HomeMy WebLinkAbout02/15/1999 �a;MUNICIPALITY OF
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ONTARIO
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
DATE: FEBRUARY 15, 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 February 1, 1999
4. DELEGATIONS
(a) Rev. Frank Lockhart, Chair of Valleys 2000, Box 362
Bowmanville, L1 31_1 — Report PD-19-99
5. PLANNING AND DEVELOPMENT DEPARTMENT
(a) PD-18-99 - Monitoring of the Decisions of the
Committee of Adjustment for the
Meeting of January 28, 1999 601
(b) PD-19-99 - Memorandum of Understanding
between the Municipality of Clarington
and Valleys 2000 606
(c) PD-20-99 - Ontario 2000 — Main Street Ontario
Funding Program 616
6. CLERK'S DEPARTMENT
(a) CD-9-99 - Mark Stewart — Animal Licensing Services
Inc. - Agreement 701
(b) CD-10-99 - Parking Enforcement Report for the Month
of January, 1999 712
(c) CD-11-99 - Animal Services Monthly Report for the
Month of January, 1999 713
CORPORATION OF THE MUN-�=LITY OF CLARINGTON
40 TEMPERANCE STREET- BOWMANVILLE -ONTARIO • L7C 3A6 • (905) 623-3379 • FAX 623-4169 RECYCLED
G.P.& A. Agenda - 2 - February 15, 1999
7. TREASURY DEPARTMENT
No Reports
8. FIRE DEPARTMENT
(a) FD-5-99 - Monthly Fire Report — January, 1999 901
9. COMMUNITY SERVICES DEPARTMENT
(a) CS-4-99 - Orono Arena Expansion Project 1001
10. PUBLIC WORKS DEPARTMENT
(a) WD-7-99 - Scugog Estates Subdivision, Bowmanville
Plan 40M-1764, 'Certificate of Acceptance'
and 'Assumption By-law', Final Works
Including Roads and Other Related Works 1101
(b) WD-8-99 - McFeeters Crescent Extension Subdivision
Bowmanville, Part 8 of Plan 40R-13850 and
Part 3 of Plan 40R-14116, 'Certificate of
Acceptance' and 'Assumption By-law',
Assumption of Roads and Other Related
Works 1 106
(c) WD-9-99 - Courtice Mill 2 Subdivision, Courtice, Plan
40M-1763, 'Certificate of Acceptance'
Final Works 1110
(d) WD-10-99 - Oak Ridges Trail Association Request for
Use of Road Allowances 1113
(e) WD-11-99 - Road Watch Program 1122
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11 . ADMINISTRATION
(a) ADMIN-4-99 - Confidential Report re: Personnel Matter
(to be distributed under separate cover)
12. UNFINISHED BUSINESS
13. OTHER BUSINESS
14. ADJOURNMENT
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THE MUNICIPALITY OF CLARINGTON
General Purpose and Administration Committee February 1, 1999
Minutes of a meeting of the General Purpose and
Administration Committee held on Monday,
February 1, 1999 at 9:30 a.m., in the Council
Chambers.
ROLL CALL
Present Were: Mayor D. Harare
Councillor J. Mutton
Councillor M.Novak
Councillor J. Rowe
Councillor J. Schell
Councillor C.Trim
Councillor T. Young
Also Present: Chief Administrative Officer, F. Wu
Community Services, Aquatics Facilities Manager, C. Gonder(until 3:00 p.m.)
Solicitor, D. Hefferon(attended at 2:00 p.m.)
Divisional Fire Chief, W. Hesson(until 3:00 p.m.)
Treasurer, M. Marano
Acting Director of Planning and Development,D. Crome
Director of Public Works, S. Vokes
Divisional Fire Chief,G. Weir(until 3:00 p.m.)
Deputy Clerk, M. Knight Stanley
Mayor Hamre chaired this portion of the meeting.
DISCLOSURES OF PECUNIARY INTEREST
There were no disclosures of pecuniary interest.
MINUTES
Resolution#GPA-52-99
Moved by Councillor Mutton,seconded by Councillor Novak
THAT the minutes of a regular meeting of the General Purpose and Administration
Committee held on January 18, 1999,be approved.
"CARRIED"
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G.P. &A. Minutes -2- February 1, 1999
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PRESENTATIONS
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(a) Inspector Ross Smith and Staff Sergeant Ted Dionne,Durham Regional
Police, 16`h Division,77 Centre Street North,Oshawa,L1G 4117—were
present to introduce Staff Sergeant Bill Temple who is a 24-year veteran of the
Durham Police Services. A video entitled"Eye in the Sky" addressing the
operation and implementation of a video operating system in Sudbury was
viewed by Members of the Committee. A package containing newspaper
articles,etc.was circulated as a handout. It was noted that these cameras are
installed for the purpose of crime prevention not for traffic violations. It was
noted that the criminal activity in the downtown area of Sudbury has decreased
by over 10%for the three month period when the cameras were up versus the
same three month period the year prior.
(b) Angela Stern lannuzziello,P. Eng., Entra Consultants Inc.,2800
Fourteenth Avenue,Suite 210, Markham,L311 OE4—regarding Highway 2
Transit Study-gave a slide presentation which addressed the following:
• Highway 2/Highway 401 Corridor—contexts/transit service review
• Service Concept—Option 1 (develop a strategy for roles and responsibilities
of transit operators)
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Highway 2 both Regional and Inter-municipal service
• Common Issues
equipment—communications—technology—shelters
• Service Options
A — • Fare Options
• Cost Allocation Models
• Service Costs Summary
• Cost Allocation Summary
• Required Input/Next Step—regarding:
service options
fare structures
cost allocations
Resolution#GPA-53-99
Moved by Councillor Mutton,seconded by Councillor Rowe
THAT the Committee recess for 15 minutes.
