAGE 5
municipalities start the recorded vote with the member who requested the vote,
and then proceed alphabetically from there until all members of Council have
voted, with the Chair voting last. Our proposed by -law now includes this provision.
Should the recorded vote be requested by the Mayor, the voting will be in
alphabetical order of the members present and voting, still with the Mayor voting
last.
3.3. Notices of Motion
Recently discussion has occurred regarding the use of "Notices of Motion" for
introducing new items of business. The Municipal Act was amended in 2007 and
the revisions placed a much higher standard of transparency and accountability on
municipal governments. The notice of motion requirement in our existing
procedural by -law is included to ensure that Council is not considering, debating
and passing resolutions for which the public has not been provided advance
notice. The public is afforded the opportunity of reviewing the agenda once it has
been published and, if they desire, to register as a delegate to address any items
included on the agenda. The publication of the Notice of Motion ensures that the
public has that opportunity. Although the practice of always relying on the notice
of motion provision in the by -law could pre -empt the usual, and preferred, practice
of having staff review a matter and presenting a report on their findings and
recommendations, it is not recommended this provision be removed from the
procedural by -law. Each of the local municipalities within the Region, and the
Region of Durham, has the same provision for introduction of new items of
business in their procedural by -laws. Should a matter be introduced through a
Notice of Motion which Council believes would benefit from a full review by staff, a
motion should come forward to refer the matter to the appropriate department to
allow for that review to take place and for a report to be submitted to the General
Purpose and Administration Committee for deliberation.
is=-*]
REPORT NO.: CLD- 007 -11
3.4 Motion to Amend Previous Action of Council
PAGE 6
The current By -law contains provisions for a motion to be reconsidered or
rescinded. Reconsideration of a matter has the effect of allowing a motion to
proceed as though it had never been previously voted on. Rescinding a motion
undoes the action taken by the motion, provided it has not been acted upon.
Should Council wish to amend a motion previously adopted, the by -law does not
address a procedure for doing so, however, Roberts Rules of Order specifically
allows for it. The proposed by -law includes this provision, with no time limit as to
when it can be introduced. As with a rescinding motion, this motion requires a
majority vote of the member present provided that advance notice has been given
and, in the case that the notice has not been given, it requires a two- thirds majority
vote.
3.5 Request to Speak as a Delegation
The current By -law states that delegations must notify the Municipal Clerk no later
than close of business on the Friday preceding the GPA or Council meeting.
Following this time, the Clerk's Department staff prepare a memorandum to advise
members of council, staff and the press of the updated delegation list and any
pertinent information that is required for the meeting. The proposed by -law
amends this time to 15 minutes prior to close of business to allow for the
memorandum to be prepared and distributed prior to the close of business.
3.6 Department Chairs
The current By -law refers to the appointment of Department Chairs. The proposed
by -law amends the reference from Department Chairs to Department Liaisons to
better reflect the role. Nothing else with respect to the position is being amended.
is=
REPORT NO.: CLD -007 -11
3.7 Presentations
The current By -law defines presentations as:
a) Civic recognition / awards;
PAGE 7
b) Presentations by Municipal staff or consultants retained by the Municipality;
c) Presentations of information related to Special Committees of Council;
d) Presentations from senior levels of government or other municipal
governments; or
e) Other presentations as deemed appropriate by the Municipal Clerk.
When By -law 2007 -227 was first approved, there was no time limit for
presentations. With the adoption of amending By -law 2008 -205, a time limit of 10
minutes was put in place for the presentations included in c) and e) above. Given
that delegations are now afforded 10 minutes rather than the 5 minutes when the
by -law was originally passed, it is unnecessary for the items listed in c) and e)
above be included in the Presentation section of the agenda. The proposed
by -law has removed them from the definition of Presentation and these matters will
be included in the Delegation portion of the agenda.
Some members of Council have indicated that they believe the agenda should be
set up such that Delegations are heard prior to Presentations. In this way, the
public would not be required to sit through lengthy presentations if they choose not
to. It is not staff's recommendation that the order be changed. Many times there
are numerous delegations listed for a meeting. If civic recognition /awards are
being given out or members from senior levels of government are addressing
members of Council, staff do not believe they should be required to wait until all
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REPORT NO.: CLD- 007 -11
PAGE 8
delegations are heard. If Council wishes to hear delegations prior to some of the
presentations that may be included on the agenda, a motion to alter the agenda
can be introduced. This motion to alter the agenda requires a simple majority vote
to carry.
3.8 Delegations
Some municipalities have included a limit on the number of delegations permitted
to address Council and committee at each meeting. As stated earlier in this report,
the amendment to the Municipal Act in 2007 placed a higher standard of
transparency and accountability on municipal governments. In staff's opinion,
limiting the number of delegations is in direct opposition to this expectation. All
members of the public should be afforded to address their members of Council'if
they so choose. For this reason, it is not recommended that the procedural by -law
be amended to include this provision. In instances where there are an extreme
number of delegations on a given matter, in order to maintain the flow of the
meeting the Chair may consider encouraging the delegates to limit their comments
to new information and not repeat that which has already been stated.
3.9 By -laws
Historically, municipal by -laws have been passed through the practice of receiving
three readings. There is no basis in law for this practice. Rather, it has been
adopted from the procedures at the Federal and Provincial levels where a matter
receives first reading and then is referred to committee prior to receiving the
second and final readings. The procedural by -law has been amended to reference
the passing of the by -laws rather than having them receive three readings.
13 -11
REPORT NO.: CLD- 007 -11
4.0 RECOMMENDATIONS
PAGE 9
As stated earlier in this report, the current Procedural By -law has been in place
since 2007. In working with the By -law, staff have identified some areas which
require amendment and members of the public have brought forward concerns
that they have with respect to the By -law. The proposed by -law addresses these
concerns and it is, therefore, respectfully recommended that it be forwarded to
Council for passage.
13 -12
BY -LAW 2011-
Being a by -law to govern the proceedings of the Council of the
Municipality of Clarington, its General Purpose and Administration
Committee and Special Committees, and to repeal By -law 2007 -227,
as amended.
WHEREAS Section 238 of the Municipal Act 2001, as amended, requires Council to
adopt a procedure by -law for governing the calling, place, proceedings of meetings and
for public notice of meetings;
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS
AS FOLLOWS:
Section 1 — Definitions and Interpretation
1.1 . SHORT TITLE: This By -law may be cited as the "Procedural By -law"
1.2 For the purposes of this By -law, unless stated otherwise or the context
requires a different meaning:
Chair:
In the case of the Council means the Mayor, Deputy Mayor, or the Member.of Council
appointed to act as Chair during the absence of the Mayor and Deputy Mayor from a
Meeting or a portion of a Meeting. While acting as Chair the Member shall exercise all
of the powers and responsibilities of the Mayor under this Procedural By -law.
In the case of the GPA, Chair means the Mayor, Deputy Mayor or Department Liaison,
whoever presides over a portion of a Meeting of GPA as provided for in subsection
5.1.1 b), of this Procedural By -law.
In the case of a Special Committee, Chair means the Member appointed as such by
Council pursuant to subsection 5.2.3 of this Procedural By -law.
In the case of a sub - committee of a Special Committee, Chair means the Member
appointed as such by the Special Committee pursuant to subsection 5.2.3 of this
Procedural By -law.
Committee means a committee of Council and includes Standing Committees, or sub-
committees of the Standing Committees and Special Committees.
Council means the Council of the Municipality of Clarington.
Councillor means a person elected or appointed as a Member of Council but does not
include the Mayor.
Delegation means a person desiring to verbally present information on matters of fact,
or to make a request to Council, GPA or a Special Committee, as the case may be.
Department Liaison means a Member appointed as such pursuant to subsection
5.1.1 b) of this Procedural By -law.
Deputy Mayor means the Member of Council who is appointed to this position who, in
the absence of the Mayor, shall exercise all of the powers and responsibilities of the
Mayor as provided for in this By -law or any other by -law or statute.
GPA means the General Purpose and Administration Committee of Council
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Holiday means a holiday as defined by the Legislation Act, S. 0. 2006, Chapter 21,
Schedule F.
Mayor means the Head of Council.
Meeting means a regular or special meeting of Council, GPA, or a Special Committee
of Council, as the context requires.
Member means a Member of Council.
Municipal Act, 2001 means the Municipal Act, 2001, S. 0. 2001, c.25, as amended or
replaced from time to time.
Municipal Clerk means the Clerk of the Municipality of Clarington and includes the
Deputy Clerk and any official of the Municipality appointed by Council to exercise the
power(s) of the Municipal Clerk in the absence of the Municipal Clerk and Deputy Clerk.
Municipal Conflict of Interest Act means the Municipal Conflict of Interest Act, R.S.O.
1990, c. M. 14, as amended or replaced from time to time.
Municipal Elections Act, 1996 means the Municipal Elections Act, 1996, S. 0. 1996,
c.32, as amended or replaced from time to time.
Municipal Freedom of Information and Protection of Privacy Act means the
Municipal Freedom of Information and Protection of Privacy Act, R. S. O. 1990, c. M. 56,
as amended or replaced from time to time.
Municipality means the Municipality of Clarington.
Notice of Motion means a written notice, including the names and signatures of the
mover and seconder, advising Council that the motion described therein will be brought
forward at a subsequent meeting.
Pecuniary Interest has the same meaning as the term has in the Municipal Conflict of
Interest Act, R.S.O. 1990, c.M.50, as amended or replaced from time to time.
Planning Act means the Planning Act, R.S.O. 1990, c.P.13, as amended or replaced
from time to time.
Point of Order means a statement made by a Member of Council during a Meeting
drawing to the attention of the Mayor or Chair a breach of the Rules of Procedure.
Point of Privilege means the raising of a question that concerns a Member of Council,
or all of the Members of Council, when a Member believes that his rights, immunities or
integrity or the rights, immunities or integrity of Council as a whole have been
challenged.
Presiding Member means the Member appointed to act as Chair pursuant to
subsections 7.1.3 and 8.1.1 of this Procedural By -law.
Procedural Motion means any motion concerning the manner or time of consideration
of any matter before the Council as opposed to the substance thereof and includes,
without limitation, the following:
a)
To extend the time of the Meeting;
b)
To refer;
C)
To amend;
d)
To recess;
e)
To table;
f)
To lift from the table;
g)
To adjourn;
h)
To defer indefinitely or to a certain day;
i)
To divide;
j)
Question be now put; or
k)
To suspend the Rules of Procedure.
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Public Meeting means a hearing, a public meeting, or a public workshop held in
accordance with the Planning Act or any other Act, for which notice has been given and
during which any person in attendance shall be provided an opportunity to make
representation in respect of the matter for which the Public Meeting is held.
