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Home My WebLink About02/01/1999 eMUNICIPALITY OF varington ONTARIO GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: FEBRUARY 1, 1999 TIME: 9:30 A.M. PLACE: COUNCIL CHAMBERS 1. ROLL CALL 2. DISCLOSURES OF PECUNIARY INTEREST 3. MINUTES (a) Minutes of a Regular Meeting of January 18, 1999 4. PRESENTATIONS (a) Inspector Ross Smith and Staff Sergeant Bill Temple Durham Regional Police, 161h Division, 77 Centre Street North, Oshawa, L1 G 4137 — Video Camera Surveillance - Sudbury Experience (b) Angela Stern lannuzziello, P. Eng., Entra Consultants Inc. 2800 Fourteenth Avenue, Suite 210, Markham, L3R OE4 - Highway 2 Transit Study 5. DELEGATIONS (a) Ben Chartier, Handi-Transit, 44 William Street West Oshawa, L1 G 1 J9 — Update of Handi-Transit Activities (b) Representative of the Bowmanville Business Improvement Centre, P.O. Box 365, Bowmanville, L1C 31_1 — Report CD-7-99 (c) Sam Cureatz, 104 James Street West, Newcastle L1 B 1 C6 — Report PD-13-99 6. PUBLIC MEETINGS (a) Rezoning Application and Amendment to Draft Approval, Halloway Holdings Ltd., Part Lots 11 and 12, Concession 1, Former Town of Bowmanville Longworth Avenue and High Street REPORT PD-11-99 — HALLOWAY HOLDINGS LTD. 501 CORPORATION OF THE MUNICIPALITY OF CLARINOTON 9 40 TEMPERANCE STREET • BOWMANVILLE -ONTARIO • L1 3A6 • (905) 623-3379 • FAX 623.4169 RECYCLED G.P.& A. Agenda - 2 - February 1, 1999 7. PLANNING AND DEVELOPMENT DEPARTMENT (a) PD-1 1-99 - Rezoning Application and Amendment to Draft Approval, Halloway Holdings Ltd., Part Lots 11 and 12, Concession 1 Former Town of Bowmanville Longworth Avenue and High Street 601 (b) PD-12-99 - Application for Removal of Part Lot Control, Green Martin Holdings Ltd. 40M-1940, Part Lot 17, Concession 1 Former Township of Darlington 612 (c) PD-13-99 - Clarington Official Plan Amendment Sam Cureatz on behalf of Walter and James Hale, Part Lot 18, Concession 4 Former Township of Clarke 6181 (d) PD-16-99 - Part Lot Control, 1249981 Ontario Limited, Part Lot 30, Concession 3 Former Township of Darlington Lots 7 — 19, Blocks 28 — 32 all Inclusive on 40M-1945 629 (e) PD-17-99 - Application for Removal of Holding (H) Symbol, Martin Road Holdings Ltd. 40M-1944, Part Lot 16, Concession 1 Former Township of Darlington 6341 8. CLERK'S DEPARTMENT (a) CD-7-99 - Parking Proposal — Bowmanville Business Centre 701 9. TREASURY DEPARTMENT (a) TR-4-99 - Year 2000 801 (b) TR-5-99 - Tender CL98-22, Oil and Lubricants 8061 (c) TR-6-99 - Cash Activity Report - November, 1998 808 (d) TR-7-99 - Insurance Pooling Status Update 815 G.P.& A. Agenda - 3 - February 1, 1999 10. FIRE DEPARTMENT No Reports 11 . COMMUNITY SERVICES DEPARTMENT No Reports 12. PUBLIC WORKS DEPARTMENT No Reports 13. ADMINISTRATION i No Reports 14. UNFINISHED BUSINESS (a) Addendum #2 to CD-34-97 - Long Term Service and Retirement 1301 15. OTHER BUSINESS 16. ADJOURNMENT THE MUNICIPALITY OF CLARINGTON General Purpose and Administration Committee January 18, 1999 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, January 18, 1999 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were: Mayor D. Hamre Councillor J. Mutton Councillor J. Rowe Councillor J. Schell Councillor C.Trim Councillor T. Young Absent: Councillor M.Novak i Also Present: Chief Administrative Officer, F. Wu Director of Community Services,J. Caruana(until 12:00 noon) Fire Chief, M.Creighton(until 12:00 noon) Treasurer, M. Marano(until 12:00 noon) Acting Director of Planning and Development, D. Crome(until 12:00 noon), Director of Public Works, S. Vokes(until 12:00 noon) Deputy Clerk, M. Knight Stanley Mayor Hamre chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Rowe indicated that she would be disclosing a pecuniary interest with respect to Report PD-10-99. MINUTES Resolution #GPA-20-99 Moved by Councillor Schell,seconded by Councillor Trim THAT the minutes of a regular meeting of the General Purpose and Administration Committee held on January a, 1999, be approved. "CARRIED" S J 1 G.P. & A. Minutes -2- January 18, 1999 DELEGATIONS (a) Nancy Scott, Big Brothers of Clarington,23 Scugog Street, Bowmanville, L1C 3H7—the delegation of Nancy Scott was deferred to later in the meeting because of icy road conditions. (b) John O'Toole, M.P.P.,Durham East,75 King Street East, Bowmanville L1C 1 N4—advised that he is accessible and available to his constituents and the Municipality. He informed Members of the Committee of the following Provincial Government initiatives: • The Ontario Volunteer Service Awards • International Year of Older Persons • The Ontario Ministry of Citizenship,Culture and Recreation—Recreation Development Fund(RDF) • The Greater Toronto Services Board created by Bill 56—noting that this is an authority to setup GO Transit only and that the Bill reflects the fact that the Province recognizes the"opting out"provision and also recognizes the rural component. He is pleased with the"Year 2000 Summer Games"which will be held in the Regional Municipality of Durham. (a) Nancy Scott, Big Brothers of Clarington,23 Scugog Street, Bowmanville, L1C 3H7—re: Report CD-3-99 noted that, in her estimation Council should p , support only the 16 local organizations which have applied for advanced funding on the basis that these organizations do not have another municipality to which they can make application in their ever increasing need for funding. PUBLIC MEETINGS i Pursuant to the Planning Act, the Council of the Municipality of Clarington, through its General Purpose and Administration Committee, is holding a Public Meeting for the following applications: (a) Clarington Official Plan Amendment and Rezoning Applications- Part Lot 9,Concession 4, Former Township of Clarke—John and Geraldine Fialka (b) Draft Plan of Subdivision and Rezoning Applications— Part Lot 35, Concession 2, Former Township of Darlington—Taunton Terrace Limited The Deputy Clerk advised that public notice for the rezoning application was sent by first class mail on or before December 18, 1998,to all property owners within 120 metres of the subject properties in accordance with the latest municipal assessment record. In addition, notice was also posted on the site prior to December 18, 1998. This notice procedure is in compliance with the Ontario Regulation made under the Planning Act. .� U2 G.P. &A. Minutes -3 - January 18, 1999 PUBLIC MEETINGS CONT'D Public notice for the Official Plan Amendment application was posted on the site on/or prior to December 18, 1998. In addition, Public Notice by first class mail was sent on/or before December 18, 1998,to all property Owners within 120 metres of the subject property in accordance with the lastest municipal assessment records. This notice procedure is in compliance with the Ontario Regulation made under the Planning Act. The Clerk's Department sent public notice for the proposed plan of subdivision application by first class mail on or before December 18, 1998,to all property owners within 120 metres of the subject property in accordance with the latest municipal assessment records. In addition,notice was also posted on site prior to December 18, 1998. This notice procedure is in compliance with the Ontario Regulation made under the Planning Act. The Chairman announced that the Acting Director of Planning and Development would describe the purpose and effect of the proposed amendments,then the objectors would be heard,followed by the supporters and the applicant. (a) Report PD-8-99—John and Geraldine Fialka—the purpose and effect of the application is to amend the Clarington Official Plan and Zoning By-law to permit the construction of a single detached dwelling and related accessory buildings on each of the two existing lots. No one spoke in opposition to or in support of this application. John Fialka,291 Thornton Road,Oshawa, L1J 6T2—requested clarification regarding the need for an Official Plan Amendment application. He questioned whether the Municipality will reimburse his costs incurred for the preparation of an Environmental Protection Study if he is not allowed to build. (b) Report PD-9-99—Taunton Terrace Limited—the purpose and effect of the application is to amend the conditions of draft approval by including additional lands within the limits of the draft plan and increase the number of dwellings by nine(9)—(8 additional semi- detached dwelling units and I single family dwelling unit). No one spoke in opposition to or in support of this application. Mark Foley,Taunton Terrace Limited, P.O. Box 11,319 College Avenue, Oshawa, L1H 7K8,-spoke on behalf of the applicant and noted that this project is to finish what was previously started. D.G. Biddle and Associates will address the parking requirements. J � 3 G.P. & A. Minutes -d- January 18, 1999 PLANNING AND DEVELOPMENT DEPARTMENT Clarington Official Resolution#GPA-21-99 Plan& Rezoning Fialka Moved by Councillor Schell,seconded by Councillor Trim D09.COPA.98.006 THAT Report PD-8-99 be received; THAT the applications filed by Dave Passant, on behalf of John and Geraldine Fialka,to amend the Clarington Official Plan and the Zoning By-law be referred back to staff for further processing and the preparation of a subsequent report;and THAT all interested parties listed in Report PD-8-99 and any delegations be advised of Council's decision. "CARRIED" Amendment to Resolution#GPA-22-99 Conditions of Draft Plan Approval Moved by Councillor Schell,seconded by Councillor Mutton Taunton Terrace Limited THAT Report PD-9-99 be received; D 12.18T.97002 THAT the application for an amendment to conditions of draft plan approval for a revised draft plan of subdivision submitted by Taunton Terrace Limited be referred back to staff for further processing and preparation of a subsequent report pending receipt of all outstanding comments,taking into consideration all the comments reviewed; THAT within 15 days of the Public Meeting,the Commissioner of Planning for the Region of Durham be advised and provided, by sworn declaration from the Clerk, the following: • That the Municipality held a Public Meeting in accordance with Section 51 (21.1)of the Planning Act for the subject subdivision application; • A copy of the minutes of the said meeting; • A copy of all written submissions received by the Municipality; • A list of all persons and public bodies, including their mailing addresses,that made oral submissions at the public meeting or written submissions; and • A copy of the report and the Council decision i THAT all interested parties listed in Report PD-9-99 and any delegations be advised of Council's decision. "CARRIED" Councillor Rowe made a declaration of pecuniary interest with respect to Report PD-10-99;vacat{ chair and refrained from discussion and voting on the subject matter. Councillor Rowe's husband" partner of one of the applicant organizations. i � v `t G.P. &A. Minutes - 5 - January 18, 1999 PLANNING AND DEVELOPMENT DEPARTMENT CONT'D Semi-Annual Resolution#GPA-23-99 Report on Site Plan Activities Moved by Councillor Mutton,seconded by Councillor Schell THAT Report PD-10-99 be received for information. "CARRIED" Resolution#GPA-24-99 Moved by Councillor Trim,seconded by Councillor Mutton THAT the Committee recess for 15 minutes. "CARRIED" The meeting reconvened at 10:50 a.m. CLERK'S DEPARTMENT Councillor Trim chaired this portion of the meeting. Applications Resolution#GPA-25-99 for the Advance Funding Program Moved by Mayor Hamre,seconded by Councillor Mutton P09.GE THAT Report CD-3-99 be tabled to the Council Meeting scheduled for January 25, 1999. "CARRIED" Animal Services Resolution#GPA-26-99 Monthly Report December, 1998 Moved by Councillor Schell, seconded by Councillor Mutton P14.MO THAT Report CD-4-99 be received for information; and THAT a copy of Report CD-4-99 be forwarded to the Animal Alliance of Canada and the Animal Advisory Committee. "CARRIED" Parking Resolution#GPA-27-99 Enforcement Monthly Report Moved by Councillor Mutton,seconded by Councillor Schell December, 1998 T02.PA THAT Report CD-5-99 be received for information;and THAT a copy of Report CD-5-99 be forwarded to the Bowmanville Business Centre for their information. "CARRIED" .