"CARRIED"
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The meeting reconvened at 10:50 a.m.
DELEGATIONS
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(a) Ben Chartier, Handi-Transit,44 William Street West,Oshawa,
L1G 1J9—Update on Handi-Transit Activities-circulated a copy of his letter
dated December 17, 1998,to the Municipality and advised Members of the
Committee that since the request in June 1998, from a physically challenged
person for service on weekends and evenings,members of the Handi-Transit
have received 112 calls and were able to satisfy all of the requests with no
additional funds being requested by the Handi-Transit.
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G.P. &A. Minutes February I, 1999
DELEGATIONS CONT'D
(b) Representative of the Bowmanville Business Improvement Centre, P.O.
Box 365,Bowmanville, L1C 3L1 —was called but were not present.
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(c) Sam Cureatz, 104 James Street West, Newcastle, LIB 106—regarding
Report PD-39-99—expressed thanks to the following three members of Staff of
the Planning Department:
Heather Brooks
Carlo Pellarin
Bob Russell;
stating that these persons were extremely helpful during the application
process.
Councillor Novak chaired this portion of the meeting.
PUBLIC MEETING
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 application:
(a) Rezoning Application and Amendment to Draft Approval—Part
Lots I I and 12,Concession 2, Former Town of Bowmanville—
_�` Halloway Holdings Limited
The-Deputy Clerk advised that public notice for the rezoning application was
sent by first class mail on or before January 1, 1999, to all property owners
within 120 metres of the subject property in accordance with the latest municipal
assessment record. In addition,notice was also posted on the site prior to
January I, 1999. 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 January I, 1999,to all property
owners within 120 metres of the subject property in accordance with the latest
municipal assessment record. In addition,notice was also posted on the site
prior to January 1, 1999. 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 amendment,then the
objectors would be heard,followed by the supporters and the applicant.
(a) Report PD-11-99—Halloway Holdings Limited—the purpose and
effect of the rezoning application and proposed amendment to draft
approval is to revise within the two draft plans,a total of 115 draft
approved units(76 single family 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)and amend
the zoning categories to permit the development to proceed.
G.P.& A. Minutes -4- February 1, 1999
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PUBLIC MEETINGS CONT'D
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Blair McEwen,4 Shoreview Court,Bowmanville,L1C 3V2—circulated a
petition containing approximately 112 signatures and a copy of his
correspondence to the Municipality wherein the following concerns were
expressed:
• The two new schools which were opened in September 1998 are already at
capacity. Adding another high density neighbourhood will only compound
existing problems;
• The one time lot levy which will be paid by the developer will not justify
increasing the number of developed lots within the proposed area;
• A multitude of safety concerns pertaining to parking on residential streets,
traffic near a school safety zone and inadequate parking;
• Devaluation of existing properties; and
• Character of the neighbourhood—future development should be compatible
with existing homes to maintain the character of the existing
neighbourhoods with lot size being a major component.
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Jack Julicher,43 Clayton Crescent, Bowmanville,L1C 4P3—has been a
resident of the area since 1990 and stated that the residents have lived without a
park for nine years. He requested that the developer build a park, that homes
have a double driveway and expressed a concern regarding devaluation of
properties.
Adam McKenzie, 106 Clayton Crescent, Bowmanville, L1C 4N9—requested
r r that the developer save the pond which is located near High Street as he and his
school friends love to play near the pond and its natural habitat. He also
requested that the park be kept as natural as possible.
Steve Chinn, 14 Aldcroft Crescent, Bowmanville, L1C 4Pl —advised that he
fears for the safety of his two young children because of the existing major
problem with cars on the road.
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Aileen Cameron,50 Clayton Crescent, Bowmanville, L1C 4N8—reiterated
the comments made by Blair McEwen stressing that the traffic congestion on
Clayton Crescent is a major concern. She requested that the existing access to
Liberty Street from Clayton Crescent not be closed.
Diane McKenzie, 106 Clayton Crescent, Bowmanville, L1C 4N9—referred to
her letter dated January 27, 1999,to the Municipality wherein the following
concerns were expressed:
• the plan does not make allowance for travel between High Street and
Clayton Crescent;
• the lots should remain 50 ft or larger because smaller lots will adversely
affect the value of the existing homes as well as the quality of life of the
residents;and
• a request that the Municipality require as a minimum,a double car driveway
in front of each home
No one spoke in support of this application.
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G.P. &A. Minutes -5 - February 1, 1999
PUBLIC MEETINGS CONT'D
Debbie Clarke,Halloway Holdings Limited, 177 Nonquon Road,20`x' Floor,
Oshawa, L2G 3S2 and Brice Gordon,G.M.Sernas and Associates,
110 Scotia Court, Unit 41,Whitby, L1N 8Y7—were present to address
Members of the Committee. Debbie Clarke explained the history of the
application and advised that four generations of her family have been building
homes in the Municipality of Clarington. She requested that the planning aspect
of the application be allowed to proceed and that the amount of dollars in park
furniture(approximately$500,000)be reduced because it is financially almost
impossible for the developer to meet this requirement. She advised that the
developer is willing to dedicate the land to the Municipality for this purpose.