Recorded Vote means the written record of the name and vote of every Member
present when the vote is called on any matter or question.
Rules of Procedure means the rules and requirements of this Procedural By -law.
Special Committee means a Special Committee of Council appointed pursuant to
subsection 5.2.3 of this Procedural By -law.
Standing Committee means the General Purpose and Administration Committee of
Council.
Substantive Motion means any motion other than a Procedural Motion and includes
but is not limited to, a motion that embodies and /or establishes a policy, ratifies an
action, or gives direction on a matter.
Website means the Municipality's website address at www.clarington.net.
1.3 Unless the context otherwise requires, in this Procedural By -law the words
used in the male gender shall include the female gender and the singular
includes the plural, and vice versa.
Section 2 — General Provisions
Applicability
2.1 Without derogating from the other provisions of this Procedural By -law, the
rules and requirements contained in it shall be observed in all proceedings
of Council, GPA and Special Committees and shall be the rules and
requirements which govern the order of their business.
Suspension of Rules of Procedure
2.2 Despite subsection 2. 1, the rules and requirements contained in this
Procedural By -law may be suspended by a vote of three - quarters (3/4) of
the Members present and voting.
Issue not Addressed
2.3 If an issue is raised that is not expressly addressed in this By -law, the issue
shall be decided by the Mayor, Deputy Mayor or Chair, subject to an appeal
to the Council, GPA or Special Committee, in session, as the case may be.
Section 3 — Duties of the Mayor and Council
3.1 Duties of the Mayor
3.1.1 It shall be the duty of the Mayor to carry out the responsibilities set forth in
the Municipal Act, 2009, section 225, and:
a) To open the Meeting of Council and GPA by taking the Chair and
calling the Members to order;
b) To announce the business before Council in the order in which it is
to be acted upon;
C) To receive and submit, in the manner prescribed by this Procedural
By -law, all motions presented by the Members of Council;
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d) To recognize any Member who wishes to speak and to determine
the order of the speakers;
e) To put to vote all questions, which are regularly moved and
seconded, or necessarily arise in the course of the proceedings and
to announce the results;
f) To vote on all motions, which are moved and seconded, or
necessarily arise in the course of the proceedings;
g) To decline to put to vote, motions which contravene the provisions
of this Procedural By -law;
h) To enforce the provisions of this Procedural By -law;
To enforce on all occasions, the observance of order and decorum
among the Members;
j) To call by name, any Member refusing to comply with this
Procedural By -law and to order the Member to vacate the Council
Chamber, or the place of Meeting, as the case may be;
k) To cause to be expelled and excluded any member of the public
who creates any disturbance or acts improperly during a Meeting
and, if necessary, to direct the Municipal Clerk to seek the
appropriate assistance from the Durham Regional Police;
1) To authenticate, by signature, all by -laws and Meeting minutes;
M) To rule on any points of order raised by Members of Council;
n) To adjourn the Meeting when the business is concluded, or if
considered necessary because of grave disorder, to adjourn the
sitting without putting to the vote any question, or suspend the
sitting for a time to be named.
3.2 Appointment of Deputy Mayor
3.2.1 At the first meeting of Council or as soon thereafter as is practical, Council
shall appoint a Member to act as a Deputy Mayor in the absence of the
Mayor. During any such absence of the Mayor, the Deputy Mayor shall
exercise all of the powers and responsibilities of the Mayor under this By-
law or any other by -law or statute.
3.2.2 Further to the appointment referenced in subsection 3.2.1, Council, in its
discretion, may appoint a Member to act as Deputy Mayor for the term of
Council. Alternatively, Council may appoint two Members of Council each
of whom shall act as Deputy Mayor during periods of the term of Council
which are specified in the appointment.
3.3 Participation of Chair in Debate
3.3.1 The Chair who presides over any part of a Meeting may state relevant facts
and the Chair's position on any matter before the Council, GPA, or a Special
Committee without leaving the chair, which may take place immediately
prior to the vote, but it shall not be permissible for the Chair to move a
motion or debate a question without first leaving the chair.
3.3.2 If during a Meeting of Council the Mayor desires to leave the chair to move
a motion or to take part in the debate pursuant to subsection 3.3.1, or
otherwise, the Mayor shall call on the Deputy Mayor to preside until the
Mayor resumes the chair.
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3.3.3 If, at a Committee Meeting, the Chair desires to leave the chair to move a
motion or to take part in the debate pursuant to subsection 3.3.1, or
otherwise, the Chair shall call on the Mayor to preside until the Chair
resumes the chair. If the Mayor is chairing the Committee meeting, the
Deputy Mayor shall be called upon to preside until the Mayor resumes the
Chair.
3.4 Duties of a Member of Council
3.4.1 A Member of Council shall have the following duties:
a) to deliberate on the business submitted to Council, GPA or Special'
Committee of Council, as the case may be;
b) to vote when a motion is put to a vote;
C) to Chair the portion of the GPA Meeting for which he is the
Department Liaison and assume the duties of the Mayor as detailed
in subsection 3.1.1 with the exception of subsections 3.1.1 a), 1)
and o); and
d) to apply and respect the Rules of Procedure.
Section 4 — Meetings
4.1 Regular Meetings
4.1.1 Unless otherwise directed by Council, the regular Meetings of Council and
GPA shall be held in the Council Chambers, Municipal Administrative
Centre, 40 Temperance Street, Bowmanville, ON and at the dates and
times as determined by Council resolution.
41.2 Unless otherwise directed by Council, the Special Committee Meetings shall
be scheduled by the Special Committee Chair at times and locations as
deemed appropriate to the mandate of the Special Committee.
4.2 Special Meetings
4.2.1 In addition to regular Meetings, special Meetings of Council or GPA shall be
held upon written direction signed by the Mayor and delivered to the
Municipal Clerk stating the date, time, location, and purpose of such
Meeting.
41.2 The Mayor may, at any time, summon a special Meeting of Council or GPA
and shall summon a special Meeting of Council or GPA when requested to
do so in writing by a majority of Members, at the time mentioned in the
request.
4.2.3 The Municipal Clerk shall summon a special Meeting of Council or GPA,
when requested to do so in writing by a majority of the Members, at the time
mentioned in the request.
4.2.4 Notwithstanding subsection 4.2.1, on urgent and extraordinary , occasions,
an emergency special Meeting of the Council may be called by the Mayor,
without advance notice being given by the Municipal Clerk pursuant to this
by -law, to consider and deal with such urgent and extraordinary matters. In
this case, consent of two- thirds of the Members to hold such Meeting is
necessary and such consent, if any, shall be recorded in the minutes by the
Municipal Clerk.
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4.3 First Meeting of Council
4.3.1 The first Meeting of Council shall be held on the first Monday after Council
takes office pursuant to the Municipal Elections Act, 1996, at 7:00 pm in the
Council Chambers, Municipal Administrative Centre, 40 Temperance Street,
Bowmanville, ON.
4.4 Seating and Persons within Council Ring
4.4.1 Seating at the Council table shall be in alphabetical order of the Members'
surname, beginning in the most north /east position and proceeding
clockwise.
4.4.2 Only Members of Council and the Municipality's staff shall be permitted to
enter the Council floor during the sitting of Council, GPA or Special
Committee without the permission of the Mayor or Committee Chair.
4.4.3 No person, other than a Member of Council or the Municipality's staff, shall,
before or during a Meeting, place on the desks of Members or otherwise
distribute any material whatsoever unless such person is so acting with the
approval of the Mayor or Committee Chair.
4.4.4 Members of Council leaving their places prior to the adjournment shall
endeavour to do so in a manner so as not to disrupt the proceedings of
Council or Committee.
4.5 Quorum
4.5.1 A quorum of Council and the GPA shall be four (4) Members. A concurring
vote of a majority of Members present and voting is necessary to carry a
resolution. A quorum of a Special Committee shall be a majority of the
Members of the Special Committee.
4.5.2 If a quorum is not present within thirty (30) minutes after the time appointed
for a Meeting, the Municipal Clerk, or designate, shall record the names of
the Members present and the Meeting shall stand adjourned until the date
of the next regular Meeting or other Meeting called in accordance with this
Procedural By -law.
4.5.3 If during the course of a meeting, a quorum is lost, the Chair shall declare
that the meeting shall stand recessed temporarily or be adjourned until the
date of the next regular meeting or other meeting called in accordance with
the provisions of this By -law.
4.6 Meetings Open to Public
4.6.1 Subject to subsection 4.7, Meetings shall be open to the public and no
person shall be excluded there from except for improper conduct.
4.7 Closed Meetings
4.7.1 Council, GPA or a Special Committee may, by resolution, close a Meeting
or part of a Meeting to members of the public in accordance with subsection
239(2) of the Municipal Act, 2001.
4.7.2 Council, GPA or a Special Committee shall, by resolution, close a Meeting
or part of a Meeting to members of the public where the subject matter to be
considered is a request under the Municipal Freedom of Information and
Protection of Privacy Act.
4.7.3 Council, GPA or Special Committee may hold a Meeting closed to the public
where the Meeting is held for the purpose of educating or training the
Members and at the Meeting no Member discusses or otherwise deals with
any matter in a way that materially advances the business or decision -
making of the Council, GPA or Special Committee. 13-18
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4.7.4 A motion to close a Meeting or part of a Meeting to the public shall state:
a) the fact of the holding of the closed Meeting; and
b) the general nature of the matter to be considered at the closed
Meeting.
4.7.5 Where a Meeting or part of a Meeting is closed to the public, Council, GPA
or the Special Committee shall:
a) retire to the Council Ante Room or other such room as deemed
appropriate by Council, GPA or the Special Committee and only
those persons specifically invited to attend the closed Meeting shall
be permitted to attend; or
b) request those persons not specifically invited to the closed Meeting
to vacate the Council Chambers, or such room in which the
Meeting is being held, as the case may be.
4.7.6 A Meeting shall not be closed to the public during a vote except where the
meeting is a closed Meeting permitted or required by statute, and where the
vote is for a procedural matter or for giving directions or instructions to
officers, employees or agents of the Municipality or persons retained under
contract with the Municipality.
4.7.7 Notwithstanding subsection 4.7.6, the vote on a resolution approving a
contract for the acquisition or disposal of land, including the sale of road
allowances, shall be conducted in open session.
4.8 Notice of Meeting
Regular Meetings
4.8.1 In December of each year, public notice of the regular Meeting schedule for
the following year shall be published in the newspapers of general
circulation in the Municipality and posted on the Website. This notice of all
Meetings shall include the date, time and location of the Meetings.