� � 5 G.P. &A. Minutes -6- January 18, 1999 CLERK'S DEPARTMENT CONT'D Appointment Resolution#GPA-28-99 of Low-Level Radioactive Moved by Mayor Hamre,seconded by Councillor Mutton Waste Committee C 12.PO THAT Report CD-6-99 be referred to the end of the agenda to be considered at a "closed" meeting. "CARRIED" Councillor Mutton chaired this portion of the meeting. TREASURY DEPARTMENT Replacement of Resolution#GPA-29-99 Existing Telephone Moved by Councillor Rowe,seconded by Councillor Schell and Voice Mail Systems THAT Report TR-3-99 be received; A 12.BE L04.BE THAT a contract to lease for a three(3)year term from Bell Canada,the Mitel EL Telephone System with Mitel Mail and new digital sets for a total approximate monthly amount of$1,679.95, plus G.S.T. (Lease Agreement, Option 4)be approved; THAT the Municipality of Clarington authorize Bell Canada to switch the j telephone lines at the Municipal Administrative Centre and other applicable off site locations,to Centrex lines; THAT the required funds be provided for in the respective current years Unclassified Administration Leases, Account#7007-00000-0520; THAT Purchasing By-law#94-129, Paragraph 6, Item 6.01, be waived for this transaction;and THAT the By-law attached to Report TR-3-99(Schedule"A")authorizing the Mayor and Clerk to execute the agreement be approved, FORTHWITH. "CARRIED" Councillor Schell chaired this portion of the meeting. FIRE DEPARTMENT Monthly Fire Resolution#GPA-30-99 Report December, 1998 Moved by Councillor Rowe,seconded by Councillor Young CI I.FD THAT Report FD-1-99 be received for information. "CARRIED" 5U0 G.P. &A. Minutes -7- January 18, 1999 FIRE DEPARTMENT CONT'D Addendum to Resolution#GPA-31-99 Report FD-8-98 T07.RO Moved by Councillor Rowe,seconded by Mayor Hamre THAT Report FD-2-99 Addendum to Report FD-8-98 be received; THAT the Rural House Property Address Identification Program be implemented in the spring of 1999; and THAT the cost related to the program be recovered from the residents directly involved in the program. "SEE FOLLOWING MOTIONS" Resolution#GPA-32-99 Moved by Councillor Mutton,seconded by Councillor Young THAT Report FD-2-99 be divided to allow for consideration of Paragraph 3 separately. "CARRIED" i Resolution#GPA-33-99 Moved by Councillor Rowe,seconded by Mayor Hamre THAT Report FD-2-99 Addendum to Report FD-8-98 be received;and THAT the Rural House Property Address Identification Program be implemented in the spring of 1999. "CARRIED" Resolution#GPA-34-99 Moved by Councillor Rowe,seconded by Mayor Hamre THAT the cost related to the program be recovered from the residents directly involved in the program. "MOTION LOST" Resolution#GPA-35-99 Moved by Councillor Mutton,seconded by Councillor Trim THAT the cost related to the Rural House Property Address Identification Program i be referred to the 1999 budget discussions. "CARRIED" Sul G.P. &A. Minutes - 8- January 18, 1999 FIRE DEPARTMENT CONT'D Emergency Resolution#GPA-36-99 Planning Update Moved by Councillor Mutton,seconded by Councillor Young P16.FD THAT Report FD-3-99 be received for information. "CARRIED" Councillor Rowe chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT Canada World Resolution#GPA-37-99 Youth Exchange Program Moved by Councillor Schell, seconded by Councillor Young Russia/Ontario 1998 THAT Report CS-1-99 be received for information. R06.RE "CARRIED" Aquatic Program Resolution #GPA-38-99 Statistics Moved by Councillor Mutton,seconded by Councillor Young THAT Report CS-2-99 be received for information. "CARRIED" Pre-Teen Resolution #GPA-39-99 Dance Moved by Councillor Schell, seconded by Councillor Young THAT Report CS-3-99 be received for information. "CARRIED" i Councillor Young chaired this portion of the meeting. PUBLIC WORKS DEPARTMENT i Request for Resolution 4GPA-40-99 Snow Ploughing Service for Moved by Councillor Mutton,seconded by Councillor Trim CP Railway T06.GE THAT Report WD-1-99 be received; THAT the request for snow ploughing service on the laneway owned by Canadian Pacific Railway serving the property at 10291 Old Scugog Road, be denied;and THAT Victoria Stephenson be advised of Council's decision. "CARRIED" G.P. &A. Minutes -9- January 18, 1999 PUBLIC WORKS DEPARTMENT CONT'D Monthly Report Resolution#GPA-41-99 on Building Permit Activity Moved by Councillor Schell,seconded by Councillor Mutton December, 1998 PIO.MO THAT Report WD-2-99 be received for information. "CARRIED" Stormwater Resolution#GPA-42-99 Runoff Concerns Mr. Bellman Moved by Councillor Mutton,seconded by Councillor Rowe THAT Report WD-3-99 be received; THAT staff meet with the owner of the Mearns II subdivision,(Plan 18T-89064) and resolve Mr. Bellman's stormwater runoff concerns by the owner installing interim remedial stormwater management works to control the rate of runoff from their lands;and THAT a copy of Report WD-3-99 be forwarded to Mr. George Bellman,to the Central Lake Ontario Conservation Authority, and to the owner of the Mearns II subdivision lands(Plan 18T-89064),and that Mr. Bellman be advised of Council's decision in writing. "CARRIED" Level of Service Resolution 9GPA-43-99 on Cobbledick Street,Orono Moved by Councillor Mutton,seconded by Councillor Trim THAT Report WD-4-99 be received; and I THAT staff be directed to provide a level of service to Cobbledick Street in Orono, consistent throughout Clarington,and as recommend in Report WD-4-99. "CARRIED" Transfer Station Resolution #GPA-44-99 Public Tipping Services Moved by Councillor Rowe,seconded by Councillor Mutton THAT Report WD-5-99 be received; THAT the request of Canadian Waste to allow the public to drop off non-hazardous waste at the transfer station be approved; THAT the rate per tonne to be charged to the general public by Canadian Waste be consistent with the Region of Durham policy in place at their transfer and disposal sites, with the exception that a minimum fee of$7.00 per vehicle be charged; THAT the Municipality of Clarington shall receive the royalty presently in place for Non-Hazardous Waste,and that the royalty for public drop-off for the site be reviewed and reported back to Council by the Director of Public Works,prior to December 31, 1999; .� � 9 G.P. &A. Minutes - 10- January 18, 1999 PUBLIC WORKS DEPARTMENT CONT'D THAT the current agreement be amended to permit drop-off and to provide for the payment of the royalty for this service, THAT the Mayor and Clerk be authorized to execute the amendment to the agreement dated January 2, 1998; and THAT the appropriate by-law be forwarded to Council. "CARRIED" Mayor Hamre chaired this portion of the meeting. ADMINISTRATION Confidential Resolution#GPA-45-99 Report ADMIN-2-99 Moved by Councillor Schell,seconded by Councillor Mutton i THAT Confidential Report ADMIN-2-99 be referred to the end of the agenda to be considered at a"closed"meeting. , "CARRIED" UNFINISHED BUSINESS i Delegation of Resolution 4GPA-46-99 Nancy Scott P09.GE Moved by Councillor Mutton,seconded by Councillor Young I i THAT the delegation of Nancy Scott, Big Brothers of Clarington,be received with appreciation. "CARRIED" Delegation of Resolution#GPA-47-99 John O'Toole M.P.P., Durham Moved by Councillor Mutton, seconded by Councillor Young East THAT the delegation of John O'Toole, M.P.P., Durham East be received with appreciation. "CARRIED" i � I G.P. &A. Minutes - 11 - January 18, 1999 OTHER BUSINESS There were no items considered under this section of the agenda. Resolution#GPA-48-99 Moved by Councillor Rowe,seconded by Councillor Mutton THAT the meeting be"closed". "CARRIED" Resolution#GPA-49-99 Moved by Councillor Schell,seconded by Councillor Mutton THAT the actions taken at the"closed"meeting be ratified. "CARRIED" i Low Level Resolution#GPA-50-99 Radioactive Waste Committee Moved by Councillor Schell,seconded by Councillor Young P09.GE THAT the following six individuals be appointed to the Low Level Radioactive Waste Committee, FORTHWITH: Barbara Humphrey Jean Payne Sarwan Sahota Jon A. Sigurdson John Stephenson Harvey Thompson. "CARRIED" ADJOURNMENT Resolution#GPA-51-99 Moved by Councillor Young,seconded by Councillor Schell THAT the meeting adjourn at 12:38 p.m. "CARRIED" i MAYOR DEPUTY CLERK 511 REPORT: PD-11-99 CORPORATION OF THE MUNICIPALITY OF CLARINGTON Halloway Holdings Ltd. NOTICE OF PUBLIC MEETING TAKE NOTICE that an application for amendment to Draft Approval of plans of subdivision 18T-82037 and 18T-87087 has been received by the Regional Municipality of Durham, pursuant to Section 51 of the Planning Act 1990,as amended. TAKE NOTICE that the Council of the Corporation of the Municipality of Clarington will hold a public meeting to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act, 1990, as amended, and a proposed amendment to the two (2) Draft Approved plans of subdivision under Section 51 of the Planning Act, 1990,as amended. The proposed zoning by-law amendment would change the zone category of a 2.24 ha(5.53 acres) parcel of land located in Part Lot 12, Concession 2, former Town of Bowmanville (as shown on reverse) from "Holding Urban Residential Type Two ((H)R2) and "Holding - Urban Residential Exception ((H)R4-9)" to permit the development of 26 semi-detached/link lots(52 units). The proposed revisions to Draft Approved Plans of Subdivision 18T-82037 and 18T-87087 include the areas subject to rezoning, plus additional lands within 18T-82037. The revisions would change a total of 76 single detach dwelling units and 39 townhouse units to 60 single detached dwelling units and 52 semi detached/link units. ,I ANY PERSON may attend the public meeting and/or make written or verbal representation either in support of or in opposition to the proposal. In that Staff can not confirm the precise time at which the Public Meeting portion of the agenda will be heard, it is noted for your information that the start time listed below reflects the time at which the General Purpose and Administration Committee Meeting commences. DATE: MONDAY,FEBRUARY 1, 1999 TIME: 9:30 A.M. PLACE: Council Chambers,Municipal Administrative Centre, 40 Temperance St.,Bowmanviile,Ontario IF A PERSON OR PUBLIC BODY that files an appeal of a decision of Clarington Council in respect of the proposed zoning by-law does not make oral submissions at a public meeting or make written submissions to the Municipality f Clarington tY g n before the proposed Zoning By-law is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. IF A PERSON OR PUBLIC BODY that files an appeal of a decision of the Region of Durham a approval authority, s the ry in respect of the proposed plan of subdivision, does not make oral submissions at the public meeting, or make written submissions to the Region of Durham before the proposed plan of subdivision is approved or refused,the Ontario Municipal Board may dismiss the appeal. If you wish to be notified of the decision of the Region of Durham in respect of this proposed plan of subdivision, you must make a written request to the Region of Durham, Planning Department, 1615 Dundas Street East, 4th Floor, Lang Tower,West Building, P.O. Box 623,Whitby,Ontario, L1 N 6A3. ADDITIONAL INFORMATION relating to the proposal is available for inspection between 8:30 a.m. and 4:30 p.m. (8:00 a.m, to 4:00 p.m. for the months of July and August) at the Planning Department, 40 Temperance Street, Bowmanville, Ontario or by calling Carlo Pellarin at 623-3379. DATED.A MUNICIPALITY OF CLARINGTON THIS 4t D January 1999 Patti Municipality of Clarington 40 Temperance Street BOWMANVILLE,Ontario LIC 3A6 PLANNING FILE: DEV 98-068, 18T-82037 & 18T-87087 CLERK'S FILE: D14.DEV. 98-068 and D12 18T82-037 and D12 18T 87- 5 � 1 LANDS SUBJECT LANDS SUBJECT TO REZONING TO REVISIONS TO 18T-82037 DRAFT APPROVAL 18T-87087 LOT 12 LOT 11 AVENUE z uj W o U z 0 RESCEW T1171 UL tz w c� O O TH ST. S co F—ri-7 FTM Ili BOWMANVILLE KEY MAP DEV. 98-068 5 !j 2 DN: PD-11-99 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT PUBLIC MEETING Meeting: General Purpose and Administration Committee File # Date: February 1, 1999 Res. # Report #: PD-11-99 FILE #: DEV 99-0681 By-law # 18T-82037 & 18T-87087 Subject: REZONING APPLICATION AND AMENDMENT TO DRAFT APPROVAL — HALLOWAY HOLDINGS LIMITED PART LOT 11 & 12, CONCESSION 2, FORMER TOWN OF BOWMANVILLE LONGWORTH AVENUE AND HIGH STREET FILE: DEV 98-068, 18T-82037 & 18T-87087 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-11-99 be received ; 2. THAT application to amend the Municipality Zoning By-law 84-63 of the former Town of Newcastle, as amended, and applications for proposed amendment to draft approval for 18T-82037 and 18T-87087; submitted by G.M. Sernas & Associates on behalf Halloway Holdings Limited be referred back to staff for the preparation of a subsequent report upon resolution of all outstanding issues; 3. THAT within 15 days of the Public Meeting, the Commissioner of Planning for the Region of Durham be advised and provided, by sworn declaration from the Clerk the following: i) that the Municipality held a Public Meeting in accordance with Section 51 (21.1) of the Planning Act for the subject subdivision application; ii) a copy of the minutes of said meeting; iii) a copy of all written submissions received by the Municipality; and iv) a list of all persons and public bodies, including their mailing addresses, that made oral submissions at the public meeting or written submissions; and 4. THAT the Durham Region Planning Department, and all interested parties listed in this report and any delegation be advised of Council's decision. REPORT NO.: PD-11-99 PAGE 2 1. APPLICATION DETAILS 1.1 Applicant: Halloway Holdings Limited 1.2 Agent: G.M. Sernas & Associates 1.3 Rezoning: From "Holding - Urban Residential Type Two ((H)R2)" and "Holding - Urban Residential Type Three ((H)R3)" to an appropriate zone to permit the development of twenty-six (26) semi-detached/link lots, 52 units. 