PLANNING AND DEVELOPMENT DEPARTMENT
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Rezoning& Resolution#GPA-54-99
Amendment to
Draft Approval Moved by Councillor Schell,seconded by Councillor Rowe
Halloway Holdings
D14.DEV.98.068 THAT Report PD-11-99 be received;
THAT the application to amendment the Municipality Zoning By-law 84-63 of the
former Town of Newcastle, as amended,and applications for proposed amendment
to draft approval 18T-82037 and 18T-87087, submitted by G.M. Semas and
Associates on behalf of Halloway Holdings Limited be referred back to staff for the
preparation of a subsequent report upon resolution of all outstanding issues;
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
THAT the Durham Region Planning Department,all interested parties listed in
Report PD-11-99 and any delegations be advised of Council's decision.
"CARRIED"
Removal of Resolution#GPA-55-99
Part Lot Control
Green-Martin Moved by Councillor Rowe,seconded by Councillor Trim
Holdings Ltd.
THAT Report PD-12-99 be received;
THAT the request submitted by Green-Martin Holdings Ltd. for removal of Part
Lot Control with respect to Lots I to 8 inclusive, Blocks 9, 11 and 12,and Blocks
18 to 23 inclusive,on Plan 40M-1940 be approved;
THAT the Part Lot Control By-law attached to Report PD-12-99 be approved and
forwarded to Durham Region pursuant to Section 50(7)of the Planning Act, R.S.O.
1990,as amended;and
G.P. &A. Minutes -6- February 1, 1999
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PLANNING AND DEVELOPMENT DEPARTMENT CONT'D
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THAT all interested parties listed in Report PD-12-99 and any delegations be
advised of Council's decision.
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"CARRIED"
Clarington Official Resolution#GPA-56-99
Plan Amendment
Walter&James Hale Moved by Councillor Young,seconded by Councillor Trim
THAT Report PD-13-99 be received;
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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;
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
Report PD-13-99;
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
THAT Durham Region Planning Department,all interested parties listed in Report
PD-13-99 and any delegations be advised of Council's decision.
"CARRIED"
Part Lot Control Resolution 4GPA-57-99
1249981 Ontario
Limited Moved by Mayor Hamre,seconded by Councillor Schell
THAT Report PD-16-99 be received;
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;
THAT the Part Lot Control By-law attached to Report PD-16-99 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
THAT all interested parties listed in Report PD-16-99 and any delegations be
advised of Council's decision.
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"CARRIED"
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G.P. &A. Minutes - 7- February 1, 1999
PLANNING AND DEVELOPMENT DEPARTMENT CONT'D
Removal of Resolution#GPA-58-99
Holding Symbol
Martin Road Moved by Councillor Schell,seconded by Councillor Young
Holdings Limited
THAT Report PD-17-99 be received;
THAT Rezoning Application ZBA 99-002 submitted by The Kaitlin Group Ltd.on
behalf of Martin Road H "
Holdings Ltd, requesting the removal of the Holding(H)
symbol from the subject lands be approved as per Attachment No.2 to Report
PD-17-99;
THAT the amending By-law,attached to Report PD-17-99 be forwarded to Council
for approval;
THAT a copy of Report PD-17-99 and the amending by-law be forwarded to the
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Regional Municipality of Durham Planning Department; and
THAT all interested parties listed in Report PD-17-99 and any delegations be
advised of Council's decision.
"CARRIED"
Resolution#GPA-59-99
Moved by Mayor Hamre,seconded by Councillor Mutton
THAT the Committee recess for lunch until 2:00 p.m.
"CARRIED"
The meeting reconvened at 2:00 p.m.
CLERK'S DEPARTMENT
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Councillor Trim chaired this portion of the meeting.
Parking Proposal Resolution#GPA-60-99
BIA
T02.GE Moved by Councillor Schell,seconded by Councillor Young
THAT Report CD-7-99 be received;
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;
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THAT the Municipal By-law Enforcement Officers monitor the various off-street
parking lots within the Bowmanville BIA,on a routine basis, to identify vehicles
which are being parked there for a period longer than the allowed three hours free
parking;and
THAT the Bowmanville BIA be advised of Council's decision.
"CARRIED"
G.P. &A. Minutes - 8 - February 1, 1999
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CLERK'S DEPARTMENT CONT'D
Resolution#GPA-61-99
Moved by Councillor Mutton,seconded by Councillor Rowe
THAT the order of the agenda be altered to allow for consideration of the
Addendum#2 to Report CD-34-97 at this time.
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"CARRIED"
Long-Term Resolution#GPA-62-99
Service and
Retirement Moved by Mayor Harare,seconded by Councillor Novak
THAT Addendum#2 to Report CD-34-97 be received;and
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 51
10, 15 and 20 years service and watches for 25 years service.
"CARRIED"
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Councillor Mutton chaired this portion of the meeting.
TREASURY DEPARTMENT
. r'Year 2000 Resolution#GPA-63-99
Moved by Councillor Schell,seconded by Councillor Novak
THAT Report TR-4-99 be received;
THAT staff proceed immediately with the plan of action outlined in the body of
Report TR-4-99;
THAT as an interim measure, no municipal staff be permitted to schedule vacation
time between December 31, 1999 and January 7,2000;
THAT no municipal facilities under the control of municipal staff be booked for
special events between December 31, 1999 and January 7,2000; and
THAT a copy of Report TR-4-99 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, Libraries, the
Older Adult Centre and Youth Centre.
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"CARRIED"
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G.P. &A. Minutes -9- February 1, 1999
TREASURY DEPARTMENT CONT'D
Tender CL98-22 Resolution#GPA-64-99
Oil and Lubricants
Moved by Councillor Novak, seconded by Councillor Schell
THAT Report TR-5-99 be received;
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
THAT the contract be extended for a second year and third year at no increase in
price dependent upon satisfactory service;and
THAT the required funds be provided from the current operating fleet budget.