4.8.2 Pursuant to Section 238 of the Municipal Act, 2001 public notice of each
regularly scheduled Meeting shall be deemed to be given by making the
agenda available in the Municipal Clerk's Office by end of business day of
the Friday preceding the regularly scheduled Meeting and on the Website.
For special Meetings notice shall be posted on the Website as soon
practical preceding the meeting.
4.8.3 Notice of amendment to the Schedule of regular Meetings shall be posted
on the Website at least one week prior to the amended Meeting date where
practical to do so.
Special Meetings
4.8.4 Notice of special Meetings shall be posted on the Website not less than
twenty -four (24) hours before the time appointed for the special Meeting.
4.8.5 In addition to the notice provided for in subsection 4.8.4, written notice of a
special Meeting of Council, GPA or Special Committee shall be given to all
Members at least twenty -four (24) hours before the time appointed for such
Meeting and shall be delivered:
a) in hardcopy to the Councillors' Offices located at the Municipal
Administrative Centre; and
13 -19 b) electronically via email to their Municipal email address.
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4.8.6 The written notice referred to in subsection 4.8.5 above shall indicate the
nature of the business to be considered at the special Meeting of Council,
GPA or Special Committee and the date, time and place of the Meeting.
Emergency Special Meetings
4.8.7 Where an Emergency special Meeting of Council is held in accordance with
subsection 4.2.4, notice of the Emergency special Meeting shall be posted
on the website as soon as practical following the Emergency special
Meeting and shall, subject to subsection 4.7.1, indicate the nature of the
business considered at the Emergency special Meeting.
4.9. Adjournment — Due Hour
4.9.1 Except as provided in subsection 10.12.34, a regular or special Meeting of
Council, GPA or Special Committee shall adjourn at the hour of 11:00 pm, if
in session at that time, and shall reconvene at such other day and time as
Council, GPA or Special Committee, by resolution, may direct.
Section 5 — Committees
5.1 General Purpose and Administration Committee
5.1.1 There shall be one Standing Committee of Council, namely the General
Purpose and Administration Committee of Council which shall be organized
as follows:
a) The GPA shall be comprised of all Members of Council..
b) Each Member shall be appointed as a Department Liaison as soon
as is practical after the first Meeting of Council or a vacancy occurs
for which he has been appointed Department Liaison. The
Department Liaison shall take the chair during that portion of the
GPA meeting dealing with the matters pertaining to the Department
for which he has been appointed Department Liaison.
C) The Mayor shall call the meeting to order, preside during
presentations and delegations, and chair that portion of the meeting
dealing with the matters pertaining to the Department for which he
has been appointed Department Liaison. As well, the Mayor shall
chair those portions of the meeting dealing with matters raised
under Other Business or continued to be considered under
Unfinished Business of the agenda and the motion to adjourn.
5.2 GPA Mandate
5.2.1 The GPA shall consider all reports submitted to it by the Chief
Administrative Officer or Director of a Department, except where the GPA
tables or refers the report back to the Chief Administrative Officer or Director
of a Department for further processing or to answer questions raised by the
GPA. In all cases in which the GPA makes recommendations respecting
such matters, the GPA shall forward such recommendations by way of
Committee report to Council for consideration at the next regular Meeting of
Council. In addition, the GPA shall report to Council on any matter within
the jurisdiction of the Municipality and any other matter referred to it by
Council and exercise such powers as may be delegated to it by Council.
Exceptions
5.2.2 Notwithstanding the GPA Mandate outlined in subsection 5.2.1 and the
provisions of subsection 9.4.1, Council may consider any matter without
referring it to GPA and may withdraw a matter from GPA at any time.
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5.2.3 Notwithstanding the GPA mandate outlined in subsection 5.2.1, Council
may at any time appoint one or more Members to a Special Committee and
appoint one of such Members the Chair of the Special Committee. A
Special Committee shall enquire into and report on any matter assigned to it
by Council. A Special Committee may appoint a sub - committee of the
Special Committee and the chair of the sub - committee to assist the Special
Committee in performing its mandate.
5.3 Appointments to Municipal Service Boards, Advisory Committees and
Corporations
5.3.1 The appointments of persons to Municipal Service Boards, Advisory
Committees and to the board of directors of Veridian Corporation shall be
considered by Council as soon as practical following the first Meeting of
Council, or as soon as practical after a vacancy occurs.
Section 6 — Aaendas and Minutes
6.1 Council Agenda
6.1.1 The Municipal Clerk shall cause to be prepared a printed agenda under the
following headings for the use of the Members at the regular Meetings of
Council:
Meeting Called to Order
Invocation
Disclosure of Pecuniary Interest
Announcements
Adoption of Minutes of previous meeting(s)
Presentations
Delegations
Communications
Committee Report(s)
Staff Report(s)
Business Arising from Notice of Motion
Unfinished Business
By -laws
Notices of Motion (for consideration at subsequent Meeting)
Other Information
Confirming By -law
Adjournment
6.1.2 The agenda shall be placed in each Members' mail box at the Municipal
Administrative Centre no later than 12:00 noon the Friday preceding the
commencement of the regular Council Meeting in question.
6.1.3 The business of Council shall be considered in the order as it appears on
the agenda, unless otherwise decided by a vote of the majority of the
Members present and voting.
6.2 GPA Agenda
6.2.1 The Municipal Clerk shall cause to be prepared a printed agenda under the
following headings for the use of the Members at the regular meetings of
GPA:
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I�
Meeting Called to Order
Disclosure of Pecuniary Interest
Announcements
Adoption of Minutes of previous meeting(s)
Presentations
Delegations
Public Meetings
Staff Reports
• Planning Services Department
• Engineering Services Department
• Operations Department
• Emergency and Fire Services Department
• Community Services Department
• Municipal Clerk's Department
• Corporate Services Department
• Finance Department
• Solicitors Department
• Chief Administrative Office
Unfinished Business
Other Business
Communications
Confidential Reports
Adjournment
6.2.2 The Municipal Clerk shall ensure that the GPA agenda is placed in each
Member's mail box at the Municipal Administrative Centre no later than
12:00 noon the Friday preceding the commencement of the regular
Committee Meeting.
6.2.3 The business of GPA shall be considered in the order as it appears on the
agenda for its Meeting, unless otherwise decided by a vote of the majority of
the Members present and voting.
6.3 Special Committee Agendas
6.3.1 The Municipal Clerk shall cause to be prepared a printed agenda under the
following headings for the use of the Members at the meetings of the
Special Committee:
Meeting Called to Order
Disclosure of Pecuniary Interest
Adoption of Minutes
Matters of Business
Adjournment
6.3.2 The Municipal Clerk shall ensure that the Special Committee agenda is
placed in each Member's mail box at the Municipal Administrative Centre no
later than 24 hours preceding the commencement of the Special Committee
Meeting.
6.3.3 The business of Special Committee shall be considered in the order as it
appears on the agenda for its Meeting, unless otherwise decided by a vote
of the majority of the Members present and voting.
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6.4 Meeting Minutes
6.4.1 The Municipal Clerk, or designate, shall cause minutes to be taken of each
Meeting of Council, GPA or a Special Committee, whether it is closed to the
public or not. These minutes shall include:
a) the place, date and time of Meeting;
b) the names of the Chair or Chairs and a record of the attendance of
the Members; should a Member enter after the commencement of a
Meeting or leave prior to adjournment, the time shall be noted;
C) the reading, if requested, correction and confirmation of the minutes
of prior Meetings;
d) declarations of pecuniary interest;
e) all resolutions, decisions and all other proceedings of Council, GPA
or Special Committee, as the case may be, without note or
comment.
6.4.2 Where the minutes have been delivered to the Members in advance of the
Meeting, the minutes shall not be read, and a resolution that the minutes be
approved shall be in order.
6.4.3 Following approval of the minutes, the minutes shall be signed by the Mayor
and the Municipal Clerk or designate.
6.4.4 The Municipal Clerk, or designate, shall ensure that the minutes of the last
regular and /or special Meetings of Council, GPA and Special Committee
held more than five (5) days prior to a regular Meeting are included in the
agenda prepared in accordance with subsections 6.1, 6.2 and 6.3 of this
Procedural By -law.
Section 7 — Order of Proceedings - Council
7.1 Call to Order
7.1.1 As soon as a quorum is present after the hour set for the Meeting, the
Mayor shall take the chair and call the Members present to order.
7.1.2 If the Mayor does not attend within fifteen (15) minutes after the time set for
the Meeting and a quorum is present, the Deputy Mayor shall preside over
the Meeting and shall exercise all duties and responsibilities of the Mayor as
outlined in this Procedural By -law until the Mayor is present at the Meeting
and is able to perform his responsibility to assume the chair.
7.1.3 If the Deputy Mayor is also not present within fifteen (15) minutes after the
time set for the Meeting and a quorum is present, the Municipal Clerk, or
designate, shall call the meeting to order, and the Members present shall
appoint a Presiding Member who shall act as Chair of the Meeting until the
arrival of the Mayor or Deputy Mayor, whoever is the first to arrive and is
able to assume the chair.
7.2 Disclosure of Pecuniary Interest
7.2.1 All Members shall govern themselves at any Meeting in accordance with the
current legislation respecting any disclosure of pecuniary interest and
participation in the Meeting. Should a Member declare a pecuniary interest,
he shall vacate the room in which the meeting is taking place.
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7.3 Announcements
7.3.1 During this portion of the Meeting; when recognized by the Chair, Members
may announce or comment on community events and activities.
7.4 Presentations
7.4.1 At the request of a Member of Council or the Municipality's staff, any
person(s), organization(s), corporations(s), or appointed official(s) may be
permitted to address the Members to inform them of matters of significance
to the Municipality provided that the request has been submitted to the
Municipal Clerk by 12:00 noon the Wednesday preceding the Meeting.
Presentations shall include only the following:
a) Civic recognition / awards;
b) Presentations by Municipal staff or consultants retained by the
Municipality; or
C) Presentations from senior levels of government or other municipal
governments.
7.4.2 Municipal audio visual equipment may be used to assist in presentations,
provided that permission has been obtained for use of such equipment from
the Municipal Clerk, or designate, at the time the presenter(s) contact the
Municipal Clerk's Department to register for the Meeting. Presentations
must be provided to the Municipal Clerk's Department no later than close of
business the Friday preceding the commencement of the Meeting.
Presentations will not be installed once the meeting has begun.
7.5 Delegations
7.5.1 See Section 9.
7.6 Communications
7.6.1 Every written communication, designed to be presented to Council, shall be
legibly written or printed, shall not contain any impertinent or improper
matter or language, shall identify the author(s), and shall be filed with the
Municipal Clerk before it is presented to Council.