1.4 Proposed amendment to Draft Approval: To revise a total of 115 draft approved units (76 single r detached dwelling units and 39 block townhouse units) to a total of 112 proposed units (60 single detached dwelling units and 52 semi-detached/linked dwelling units). 1.5 Area of Zoning: 2.24 ha (5.53 acres) 2. LOCATION 2.1 The property subject to application for rezoning is located in Part Lots 11 & 12, Concession 2, former Town of Bowmanville. The lands are described as being south of Longworth Avenue between Middle Road and Liberty Street and generally north of Meadowview Blvd. The rezoning application includes lands in two (2), separate but adjacent, draft approved plans of subdivision. The rezoning application has been submitted in conjunction with applications for amendment to draft approval to both 18T-82037 and 18T-87087 (see Attachment No. 1). 6 2 REPORT NO.: PDA 1-99 PAGE 3 3. BACKGROUND 3.1 Draft approved for plan of subdivision 18T-82037, adjacent to Liberty Street, was revised on July 10, 1997 for a total of 363 units. The draft approval includes; 2 blocks, 150 units, for high density development, a block for a Local Central Area, a block for a separate elementary school, and a park block. Plan of subdivision 18T- 87087, adjacent to Middle Road, as revised, was granted Draft Approval on April 19, 1996 and has a total of 509 units. It also contains a block for a Local Central Area, a block for a public elementary school, and a park block, as well as a 39 unit medium density block. Both plans have had registration and construction of at least one phase of residential development. St. Elizabeth Catholic Elementary School has been developed in 18T-82037 along with the necessary portions of Longworth Avenue for access from the west. 3.2 The combined applications for rezoning and amendment to draft approval to 18T-82037 and 18T-87087 propose three changes: i) eliminate a 1.127 ha (2.78 acre), 39 unit townhouse block in 18T-87087 and introduce a local road intersecting with Longworth Ave. (Street Z) opposite Laurelwood St with 18.0 m frontage semi-detached/link lots. Rezoning is required; ii) eliminate 23 single detached dwelling units fronting on the High St. extension in 18T-82037 and replace them with 18.0 m frontage semi- detached/linked lots and allow for the intersection of the above referenced Street Z with High St. (Street A in 18T-82037). Rezoning is required; and iii) revise 53 single detached, R2 zoned lots fronting on the Clayton Crescent extension and the south side of the Longworth Ave. extension east of High St. in 18T-82037 to 60 lots by reducing the lot frontages to a minimum of 12.0 m (40 ft). No change to the zoning is required. b 3 REPORT NO.: PD-11-99 PAGE 4 3.3 The following table summarizes the number of units draft approved and registered in each plan of subdivision, as well as the proposed revisions. 18T-82037 18T-87087 Units Draft Proposed Draft Proposed Approved J Revisions Approved 'Revisions 12.0 m single 40 75 148 148 13.5 m single 51 21 28 28 15.0 m single 74 57 — — 9 m semi/link 48 70 182 208 6.0 m on-street — — 106 106 townhouse Block — — 39 townhouse Apartment 150 150 — — Total 363 3731 503 490 4 EXISTING AND SURROUNDING USES 4.1 Existing Uses: the subject lands are currently vacant 4.2 Surrounding Uses. East - existing residential and Liberty Street; West - existing residential and Middle Road; South - existing residential; and North - St Elizabeth Catholic Elementary School, residential and vacant lands. 5. OFFICIAL PLAN POLICIES 5.1 Within the Durham Regional Official Plan the subject property is designated "Living Area". The predominant use of land within this designation shall be for housing purposes. The Transportation schedule, of the Durham Plan, identifies Longworth Avenue as a future Type "C" arterial road. 5.2 Within the Clarington Official Plan the subject lands are designated Urban Residential within the Bowmanville Urban Area, and are within proximity of two 6 4 REPORT NO.: PD-11-99 PAGE 5 Local Central Area symbols, one at Longworth Ave. and Liberty St. and the other at Middle Rd and Longworth Ave. The lands are located within the Elgin Neighbourhood (No. 7). The predominant use of land within the Urban Residential designation shall be for housing purposes. 5.3 The Local Central Area designation at Liberty St. and Longworth Ave. includes 50 medium density units and 150 high density units in addition to the retail and office floor space. The Local Central Area symbol at Longworth Ave. and Middle Road includes 150 medium density units in addition to the retail and office floor space. The Transportation Schedule of the Clarington Official Plan also identifies Longworth Ave. as a Type C arterial road. The policies for Type C arterial roads generally discourage private access for residential areas, except for apartment/townhouse blocks. 6 ZONING BY-LAW PROVISIONS 6.1 The lands subject to the combined rezoning and amendment to draft approval are zoned "Holding - Urban Residential Type Two ((H)R2)" and "Holding — Urban Residential Type Three ((H)R3)". These zones would not permit the proposed semi- detached/link lots. The lands subject to amendment to draft approval for revision to the 12.0 m frontage single detached lots comply with the R2 zone provisions. i 7 AGENCY COMMENTS 7.1 The application was circulated to a limited number of agencies for comments. To date comments remain outstanding from: • Regional Works Department; • Regional Planning Department; • The Peterborough Victoria Northumberland and Clarington Separate School Board; and • The Kawartha Pine Ridge District Public School Board 6 5 REPORT NO.: PD-11-99 PAGE 6 7.2 The Clarington Public Works Department, Engineering Division have commented that the subject applications are within the Zone 2 water pressure zone. All development in this zone is frozen until such time the Region of Durham has constructed the necessary facilities to increase the water pressure in this zone. This application should be tabled until the water pressure issue has been resolved. 7.3 Clarington Hydro has advised they have no objection to the referenced application. 8 PUBLIC MEETING 8.1 Public notice was given by mail to each landowner within 120 metres of the subject site and public notice signs were installed on Longworth Avenue and High Street. 8.2 As of the wi ' writing of this report staff have received a number of counter and hone g p p enquiries. The majority of enquiries have expressed concern with a reduction of lot sizes fronting on Longworth Ave. and Clayton Cres. Other concerns included an abundance of semi-detached/link lots in this area. 9. STAFF COMMENTS 9.1 The proposed revisions to draft approval associated with the introduction of Street Z include three (3) through lots (six units). These lots are proposed to have access from the new Street Z while their rear property line is bounded by Longworth Ave. Design concerns have been identified, as future homeowners of these lots will most likely fence their rear property line for privacy. This would not be in keeping with the draft approved units on the north side of Longworth Ave. and is not considered desirable. Staff will review this design issue further with the applicant and his consultant in an attempt to achieve a preferred solution. 9.2 Phase I of draft approved plan of subdivision 18T-82037 (10M-835), was registered bu6 REPORT NO.: PD-11-99 PAGE 7 prior to the introduction of the Development Charges Act. As a result the lot development charges collected for phase I were considerably less than those being collected today by the Municipality. However, the subdivision agreement also included the construction of items which were considered to be the responsibility of the developer, which under the current Development Charges By-law are typically included in the 10 year capital work forecast and paid for through development charges. The current Subdivision Agreement for 18T-82037 requires the developer to construct the park block with the registration of the next phase of residential development. This has been a source of concern for Halloway Holdings Limited. At the time Halloway Holdings purchased the remainder of draft plan 18T-82037 they requested that the park block construction requirement be removed form the subdivision agreement and added to the Municipality's Development Charge. Council denied this request. Should all servicing and design issues be resolved, development of lands within the limits of 18T-82037 could not proceed until there was concurrence with respect to construction of the park block. 9.3 As evident by some of the residents comments, the mix of units will have to be reviewed closely to ensure an appropriate mix of housing type is being ultimately approved. The applications propose to increase the number of smaller frontage lots. The following chart illustrates that 9.0 and 12.0 m minimum frontage lots are proposed to total 58% of the units in the two draft plans. This is up 10% from the existing draft approval. Lots with 13.5 m and 15.0 m frontages drops from 17.5% to just over 12%. The 39 unit townhouse block is eliminated. b , 7 REPORT NO.: PD-11-99 PAGE 8 DRAFT APPROVED PROPOSED REVISION Block Townhouse i 6.0 m On- 6.0 m On- 4'S% Apartments Street Street 17.3% Townhouse Apartments Townhouse 12'3% 17.4% 12.2% I I 9.0 m Semi- 9.0 mSemi- 12.0 m Singl detached detached 21.7% Linked unit 12.0 m Single I, Linked unit 32.2% 25.8% 26.6% n 13.5 m Single 15.0 m Single 13.5 m Single I 15.0 m Single 9.1% 6.6% 5.7% 8.5% I I 10. CONCLUSION 10.1 The purpose of this report is to facilitate the Public Meeting as required by the Planning Act, to provide Committee and Council with some background on the application submitted and for Staff to indicate issues or areas of concern regarding the subject application. It is recommended the application be referred back to Staff for further processing and subsequent report upon resolution of the above issue and receipt of all outstanding comments and required revisions. Respectfully submitted, Reviewed by, I Dav d . Crome, M.C.I.P., R.P.P., Frank Wu, M.C.I.P., R.P.P., Acting Director of Planning & Development Chief Administrative Officer. CP*LT*DJC*km 22 January 1999 bu8 REPORT NO.: PD-11-99 PAGE 9 ATTACHMENT NO. 1 - KEY MAP ATTACHMENT NO. 2 - PROPOSED REVISIONS TO PLANS OF SUBDIVISION 18T-82037 & 18T-87087 Interested parties to be notified of Council and Committee's decision: Halloway Holdings Limited G.M. Sernas & Associates Limited 177 Nonquon Road, 201h Floor 110 Scotia Court, Unit 41 OSHAWA, Ontario WHITBY, Ontario L1 G 3S2 L1 N 8Y7 Ian Monaghan Tammy Chinn 2 Aldercroft Crescent 14 Aldercroft Crescent BOWMANVILLE, Ontario BOWMANVILLE, Ontario L1C 4P2 L1C 4P1 Marianna Developments Ltd. 68 King Street East Bowmanville, Ontario L1C 3X2 bu9 ATTACHMENT #1 LANDS SUBJECT LANDS SUBJECT TO REZONING TO REVISIONS TO DRAFT APPROVAL 18T-82037 18T-87087 ix LOT 12 LOT 11 w m AVENUE N ST. ELIZABETH Q SEPARATE �• Q \ SCHOOL NG*0 w W 0 U m � �. i O 0 T ST. S C) 7717 F71 F7� FTEI� BOWMANVILLE KEY MAP ®EV. 98-068 6 i 0 � fob ME �WU ®R low i.,WIMM OWN 1 �7 �,�� ® •,:.