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"CARRIED"
Cash Activity Resolution#GPA-65-99
Report November
1998 Moved by Mayor Hamre,seconded by Councillor Schell
THAT Report TR-6-99 be received;
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 schedule attached to Report TR-6-99; and
THAT Part"A"of the expenditures for the month of November 1998,be
confirmed.
"CARRIED"
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Insurance Pooling Resolution#GPA-66-99
Status Update
Moved by Councillor Novak,seconded by Mayor Hamre
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THAT Report TR-7-99 be received;
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
1999/2000,subject to terms and conditions of the agreement being satisfactory to
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the Treasurer and Chief Administrative Officer;
THAT the Mayor and Clerk be authorized to enter into the Agreement prior to
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July 1, 1999; and
THAT the appropriate By-law be forwarded to Council for approval.
"CARRIED"
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G.P. &A. Minutes - 10- February 1, 1999
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Mayor Hamre chaired this portion of the meeting.
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ADMINISTRATION
There were no reports considered under this section of the agenda.
UNFINISHED BUSINESS
Addendum#2 to
Report CD-34-97 Addendum#2 to Report CD-34-97 was considered earlier in the meeting; see
Resolution#GPA-62-99 on Page 8.
Durham Police Resolution#GPA-67-99
Services-Video
Camera Surveillance Moved by Councillor Mutton,seconded by Councillor Schell
THAT Staff Sergeant Ted Dionne, Inspector Ross Smith and Staff Sergeant
Bill Temple be thanked for their presentation;
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THAT the issue of video camera surveillance be referred to the Chief
Administrative Officer; and
THAT Staff Sergeant Ted Dionne, Inspector Ross Smith and Staff Sergeant Bill
Temple be advised of Council's decision.
"CARRIED"
Highway#2 Resolution#GPA-68-99
r Transit Study
Moved by Councillor Novak,seconded by Councillor Schell
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THAT Angela Stern lannuzziello, Entra Consultants Inc. be thanked for her
presentation regarding the Highway 2 Transit Study;and
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THAT Ms. lannuzziello be advised that the Council of the Municipality of
Clarington and the Chief Administrative Officer look forward to receiving the full
package on costs for transit including costs for full coverage of the Municipality of
Clarington.
"CARRIED"
Handi-Transit Resolution#GPA-69-99
Moved by Councillor Rowe,seconded by Councillor Schell
THAT the delegation of Ben Chartier be acknowledged and received with
appreciation.
"CARRIED"
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G.P. &A. Minutes February I, 1999
UNFINISHED BUSINESS
Excellent Resolution#GPA-70-99
Service from
Staff Moved by Councillor Young,seconded by Councillor Mutton
THAT a letter be forwarded from the Mayor's office to the three individuals who
were acknowledged as providing excellent service to Mr. Sam Cureatz as follows:
Heather Brooks
Carlo Pellarin
Bob Russell.
"CARRIED"
OTHER BUSINESS
There were no items considered under this section of the agenda.
Resolution#GPA-71-99
Moved by Councillor Schell, seconded by Councillor Mutton
THAT the meeting be"closed"to hear the confidential verbal report of the Solicitor
pertaining to a legal matter.
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Resolution#GPA-72-99
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Moved by Councillor Mutton,seconded by Councillor Schell
THAT the actions taken at the"closed" meeting be ratified.
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"CARRIED"
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ADJOURNMENT
Resolution#GPA-73-99
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Moved by Councillor Young, seconded by Councillor Rowe
THAT the meeting adjourn at 4:25 p.m.
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"CARRIED"
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MAYOR
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DEPUTY CLERK
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DN: PD-18-99
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File #
Date: Monday, February 15, 1999 Res. #
Report #: PD-18-99 FILES #: A98/043, A98/044 & A98/059 By-law #
Subject: MONITORING OF THE DECISIONS OF THE COMMITTEE OF
ADJUSTMENT FOR THE MEETING OF JANUARY 28, 1999
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Recommendations:
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It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PD-18-99 be received ;
2. THAT Council concur with decisions of the Committee of Adjustment made on
January 28, 1999 for applications A98/043, A98/044 and A98/059.
3. THAT Staff be authorized to appear before the Ontario Municipal Board to defend
the decision of the Committee of Adjustment for applications A98/043, A98/044
and A98/059, in the event of an appeal.
1 . APPLICATION DETAILS
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1.1 In accordance with Section 45 of the Planning Act, R.S.O. 1990, all applications
received by the Municipality for minor variance are scheduled to be heard within
30 days of being received by the Secretary-Treasurer. The decisions of the
Committee are detailed below.
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1.2 Applications A98/043 and A98/044 were approved as amended. The applicant
applied in 1998 and the applications were tabled for a period up to nine (9) months
to allow the applicant time for discussion with Staff to reduce the variances
required. The applicant and Staff were successful in revising the applications.
1.3 Application A98/059, submitted by Nancy Bruynson, was TABLED to the next
6:") 1
REPORT NO.: PD-18-99 PAGE 2
Committee of Adjustment hearing, (scheduled for February 25, 1999) to allow the
applicant time for further discussion with Staff regarding possible revisions to the
application.
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1 .4 The purpose of each minor variance application and the Committee's decisions are
detailed in Attachment No. 1.