7.6.2 Every written communication shall be delivered to the Municipal Clerk no
later than Wednesday noon before the commencement of the Meeting. The
Municipal Clerk shall determine whether it should be included in the agenda
for the Meeting. The Municipal Clerk shall ensure that a summary of the
content of the communication and a recommendation for disposal is
prepared and included in the agenda.
7.6.3 Notwithstanding subsection 7.6.2, and at the discretion of the Municipal
Clerk, correspondence received after noon on Wednesday and prior to the
commencement of the meeting of Council, which is of an urgent nature or
directly relevant to a matter on the agenda for the Meeting, may be
communicated to Council by way of memo to Members from the Municipal
Clerk. The memo shall include a summary of the content of the
communication and a recommendation respecting the disposition of it.
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7.7 Committee Reports
7.7.1 Reports of GPA and Special Committees shall be listed under this section of
the Council agenda.
7.7.2 Reports of GPA and Special Committees may be disposed of through a
single resolution for each report as presented. Alternatively, any Member
may request that one or more recommendations contained in the Report be
separated and voted on separately.
7.8 Staff Reports
7.8.1 Notwithstanding subsection 8.7.1, the Staff Reports section of the Council
agenda shall include any staff report that due to timing, urgency, the
important nature of the report and /or expediency, the Chief Administrative
Officer determines should be considered by Council without first being
presented to GPA for consideration.
7.9 Business Arising from Notice(s) of Motion
7.9.1 A Notice of Motion properly given at a previous Council meeting, in
accordance with subsection 7.12, or which has been delivered to the
Municipal Clerk prior to 12:00 noon the Wednesday preceding the Meeting
at which it is to be presented for consideration, shall be listed on the agenda
for the Meeting, and shall be dealt with at that Meeting, subject to
subsections 7.12.2 and 7.12.3.
7.10 Unfinished Business
7.10.1 Any matters presented, considered, referred or tabled or any items not
otherwise disposed of through the consideration of an agenda matter, shall
be disposed of during this portion of the Meeting.
7.11 By -laws
7.11.1 No by -law, except:
• a by -law to confirm the proceedings of Council;
• a by -law granting authority to borrow under the authority of the Municipal
Act, 2001;
• by -laws appointing persons affiliated with private parking authorities to
enforce the municipal parking by -law; or
• any by -law arising as the result of an order or decision of any judicial or
quasi - judicial body;
shall be presented to Council unless the subject matter thereof has been
considered by Council or by GPA and has been approved by Council.
7.11.2 All by -laws shall be passed in a single motion, unless a Member wishes to
discuss the contents of the by -law, at which time the subject by -law shall be
removed from the motion and dealt with separately.
7.11.3 Every by -law when introduced, shall be in typewritten form, and shall
contain no blanks except such as may be required to conform to accepted
procedure or to comply with the provision of any Statute, and shall be
complete with the exception of the number and date of the by -law.
7.11.4 The Municipal Clerk shall endorse on all by -laws enacted by Council, the
date of the several readings.
7.11.5 Every by -law which has been enacted by Council shall be numbered and
dated, signed by the Mayor and the Municipal Clerk, sealed with the seal of
the Municipality, and retained under the control of the Municipal Clerk.
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7.12 Notice(s) of Motion
7.12.1 Notices of Motions introducing new matters, except for those motions listed
under subsection 10. 12.8 (motions without notice, without leave and without
debate) shall be given to the Municipal Clerk, in writing and signed by the
mover and seconder at a meeting of Council, but shall not be debated until
the next regular meeting of Council.
7.12.2 Where a Notice of Motion has been given under subsection 7.12.1, the
Notice of Motion shall be printed in full in the Agenda, under "Business
Arising from Notice of Motion" for that meeting of Council and each
succeeding meeting until the motion is considered or otherwise disposed.
7.12.3 When a Member's Notice of Motion has been called by the Chair at two
successive meetings and not proceeded with, it shall be removed from the
agenda for all subsequent Meetings, unless Council otherwise decides.
7.12.4 Notwithstanding anything contained in this subsection 7.12, a motion
introducing new matters may be introduced without notice to Council, upon
suspending the rules in accordance with subsection 2.2.
7.12.5 During a meeting of GPA, a motion may be introduced by a Member without
Notice, in accordance with subsection of 8.10.1.
7.13 Other Business
7.13.1 Items of an "information nature only" shall be raised under the Other
Business section of the agenda.
Section 8 — Order of Proceedings - GPA
8.1 Call to order
8.1.1 See subsection 7.1.
8.2
Disclosure of Pecuniary Interest
8.2.1
See subsection 7.2
8.3
Announcements
8.3.1
See subsection 7.3.
8.4 Presentations
8.4.1 See subsection 7.4.
8.5 Delegations
8.5.1 See section 9.
8.6 Public Meetings
8.6.1 Public Meetings shall be conducted in the following manner:
a) The Chair shall state the purpose of the Public Meeting and shall
explain to those present how the Public Meeting shall be
conducted.
b) A member of the Municipality's staff shall address the GPA to
present the matter to the GPA.
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C) Members of the public shall then be permitted to make
representation regarding the matter. The order in which members
of the public shall be heard is those opposed, those in support, and
then the applicant or agent who is present and indicates his desire
to be heard.
8.7 Staff Reports
8.7.1 Reports from the Municipality's staff shall be submitted to GPA for
consideration.
8.8 Communications
8.8.1 Notwithstanding subsection 7.6, the following written communications may
be presented to GPA and shall be printed at the end of the agenda under
the heading Communications or shall be distributed to Members of GPA
under separate cover, in cases in which the timing of receipt of the
communication is between the printing of the agenda and the
commencement of the Meeting:
a) written submissions regarding a matter for which a Public Meeting
is scheduled and the author has requested that the communication
be distributed to Members at the Public Meeting; or
b) written communications that have been referred to GPA by Council.
8.9 Unfinished Business
8.9.1 See subsection 7.10.
8.10 Other Business
8.10.1 Members may introduce any other business, not otherwise disposed of
under any other section of the agenda.
Section 9 — Delegations
9.1 General
9.1.1 Where a single Delegation comprises more than five persons, only two of
them may make verbal submissions to Council, GPA or the Special
Committee, as the case may be. The Delegation shall be limited to the time
fixed by subsections 9.3.2 or 9.4.2, whichever is applicable.
9.1.2 Without leave of Council, members shall have one opportunity to ask.
questions of Delegations for the purpose of clarifying their submissions only
or to elicit further information from them that is relevant to their submissions.
9.1.3 Where a Delegation wishes to provide Members with a petition and /or a
written communication supporting the Delegation's comments, the petition
and /or communication shall be provided to the Municipal Clerk, or
designate. The written communication may be distributed to the Members at
the discretion of the Municipal Clerk, or designate.
9.1.4 Municipal audio visual equipment may be used to assist in delegations,
provided that permission has been obtained for use of such equipment from
the Municipal Clerk, or designate, at the time the presenter(s) contact the
Municipal Clerk's Department to register for the Meeting. Delegations must
be provided to the Municipal Clerk's Department no later than close of
business the Friday preceding the commencement of the Meeting.
Presentations will not be installed once the meeting has begun.
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9.2 To Council
9.2.1 Delegations shall be restricted to speaking to matters included on the
Council agenda for the Meeting in question.
9.2.2 Notwithstanding subsection 9.2.1, Delegations shall not be permitted to
speak to a matter that is the subject of Report from GPA which is included
on the Council agenda, where the Delegation spoke to the matter at the
GPA meeting, including a Public Meeting, which is being reported to
Council.
9.2.3 Notwithstanding subsection 9.2.1, where the Municipal Clerk determines
that the matter is of an urgent nature and there is insufficient time for a
Delegation respecting it to be heard by the GPA, subject to subsection
9.2.4, the Delegation may be permitted to speak to Council on the matter.
Request to Speak - Required
9.2.4 Delegations shall notify the Municipal Clerk no later than fifteen (15) minutes
prior to close of business on the Friday preceding the Council Meeting and
shall state the nature of the issue they wish to address.
Time Limits
9.2.5 Each Delegation to Council in respect of a particular matter shall be limited
to ten (10) minutes in addition to the time taken by Council to ask questions
of the delegate and to receive answers to such questions.
Disposition of Delegation
9.2.6 When a delegate is addressing a matter that is not included on the agenda,
in accordance with subsection 9.2.3, a motion to deal with the delegation
shall be in order immediately following the conclusion of the delegation.
9.3 To GPA or Special Committee
9.3.1 Except where a particular matter has been reported by the Director of a
Department or the Chief Administrative Officer directly to Council, or in
cases in which the Municipal Clerk determines that the matter is of an
urgent nature and there is insufficient time for a delegation respecting it to
be heard by the Committee, all Delegations shall be directed to and heard
by GPA or a Special Committee, as determined by the Municipal Clerk.
9.3.2 Notwithstanding subsection 9.2.1, Delegations shall not be permitted to
speak to GPA regarding a matter that is the subject of a Public Meeting
which is included on the GPA agenda.
Time Limits
9.3.3 Each Delegation to GPA or Special Committee in respect of a particular
matter shall be limited to ten (10) minutes in addition to the time taken by
the Members to ask questions of the Delegation and to receive answers to
such questions.
Request to Speak - Required
93.4 Delegations shall notify the Municipal Clerk no later than fifteen (15) minutes
prior to close of business on the Friday preceding the GPA or Special
Committee Meeting and shall state the nature of the issue they wish to
address.
Disposition of Delegation
9.3.5 When a delegate is addressing a matter that is not included on the agenda,
a motion to deal with the delegation shall be in order immediately following 13 -28
the conclusion of the delegation.
Erz
9.4 At a Public Meeting
9.4.1 Where Council has passed a by -law delegating to GPA, Council's
responsibility to conduct a hearing, a Public Meeting, or a public workshop,
before passing a by -law or prior to adopting and approving an Official Plan
Amendment or approving a draft plan of subdivision, under the Municipal
Act, 2001, or the Planning Act, the GPA shall conduct such hearing, Public
Meeting, or public workshop.
Time Limits
9.4.2 Delegations to GPA in respect of any such matter for which the Public
Meeting is held, shall be limited to ten (10) minutes in addition to the time
taken by Members to ask questions of the Delegation and to receive
answers to such questions.
Request to Speak - No Request Required
9.4.3 A person wishing to make representation on a matter for which a Public
Meeting is held, is not required to give written notice or to be listed on the
GPA agenda for the Meeting in question.
9.5 Special Meetings
9.5.1 No Delegation will be heard at a special Meeting of Council or GPA unless
otherwise directed in the call of the special meeting.