��mid- �► 14 - r _ ,.� ....E. DN: PD-12-99 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File # Date: Monday, February 1, 1999 Res. # Report #: PD-12-99 FILE #: ZBA 99-001 By-law # Subject: APPLICATION FOR REMOVAL OF PART LOT CONTROL APPLICANT: GREEN-MARTIN HOLDINGS LTD. — 40M-1940 PART LOT 17, CONCESSION 1, FORMER TOWNSHIP OF DARLINGTON FILE NO.: ZBA 99-001 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-12-99 be received; 2. THAT the request submitted by Green-Martin Holdings Ltd. for removal of part lot control with respect to Lots 1 to 8 inclusive, Blocks 9, 11 and 12, and Blocks 18 to 23 inclusive, on Plan 40M-1940 be APPROVED; 3. THAT the attached Part Lot Control By-law be APPROVED and forwarded to Durham Region pursuant to Section 50 (7) of the Planning Act, R.S.O. 1990, as amended; and 4. THAT all interested parties listed in this report and any delegations be advised of Council's decision. 1. BACKGROUND 1.1 Draft Plan of Subdivision 18T-88047 ("Clarington Corners") is located in Part Lot 17, Concession 1, former Township of Darlington. Phase 1, Stage III of the draft Plan was registered on October 27, 1998 as Plan 40M-1940. 1.2 On January 11, 1999, Staff received an application from Green-Martin Holdings Ltd. for the removal of part lot control in respect of Lots 1 to 8 inclusive, Blocks 9, 11 and 12 inclusive, and Blocks 18 to 23 inclusive on Plan 40M-1940. b ATTACHMENT # 1 SUBJECT SITE LOT 17 hl/cyti'gY Hp ? 9pNANON ORES. w U W z W ,\ O o o E r o � Z W W U cr. � Z �F W p O Ix S BOWMANVILLE ZBA. 99-001 KEY MAP b5 ATTACHMENT NO THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 99- being a By-law to designate a certain portion of Registered Plan 40M-1940 as not being subject to Part Lot Control WHEREAS, the Council of the Corporation of the Municipality of Clarington deems it advisable to exempt from Part Lot Control, Lots 1 to 8 inclusive, Blocks 9, 11 and 12 , and Blocks 18 to 23 inclusive, on Plan 40M-1940, registered at the Land Titles Division of Durham. 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 Regional Municipality of Durham and thereafter Subsection (5) of Section 50 shall cease to apply to the following lands: a) Lots 1 to 8 inclusive, Blocks 9, 11 and 12, and Blocks 18 to 23 inclusive, on Plan 40M-1940, Municipality of Clarington, Regional Municipality of Durham. 3. Pursuant to Subsection 7.1 of Section 50 of the Planning Act, this By-law shall be in force for a period of five(5) years ending on February 8, 2004. BY-LAW read a first time this day of 1999. BY-LAW read a second time this day of 1999. BY-LAW read a third time and finally passed this day of 1999. MAYOR CLERK 6 i6 ATTACHMENT #3 M LOT 17 CONCESSION 1 �ry ��4 N r, BLOCK 0 10 ^M1 r/ 114. 4 N K a9•ps. �'Y y `baa �Vp f BLOCK 24 4y '4t, pt 4N ❑gyp{ iMi ♦ 1. 4OR-16417 P]YY! rIB�/L H CK 20 B CK I C 1 3 LO 18 BLOCK 15 I ,h 'ruo $ OT 2 s NC S� 9i Aric, nom^ Q In 'l K 2 Q~ BLOCK 14 g J a I ai s n T 3 OT 3 y0�.w � �„ 8( � a o BLOCK 13 10 >bl. a � � 0 � r 1 o ^ OT LO 8 BL 12 � I s � ">•r BL CK 3 i � /p llp7�E` •h�R.� 0 y�°� LOT n U'g� 4aP 1' BLOCK 77 ~ ��. LOT 1 i o 3fe, yyyy6 0Q6Q ^ A °W N1.1.1•N2] s OJuip� �ryy rEOa O a, m a, A, w �9� O�NPSNON CRfSCENt w 2 REGISTERED PLAN 40 I 4 LOTS AFFECTED BY PART LOT CONTROL 40M-1940 ZBA.99-001 biz DN: PD-13-99 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File # Date: Monday, February 1, 1999 Res. # Report #: PD-13-99 FILE #: COPA 98-005 By-law # and ROPA 98-008 Subject: CLARINGTON OFFICIAL PLAN AMENDMENT — SAM CUREATZ ON BEHALF OF WALTER AND JAMES HALE PART LOT 18, CONCESSION 4, FORMER TOWNSHIP OF CLARKE FILE: COPA 98-005 AND ROPA 98-008 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-13-99 be received; 2. THAT the Regional Municipality of Durham be advised that the Municipality recommends the approval of the Regional Official Plan Amendment application (ROPA 98-008), as submitted by Sam Cureatz on behalf of Walter and James Hale, to permit.the severance of a dwelling surplus to a farm operation; 3. THAT the application to amend the Clarington Official Plan submitted by Sam Cureatz on behalf of Walter and James Hale be APPROVED as provided for in Amendment No. 14 to the Clarington Official Plan, as detailed in Attachment #3 to this Report; 4. THAT the necessary By-law to adopt Amendment No. 14 to the Clarington Official Plan, be passed and that it be forwarded to the Regional Municipality of Durham for approval; and 5. THAT Durham Region Planning Department and all interested parties listed in this report and any delegations be advised of Council's decision. 1 . APPLICATION DETAILS 1.1 Applicant and Owner: Walter and James Hale 1.2 Regional Official Plan Amendment: Permanent Agricultural Reserve to a designation appropriate to permit b1 � REPORT NO.: PD-13-99 PAGE 6 (Application LD 193/96) was approved by the Land Division Committee on June 24, 1997 to allow the creation of a lot in Part of Lot 19, Concession 4, former Township of Clarke on behalf of the Hales. The lot having an existing farmhouse was created through the melding of two farm parcels (see Attachment #1). i 10.2 The applicants have in the past, attempted to create an intra-family lot and a retirement lot on the subject lands (LD 071/93 and LD 206/93). Both the applications were denied by the Land Division Committee as they did not satisfy the requirements of the Durham Region Official Plan. 10.2 An agricultural assessment, as required, was prepared by Dale Toombs. The Hales operate a large livestock business comprising approximately 1000 head of livestock. They own 9 parcels of land for a total of 512 hectares (Attachment #2). They also rent one 20 ha parcel. Farming is not their sole source of income as they also operate a metal recycling business and a disposal company. Regardless, the livestock operation is a very large enterprise and is viable on its own accord. The farm employs 2 people part-time and seasonal labour is required during the harvest season. The Hales purchased this property in 1992 and have rented the house since that i time as it was not needed to accommodate farm employees. The agricultural assessment noted that there are no livestock facilities within 300 metres of the lot to be severed and that the Minimum Distance Separation requirements have been complied with. The consultant states that the farm operation qualifies as a bona-fide farm and that the application complies with the Provincial Policy Statement. 10.4 The applicant can satisfy all of the Clarington Official Plan requirements with the exception of the lot area (0.6 ha) for the surplus dwelling. The subject house is set quite a distance (250 m) back from the road. The applicant's original proposal was bL3 REPORT NO.: PD-13-99 PAGE 7 to create a lot having a lot area of 2.65 ha (6.5 ac). They have reduced the lot size to 0.79 ha (1.95 ac) bringing the lot area closer to conformity with the Official Plan. Staff recognize that due to the distance the house is setback from the road it is very difficult to achieve a 0.6 ha lot area. Staff support flexibility of the lot area due to the siting of the residence. 10.5 By reducing the overall size of the lot, less land is taken out of agricultural production hence going further to achieving the principle of preservation of agricultural land. However, in attaining a smaller lot size, the lot frontage was reduced to 9 metres (29.5 ft.)from the required 30 metres (100 feet). This frontage is not in compliance with Clarington's Comprehensive Zoning By-law 84-63. However, Staff support this reduction as it is maintaining agricultural land in production. The applicant is aware that the lot will have to be brought into compliance with the Comprehensive Zoning By-law either through an amendment to the by-law or a minor variance. This application can be forwarded either before or concurrently with the land division application required to create the lot. 11 . CONCLUSIONS 11.1 In light of the above comments detailed in Section 10 of this report, it is Staff's opinion that this amendment will not offend the intent of the Official Plan. It is therefore recommended that the amendment, as shown in Attachment #3, be approved as Amendment No. 14 to the Clarington Official Plan. i b ,/ 4 REPORT NO.: PD-13-99 PAGE 8 Respectfully submitted, Reviewed by, y4w- Da ij. Crome, M.C.I.P., R.P.P. Franklin Wu, M.C.I.P., R.P.P. Acting Director of Planning & Development Chief Administrative Officer. HB*DC*df 12 January 1999 Attachment #1 — Key Map Attachment #2 — Sketch of Farmed Properties Attachment #3 — Amendment as Proposed by Applicant Attachment #4 — Amendment#14 Interested parties to be notified of Council and Committee's decision: Walter and James Hale 4340 Concession Road 4 NEWTONVILLE, Ontario LOA 1 JO Sam Cureatz 104 James Street West NEWCASTLE, Ontario L1 B 1 C6 Dale Toombs Agricultural and Rural Land Use Consulting 15 Walker Street LINDSAY, Ontario K9V 5Z8 b 1, ATTACHMENT SUBJECT SITE PROPOSED SURPLUS DWELLING LOT OTHER LANDS OWNED BY APPLICANT ON RP/Ap LOT '17 Y� I .1' i v• l: { ' ;< i :•rX ated By ' •, , '--i ��• •Lot Cre � `: •�:• r ) '�::• LD 183/96 , •f: .l: _ V :f. y.: - 1 "w• .1. S . ' These 2 Pro Properties ' $ - Melded In Orde r To _ •� Q Create •.�.:;•:::•: ate �•w A Lot BY •'�'�' Land Division vi ion 183/96 N •Y 0 o 1 i CLARKE COPA■ 98-00%1 KEY MAP ROPA. 98-001 b � 6 ATTACHMENT #2 Sketch of Farmed Properties a � caNr�ssooal ROAD S 4///B 6 eml CONCEMCK ROAD4 02� ROAD I B Ii I' z � � 3 � o � P4 I z 3 2 401 401 # Property Number H House NOT TO SCALE B Barn b 7 ATTACHMENT I AMENDMENT NO. 14 TO THE CLARINGTON OFFICIAL PLAN PURPOSE: To amend the Official Plan of the Municipality of Clarington to permit the severance of a surplus farm dwelling located in Part Lot 18, Concession 4, former Township of Clarke. BASIS: The Amendment is based on an application submitted by Sam Cureatz on behalf of Walter and James Hale to permit the creation of a surplus dwelling lot from a recently acquired 78.1 hectare farm parcel. The 78.1 hectare farm parcel is a component of a larger 512 hectare farm operation. ACTUAL AMENDMENT: The Clarington Official Plan is hereby amended as follows: 1) by adding the following exception to Table 13.1 as follows: TABLE 13.1 SURPLUS FARM DWELLING LOT EXCEPTIONS Exception Assessment No. Legal Description Area of Surplus Area of Dwelling Lot Remainder of Land 3 030-030-30100-0000 Part Lot 18, Conc. 4, 0.8 77.3 (1999) former Township of Clarke IMPLEMENTATION: The provisions set forth in the Clarington Official Plan, as amended, regarding the implementation of the Plan, shall apply in regard to this amendment. INTERPRETATION: The provisions set forth in the Clarington Official Plan, as amended, regarding the interpretation of the Plan, shall apply in regard to this amendment. b , 8 DN: PD-16-99 THE CORPORATION OF THE MUNICIPALITY OF CAARINGTON REPORT Meeting: General Purpose and Administration Committee File # Date: Monday, February 1, 1999 Res. # Report #: PD-16-99 File #: DEV 98-071 By-law # Subject: PART LOT CONTROL APPLICANT: 1249981 ONTARIO LIMITED PART LOT 30, CONC. 3, FORMER TOWNSHIP OF DARLINGTON LOTS 7 - 19, BLOCKS 28 - 32 ALL INCLUSIVE ON 40M-1945 FILE NO.: DEV 98-071 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-16-99 be received; 2. THAT the request submitted by 1249981 Ontario Limited for removal of Part Lot Control in respect of Lots 7 to 19, and Blocks 28 to 32, all inclusive on Plan 40M- 1945 be APPROVED; 3. THAT the attached Part Lot Control By-law be APPROVED and forwarded to the Regional Municipality of Durham pursuant to Section 50(7) of the Planning Act R.S.O. 1990, as amended; and 4. THAT all interested parties listed in this report and any delegations be advised of Council's decision. 1. BACKGROUND 1.1 The draft approved plan of subdivision 18T-91006 is located in Part Lot 30, Concession 3, former Township of Darlington (Attachment No. 1); b / 9 REPORT PD-16-99 PAGE 2 1.2 In December of 1998, Staff received a request from 1249981 Ontario Limited for the removal of Part Lot Control with respect of Lots 7 to 19 and Blocks 28 to 32, all inclusive on draft plan 18T-910006. Registration under the number 40M-1945 was completed on Friday January 15, 1999. 