1.5 Council's concurrence with the Committee of Adjustment decisions is required in
order to afford Staff's official status before the Ontario Municipal Board in the event j
of an appeal of any decision of the Committee of Adjustment.
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Respectfully submitted, Reviewed by,
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D vi 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.
SL*CP*DC*km j
5 February, 1999
Attachment
602
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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
COMMITTEE OF ADJUSTMENT
PERIODIC REPORT
FILE NUMBER: A98/043
APPLICANT: SYVAN DEVELOPMENTS S LTD.
AGENT: OVIDIO SBRISSA ARCHITECT INC.
PROPERTY DESCRIPTION
i164 BASELINE RD
PART LOT: 9 CONCESSION:
TOWNSHIP : BOWMANVILLE
PLAN NUMBER: - -
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ZONING: M2
HEARING DATE : 28-Jan-99
DECISION: APPROVED
APPEAL DATE : 17-Feb-99
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MINOR VARIANCE :
TO REDUCE THE REQUIRED NUMBER OF PARKING SPACES FROM 217 TO 178
SPACES, AND TO REDUCE THE REQUIRED LANDSCAPED OPEN SPACE FROM 10
PERCENT TO 7 . 9 PERCENT.
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REASON FOR DECISION:
THAT THE APPL. IS CONSIDERED TO BE IN CONFORMITY WITH THE OP AND
ZB, & IS DEEMED MINOR AND DESIRABLE, THE APPL. BE APPROVED FOR A
REDUCTION OF PARKING SPACES TO 178 & A REDUCTION OF LANDSCAPED
OPEN SPACE REQM' T TO 7 . 9% OF THE LOT AREA.
b '.�
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
COMMITTEE OF ADJUSTMENT
PERIODIC REPORT
FILE NUMBER: A98/044
********************
APPLICANT: SYVAN DEVELOPMENTS LTD.
AGENT: OVIDIO SBRISSA LIMITED
PROPERTY DESCRIPTION
160 BASELINE RD
PART LOT: 9 CONCESSION: 1
TOWNSHIP: BOWMANVILLE
PLAN NUMBER: - -
ZONING: M2-13
HEARING DATE : 28-Jan-99
DECISION: APPROVED
APPEAL DATE : 17-Feb-99
MINOR VARIANCE:
TO REDUCE THE EASTERLY SIDE YARD SETBACK FROM THE REQUIRED 5
METRES (16 . 4 FT) TO 1 . 52 METRES (5 . 0 FT) .
REASON FOR DECISION:
THAT AS THE APPLICATION IS CONSIDERED TO BE IN CONFORMITY WITH THE
OFFICIAL PLAN AND ZONING BY-LAW AND IS DEEMED TO BE MINOR AND
DESIRABLE, THE APPLICATION BE APPROVED FOR AN INTERIOR SIDE YARD
SETBACK OF 1 . 52 METRES .
I
tt
THE CORPORATION OF THE MUNICIPALITY OF CAARINGTON
COMMITTEE OF ADJUSTMENT
PERIODIC REPORT
FILE NUMBER: A98/059
APPLICANT: BRUYNSON, NANCY J.
AGENT: BRUYNSON, RICHARD W.
j PROPERTY DESCRIPTION
6 HILLSIDE DRIVE
i
PART LOT: 25 CONCESSION: 6
TOWNSHIP : DARLINGTON
PLAN NUMBER: -746 -1
I
ZONING: RH
HEARING DATE : 28-Jan-99
DECISION: TABLED
APPEAL DATE : 17-Feb-99
MINOR VARIANCE :
TO CONSTRUCT AN ACCESSORY BUILDING AT 108 SQ M (1163 SQ FT) AND TO
INCREASE THE HEIGHT OF THE ACCESSORY BUILDING FROM THE MAXIMUM OF
5 METRES (16 . 4 FT) TO 7 . 5 METRES .
j
REASON FOR DECISION:
THAT THE APPLICATION BE TABLED TO FEBRUARY 25, 1999 TO ALLOW THE
APPLICANT TIME FOR DISCUSSION WITH STAFF.
6 ±� 5
DN: PD-19-99
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File #
Date: Monday, February 15, 1999 Res. #
Report #: PD-19 -99 By-law #
Subject: MEMORANDUM OF UNDERSTANDING BETWEEN THE MUNICIPALITY
OF CLARINGTON AND VALLEYS 2000
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PD-19 -99 be received;
2. THAT the Memorandum of Understanding between Valleys 2000 and the
Municipality of Clarington be APPROVED;
3. THAT the Mayor and Clerk be authorized to execute the Memorandum of
Understanding on behalf of the Municipality of Clarington;
i
4. THAT Council provide a grant to Valleys 2000 equivalent to the insurance
premiums up to a maximum of $1000.00 per year for five years and that such funds
be drawn from 7007-X-254 Unclassified Admin - Insurance Coverage; and
5. THAT Rev. Frank Lockhart, Chair of Valleys 2000 be advised of Council's decision.
1. BACKGROUND
1.1 On December 7, 1998, Rev. Frank Lockhart and Mr. Bob Simpson appeared before
Council advising of a proposed community millennium project to be sponsored
largely by the Bowmanville Lions Club, the Bowmanville Rotary Club, the Healthy
Communities Committee and other community members. The Project included a
trail system and other features that would enhance the Bowmanville Creek Valley
from the downtown core to the waterfront (see Attachment No. 1). Rev. Lockhart
and Mr. Simpson noted that the project would not be supported by taxpayer dollars
but did request the following:
� nh
REPORT PD-19-99 PAGE 2
a) Municipal Staff support to assist in co-ordinating the project;
b) the Municipality assume all the lands; and
c) maintenance of the completed project.