9.6 Conduct of Delegations and Presenters
9.6.1 Delegations and presenters shall not:
a) speak disrespectfully of any person;
b) use offensive words;
C) speak on any subject other than the subject for which they have
given notice to address Council /Committee;,
d) disobey the decision of the Chair;
e) enter into debate with Members; and
f) appropriate any unused time allocated to another Delegation or
presenter.
Section 10 — Rules of Debate and Conduct
10.1 Conduct of Members of Council, GPA and Special Committees
10.1.1 No Member shall:
a) speak disrespectfully of any elected assembly;
b) use offensive words or unparliamentary language or speak
disrespectfully against the Council, against any Member, or against
any officer or employee of the Municipality;
C) speak on any subject other than the subject in debate;
d) disobey the Rules of Procedure or a decision of the Chair, on
questions of Points of Order or procedure or upon the interpretation
of the Rules of Procedure except where the ruling of the Chair is
reversed by Council pursuant to subsection 10.6.3. If a Member
13-29 persists in any such disobedience after having been called to order
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by the Chair, the Chair shall forthwith order him or her to vacate the
Council Chambers or room in which the Meeting is being held, but if
the Member apologizes he or she may, by majority vote of the
Members, be permitted to retake his or her seat; and
e) where a matter has been discussed in a closed Meeting, and where
the matter remains confidential, disclose the content of the matter
or the substance of the deliberations of the closed Meeting to any
person.
10.2 Address the Chair
10.2.1 Any Member desiring to speak shall signify their desire to speak in such a
manner as the Chair may direct, and upon being recognized by him, shall
address the Chair.
10.3 Order of Speaking
10.3.1 When two or more Members signify a desire to speak, the Chair shall
recognize the Member who, in the opinion of the Chair, so signified first and
next recognize in order the other Members.
10.4 Point of Privilege
10.4.1 Where a Member considers that his rights or integrity or the rights or
integrity of the Council or Committee as a whole have been challenged, as a
matter of Privilege, the Member may rise on a Point of Privilege at any time,
with the consent of the Chair, for the purpose of drawing the attention of
Council or Committee to the matter.
10.4.2 A Member who desires to address Council, GPA or a Special Committee, as
the case may be, on a matter which concerns the rights or privileges of the
Council collectively, or as an individual Member, will be permitted to raise
such Point of Privilege. A breach of privilege is a willful disregard by a
Member or any other person of the dignity and lawful authority of Council. A
Point of Privilege will take precedence over other matters. When a Member
raises a Point of Privilege, the Chair may use the words "Councillor... state
your Point of Privilege ". While the Chair is ruling on the Point of Privilege,
no one will be considered to be in possession of the floor, but thereafter the
Member in possession of the floor when the Point of Privilege was raised,
has the right to the floor when debate resumes.
10.5 Point of Order
10.5.1 The Chair shall preserve order and decide on Points of Order.
10.5.2 A Member who desires to call attention to a violation of the Rules of
Procedure will ask leave of the Chair to raise a Point of Order. When leave
is granted, the Chair may use the words "Councillor... state your Point of
Order." The Member will state the Point of Order with a concise explanation
and will comply with the decision of the Chair. The Member in possession
of the floor when the Point of Order was raised has the right to the floor
when debate resumes.
10.6 Appeal of Ruling of Chair
10.6.1 With respect to a ruling on either a Point of Privilege or Point of Order, if the
Member does not appeal immediately thereafter to Council, GPA or Special
Committee, as the case may be, the decision of the Chair shall be final.
10.6.2 If the Member wishes to appeal the decision of the Chair, he shall appeal
immediately to Council, GPA or the Special Committee, as the case may be,
otherwise, the decision of the Chair is final.
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10.6.3 If the decision is appealed, the Chair will give concise reasons for his ruling,
and will call a vote by Council, GPA or Special Committee, as the case may
be, without debate on the following question: "Will the ruling be sustained ? ",
and the decision of Council, GPA or the Special Committee is final. The
Chair may vote on this question. In the event of a tie of votes, the ruling of
the Chair shall be deemed to be sustained.
10.7 Members Speaking
10.7.1 When a Member is speaking, no other Member shall pass between him and
the Chair, or interrupt him except to raise a Point of Order.
10.8 Question Read
10.8.1 Any Member may require the question or motion under discussion to be
read at any time during the debate but not so as to interrupt a Member while
he is speaking.
10.9 Speak Once - Reply
10.9.1 No Member shall speak more than once to the same question without leave
of Council, GPA or Special Committee, as the case may be, except that a
reply shall be allowed to be made only by a Member who has presented the
motion, but not by any Member who has moved an amendment or
procedural motion in response to that motion.
10.10 Time Limited
10.10.1 No Member, without leave of Council, GPA or a Special Committee, as the
case may be, shall speak to the same question or in reply for longer than
five (5) minutes.
10.11 Questions
10.11.1 A Member may ask a question for the purpose of obtaining information
relating only to the matter under discussion and such questions must be
stated concisely and asked only through the Chair.
10.11.2 Notwithstanding subsection 10.11.1, when a Member has been recognized
as the next speaker, then immediately before speaking, such Member may
ask a question through the Chair to any Member, the Chief Administrative
Officer, or Department Head, or designate, concerning any matter
connected with the business of the Municipality but only for the purpose of
obtaining information, following which the Member may speak.
10.12 Motions
Reading
10.12.1 All motions must be introduced by a mover and seconder before the Chair
may put the question or motion on the floor for consideration. If no Member
seconds the motion, the motion shall not be on the floor for consideration
and therefore it shall not be recorded in the minutes. In a Meeting of
Council, unless otherwise provided for in this Procedural By -law, all motions
must be in writing and signed by the mover and the seconder.
10.12.2 When a motion is presented in a Meeting, it shall be read by the Member,
or, if it is a motion which may be presented orally as provided in subsection
10.12.8, it shall be stated by the Chair before debate.
10.12.3 Notwithstanding subsection 10.12.2, a motion, the wording of which is
printed in the agenda as either a separate item or as part of a report, need
not be read in its entirety unless requested to do so by a Member, but shall
13 -31 be deemed to have been read for the purposes of introducing the motion.
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Withdrawn
10.12.4 After a motion is properly moved and seconded, it shall be deemed to be in
possession of Council, GPA or Special Committee, but may be withdrawn
by the mover at any time before decision or amendment.
No debate until properly moved and seconded
10.12.5 No Member shall speak to any motion until it is properly moved and
seconded, and the mover is entitled to speak first if the Member so elects. If
debated, the question or motion may be read before being put.
Motion Ruled Out of Order
10.12.6 Whenever the Chair is of the opinion that a motion is contrary to these
Rules of Procedure, the Chair shall rule the motion out of order.
Not within jurisdiction of Council
10.12.7 A motion in respect of a matter which requires the exercise of a legislative
power by Council which is not within its jurisdiction, shall not be in order at a
Meeting of Council, GPA or a Special Committee.
Matters and Motions Without Notice and Without Leave
10.12.8 The following matters and motions may be introduced orally by a Member
without notice and without leave, except as otherwise provided by this
Procedural By -law, and shall be decided without debate:
a) A point of order or Privilege;
b) To adjourn;
C) To suspend the Rules of Procedure;
d) To table the question without direction or instructions;
e) To divide;
f) To refer (without instructions);
g) Question be now put; and
h) To recess.
10.12.9 The following motions may be introduced orally by a Member without notice
and without leave, except as otherwise provided by this Procedural By -law,
and may be 'debated:
a) To refer with direction or instructions (direction for referral only to
be debatable);
b) To table with instructions (instructions for tabling only to be
debatable);
C) To amend, and
d) To rescind.
Motion in Writing
10.12.10 Except as provided by subsections 10.12.8 and 10.12.9, all motions
introduced at a Council Meeting shall be in writing and signed by the mover
and seconder.
Priority of Disposition
10.12.11 A motion properly before Council, GPA or a Special Committee for decision
must be disposed of before any other motion can be received except a
motion in respect of matters listed in subsection 10.12.8 or 10.12.9.
Motion to Refer
10.12.12 A motion to refer a matter under discussion by Council, GPA or a Special
Committee shall be considered before all amendments to the main question
until the motion to refer is decided. 13-32
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Motion to Amend
10.12.13 A motion to amend:
a) Shall be presented in writing if requested by the Chair;
b) Shall relate to the subject matter of the main motion;
C) Shall not be received proposing a direct negative to the question;
and
d) Shall be put to a vote in reverse order to the order in which the
amendments are made.
10.12.14 Only one motion to amend an amendment to the original motion shall be
allowed and any further amendment must be to the original motion.
Motion to Amend Something Previously Adopted
10.12.15 A motion to amend a previous action of Council requires a majority vote of
the Members present and voting provided that notice has been given at the
previous Council Meeting or in the agenda for the Council Meeting, and in
case the aforesaid Notice has not been given, the motion to amend a
previous action of Council requires a two- thirds (2/3) vote of the Members
present and voting.
Question Be Now Put
10.12.16 A motion that the question be now put:
a) Is not debatable;
b) Cannot be amended;
C) Cannot be proposed when there is an amending motion under
consideration, except for the purpose of moving that the amending
motion be put;
d) When resolved in the affirmative, requires that the question(s),
motion, amending motion or motion as amended, whichever is
under consideration be put forward immediately without debate or
amendment;
e) Can only be moved in the following words, "that the question be
now put "; and
f) A motion "that the question be now put' requires an affirmative vote
of two- thirds of the Members present and voting.
Motion to Refer or Defer /Postpone
10.12.17 A Motion to refer or to refer back or to defer or postpone the question may
include instructions respecting the terms upon which the question is to be
referred or deferred or postponed.
10.12.18 A motion to refer or to refer back or to defer or postpone the question shall
not be debatable except where instructions are included, in which case, only
the instructions shall be debatable.
10.12.19 A motion to refer or to refer back or to defer or postpone the question may
not be amended except where instructions are included, in which case, only
the instructions may be amended in accordance with the provisions in
subsection 10.12.13.
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Motion to Table
10.12.20 A motion simply to table is not debatable except where instructions are
included, in which case, only the instructions shall be debatable. Such
motion cannot be amended.
10.12.21 A motion to table with some condition, opinion, or qualification added to the
motion to table shall be deemed to be a motion to defer or postpone made
under subsections 10.12.17 to10.12.19, inclusive.
10.12.22 The matter tabled shall not be considered again by the Council, GPA or
Special Committee until a motion has been made to lift from the table the
tabled matter at the same or a subsequent Meeting.
10.12.23 A matter tabled at a Meeting of the GPA or Special Committee may be lifted
from the table by Council.
10.12.24 A matter tabled at Council may not be lifted from the table at a meeting of
GPA of Special Committee.