1.3 The removal of Part Lot Control would facilitate the construction of 26 semi- detached dwelling units and 31 townhouse units. i 1.4 There is an existing agreement in place to cover the Municipality's financial interest as all lots and blocks are within a registered plan of subdivision. 2. STAFF COMMENTS 2.1 Staff have no objection to the approval of a By-law exempting the subject lands from Part Lot Control. i 2.2 Attachment No. 2 is a By-law which has been prepared to exempt the subject lands from Section 50(5) of the Planning Act, pursuant to the provisions of Section 50(7) of the Planning Act. The Part Lot Control By-law requires the approval of Council and the Regional Municipality of Durham. 2.3 In accordance with Subsection 7.3 of Section 50 of the Planning Act, the By-law may provide a specified timeframe during which the By-law shall be in force. As a result, it is not necessary for Staff to prepare a second By-law to restore Part Lot Control on the subject lands. The Planning Act leaves it to the Municipality to determine an appropriate timeframe during which the By-law shall apply. After reviewing the application, Staff have recommended that the By-law be in force for a five (5) year period following Council approval, ending on February 8`h, 2004. REPORT PD-16-99 PAGE 3 Respectfully submitted, Reviewed by, Davi Crome, M.C.I.P., R.P.P. Franklin Wu, M.C.I.P., R.P.P., Acting Director of Planning & Development Chief Administrative Officer LDT*DJC*cc January 18, 1999 Attachment No. 1 - Key Map Attachment No. 2 - By-law Interested parties to be notified of Council and Committee's decision: 1249981 Ontario Limited do Hannu Halminen 1748 Baseline Road West Courtice, Ontario L1 E 2T1 6 .7 1 ATTACHMENT #1 GEORGE REYNOLDS DRIVE i 1 i 27 26 25 24 I•- 2 W 3 23 U V) 4 I ik. 28 22 � 21 U 5 ~ 1 20 Z 6 W D Ix� Blk. 29 19 J OO 18 Lv 8 U I- O 30 17 U i 10 = 16 U 11 D 0 15 W Blk . 3 CL 4 2 I k. 1 Blk. 16 40M-1685 CECIL FOUND CRESCENT LOTS AFFECTED BY PART LOT CONTROL D EV.98-071 62 Attachment #2 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 99 being a By-law to designate a certain portion of Registered Plan 40M-1945 as not being subject to Part Lot Control. WHEREAS the Council of the Corporation of the Municipality of Clarington deems it advisable to exempt from Part Lot Control, Lots 7 to 19 and Blocks 28 to 32, all inclusive on Plan 40M-1945 registered at the Land Titles Division of Durham. 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 Regional Municipality of Durham and thereafter Subsection (5) of Section 50 shall cease to apply to the following lands: a) Lots 7 to 19,and Blocks 28 to 32,all inclusive on Plan 40M-1945, Municipality of Clarington, Regional Municipality of Durham. 3. Pursuant to Subsection 7.3 of Section 50 of the Planning Act, this By-law shall be in force for a period of five(5)years ending on February 151, 2004. BY-LAW read a first time this day of 1999. BY-LAW read a second time this day of 1999. BY-LAW read a third time and finally passed this day of 1999. I MAYOR CLERK b 3 DN: PD-17-99 THE CORPORATION OF THE MUNICIPALITY OF CAARINGTON REPORT Meeting: General Purpose and Administration Committee File # Date: Monday, February 1; 1999 Res. # Report #: PD-17-99 File #: ZBA 99-002 By-law # Subject: APPLICATION FOR.REMOVAL OF HOLDING (H) SYMBOL APPLICANT: MARTIN ROAD HOLDINGS LIMITED - 40M-1944 PART LOT 16, CONCESSION 1, FORMER TOWNSHIP OF DARLINGTON FILE NO.: ZBA 99-002 (X-REF: 40M-1944 ASPEN SPRINGS PHASE VI) Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: l 1. THAT Report PD-17-99 be received; 2. THAT Rezoning Application ZBA 99-002 submitted by The Kaitlin Group Ltd. on behalf of Martin Road Holdings Ltd. requesting the removal of the "Holding (H)" symbol from the subject lands be APPROVED as per Attachment No. 2; 3. THAT the amending By-law, attached hereto, be forwarded to Council for approval; 4. THAT a copy of this report and the amending by-law be forwarded to the Regional Municipality of Durham Planning Department; and 5. THAT all interested parties listed in this report and any delegations be advised of Council's decision. 1. APPLICATION DETAILS 1.1 Applicant: The Kaitlin Group Ltd. 1.2 Owner: Martin Road Holdings Ltd. 1.3 Rezoning: Removal of "Holding (H)" symbol 1.4 Draft Plan of Subdivision: To allow the development of 21 single dwelling lots associated with Phase VI (40M-1944) of the Aspen Springs subdivision. b 4 REPORT PD-17-99 PAGE 2 2. BACKGROUND 2.1 On January 11, 1999 an application was received by the Municipality of Clarington Planning and Development Department requesting removal of the "Holding (H)" symbol from the lands associated with Phase VI, 40M-1944 of the Aspen Springs subdivision (18T-88046). The subject lands are located in Part Lot 16, Concession 1, former Township of Darlington, fronting on the west side of West Side Drive immediately south of Aspen Springs Blvd. 3. COMMENTS 3.1 The subject property is presently zoned "Holding — Urban Residential Type Two ((H)R2)" and "Holding — Urban Residential Type One ((H)R1)". The provisions of the zoning by-law allow for the removal of the "Holding (H)" symbol, by By-law, upon Council being satisfied that the uses to be permitted will be adequately serviced, have appropriate access, and will be used for the purposes intended by the By-law. 3.2 The applicant has recently registered plan 40M-1944 and is in the process of finalizing the required engineering and financial obligations relative to the subdivision agreement. The existing subdivision agreement is applicable for all phases of development and does not require amendment or modifications. 3.3 It is noted that pursuant to Section 36 of the Planning Act, a By-law Amendment to remove the "Holding (H)" symbol is not subject to the normal appeal period afforded to a standard rezoning application, and accordingly shall be deemed final and binding should Council grant approval of same. 635 REPORT PD-17-99 PAGE 3 4. RECOMMENDATIONS 4.1 In consideration of the comments noted above, Staff would have no objection to the removal of the "Holding (H)" symbol as shown on the attached by-law and schedule. Respectfully submitted, Reviewed by, r 6L,%� x Davi J Crome, M.C.I.P., R.P.P. Franklin Wu, M.C.I.P., R.P.P., Acting Director of Planning & Development Chief Administrative Officer CP*LDT*DJC*cc January 18, 1999 Attachment No. 1 - Key Map Attachment No. 2 - By-law Interested parties to be notified of Council and Committee's decision: Kelvin Whalen The Kaitlin Group Ltd. 1029 McNicoll Avenue Scarborough, Ontario M1 W 3W6 636 ATTACHMENT NO 1 SUBJECT SITE LOT 16 LOT 15 RAY CRT GP�pO OR G O SPRINGS w —� U FRY 0 0 W HARTWELL AVE. MEADOWS s W X w � CRES. CANDLER CRT. uj w 0 A 0 BONNYCASTLE RFSTONWAY DR. w � zw Sri 3 za �� QHIGGON BRODIE CRT' z N Z w O(L Z W V) � Ld x U PENFOUND DRIVE REMMI GTON �'� �G�� y Q 77 1H --w - PENFOUND DR./ O R BOTTRELL SQUI GAT DR. f w S' z w P � m � uj CT h w W 3 BASELINE ROAD r- BOWMANVILLE ZBA. 99_002 KEY MAP b . 7 ATTACHMENT NO 2 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 99 being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the former Town of Newcastle. WHEREAS the Council of the Corporation of the Municipality of Clarington deems it advisable to amend By-law 84-63, as amended, of the Corporation of the former Town of Newcastle to implement ZBA 99-002. NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. Schedule "3" to By-law 84-63, as amended, is hereby further amended by changing the zone designation from: "Holding-Urban Residential Type One((H)R1)"to"Urban Residential Type Two(R1)"and "Holding-Urban Residential Type Two((H)R2)"to"Urban Residential Type Two(R2)" as illustrated on the attached Schedule"A"hereto. 2. Schedule"A"attached hereto shall form part of this By-law. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Sections 34 and 36 of the Planning Act. i BY-LAW read a first time this day of 1999. BY-LAW read a second time this day of 1999. BY-LAW read a third time and finally passed this day of 1999. MAYOR CLERK This is Schedule "A" to By-law 99- , passed this day of , 1999 A.D. PR �� RfG�S fEREO ASPEN \4C _ ` o v S co 3 r• a � I w ZONING CHANGE FROM o (H)R1 f* TO R1 fo N ® ZONING CHANGE FROM w "(H)R2" TO " R2" z t. d ZONING REMAIN (H)R1 m r + — _ z z w� m x L — �b HIGGGN 1anoo I �tjl STRE x tp •( Nirasoo•e — E - ffl! a v a 4 Mayor N Clerk BOWMANVILLE � q G.P.A. AGENDA FEBRUARY 1, 1999 - REPORT CD-6-99 4M 0;?�&to V;a 2)"W a&V~ BOWMANVILLE BUSINESS CENTRE BOWMANVILLE P.O. BOX 365 BUSINESS CENTRE BOWMANVILLE,ONT. L1 C 3L1 1999 01 25 Mrs . Patti Barrie Municipal Clerk Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L1C 3A6 Dear .Nir�-,- Barrie As the result of a conversation which I had to-day with the Chief By-law Enforcement Officer , Mr . Len Creamer , concerning the monitoring of the off-street parking lots in the Downtown, would you be kind enough to include in your resolution to Council ( regarding the continuance of the three-hour free parking) the following amendment : THAT the municipal By-law Enforcement Officers be per- mitted to monitor the various off-street parking lots within the Bowmanville B. I .A. , on a routine basis , to identify vehicles which are being parked there for a period longer than the allowed three-hours free park- ing. If you need to discuss the circumstances which have prompted this addition, I suggest that you contact Mr . Creamer and/or myself. Yours very truly Ron Hooper Chairman Board of Management C�� THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File # Date: February 1, 1999 Res. # Report #: CD-07-99 By-law # Subject: PARKING PROPOSAL—BOWMANVILLE BUSINESS CENTRE- OUR FILE: T02.GE It is respectfully recommended that the General Purpose and Administration Committee recommend to Council: 1. THAT Report CD-07-99 be received; 2. THAT the pilot project of providing free three hour parking in the off-street lots at Division Street and Silver Street continue until December 31, 1999; and 3. THAT the Bowmanville BIA be advised of Council's decision. BACKGROUND At its meeting on July 13, 1998 Council approved Resolution#C-622-98 allowing for a five month pilot project on parking in downtown Bowmanville. Since that time, parking at the Division Street and the Silver Street lots has been free and the cost of parking in the Church Street lot has been a flat rate of$2.00 per day. Staff were requested to monitor the situation and report back in the new year. A meeting was held with members of the BIA on January 20, 1999. At that time, the BIA indicated that the introduction of free parking in the lots has been a positive marketing strategy and the discontinuance of the practice would have a negative impact on their customers. As such, they have requested that the free parking be continued to the end of 1999. They feel that this time frame would provide a better base for the pilot project. From the Municipality's view point, the most apparent result has been the effect on revenue. At the end of July, parking revenue was$85,158.26, an increase of$4,334.16 over 1997. This was partly the result of increased enforcement, the majority of which was complaints in the evenings related to on-street parking at various baseball diamonds in residential areas. Despite the early increase, by year end the revenue was 61 Report CD-07-99 - 2 - February 1, 1999 down $9,270.14 from last year. This equates to a total loss for 1998 of$13,604,30, an average of $2,720.86 per month. Report TR-58-98 stated that the calculated loss in revenue, should Council approve staff's original recommendation to provide free parking at all meters and central meters, would be approximately $5,100 per month. At the request of the BIA, Council did not approve the recommendation for free parking at the meters, therefore, the lost revenue is less than was projected. However, the actual loss will impact the Parking Reserve Fund in an annual amount of$32,650. The Parking Reserve Fund is used to offset all costs of Parking operations, ie, enforcement, maintenance, acquisition of new parking lots and any related capital expenditures. The approximate balance in this fund is currently $475,000. The Property Manager is presently negotiating the purchase of two pieces of property which may impact the funds in this account. A concern of misuse of the free lots by employees of downtown businesses was identified in the initial report presented to