Council endorsed the project and their requests.
1.2 Update of the Committee's Progress
The Committee has met several times in the last month. Staff from the Planning
and Development Department, Public Works Department and Property
Management on occasion, have attended these meetings. The following is a brief
update on the progress of the Committee since December, 1998.
i
• Created a new project and committee name — Valleys 2000.
• Terms of Reference have been prepared for the project and a planning/landscape
architect firm will be retained sometime in February.
• Determined that, if sufficient funds were raised, the scope of their work would
include Soper Creek Valley from the Visual Arts Centre to Concession Street, the
Bowmanville Creek Valley from Highway 2 to Jackman Road.
• Created sub-committees for fundraising, finance, public relations, property
liaison, planning and development, and cultural heritage.
i
• Prepared the appropriate applications to establish Valleys 2000 as a charitable
organization.
i
• Applied to the Province of Ontario for funding under Special Projects & Ministry
of Natural Resources CFWIP program.
1.3 During the preparation of the Terms of Reference and the application for a
charitable status, it became apparent that the roles of the Valleys 2000 and the
67 J
REPORT PD-19-99 PAGE 3
Municipality were unclear. As such, a Memorandum of Understanding has been
prepared. (see Attachment No. 2). The purpose of this report is to provide Council
with an overview of the Memorandum of Understanding, inform Council of its
implications to the Municipality and to seek authorization for the Mayor and Clerk
to execute the agreement on behalf of the Municipality of Clarington.
2. THE MEMORANDUM OF UNDERSTANDING
2.1 The highlights of
the Memorandum of Understanding are noted below.
• Valleys 2000 will:
- retain the services of a planning/landscape architect firm;
- collect all funds, and be responsible for the payment of expenses relating to
the consultant, fundraising, publicity, volunteer labour, buildings or
structures and land enhancements;
- co-ordinate any volunteer work labour for trail construction, tree plantings,
bank stabilization and any other projects;
- obtain their own liability insurance for no less than $2,000,000 and naming
the Municipality as an additional insured;
- supervise all volunteer work activities and ensure appropriate safety
equipment is available; and
- apply for and administer funding sources other than those requiring
municipal sponsorship.
f
• The Municipality will:
- accept title (free and clear of all encumbrances) to all lands and/or easements
for the lands identified in the Valleys 2000 concept. This includes assuming
the liability for all the lands identified in the Valleys 2000 concept and the
legal costs associated with accepting the title to the lands;
- tender and administer the construction of buildings and structures identified
in the concept, upon receipt of the funds or a security to the Municipality's
Treasurer;
6
REPORT PD-19-99 PAGE 4
- apply for funding on behalf of Valleys 2000 when required; and
- maintain the trails and other enhancement features in the valleylands as these
items are built.
A Project Work Team will be established which will include one staff member from
Planning and Development, Public Works, Marketing Tourism and Economic
Development and the Property Manager who will work with four members of
Valleys 2000 to co-ordinate the project.
The Memorandum will expire on December 31, 2004 at which time all remaining
assets and funds will be transferred to the Municipality. Prior to this date, however
a Schedule of Works determining how the balance of assets and funds are to be
used will be prepared. The Municipality will not assume any debt accumulated by
Valleys 2000.
3. INSURANCE COVERAGE
i
3.1 This project has been conceived by the community and will be funded by the
community. However, the Municipality will be the owner of the lands for the
project. Valleys 2000 is of the opinion that they are closely linked with the
Municipality in this project and should therefore be covered by the Municipality's
insurance policy. The Municipality's insurer will not provide coverage for groups
that are not committees of Council. If Valleys 2000 is formed as a committee of
Council they lose many of the government and private agency funding
opportunities. Since Valleys 2000 is developing open space and park land for the
benefit of the Municipality, Staff recommend that Council provide a grant equivalent
to insurance premiums up to an upset limit of $1,000. per year for five years . This
will be considered part of the Municipality's financial contribution to the project.
The Treasurer concurs with this approach.
6 -J9
REPORT PD-19-99 PAGE 5
4. CONCLUSIONS
4.1 The Valleys 2000 project is an exciting millennium project for the Municipality of
Clarington. The Memorandum of Understanding defines the roles and
responsibilities of both Valleys 2000 and the Municipality of Clarington. Staff
recommend that the Memorandum of Understanding be approved and authorized
by the Mayor and Clerk and that the sum $1,000. be granted for the next five years
to assist the group in covering the costs of insurance.
This report has been reviewed by the Director of Public Works, the Treasurer and
i
the Property Manager. They concur with its contents.
Respectfully submitted, Reviewed by,
Da 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
CRS*DJC*cc
1 February 5, 1999
Attach.
fInterested parties to be notified of Council and Committee's decision:
Rev. Frank Lockhart, Chair
Valleys 2000
P.O. Box 364
Bowmanville, Ontario
L1 C 31-1
bi0
ATTACHMENT NO.