10.12.25 A motion to lift a tabled matter from the table is not subject to debate or
amendment.
10.12.26 A motion that has been tabled at a previous Meeting cannot be lifted off the
table unless notice thereof is given in accordance with subsection 7.12.
Motion to Divide
10.12.27 A motion containing distinct proposals maybe divided and a separate vote
shall be taken upon each proposal contained in a motion if decided upon by
a majority vote of the Members present and voting.
Motion to Rescind
10.12.28 A motion to rescind a previous action of Council requires a majority vote of
the Members present and voting provided that notice has been given at the
previous Council Meeting or in the agenda for the Council Meeting, and in
case the aforesaid Notice has not been given, the motion to rescind requires
a two- thirds (2/3) vote of the Members present and voting.
10.12.29 A motion to rescind is not in order when action has been taken on the order
of Council which it is impossible to revise. The part of an order of Council
which has not been acted upon, however, may be rescinded.
Reconsideration
10.12.30 A resolution, by -law or any question or matter (except one of indefinite
postponement) which has been adopted previously by Council may be
reconsidered by Council subject to the following:
a) A Notice of Motion given in writing by a Member, has been
introduced according to the procedure for Notice of Motion,
provided for in subsection 7.12;
b) Debate on a motion to reconsider must be confined to reasons for
or against the subject of the reconsideration;
C) No discussion of the main substantive motion shall be allowed until
the motion for reconsideration is carried;
d) Such motion must be supported by two- thirds (213) of the Members
present and voting in favour of such reconsideration before the
matter is re- opened for debate;
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e) If a motion to reconsider is decided in the affirmative, such
reconsideration shall become the next order of business, unless the
motion calls for a future date, and debate on the question to be
reconsidered may proceed as though it previously had never been
voted on; and
f) A vote to reconsider a particular matter or decision will not be
considered more than once during the term of Council.
Motion to Recess
10.12.31 A motion to recess shall provide for Council, GPA, or Special Committee to
take a short intermission within a Meeting which shall neither end the
Meeting nor destroy its continuity and after which, proceedings shall
immediately resume at the point where they were interrupted.
10.12.32 A motion to recess is not debatable, but is amendable as to the length of the
recess.
Motion to Adjourn
10.12.33 A motion to adjourn:
a) Shall always be in order except as provided by this Procedural
By -law;
b) Is not in order when a Member is speaking or during the verification
of a vote;
C) When resolved in the negative, cannot be made again until after
some intermediate proceedings shall have been completed by
Council, GPA or Special Committee, as the case may be;
d) Is not in order immediately following the affirmative resolution of a
motion that the question be now put;
e) If carried, without qualification, will bring a Meeting to an end;
f) To a specific time; or to reconvene upon the happening of a
specified event, if carried, suspends the Meeting to continue at
such time; and
g) Is not debatable.
10.12.34 A motion to proceed beyond the hour of 11:00 pm:
a) Shall not be amended or debated;
b) Shall always be in order except when a Member is speaking or the
Members are voting; and
C) Shall require the support of two- thirds (2/3) of the Members present
and voting.
10.13 Voting on Motions
10.13.1 Immediately preceding the taking of the vote on a motion, the Chair may
state the question in the form introduced and shall do so if required by a
Member.
10.13.2 After a question is finally put by the Chair no Member shall speak to the
question nor shall any other motion be made until after the vote is taken and
the result has been declared.
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10.13.3 Every Member present at a Meeting, when a question is put, shall vote
thereon unless disqualified under the Municipal Conflict of Interest Act to
vote on the question.
10.13.4 Except where the Member is disqualified under the Municipal Conflict of
Interest Act from voting, if a Member does not vote when a question is put,
he or she shall be deemed to have voted in the negative.
10.13.5 A Member not in his or her seat when the question is called by the Chair is
not entitled to vote on that question.
10.13.6 Each Member has only one vote.
10.13.7 The vote required to pass a motion shall be a simple majority except as
otherwise provided by this Procedural By -law or by Statute.
10.13.8 The Chair shall announce the result of every vote.
Unrecorded. Vote
10.13.9 The manner of determining the decision of the Council, GPA or a Special
Committee on a motion shall be at the discretion of the Chair and may be by
voice, show of hands, standing, or otherwise.
Recorded Vote
10.13.10 Notwithstanding subsection 10.13.8, a Recorded Vote shall not be in order
at GPA or Special Committee meetings.
10.13.11 When a Recorded Vote is requested by a Member during a Council
Meeting, or is otherwise required, the Municipal Clerk shall record the name
and vote of every Member.
10.13.12 The order in which Members vote on recorded votes shall be in alphabetical
order of the Members present and voting, commencing with the Member
who made the request and continuing through the alphabet and then back
to the beginning of the alphabet, if necessary, until all Members have voted.
The Mayor shall vote last.
10.13.13 If a request for a recorded vote is made by the Mayor, the order in which
Members vote shall be in alphabetical order of the Members present and
voting. The Mayor shall vote last.
10.14 Conduct of the Audience
10.14.1 Members of the public who constitute the audience in the Council Chamber
or adjacent to the Meeting room, or other such place where the Meeting is
held in accordance with subsection 4.1 of this Procedural By -law, during a
Meeting, shall maintain order and quiet and may not:
a) Address Council, GPA or Special Committee without permission;
b) Interrupt any speaker or action of the Members or any other person
addressing Council, GPA or Special Committee;
C) Speak out;
d) Clap;
e) Behave in a disorderly manner; or
f) Make any other noise or sound that proves disruptive to the
conduct of the meeting.
13 -36
-25-
11. Implementation
11.1 By -laws 2007 -227, 2008 -205 and 2011 -009 are hereby repealed.
11.2 This Procedural By -law shall come into full force and effect upon its
passage.
By -law read a first, second and third time this 14th day of February 2011.
Adrian Foster, Mayor
Patti L. Barrie, Municipal Clerk
13 -37
Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 7, 2011 Resolution #: By -law#: N/A
Report#: COD - 007 -11 File #:
Subject: TENDER NO. CL2009 -40 SNOW CLEARING & WINTER MAINTENANCE
PROPERTIES, SIDEWALKS & PARKING LOTS FOR NEWCASTLE &
SURROUNDING AREAS & CL2009 -43 SENIORS & PHYSICALLY DISABLED
SIDEWALK & WINDROW SNOW CLEARING SERVICES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD - 007 -11 be received for information purposes only;
2. THAT the actions taken by the Manager of Purchasing with respect to the
termination of the contracts CL2009 -40 and CL2009 -43 with Birds Property
Management & Grounds Control, Hampton and the award of the contracts as
follows, be endorsed:
a. Contract CL2009 -40 — Snow Clearing and Winter Maintenance of Municipal
Properties, Sidewalks & Parking Lots for Newcastle and Surrounding Areas
awarded to B. J. Flint & Sons, Bowmanville, effective January 28, 2011; and
b. Contract CL2009 -43 — Seniors and Physically Disabled Sidewalk & Windrow
Snow Clearing Services awarded to B &D Tractor Services Limited,
Bowmanville, effective January 28, 2011.
3. The Bird's Property Management be removed from the Municipality's bidder's list
and not be considered for future bid opportunities.
4. THAT pending satisfactory pricing and service the contracts be extended for the
reminder of the contract term (i.e., third year); and
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623 -3379 F (905)623 -4169
14 -1
REPORT NO.: COD -007 -11
PAGE 2
5. THAT the required funds be drawn from the respective year's operating budget
for snow clearing and revenue generated from the seniors snow clearing
program.
Submitted by: Reviewed by:
arie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
MM \JDB \bh
14 -2
Franklin Wu,
Chief Administrative Officer
REPORT NO.: COD - 007 -11
1.0 BACKGROUND AND COMMENT
PAGE 3
1.1 Contract CL2009 -40 - Snow Clearing & Winter Maintenance Properties,
Sidewalks & Parking Lots for Newcastle & Surrounding Areas and Contract
CL2009 -43 - Seniors & Physically Disabled Sidewalk & Windrow Snow Clearing
Services required by the Operations Department were both originally awarded to
Birds Property Management, Hampton in 2009. Vendor performance issues
have resulted in termination of the both contracts.
1.2 The Operations Department is dissatisfied with the inconsistent level of service
received for Contract CL2009 -40 and CL2009 -43 and although Birds Property
Management, Hampton has been notified and acknowledged our concerns, there
has not been a significant improvement. On January 27, 2011, the Municipality
was prepared to terminate the agreement if the contractor would not commit to
an increased acceptable level of service, however Birds Property Management,
pre - empted the Municipality's request and in turn requested to be released from
both contracts in a letter submitted via e-mail and fax. In view of the
circumstances, the Municipality of Clarington has terminated both contracts with
Birds Property Management, Hampton, Ontario.
1.3 Further details with respect to the termination of the contracts can be obtained by
contacting the Director of Corporate Services or the Purchasing Manager.
2.0 ANALYSIS
2.1 For Contract CL2009 -40, there were no other bids received. Therefore, the
Municipality contacted the contractor who was awarded the snow removal
contract for Courtice and Bowmanville. B.J. Flint & Sons was asked if they would
be willing to provide snow removal services for Newcastle and Surrounding
Areas.
14 -3
REPORT NO.: COD - 007 -11
PAGE 4
2.2 B.J. Flint & Sons, Bowmanville, Ontario agreed to provide snow removal services
for Newcastle and Surrounding Areas. The cost to remove snow and sand /salt
Part A — Sidewalks and Part B Municipal Facilities is $2,205.06. If Part D pricing
is applied the total call -out price is $3,001.53.
2.3 After review and analysis of the pricing, it was mutually agreed by the Operations
Department and Purchasing Services that B.J. Flint & Sons, Bowmanville,
Ontario be awarded the contract for the balance of the term.
2.4 For Contract CL2009 -43, there were six other bids received. The Municipality
contacted B.J. Flint & Sons the next low bidder and asked if he would be
prepared to provide snow removal services for the senior snow removal contract.
B.J. Flint & Sons advised that taking on the Newcastle and Surrounding Areas
snow removal covered by contract CL2009 -40 will utilize their resources to the
maximum. The contractor did not want to take on another contract with the risk
of not being able to perform well.
2.5 The other bids were deemed not competitive ranging from $2,800.00 to
$4,700.00 per call -out depending on the area quoted. Therefore, pricing was
solicited from snow removal contractors who have successfully performed for the
Municipality in the past. B &D Tractor Service Limited provided pricing and
conducted a no charge trial demonstrating their ability to supply the work
requirements. B &D Tractor Service Limited, Bowmanville, Ontario provided
pricing at $2,673.94 per call -out to remove snow and sand /salt from urban areas
and $405.85 per call -out for rural areas. For reference the next lowest bid
submission from 2009 provided pricing at $4,713.86 per call -out to remove snow
and sand /salt from urban areas and $2,232.34 per call -out for rural areas.