Council. Originally, municipal staff were instructed to park in the Church Street lot, as per Council's resolution, By way of letter dated August 21, the BIA requested that municipal staff park in any of the lots in order to free up the Church Street lot for downtown employees. Accordingly, staff of the municipality have dispersed from this one lot, thereby freeing up more spaces for the employees of the downtown businesses. However, inspections of the lot have indicated that these individuals frequently park in the free lots. The BIA has indicated that they will forward a letter to its members requesting that all employees park in the Church Street lot at the $2.00 per day flat rate. Previously, these employees were purchasing a monthly parking pass at a cost of$50.00 plus applicable taxes. Paying $2.00 per day to park in the Church Street lot saves each employee approximately $16.00 per month. During the meeting with the BIA, concern was raised that the Church Street lot was quite often full when the downtown employees arrive for work. Staff advised that if this should happen, the employees could pay the $2.00 at the central meter, display the tag on their dash and park in the Division Street or Silver Street lots for the entire day without the threat of being ticketed. The resolution of Council stated that ticketing in the lots was only to be carried out on a complaint basis. The BIA is satisfied with this arrangement and, should Council grant an extension to the pilot project, they will continue to monitor the lots for vehicles parked in excess of the permitted three hours. RECOMMENDATIONS The merchants have indicated that their customers have commented that the free parking is a definite attraction to shopping downtown. Although the municipality recognizes a loss of approximately $32,000 annually, staff are not opposed to the extension of the pilot project to the end of 1999. The time previously spent by the Parking Enforcement Officer in monitoring these lots (approximately one to one and one half hours per day) has been spent in other areas of the municipality investigating complaints. This is evidenced by the increase of 375 more tickets issued in 1998 than in 1997. 7 UJ2 Report CD-07-99 -3- February 1, 1999 Should Council extend the pilot project until the end of 1999, a further report will be forthcoming early in 2000 to provide an update. Respectfu subm tted Reviewed by Patti L. e, Franklin Wu, M.C.I.P, R.P.P., M ipal Cl Chief Administrative Officer Interested party to be advised of Council's decision: G. Gilpin Secretary-Treasurer and General Manager Bowmanville Business Centre P.O.Box 365 Bowmanville, Ontario L1 C 31_1 703 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File #: Date: February 1, 1999 Res.#: Report#: TR-4-99 File #: Subject: By-Law#: YEAR 2000 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-4-99 be received; 2. THAT staff proceed immediately with the plan of action outlined in the body of this report; 3. THAT as an interim measure, no municipal staff be permitted to!schedule vacation time between!December 31, 1999 and January 7, 2090; 4. THAT no municipal facilities under the control of municipal staff be booked for special events between December 31, 1999 and January 7, 2000; and 5. THAT a copy of this report be forwarded to all known external agencies that may affect the public safety of the Municipality and all affiliated groups, including the Recreation Boards, Newcastle and Orono Arenas, Museums, Library, the Older Adult Centre and Youth Centre. BACKGROUND AND COMMENT: 1.0 As Council is aware, the Y2K issue is not just an Information Technology problem, it is a business'issue. The technical solution is an Information Technology function and has been addressed in part, in prior Report TR=81-98 but the business solution requires executive action. To measure the risk to the Corporation, staff are attempting to identify each area where there may be a problem.' This issue involves not only the Corporation's internal operation but also the vendors from whom goods and/or services are purchased, as well as other organizations operating within the U � TR-4-99 Page —2 - municipal boundaries. With the added problem of possible embedded chips in equipment, the potential exists for the Y2K problem to affect everything from electricity, water, vehicles, elevators, sprinkler systems, fax machines, copiers, HVAC equipment and the list goes on and on. 1.1 The Municipality has a legal, as well as moral responsibility, to exercise due diligence in attempting to identify and address as much as possible, any potential hazards to public safety posed by the Y2K challenge. This includes possible disruption to essential community services and the impact on our ability to respond to a major emergency or to implement the Municipal Emergency Plan. The Ministry of the Solicitor General and Correctional Services, which is responsible for overseeing public safety across the Province through Emergency Measures Ontario, is undertaking a number of projects to have its own mission and business critical systems Y2K compliant at the earliest possible date. Also, the Ministry of Municipal Affairs and Housing is focusing on Municipal efforts. They have been contacted to provide information and contacts for consultants with expertise particular to the Municipal environment. Due to the critical time factors and potential impacts, it is now critical for Department Heads to take an active role in advising the Committee and maintain an awareness of all Y2K activities. 1.2 The issue of staffing during the time period December 31, 1999 to January 7, 2000 is a crucial one. Many municipalities, including the Region of Durham, are currently not permitting employees to schedule vacations over this time period. It is recommended that until a detailed contingency plan is established and approved by Council, that as an interim measure, no employees' vacation time be approved over this time frame. The Year 2000 committee, in conjunction with Department Heads will attempt to identify key positions and responsibilities that must be maintained and report back to Council. Any employees who have already made financial commitments for vacations during this time are requested to notify their respective Department Head. 1.3 Currently, the Community Services Department has received several requests for booking special events at the facilities during the New Year celebration. These � V � TR-4-99 Page—3 - include the annual Firefighters New Year's Eve event as well as a major event on January 2, 2000, sponsored by many of the area churches. A detailed contingency plan for emergencies is not yet complete, however, it is likely that several of the facilities may be necessary to be kept available in the event that emergency shelter is required. These facilities will be identified by the Year 2000 committee in conjunction with Department Heads, along with generator and food requirements as part of the Municipality's contingency plan. Due to the unpredictable nature of the Year 2000 issue, it is recommended that no special events be scheduled at the facilities during the period of December 31, 1999 to January 7, 2000. Regular bookings and swimming times can continue subject to short notice in the event of a necessary cancellation. 1.4 Subsequent to Report TR-81-98 (requesting funding to address Y2K issues), the Y2K Committee has identified the following as ideal objectives: 1 Public 'safety; 2. Minimize liability; 3; Minimize loss of revenue; 4. Preservation of current operations; 5. Minimize disruption to business; 6! Minimize conversion time, efforts and costs; 7. Maintain communication with staff, council, public (customers), vendors, and business partners. 1.5 A Y2K proposed action plan has been developed and will be followed to the extent possible: 1. Create a sub steering committee to expedite the process. Representatives from Public Works, Fire, Community Services, Treasury and Property; 2 Assign individual committee members responsibilities; 3 Establish critical path for related activities; 4. Meet with representatives from Municipalities that are advanced in their Y2K progress, ie:'Kingston, Richmond Hill, Thunder Bay, North Bay; re: their progress to date, obstacles, etc.; 5. Develop training session for council, all employees, public in general, tenants, municipal contractors and local vendors. Best efforts to maintain communication with all parties; 6 Attempt to inventory items with potential Y2K problems; 7. Meet with the major utility companies to understand their'readiness and contingency plans; 8 Identify in priority key suppliers and service providers, evaluate to the best extent possible their impact on our ability to do business. Identify mission critical'services or functions; 3 TR-4-99 Page —4 - 9. Identify mission critical situations that are possible in Clarington on December 31, 1999; 10. Test systems once changes implemented; 11. Develop potential contingency plans; 12. Review and implement Municipal Emergency Plan to the extent possible for public emergency; 13. Review staffing requirements for December 31, 1999. 1.6 The Y2K Committee will report back to Council with a proposed contingency plan, as well as a communication package outlining public notification and telephone hotline proposals. 1.7 With respect to the technology problems, the Computer Division has been working on the Y2K issue for the last couple of years and has focused on getting both the hardware and the software ready for the new millennium. The following is a partial listing of the steps that we have taken to address Y2K compatibility for the Municipality's computer systems: • A complete desktop change over took place in the fall of 1997 where all the workstations were replaced with Y2K compliant machines running Windows NT and MS-Office 97; • Email package was upgraded to Y2K compliant version; • The tax system was replaced with Vailtech; • Financials were made Y2K "capable" by 3C Computer Consultant on a transition basis; • New Payroll, HR and attendance applications were implemented; • AutoCAD and Mapinfo applications were upgraded for Planning and Public Works; • In the process of implementing the GIS system to ensure Y2K compatibility of several Planning and Public Works applications. 1.8 The following is a partial list of existing applications that are not Y2K compliant that we are working on either replacing or making modifications for Y2K compliance: • Fire Dispatch system; • Community Services program registration and facilities scheduling; • Several Clerks applications including their Record Management System, Bylaw, Animal Control and other custom written applications; • Fleet management/maintenance application for Public Works Hampton; b 4 TR-4-99 Page-5 - The ultimate goal is to deal with all of these issues,however as the Year 2000 approaches and any unforeseeable delays occur, prioritizing may become necessary. CONCLUSION: 20 Although funding was approved by Council in 1998(TR-81-98) for various systems' applications, should any other operational equipment expenses be revealed as a result of the Y2K Committee work, funding will be addressed in the 1999 budget process. The Committee will consider the engagement of municipal consultants to assist in the extensive Y2K issues over the balance of the year. In summary, the Y2K Committee recommends that Council endorses the above action plan to be put into place immediately. RespectfuU.y-Pubmitted, Reviewed by, Grano, H.BSc.,AMCT., Franklin Wu, M.C.I.P., R.P.P. Treasurer Chief Administrative Officer MM/NT/LB/hji 8U' 5 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File Date: MONDAY, FEBRUARY 1, 1999 Res.