Valleys 2000 Millennium Project Area
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ATTACHMENT NO
MEMORANDUM OF UNDERSTANDING
Made this day of 1999
BETWEEN
THE MUNICIPALITY OF CLARINGTON
Hereinafter called "the Municipality"
OF THE FIRST PART
And
VALLEYS 2000
OF THE SECOND PART
WHEREAS a number of community groups and interested citizens have joined together to
form Valleys 2000;
AND WHEREAS Valleys 2000 will establish a trail from the downtown core to the
waterfront and construct other features that enhances the Bowmanville Creek Valley over a
five year period, to the year 2004;
I
AND WHEREAS Valleys 2000 will protect or enhance the environmentally sensitive
features of the Bowmanville Creek Valley in any works it undertakes;
i
I
AND WHEREAS Valleys 2000 will consider establishing a trail system in the Soper Creek
valley and extend the trail in the Bowmanville Creek valley north of the downtown core, at
sometime in the future;
AND WHEREAS Valleys 2000 will initiate a fund raising campaign for funds necessary for
this project;
AND WHEREAS the Council of the Municipality of Clarington has heartily endorsed the
project;
NOW THEREFORE in consideration of the premises the Municipality and Valleys 2000
have agreed to enter into this Memorandum of Understanding.
1. Valleys 2000 accepts fully the responsibility for selecting and entering into a
contractual agreement with a consultant who shall develop and recommend a
concept plan for the Valleys 2000 project.
2. The Municipality will provide input into the selection process and contractual
agreement for services with the selected consultant.
612
Memorandum of Understanding
3. The Municipality will accept title(free and clear of all encumbrances) to all lands
and/or easements for the lands identified in the Valleys 2000 concept, at no cost to
the Municipality. The lands shall be in a condition satisfactory to the Municipality's
Director of Public Works.
4. Valleys 2000 accepts the responsibility for collecting all funds including following
up of any pledges, and the payment of all expenses relating to the consultant,
fundraising, publicity, volunteer labour, building or structures, land enhancements
including bank stablization.
i
5. Valleys 2000 will be responsible for applying and administering all other
municipal, provincial and federal grants, and/or other funding sources. The
Municipality will apply for funding available through various government
organizations, on behalf on Valleys 2000 if requested.
6. A Project Work Team shall be established which will include four members from
the Municipality's alit
p y s staff and four members of Valleys 2000 to co-ordinate the
project. The Project Work Team shall be responsible for the following:
• managing the work program of the consultant;
negotiating the purchase and/or easements for the lands required;
• public relations and publicity associated with this project; and
• co-ordinate an implementation schedule of all works.
7. The Municipality, in consultation with Valleys 2000, will tender and administer the
contracts for the construction of buildings or structures identified in the Valleys
2000 concept, upon receipt of funds or a security acceptable to the Municipality's
Treasurer.
8. Valleys 2000 will maintain in effect liability insurance of not less than $2,000,000,
naming the
Corporation of
the Mu
nic ali ty of Clarington as an additional insured. A
copy of the insurance certificate is to be filed with the Municpality of Clarington.
9. Valleys 2000 is responsible for any claims directly related to the trail or any other
enhancements which are built or constructed by volunteers until such time as it has
been assumed by the Municipality. A Release, Waiver and Indemnity must be
completed and returned to the Municipality Clarington prior to any use of
undertaking of any works in the Bowmanville Creek Valley.
10. Valleys 2000 will be responsible for co-ordinating any volunteer work labour for
trail construction, tree planting, bank stablization and any other projects. The site
must be left in a condition acceptable to the Municipality's Director or Public
Works.
6I
5
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 99-
being a By-law to authorize the execution of a Memorandum of
Understanding between the Corporation of the Municipality of
Clarington and Valleys 2000.
WHEREAS at its meeting of February 15, 1999 the Council of the Corporation of the
Municipality of Clarington adopted the recommendations contained in Report PD-19-99;
NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the
Municipality of Clarington enacts as follows:
1. That the Mayor and Clerk be authorized to execute on behalf of the Corporation of the
Municipality of Clarington a Memorandum of Understanding between the Corporation of the
Municipality of Clarington and Valleys 2000.
2. THAT the Agreement attached hereto as Schedule"A" shall form part of this By-law.
BY-LAW read a first time this day of 1998.
i
BY-LAW read a second time this day of 1998.
BY-LAW read a third time and finally passed this day of 1998.
MAYOR
CLERK
r
Memorandum of Understanding
11 . Valleys 2000 will supervise ail volunteer work activities to ensure that all
appropriate legislation and regulations are adhered to, including the appropriate
safety equipment and training.
12 Valleys 2000 will ensure that first aid and communication equipment and written
safety procedures manual be established and maintained during volunteer work
activities.
13. All buildings, structures; equipment, trails and other infrastructure are to be
constructed consistent with municipal standards, and in compliance with CSA
standards or any other safety standards that are applicable.
14. This Memorandum of Understanding expires on December 31 , 2004, unless
revised, extended or renewed by a further Memorandum of Understanding. The
Valleys 2000 will complete its mandate by December 31 , 2004 and transfer any
remaining assets and funds to the Municipality of Clarington. Prior to October 31,
2004, the Municipality and Valleys 2000 shall prepare and agree upon a Schedule
of Works determining how the balance of assets and funds are used. The
Municipality of Clarington will not assume any debt accumulated by Valleys 2000.
IN WITNESS WHEREOF the Parties hereto have executed this Memorandum of
Understanding.
THE MUNICIPALITY OF
CLARINGTON
Mayor
i
Clerk
VALLEYS 2000 TRUSTEES
Frank Wallace Lockhart
Robert Leslie Simpson
lain John Craven Maciver
i
David Lawrence Douglas Lawson
William John Huether
DN: PD-20-99
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File #
Date: Monday, February 15, 1999 Res. #
Report #: PD-20-99 FILE #: By-law #
Subject: ONTARIO 2000 — MAIN STREET ONTARIO FUNDING PROGRAM
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PD-20-99 be received;
2.