2.6 B &D Tractor Service Limited, Bowmanville, Ontario agreed to provide snow
removal services for the Seniors & Physically Disabled Sidewalk & Windrow Snow
Clearing Services.
14 -4
REPORT NO.: COD - 007 -11
PAGE 5
2.7 After review and analysis of the pricing, it was mutually agreed by the Operations
Department and Purchasing Services that B &D Tractor Service Limited,
Bowmanville, Ontario be awarded the contract for the balance of the term.
2.8 Pending satisfactory service and pricing the contracts be extended for a third
year.
2.9 In December 2010, the Municipality awarded a contract to Bird's Property
Management for Boulevard Grass Cutting for the Region of Durham based on
Tender CL2010 -28. In view of the foregoing circumstances and the
recommendation that the Bird's Property Management be removed from the
Bidder's list, it is also recommended that the agreement for grass cutting be
terminated.
3.0 FINANCIAL
3.1 For Contract CL2010 -40, Birds Property Management & Grounds Control,
Hampton, Ontario, with a total estimated bid price of $4,816.44 per call -out
(excluding H.S.T.) compared to B.J. Flint & Sons with a total estimated bid price of
$3,001.53 per call -out (excluding H.S.T.). The price difference for a complete call
out is $1,814.91.
3.2 For Contract CL2010 -43, Birds Property Management & Grounds Control,
Hampton, Ontario, with a total estimated bid price of $811.58 per call -out
(excluding H.S.T.) compared to B &D Tractor Services with a total estimated bid
price of $3,079.79 per call -out (excluding H.S.T.). The price difference for a
complete call out is $2,268.21.
3.3 The funds required will be drawn from the Operations Department operating
budget for snow clearing and revenue received from the senior snow removal
program.
14 -5
REPORT NO.: COD - 007 -11
PAGE 6
3.4 Queries with respect to department needs, specifications, etc., should be referred
to the Director of Operations.
4.0 CONCLUSION
4.1 B.J. Flint & Sons, Bowmanville, Ontario, with a total estimated bid price of
$3,001.53 per call -out (excluding H.S.T.) for Tender CL2009 -40 - Snow Clearing &
Winter Maintenance Properties, Sidewalks & Parking Lots for Newcastle &
Surrounding Areas was awarded the contract for the reminder of the contract term.
4.2 B &D Tractor Services, Bowmanville, Ontario, with a total estimated bid price of
$3,079.79 per call -out (excluding H.S.T.) for Tender CL2009 -43 - Seniors &
Physically Disabled Sidewalk & Windrow Snow Clearing Services was awarded the
contract for the reminder of the contract term.
5.0 INPUT FROM OTHER SOURCES
5.1 This report has been reviewed by the Purchasing Manager, with the appropriate
department and circulated as follows:
Concurrence: Director of Operations
14 -6
Cladwgton
Meeting:
Date:
Report#:
REPORT
CORPORATE SERVICES DEPARTMENT
SPECIAL GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
FEB 25, 2011
COD - 008 -11
Resolution #:
File #:
By -law#: N/A
Subiect: CORPORATE ADVERTISING VERSUS CORPORATE NEWSLETTER
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD - 008 -11 be received;
2. THAT Council approve newsprint as the method of advertising Municipal required
notices and activities by allocating the current level of funding incorporated in the
2011 budget to newsprint advertising; and
3. THAT the municipal advertising policy be revised as appropriate.
Submitted by: /
Kkdrie Marano, H.B.Sc., AMCT,
Director of Corporate
Services /Human Resources
M M /gj
Reviewed by: 6 6--sz,
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 - 623 -3379
14 -7
REPORT NO.: COD - 008 -11 PAGE 2
1.0 BACKGROUND AND COMMENT
1.1 The current corporate advertising policy (attachment #2) provides for a
newsletter circular (the Clarington.net) and the newsprint advertising program
which is structured to keep the community informed. In addition the Clarington
website assists in the communication program and provides an opportunity to
participate in the process.
1.2 The focus of this report is to compare the reach and the cost impact of the
corporate advertising and the corporate newsletter programs in order to assess
the most effective method to keep the community informed and engaged in the
activities of the Municipality.
1.3 A brief comparison of both advertising activities is outlined in attachment #1.
2.0 CORPORATE NEWSLETTER
2.1 The corporate newsletter is intended to be all about the Municipality of
Clarington. It was created as a method of reducing the Municipality's
expenditure related to the corporate advertising program without reducing the
information being communicated to the community. The first issue of this
corporate newsletter, Clarington.net, was produced and distributed in February
2008.
2.2 Communications & Tourism creates the production schedule (material
deadlines and distribution dates); distributes to all the Municipal Departments;
and, coordinates the overall design and production of the newsletter. The
newsletter is issued quarterly (March, June, September and December) and
Municipal agencies (Clarington Museums, Visual Arts Centre of Clarington,
Clarington Public Library and the Clarington Older Adults) are invited to submit
material for publication. As of December 2010, 12 issues have been produced
and distributed to the residents of Clarington.
2.3 The 2011 budgeted expenditure for the directly related cost of the production is
estimated at $27,000, with a significant amount of staff time allocated to the
production which is not reflected in the budgeted amount.
3.0 CORPORATE ADVERTISING - NEWSPRINT
3.1 The corporate advertising program began in 2000 with full pages running
weekly in both the Canadian Statesman (now the Clarington This Week) and
the Orono Weekly Times. The goal was to provide the residents and
businesses of Clarington timely information about municipal activities and
opportunities. At its peak corporate advertising pages included statutory
14 -8
REPORT NO.: COD - 008 -11
PAGE 3
notifications (such as planning public meetings) as well as career opportunities,
tenders, and public information centres. They were also used to promote
revenue generating programs (e.g. recreation), facility rentals and animal
adoption opportunities through Animal Services. The corporate page also
included a list of coming events which featured the events
hosted /sponsored /promoted by resident community (non - profit) organizations.
3.2 The cost of the corporate advertising program is annually reviewed as part of
the municipal budget process. The advertising program allowable content was
significantly reduced as part of the 2007 budget restructuring; to provide only
for statutory notices published, with the remainder of advertising being
redirected to the corporate newsletter and the website. The 2010 budget
provided for additional required notices as determined by the Department
Heads and /or at the direction of the Chief Administrative Officer.
3.3 The estimated cost of the newsprint advertising program is included in the 2011
budget is at $ 64,000.
4.0 WHICH PROGRAM PROVIDES THE BETTER SERVICE TO THE CITIZENS
OF CLARINGTON?
4.1 This is not an easy question to answer as both programs have benefits. The
corporate newsletter objective is to have the Municipality tell its own story —
blow its own horn — where appropriate. It controls the message and how it is
delivered to the reader. The financial contribution is considerably lower than
that required by the corporate advertising program through newsprint but the
staff dedication is significantly higher.
4.2 Although the corporate advertising newsprint program is more expensive, it is
also timelier as the information is fresh to the reader which is of benefit if there
is a specific action required. In addition, there is a reduced staff involvement
and the production period is less intensive as it is spread over a continuous
period of time. The Municipality is still able to control the message and its
delivery but it is advertising versus a story.
4.3 The estimated cost of the combined total advertising program for newsprint and
the newsletter and allocated to the 2011 budget is $91,000.
5.0 CONSIDERATION OF NEWSPRINT FOR MORE CURRENT ADVERTISING
5.1 Should Council consider redirecting the funds from the newsletter to the weekly
newspaper advertising, there would be an opportunity to include some
advertising of income generating programs such as Community Services
special programs, over and above the regularly scheduled recreation programs
14 -9
REPORT NO.: COD - 008 -11
PAGE 4
contained in the Community Guides: Community groups including Museum
and Library would continue to be only advertised using the website and
community guides, maintaining cost containment of the weekly newsprint.
Employment opportunities would also be directed to the website, unless the
position is unusual and. requires newspaper advertisement.
5.2 The frequency of the Corporate advertising in newsprint would continue as it
does currently, by running ads when required notices and /or advertising are
requested by the Departments on an as needed basis. Municipal programs, as
directed by the Department for special events, public meetings, tax
installments, and other opportunities would be included in the articles
published. If no ads or notices are required in any given week, there would not
be any printed. Consistent with current practice, if an article is questionable in
terms of its applicability to the program restrictions, it would require the CAO
approval.
5.3 Council is requested to consider for inclusion in the 2011 budget, the newsprint
advertising program, with the funds allocated accordingly.
Attachment #1- Comparison Table Corporate Newsletter versus Corporate Advertising
Attachment #2 — Corporate Policy H1 - Advertising
14 -10
Attachment #1 to report COD- 008 -11
FEATURES
CORPORATE NEWSLETTER
I CORPORATE ADVERTISING
- NEWSPRINT
TOTAL ALL ADVERTISING
2011 BUDGET $91,000
CLARINGTON THIS WEEK
ORONO TIMES
NO. OF PAGES
12 TABLOID
1 TABLOID
1 TABLOID
SIZE OF RUN
30,000
24,550
paid subscription 1,200/1st edition
per month 4,500 (Newcastle)
ACTUAL DISTRIBUTION
28,954 DECEMBER 2010
FULL /SPOT COLOUR
FULL COLOUR
SPOT COLOUR
SPOT COLOUR
COST PER ISSUE/WEEK
$6,757
$1,750
$575/$840
NUMBER OF ISSUES
4
Average 29 weeks Average 20 weeks
$50,000 $14,000
COST PER YEAR
TOTAL $27,000
TOTAL $64,000
Municipality controls the message & content quality
Significant municipal content
Significant community content (provided by municipal
Information is current and on -time - no duplication of materials in other
agencies listed previously)
municipal publications
Spot colour (blue) is used although colour is available for an additonal
Topics and space are limited
fee
Specific publication date - Wednesdays - making it easier to teach the
ADVANTAGES
Pictures can be used throughout
community where and when to look for our information.