# Report#s TR-5'-99 File#; By-Law# Subject: TENDER CL98-22 OIL& LUBRICANTS Recommendations: It is 'respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-5-99 be received; 2. THAT R. P. Oil Limited, Whitby, Ontario with a total bid in the amount of $36,455.94 (including taxes), being; the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL98-22, be awarded the contract to supply and deliver oils and lubricants, as required by the Municipality of Clarington, Public Works Department;and 3. That the contract be extended for a second year and third year at no increase in price dependent upon satisfactory service; and 4. THAT the required funds be provided from the current operating fleet budget . BACKGROUND AND COMMENT Tenders were publicly advertised and issued for the supply and delivery of oil and lubricants, as required by the Public Works Department. Subsequently, tenders were received and tabulated as follows: BIDDER TOTAL BID TANKS INCLUDED FREE OF CHARGE Petro-Canada $32,814,06* YES Mississauga R. P. Oil Limited $36,455.94 YES Whitby *Calculation error 8U6 REPORT NO.: TR-5-99 PAGE 2 TENDER CL98-22 The low bidder, Petro-Canada, Mississauga, bid on an alternate grease that does not meet the tender specifications and requirements of the Public Works Department. The prices submitted by R. P. Oil limited are firm for 3 years. It is therefore recommended that the contract be extended for a second and third year pending satisfactory service. The required funds will be provided from the Public Works Department current operating fleet budget. The Treasurer has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be referred to the Director of Public Works. The subject firm have previously performed satisfactorily for the Municipality of Clarington. After further review and analysis of the tender by the Public Works Department and Purchasing, it was mutually agreed that R. P. Oil Limited, Whitby, Ontario, be recommended for the contract to supply and deliver oil and lubricants to the Municipality of Clarington, as required by the Public Works Department. Respectfully submitted, Reviewed by, a 'e Marano, H.BSc.,AMCT., Franklin Wu, M.C.I.P., R.P.P., Treasurer Chief Administrative Officer Steph n A. Vokes, P. Eng Director of Public Works MM*LB*jt � Uf THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File#: Date: February 1, 1999 Res.#: Report#: TR-06-99 File #: Subject: By-Law#: CASH ACTIVITY REPORT—'NOVEMBER 1998 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-6-99 be received; 2. THAT, in accordance with provision of Chapter M-45, Section 79 (1)of the Municipal Act, R.S.O. 1990, the Treasurer reports the cash position of the Municipality of Clarington for the month ended November 30, 1998, is as shown on the attached schedule; and 3. THAT Part"A" of the expenditures for the month of November 1998, be confirmed. BACKGROUND AND COMMENT: The attached schedules indicate the Corporation of the Municipality of Clarington's'cash transactions, status of taxes receivable information, the cash investment position, development charges information and statistical information for the month ended November 30, 1998 and the comparative information for the month ended November 30, 1997. Respectf submitted, Reviewed by: arie A. Marano, H.85c. AMCT, Franklin Wu, M.C.I.P.,R.P.P., Treasurer. Chief Administrative Officer. MM/NT/RB/hjl Attachments 88 CORPORATION OF THE MUNICIPALITY OF CLARINGTON PART"A" Analysis of Revenue and Expenditures for the Month of NOVEMBER 1998 NOVEMBER NOVEMBER 1998 1997 REVENUE RECEIVED FOR GENERAL OPERATING AND RESERVE FUND PURPOSES: TAX PAYMENTS RECEIVED ** 12,466,706 1,068,678 MUNICIPAL SUPPORT GRANT 0 171,354 PAYMENTS-IN-LIEU: GOV'T OF CANADA PIL MUNICIPAL TAX ASSISTANCE PIL ONTARIO HYDRO PIL CHEC HYDRO PIL MEMORIAL HOSPITAL PIL 9,075' BELL TELEPHONE PIL LCBO PIL REGION PIL ONTARIO HYDRO PROCEEDS 200,000 COURTICE COMMUNITY CENTRE FUNDRAISING COIW INFRASTRUCTURE GRANT DEVELOPER CONTRIBUTION-CPR UNDERPASS 300,000 NATURAL RESOURCES-PITS az QUARRIES SALE OF LAND SUBSIDIES: HANDI-TRANSIT DEVELOPMENT CHARGES-TOWN 229,800 254,160 GENERAL 556,711 1,123,128 INTEREST 230,601 157,028 DEVELOPMENT CHARGES-REGION/PUC 257,503 247,296 14,250,396 3,021,644 USE OF FUNDS: PAYROLL 754,555 695,586 REGION LEVY 7,979,842 0 SCHOOL BOARD LEVIES 0 0 GENERAL-INCLUDING CAPITAL EXP. 3,380,314 2,694,518 12,114,711 3,390,104 NET CASH PROVIDED (USED) 2,135,685 (368,460) BANK NET CASH BANK BANK BALANCE PROVIDED BALANCE BALANCE FINANCIAL POSITION: OCT 31/98 (USED) NOV 30/98 NOV 30/97 GENERAL FUND 7,885,170 (2,327,266) 5,557,904 953,355 RESERVE FUND 597,888 2,408,577 3,006,465 2,553,356 MUNICIPAL POOLED INVESTMENTS 39,360 50,851 90,211 2,243,388 INVESTMENTS(GENERAL + RESERVE FUND) 36,191,099 2,003,524 38,194,623 42,629,676 TOTALS 44,713 517 2,135,685 46849 202 48 379 775 NOTE A: Difference in comparison between years due to timing difference in receipt of funds. NOTE B: No longer receive the Municipal Support Grant. ** September Tax Installment Deferred to November 1998. b PART "C" STATISTICAL INFORMATION FOR THE MONTH OF NOVEMBER 1998 NOVEMBER YEAR TO DATE Tax Certificates 9 1,464 Number of Properties eligible for Tax Registration (see Note 1) 38 ** see Note 2 Accounts Payable Cheques Issued #26246 to #26742 497 51765 Number of Births Registered 52 336 Number of Deaths Registered 39 365 Note 1: Only includes those properties whose arrears are greater than $10,000. This is estimated for the month of November to implementation of new tax software. Note 2: Number of eligible properties for tax registration not applicable for year-to-date comparison � I � INVESTMENTS OUTSTANDING PART"D" AS AT NOVEMBER 30, 1998 FINANCIAL INVESTMENT'! INTEREST #Of DAYS MATURITY MATURITY INSTITUTION COST RATE O/S VALUE DATE GENERAL FUND MTL 1,990,200.00 5.20% 34 2,000,000.00" Dec 2/98 TD 2,989,320.00 5.02% 26 3,000,000.00! Dec 14198 MTL 2,990,550.00 5.02% 23 2,990,550.00 Dec 18/98 TOTAL GENERAL FUND 7,970,070.00 RESERVE FUND RBC 34,731.25 7.20% 1,740 48,337.00 Aug 8100 RBC 1,001,705.00 6.80% 1828 1,392,611.00 Mar 15/01 RBC 820,799.37 7.16% 1358 1,061,287.00 July 6/99 RBC 250,000.00 8.00% 184 350,000.00 Mar 1/00 RBC 61!,000.00 9.0010 1460 82,960.00 May 1/99 RBC 999,999.48 7.70% 1718 1,417,032.00 Feb 6/00 RBC 295,000.00 8.50% 3285 295,000.00 May 26104 RBC 601,120.00 7.95% 1366 800,000.00 Feb 20/99 WOOD GUNDY 435,075.29 5.20% 777 484,272.00 Aug 18/00 RBC 2,063,810.92 7.95% 1688 2,937,391.00 Jan 13/00 RBC * 514,000.00 7.7S% 1825 514,000.00 June 8/00 RBC 862,564.39 7.43% 1316 1,117,022.00 March 8/99 RBC 999,999.65 8.20% 1825 1,482,799.00 Aug 8/00 RBC 620,220.69 5.15% 1007 711,752.00 Apr 5/01 RBC * 475,000.00 8.58% 2761 475,000.00 Mar 17/03 RBC 999,999.76 6.20% 1,252 1,229,256.00 July 6/99 RBC 138,709.23 6.25% 1,637 182,057.00 Aug 1/00 RBC 99,999.64 7.10% 1,906 143,061.00 May 14/01 WOOD GUNDY 250,000.00 5.00% 2556 250,000.00 June 21/05 RBC 40,397.70 7.20% 1578 54,562.00 Aug 8/00 RBC 299,628.501 5.30% 1396 365,000.00 Sept 1/00 RBC 180,862.43 5.6310 1549 228,160.00 Feb 1/01 RBC 933,400.00 5.20% 1827 1,202,670.00 Nov 12/02 RBC 1,568,561.00 4.75% 350 1,640,000.00 Mar 4/99 INVESTMENTS OUTSTANDING PART"D" AS AT NOVEMBER 30, 1998 FINANCIAL INVESTMENT INTEREST I #OF DAYS MATURITY MATURITY INSTITUTION COST RATE O/S VALUE DATE RESERVE FUND WOOD GUNDY 500,000.00 5.22% 365 526,100.00 Apr 16/99 RBC 58,479.40 5.95% 2032 80,639.00 Dec 15/02 RBC 25,125.57 5.95% 2025 34,613.00 Dec 15/02 RBC* 250,000.00 4.75% 1839 250,000.00 June 21/03 RBC 427,625.00 5.50% 1628 542,878.00 Dec 1/01 RBC 250,000.00 5.25% 180 250,000.00 June 21/04 RBC 1,109,499.87 4.75% 817 1,230,317.00 Mar 1/00 RBC 1,109,500.90 5.05% 1213 1,307,911.00 Apr 1/01 RBC 20,558.85 5.20% 1310 24,645.00 Jan 9/02 WOOD GUNDY 402,102.80 4.82% 608 434,678.00 Dec 1/99 WOOD GUNDY 171,793.70 4.82% 608 185,691.00 Dec 1/99 WOOD GUNDY 1,627,643.46 4.72% 333 1,696,876.00 Mar 1/99 WOOD GUNDY 528,412.46 5.34% 788 590,807.00 Aug 8/00 RBC 324,159.58 5.08% 592 350,974.00 Jan 31/00 RBC 898,314.97 5.00% 919 1,037,435.00 Mar. 8/01 RBC 2,160,071.68 5.70% 970 2,503,270.00 May 1/01 RBC 1,233,830.84 5.95% 1002 1,445,952.00 Jun 2/01 RBC 649,589.48 5.95% 1 185 783,582.00 Dec 2/01 WOOD GUNDY 882,000.00 7.75% 301 950,355.00 Sept 1/99 HONG KONG 2,191,316.45 5.25% 90 2,219,683.49 Feb 7/99 RBC 857,943.90 4.97% 360 900,000.00 Nov 12/99 TOTAL RESERVE FUND 30,224,553.21 TOTAL INVESTMENTS 38,194,623.21 * Bond investment. Interest paid on a semi-annual/annual basis OiJ DN:CASHPTE PART"E'" November, 1998 Development Charges Total l Towne Region C.—H.E.C. 1000690 Ontario Inc. 14,616.00 14,616.00 L.30,C.2,Darlington' 40M 1902 B/P#98.0763-764 W.Blackbum 6,774.00 5,131.00 1,643.00 L.3,C.,Clarke B/P#9&0882 Eiram Dev. 58,464.001 58,464.00 (Melody Homes) L.10,C.3,Bowmanville 40M1 776 B/P#98.0919-923 Ridge Pine Park 2,460.00 2,460.00 Lots 610,616,625,680 BFC,Dariington B/P#98,0929.932 1000690 Ontario Inc. 9,765.84 9,765.84 (Liza Homes) L.30,C.2,Darlington's 40M1902 B/P#98.0763-764 W.E.Roth Construction 97,531.50 43,015.50 54,516.00 L.31,C.2,Darlington 40M1928 B/P#98.0886.887 0899-905 Simkins Homes 24,381.84 9,765.84 14,616.00 L.30,C.2,DadIngtoni 40M 1902 B/P#98,0883-884 Gay Company 117,810.00 51,310.00 66,500.00 L.30,C.2,Darlington 40M 1939 B/P#98.0742-743,785-786, B/P#98.0829-834 Ka1ee Investments 25,655.00 25,655.00 L.19,C.8,Darlington 40M 1826 B/P#96.0096 Robinson-Ridge Dev, 66,156.00 26,256.00 39,900.00 L.34,C.1,Darlington 40M1931 B/P#98.0948-953 Westlake Developments 51,310.00 51,310.00 (82 1010 Ontario Ltd.) L.25,C.6,Darlington', 40M 1897 B/P#97,773 Andelwood Homes 12,439.00 5,131.00 7,308.00 L.34,C.2,Darlington 4OM1847 B/P#98.0916 TOTALS L 487,363.18 229,800.18 1 257,563.00 0.00 8 i 4 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File #: Date: February 1, 1999 Res.* Report#: TR-7-99 File #: By-Law#: Subject: INSURANCE POOLING STATUS UPDATE Recommendations:. It is respectfully recommended the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-7-99 be received; 2. THAT Council endorse the Municipality of Clarington proceeding with an insurance pooling arrangement with the Region of Durham and other area municipalities, the Durham Municipal Group, beginning with the premium year 1999/2090, subject to terms and conditions of the agreement being satisfactory to the Treasurer and Chief Administrative Officer; 3. THAT the Mayor and Clerk be authorized to enter into the Agreement prior to July 1, 1999; and 4. THAT the appropriate By-law be forwarded to Council for approval. Background: 1.0 Since the 1994/1995 premium year, the area municipalities, in conjunction with the Region of Durham have been investigating the potential''associated with insurance pooling. 1.1 In Report TR-46-98 (Attachment#1), Council authorized the Treasurer, as a member of the Durham Municipal Group to continue to pursue this opportunity. 1.2 Dion, Durrell and Associates were contracted by the Region to conduct an independent actuarial study to determine the feasibility of pooled insurance for the Durham Municipal Group. 1.3 As a part of this independent study, the current program was analyzed as shown in Attachment#2. Clearly shown in the second chart are the premium increases from TR-7-99 Page —2 — the current insurance provider over a five (5) year time period compared to the loss ratio. There is a substantial gap between these two values representing the significant surplus of premiums over losses paid. 1.4 As a result of the report by Dion, Durrell and Associates, it is recommended that the Durham Municipal Group proceed with a pooled insurance arrangement. This is not a reciprocal such as OMEX. It is simply combining resources as a municipal group to purchase insurance co-operatively based on agreed upon criteria. It eliminates the profit, administration and overhead costs of a "middle man". 1.5 The Region of Waterloo has successfully launched its own insurance pool and has made their experience and expertise available to the Durham Municipal Group. 1.6 The operation of a pool will virtually be no different than that of the current insurance provider. Pool participants pay their annual premium installments each year and are only responsible for their individual deductibles when a claim occurs. Any claim in excess of the pool limit is covered by a purchased group policy, therefore, covering liability associated with any significant claim. All legal and adjusting fees would be included in the total claim costs and are therefore not a separate individual responsibility. The pool funding would be structured such that there would not be any significant risk of additional assessments against the pool participants. 1.7 The ultimate administrative structure will be developed co-operatively between the Municipalities with the assistance of Dion, Durrell and Associates. Conclusion: 2.0 Insurance pooling represents an opportunity for substantial cost savings over the long term for the Durham Municipal Group by eliminating excessive premium costs and providing control to the municipalities over their insurance program. 