Distribution reaches northern parts of the community
Distribution and location of information is consistent
Supported by the municipal websites and social media
Departments submit advertising requirements weekly (traditional
feeds
deadline being Wednesday prior to the desired publication date)
Municipality controls the message and the quality of information
Supported by municiapl website and social media feeds
Less demand on staff resources outside of Communications
Significant demand on staff time to collect and prepare
material for inclusion
Larger financial contribution required
Intense production schedule (approximately 4 weeks
DISADVANTAGES
per issue)
Neither publication has 100% coverage of the Municipality
Content can be repetitive of material in other
publications - e.g. Recreation & Leisure Guide,
municipal website
Content is not always current relative to production
schedule
Timing of release prevents the publication from being
useful to promote activites such as public meetings,
public information centres
Content has become more community based and less
municipal
•
I
J
•
Attachment #2 COD - 008 -11
Leading the Way
Administrative and Corporate Policies
H1 ADVERTISING
Section:
Category:
Subsection:
Application:
1. Purpose:
H
Operations
H1
All Employees
Date Approved:
Last Revised:
Approved by:
September 12, 2000
October 5, 2010
Budget 2010/
FND- 004 -10
a) To provide a consistent means of advertising for the Municipality of Clarington.
b) To enhance Corporate image in a positive manner.
2. Policies:
a) The Communications and Tourism Division will be responsible for the coordination
and placement of statutory or required Municipal notices, advertising of job postings,
public meetings and tenders.
b) Print Media
i) Metroland ( Clarington This Week) will carry the Municipality's local
advertising and information promotions.
ii) - The Orono Weekly Times will continue to carry municipal advertisements on
an ad hoc basis. Advertisements and media releases that are of Clarington-
wide and/or Orono interest will continue to be sent for publication. No
specific page location is specified.
iii) The Municipality may produce and issue a newsletter to communicate non-
time sensitive municipal information. The publication will include
community based organization, local sports /recreation groups, ratepayers, and
Municipal Agencies' community based information. The frequency of the
newsletter will be determined through annual budget deliberation, or as
otherwise determined by Council.
Page 1 of 2 — All Employees: H1
14 -12
Attachment #2 COD - 008 -11
iv) Required notice such as tenders, quotes/RFPS that are governed by specific
legislation or government notice will be published on the municipal website or
other locations and other publications in accordance with related direction.
v) Job postings are advertised as required by the Department that has the
vacancy, limited by budget of the Communications & Tourism accounts.
Posting to agency and association venues that have cost implications is limited
to managerial positions or very market sensitive positions. All job postings
are advertised on the municipal website.
vi) Other advertisements as approved by Council resolution or CAO on specific
case by case basis.
c) On-Air/Broadcast Media
i) The corporate advertising use of broadcast media; television and radio. Corus
Entertainment (Channel 12) and Roger's Community 10 or other media
maybe used for information/advertising as required or at the direction of the
CAO, limited to annual budget allocation as approved by Council.
d) Website
i) The municipal website is a strong part of the marketing and promotion
strategy. Information/advertising will be placed on the municipal website in
order to augment the Municipality's requirement to keep the public informed.
The Communication & Tourism Division is responsible for overseeing the
development, maintenance and posting of information on the website.
3. Procedures:
a) The Departments will provide the Communication &Tourism Office with
information, either by hard copy or electronically, by 12:00 noon on Wednesday, for
inclusion in the following week's publication.
b) Costs of all notices /advertisements will be drawn from the Communications &
Tourism Office budget and all invoices will be processed by the same office.
c) The Chief Administrative Officer or Department Head will provide direction in
unusual or emergency situations related to interpretation of the above policy.
d) Policy Review
i) The Corporate Advertising/Program plan is to be reviewed annually during
the budget process. Changes to the program may be made by amendment to
the budgetary allotment, or as otherwise determined by Council.
Page 2 of 2 — All Employees: H1
14 -13
H A N D O U TS /CIRCULATION S
LoIdIFIrIg-LU
Ri Office
C
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nit Economic D
I
Presentation to Clarington Council - Monday, February 7h, 207 1
o n o m i c D eve I o on i
�M
Clarington
Board of Trade and
Office of Economic Development
Feb 2011 M
March 2010 N
November 09
Emails handled 2
20 -30 per day 2
20 -25 per day 2
20 -25 per day
Meetings with 7
existing businesses
78 3
33 2
26
Meetings with
prospective 3
32 1
17 1
14
businesses
Regional leads 1
10 1
13 9
9
New business 1
16 2
26 2
20
Business
expansion /inquiries 6
6 4
4 1
18
and moves
New jobs created 3
305 1
193 2
257
approximately a
approximately a
approximately
Clarington
Board of Trade and
Office of Economic Development
Your online source for
Business Permits and Licences
Since April 2010, 1062 hits
Clarin ton
Board of Trade and
Office of Economic Development
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United South EUrope Australia Asia
States of America
America
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Board of Trade and
Office of Economic Development
Advertising Opportunities
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Your Perfect Fit.. .
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Fame and Discover.. .
Stay to Succeed!
Visit(lafington's VideoTour Book at www.cbot.ca!
The Business Guide —
Toronto Star
Clarington
Board of Trade and
Office of Economic Development
conomic DeveloAment Activity
Feb 2011 March 2010 2009
Vacant Land
9
5
20
Inquiries
Vacant Space
7
7
30
Inquiries
Clarin ton
.f
Board of Trade and
9
Office of Economic Development
New Business & Employees
• R &R Tanning -2
• Mom's N ite
Out —1
• Mobile Computer
Services —1
Bowmanvill
• Dr. Campbell
Dentistry — 10
• Walmart — 250
• T -Zone Health — 2
• Thomas Baillie
Hair-4
• Lotus Yoga — 3
• O'Hennessy House
B&B-2
• Holiday Inn Express
& Suites - 20
• Mary Brown's
Chicken
• Niagra Recycling -
3
• Leslie H Ray
Chartered
Accountant — 3
• Snap Fitness - 3
• Pet Value -2
• Judeful Designs — 1
• The Hedgehog - 2
Clarington
41 11,910 — f Board of Trade and
Office of Economic Development
► Business Relocations
• Chanterelle's Bistro (Bowmanville)
• The Village Card & Gift (from Newcastle to Bowmanville)
• A Gift of Art (Newcastle)
► Businesses Closed
• The Linen Cupboard (Newcastle)
• Peak Men's Wear (Bowmanville)
• Orono Chiropractic (Orono)
• Comedy Royal Dinner Theatre (courtice)
• Diva's Den (Bowmanville)
• The Village Candy Shoppe (Bowmanville)
Clarington
Board of Trade and
Office of Economic Development
Industrial Sector and Developers Round Tables
Implementing Retail & Agricultural Round Tables
o Annual General Meeting & Business Awards (April 2010)
2nd Annual Energy Summit (June 2010)
Simply Social Networking Events
Economic Breakfast with Dan Hoornweg
Educational Seminars
• GTMA
• DSEA
• UOIT /Durham College
Clarington
Board of Trade and
Office of Economic Development
Canadian Nuclear AS.-S,.ociation
Annual Conference in Ottawa
February 23rd-25t', 2011
Last Year....
95 members in the Canadian Nuclear Association
maximum crowd of 775
58 exhibit booths
Clarin ton
Board of Trade and
Office of Economic Development
Federal Economic Development Agency of Southern
Ontario - 10 Year Economic Development Strategy
Canadian Environmental Assessment Agency Funding - For
Peer Review of the Darlington Nuclear Project
Environmental Impact Study (including a presentation at
the .Joint Review Panel meetings)
Economic Development Website Review through the
Economic Development Council of Ontario
'Opportunity to speak to the Standing Committee on
Finance for the Federal Government Pre - Budget
consultations.
Clarington
Board of Trade and
Office of Economic Development
±r ±f
Strategic Targeting
Clarington 2001 to 2,006
a
Emerging Sectors Strong Sectors
540
4
structw
Adnn:�a Serw'
F r 5fr
Prof &Tech ° s
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Trimsport
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Limited Potential Priority Retention
Targets
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20 :s
LsstabA++ Ouo'bent
Souxe. Statistics Canada 2001 & 2000 Census
20
Clarington
Board of Trade and
Office of Economic Development
CBOT/Physician Recruitment
Clarington
Board of Trade and
Office of Economic Development
Presentation
February 7th, 2011
Boskovic (Bowmanville Clinic)
• fir. AEI (Courtice Clinic)
• Dr. Brunton (Newcastle Clinic)
Took over Dr. Bisset's practice after she moved to
Full -time ER in Bowmanville
dton Phvs-ldan R
As of February 7t" we have 51 doctors
working in our community.
According to the Ministry of Health & Long-
Term Care we should have a complement of
56 —our vacancy rate is now 4 positions
Thank you for supporting CBOT Economic Development
and Physician Recruitment as we move forward,
focusing on the responsibility for advancing community
and business development through our attraction,
retention and expansion efforts.
Clarington
41 Board of Trade and
Office of Economic Development
www.cpot.ca http: / /docs4.clarington.net
Publl* c Meeti* ng on
0
Planni* ng App lications
Monday, February 7 , 2011
Clarington Planning Services Department
Application by
Halminen Homes
Application to permit; increased garage
widths, increased garage projections, and
increased lot coverage on lots with one
storey dwellings.
Clarington Planning Services Department
yQ Property Location Map(Courtice)
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SC-2007-0009 18T--95028 -
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ZBA 2010-0025
,Zoning By-law Amendment
18T-95028 and SC 2007-0009
Legend Draft Plan of Subdivision
Subject Site
Other Lands Owned By Applicant
M Owner: Halminen Building Corporation
Background
■ Lands rezoned in 2008 from Agricultural to
current Urban Residential Exception Zones
Applicant has submitted a letter in support of
their requested changes
Seeking :
Wider garages
Increased garage projections
Increased lot coverage for lots with single
storey dwellings
Clarington Planning Services Department
Key Issues and Interests
■ Clarington Official Plan
Houses should be sited with a consistent
setback
House designs should incorporate prominent
entrances and front porches
Garages should not be the dominant feature
Clarington Planning Services Department
Key Issues and Interests
• Building at the maximum permitted lot
coverage
• Garage-dominant streetscapes
• Building neighbourhoods at a human scale
Clarington Planning Services Department
Public Comments
® None received to date
Clarington Planning Services Department
Conclusion
■ It is recommended that staff continue
processing , including preparation of a
subsequent report.
Clarington Planning Services Department
yQ Property Location Map(Courtice)
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M Owner: Halminen Building Corporation
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GP&A PRESENTATION Municipality of Clarington PRELIMINARY BUILDING MODEL Ing
2011.02.07 Newcastle Fire Station
AREA SUMMARY
6 -Bay Apparatus Area 5371 ft2
Apparatus Support 1056 ft2
Emergency Operations Centre 1097 ft2
Offices 324 ft2
Changerooms /Washrooms 765 ft2
Daytime Activity Areas 750 ft2
Dormitory 649 ft2
Circulation & Vestibules 1761 ft2
Building Services 436 ft2
Total
12210 ft2
GP & A PRESENTATION Municipality of Clarington AREA SUMMARY Ing
2011.02.07 Newcastle Fire Station