2.1 It is therefore recommended that the Municipality of Clarington proceed in conjunction with the Durham Municipal Group, to establish an insurance pooling arrangement. VRespectfulsubmitted, Reviewed by: ie A. Marano, H.BSc.,AMCT, Franklin Wu, M.C.I.P.,R.P.P., Treasurer. Chief Administrative Officer. MM/NT/hjl Attachments X10 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ATTACHMENT#1 REPORT GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Meeting: JUNE 8, 1998 File# Date: Res.# Report#: TR-46-98 P File# By-law# Subject: 1998 / 1999 INSURANCE PROGRAM Reco endations: is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following 1. THAT Report TR-46-98 be received; 2• THAT the presentation of Mr. David Reed'from Frank Cowan Company Limited be acknowledged and received with thanks; and 3. THAT Frank Cowan Company Limited continue to be retained as the Municipality of Clarington's insurance carriers for the period from July 1, 1998 to June 30 1999, under the Durham Municipal Group Insurance Program at an approximate cost of $260,749 plus applicable taxes; and 4. TILAT the Durham Municipal Group, in preparation of the 1999/2000 premium year, commence a detailed investigation of an insurance pooling arrangement with the area municipalities and the Region of Durham for implementation July 1, 1999. BACKGROUND & COMMENTS 1.0 In preparation for the 1994/1995 premium year, the area municipalities in conjunction with the Region of Durham undertook an investigation of the potential associated with bull: co-operative purchasing, pooling of funds and reciprocal insurance. 1.1 As a result of this investigation, it was concluded that the Regional/Municipal Group were not at a sufficient stage of development to be able to efficiently;or effectively administer the extreme move to a fully self-funded pooling arrangement as it would require central co-ordination of all policies, additional expert staffing and significant administrative cost. 1.2 At a Spring 1996 meeting of the Durham Municipal Group, presentations and discussions took place regarding insurance pooling with purchased reinsurance to - reduwe the risk to the participating Municipalities. 8i TIZ-46-98 PAGE 2 13 The Region of Durham financed the cost to update the actuarial study done in 1994 to determine the viability of an insurance pooling arrangement. 1 .4 Per Report TR-60-97, Frank Cowan Company Limited was retained as provider for the Durham Municipal Group Insurance Program for the 1997/1998 premium year. However it was also recommended that the Durham Municipal Group continue to investigate insurance pooling as well as any other insurance alternatives. 1.5 In light of the investigation of other insurance alternatives, Frank Cowan Company has presented an overall decrease in the renewal rate from the 1997/1998 premium year by 8.0%. In addition Cowan has offered a guarantee that rates will not exceed the current level subject to our commitment to renew with the Frank Cowan Company for three successive one year terms and our agreement to defer any market search for that three year period. 1.6 At a May 1998 meeting of the Durham Municipal Group, it was agreed that insurance pooling remains a viable option in the long term and this arrangement needs to be investigated in greater detail. Therefore the Region and area municipalities agreed to renew with Frank Cowan Company for one year and to proceed with the investigation of an insurance pooling arrangement. Final recommendations in this regard will be brought to council in advance of the renewal date for the 1999/2000 premium year. SELF-INSURED LOSSES RESERVE 2.0 Annually, any surplus resulting from the comparison of premium year budget to actual cost is transferred into the self-insured losses reserve. For the 1997;1998 premium year, there was no unexpended budget remaining to be transferred into the reserve. This is primarily a result of budget constraints as well as payments to our insurance adjusters handling an increased number of claims and deductible payments for the settlement of prior year's claims. 2.1 The self-insured losses reserve is intended to cover costs associated with insurance claims below the Municipality's deductible amount, as well as fund the payment of the deductible. Consistent with the levels established over the past few years, it is recommended that the current levels be maintained as follows: the property deductible of S10,000 and the boiler and machinery deductible of$5,000. A copy of the summary of policy levels and deductibles is shown in attachment #1. As of December 31, 1997, the balance in the reserve was $135,916 (1996 - $114,197). The total draw on the reserve in 1997 was $13,281 as where possible, deductible payments were charged directly to the insurance operating account. There was also a budgeted contribution of S35.000 to the self-insured losses reserve in 1997. � l � TR-46-98 PAGE 3 CONCLUSION The recommendations outlined above are respectfully recommended for approval for the 1998/1999 premium year to be effective July 1, 1998. Respectfully submitted, Reviewed by, a arano, H.BSc.,A.M.C.T., W.H. Stockwell, Treasurer. Chief Administrative Officer. MAM/KS/km Attachment #1 819 ATTACHMENT#2 Current Program(coni'd) 1998199 Premium ❑Uxbridge $95,384 ❑ Whitby ❑ Ajax • Seugog $304,462 $352,212 • Brock $104,423 Oarington 1 Pickering $275,922 $338,976 ❑ lhhawa •Durfiam $458,394 $753,075 Total Premium: $2.79 Million DION, DURRELL a ASSOCIATES INC. —-------------- ' •1 • • Current rogra (cont'd) Historical Experience* 180% 160% ® 140% 12 120% S100% 80% 60% 40% 20% 0% 93/94 94/95 95/96 96/97 97/98 98/99 1-4—Premium 100% 108% 123% 150% 158%a 151% nLlIt.LR 36% 42r% 37%0 54% 39% — Fiscal Year g The figures are derived from one of the municipality's experience. ®The premium for 1993/94 is used as the base premium. """""""-"-,r DION, DURRELL a ASSOCIATES INC. ---------------' b i UNFINISHED BUSINESS THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File # Date: February 1, 1999 Res. # Addendum#2 to Report #: Report CD-34-97 By-law # Subject: LONG-TERM SERVICE AND RETIREMENT It is respectfully recommended that the General Purpose and Administration Committee recommend to Council: 1. THAT Addendum#2 to Report CD-34-97 be received; and j2. THAT the Municipality of Clarington's Long-Term Service and Retirement Policy be amended to provide for the presentation of service pins rather than plaques for 5, 10, 15 and 20 years service I and watches for 25 years service. I BACKGROUND AND COMMENT: At the Council meeting held on June 29, 1998, the Addendum to Report CD-34-97 was approved, which adopted a policy to recognize long-term service and retirement of its staff. That policy provides for the presentation of plaques to employees who have attained 5, 10, 15 and 20 years of service. In preparing for the first event, it was determined that the plaques were cost prohibitive (approximately$60.00 per plaque). As well, staff indicated that they would prefer to have a service pin rather than a plaque. The pins each cost(approximately) $25.00 for silver and $100.00 for gold. Because of staff's preference and the difference in the cost between the plaques and the pins, it is recommended that the policy adopted in June 1998 be amended to reflect a change from plaques to silver pins for recognition of 5, 10 and 15 years of service and gold pins to recognize 20 years service. The original policy also states that either a ring or a watch will be presented in recognition of 25 years service. Once again, at a cost of between $300.00 and $400.00 each, rings are cost prohibitive. Therefore, it is recommended that watches be presented to recognize this milestone. A copy of the policy, incorporating the recommended amendment, is included as Attachment No. 1. ANNUALEVENT The adopted policy provides for a wine and cheese party (and cash bar) to be held each year on the last Thursday of March. This year, the event is planned for the Garnet B. Rickard Recreation Complex on March 25, 1999 from 7:00 p.m. to 9:00 p.m. Addendum#2 to Report CD-34-97 - 2- February 1, 1999 This being the first recognition event, some 150 staff members are being honoured, ie: 62- 5 year pins 47- 10 year pins 14- 15 year pins 11 - 20 year pins 10-25 year(watches) The cost of the pins and watches (including artwork) is estimated to be $6,500. In subsequent years; the cost of awards will be substantially lower as there will not be as many employees recognized each year. In order to prepare for the function, costing has been estimated on 200 attendees, as follows: Cheese and Crackers -$260.00 Wine - $360.00 Rentals - $500.00 Bar - $650.00 (may be recovered from bar receipts) As stated in the June 1998 report, the expenditures for the evening will be budgeted in a special account under Unclassified Administration. Respectfully submitted Reviewed by (� v ru",-L �-� Patti arrie C.T. Franklin Wu, M.C.I.P., R.P.P. nicipal lerk Chief Administrative Officer Enc .� uL i February 1999 THE MUNICIPALITY OF CLARINGTON POLICY: RECOGNITION OF LONG TERM SERVICE AND RETIREMENT LONG TERM SERVICE The Municipality of Clarington appreciates and values its Staff. In recognition of the contribution of those employees who have given loyal and dedicated service, the Municipality of Clarington will hold a wine and cheese party (cash bar) each year on the last Thursday of March. Those invited as guests of the Municipality are: i i all present employees who have reached 5, 10, 15, 20, 25 or more years of service and their guest(s). As an expression of appreciation, the Municipality shall make the following presentation to each employee depending on the number of years of their service with the Corporation. 5 years - 5-year silver pin 10 years - 10-year silver pin 15 years - 15-year silver pin 20 years - 20-year gold pin 25 years - a watch i The Chief Administrative Officer will prepare and maintain an up-to-date list of employees to whom presentations will be made and will advise these employees by the first day of March of each year, i I3u3 i 2- The Mayor and Members of Council will be invited to the function and, should the Mayor not be available to make the presentations on the evening in question, the Acting Mayor will act on his/her behalf, i The Chief Administrative Officer's Office will be responsible for organizing the function to be held at the i Municipal Administrative Centre or other appropriate facility, RETIREMENT The Municipality shall recognize the retirement of its full-time employees and part-time employees who have provided a minimum of 10 years service to the municipality, attained the age of 55 and have opted into the retirement package. The Department Head in charge of the retiree shall initiate and organize the function for which the employee has indicated a preference; a) Farewell Dinner b) Wine and cheese party c) Afternoon Tea Any costs related to the retiree and his/her guest will be incurred by the Municipality and other attendees will be requested to purchase a ticket. All retiring employees shall receive a Plaque from the Municipality,alit Y together with a letter from the Mayor and Members of Council thanking them for their years of dedicated service. The Municipality shall contribute $250.00 toward the cost of an enduring gift to any person retiring or long- term employee leaving the Corporation, 1514 i -3- BUDGET The monies for expenditure for the Recognition of Long-Term Service and Retirement" Policy will be budgeted in a special account under Unclassified Administration. i RETIREMENT PLANNING The Municipality of Clarington recognizes that employees should be provided with positive motivation and support while preparing for their retirement and that successful pre-retirement planning will help to ensure that employees remain productive during their final years of service with the Corporation. Basic retirement facts, such as financial planning, health and nutrition, legal issues, volunteerism, etc. provide the fundamentals fora re-retirement planning program as the infusion of an unlimited quantity of free time is the new dimension for a retiree and the individualized adaptation to its use is the key to personal pleasure. The Municipality of Clarington will offer Pre-retirement Seminars for employees who have indicated an interest in attending. I i 1s �� 5