THAT the recommended allocation of the Main Street Ontario Funds be approved;
I
3. THAT a copy of this report be forwarded to Valley 2000, Bowmanville Business
Centre, Newcastle Village BIA, Orono BIA and that they be requested to notify the
Municipality by April 1, 1999 of any proposals that would qualify under Main Street
Ontario Program;
4. THAT in the event that any BIA does not wish to participate, that its share be split
proportionately with the other BIA's and Valleys 2000 or as otherwise agreed to by
the remaining parties; and
5. THAT Valleys 2000 and all the BIA's be sent a copy of this report and notified of
Council's decision on the matter.
i
1. BACKGROUND
1.1 On January 1, 1999 the Honourable Isabel Bassett, Minister of Citizenship, Culture
and Recreation launched Ontario 2000, Ontario's program to celebrate the
millennium. The government will invest 20 million dollars in community based
projects that supports conserving our heritage and environment, engages Ontario's
youth and focuses on the province's past and future.
n
REPORT NO.: PD-20-99 PAGE 2
1.2 One initiative under Ontario 2000 program is Main Street Ontario. Municipalities,
First Nations, and local service boards are eligible to submit applications for funding
for community oriented millennium activities between January 1 and December 31,
2000. Funding is based on matching funds of up to 50 cents per resident.
Millennium Projects must fall under one or more of the following themes;
Homecoming — Tourism and other community initiatives designed to attract visitors
to Ontario and encourage Ontarians to explore their province in the millennium
year
Beautify Ontario - Projects such as beautification of communities;
millennium gardens; rivers, creek and lake improvements; historical restorations;
projects to improve accessibility for people with disabilities, and other initiatives
that wi I I i mprove the places where we I ive.
Land of Opportunity - Ontario's accomplishments
provide opportunities to
showcase our rich past, vibrant present and bright and confident future.
We are Ontario- local heritage programs, projects and initiatives, and cultural shows
and festivals designed to highlight all that is Ontario.
Deadline for applications is March 31, 2000.
i
2. CLARINGTON PROJECTS
2.1 There are few projects that have been initiated to celebrate the Millennium,
however more will likely be starting up as we move closer to the year 2000.
Valleys 2000 is a project sponsored largely by the Bowmanville Lions Club, the
Bowmanville Rotary Club, the Healthy Communities Committee and other
community members. The project includes a trail system and other features that
would enhance the Bowmanville Creek Valley from downtown Bowmanville to the
Waterfront.
6
REPORT NO.: PD-20-99 PAGE 3
The project will be funded through various Millennium funding programs as well as
from fund raising efforts.
The Bowmanville Business Centre has expressed an interest in enhancing the main
street of Bowmanville to celebrate the Millennium.
At the January 25, 1999 Council Meeting, Council passed a resolution that a copy of
the Ontario 2000 — Main Street Ontario application and criteria be distributed to all
Business Improvements Areas in Clarington and Valleys 2000, to advise them of
available funding. On February 8`h, 1999 Council received correspondence from
the Ministry of Citizenship, Culture and Recreation advising Council of the Main
Street Ontario funding initiative. The correspondence was referred to Staff.
2.2 The Main Street Ontario program allocated 50 cents per resident per municipality.
According to the most recent information, Clarington's population is approximately
72,000, therefore the Municipality is eligible for $36,000. All projects are based on
t
50% matching funds.
Assuming that all of those circulated express an interest in the funding, Staff
propose the following distribution of the $36,000.00.
Bowmanville BIA $12,000
Newcastle Village BIA $ 5,000
Orono BIA $ 2,500
Courtice Project $ 6,500
Valleys 2000 $10,000
TOTAL: $36,000.00
618
REPORT NO.: PD-20-99 PAGE 4
2.3 The Municipality is required to make the application on behalf of all local
organizations. In order to complete the application, the Municipality will require
the BIA's and Valleys 2000 to submit:
a) a detailed description of a proposed project including a cost estimate, and
describe how it meets Main Street Ontario funding criteria;
b) a commitment to provide a minimum of 50% funding for the project; and
c) a commitment that the terms and conditions in the Main Street Ontario
application form will be honoured.
In order to deal with applications in a timely fashion, the proposals are to be
submitted to the Municipality of Clarington, no later than April 1, 1999.
2.4 Valleys 2000 and Bowmanville BIA have already expressed an interest in the Main
Street Ontario funds. If any BIA does not wish to participate, those funds proposed
I
should be reallocated proportionately or as agreed upon between the remaining
parties.
2.5 In order to evenly distribute the funds throughout the Municipality, Staff have
i
included a Courtice project. The project would be municipally funded streetscape
improvements either at Highway 2 and Townline Road or Highway 2 and Courtice
Road. The project would be determined by Planning and Public Works and the
funds incorporated in the 1999 Capital Budget. Staff will report back to Council
once a concept has been completed.
3. CONCLUSIONS
3.1 The Main Street Ontario funding program will provide some assistance for Valleys
2000 and the Business Improvement areas who are contemplating a project to
celebrate the Millennium. Staff will report back to Committee upon receipt of the
proposed projects from Valleys 2000 and the BIA's.
X19
REPORT NO.: PD-20-99 PAGE 5
Respectfully submitted, Reviewed by,
Dav . 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.
CS*DC*df
5 February 1999
Interested parties to be notified of Council and Committee's decision:
Bowmanville Business Centre
c/o Ron Hooper
P.O. Box 365
BOWMANVILLE, Ontario
i
L1C 31-5
Orono BIA
c/o Dan Banting
5331 Main Street
Box 249
ORONO, Ontario
LOB 1 MO
Newcastle BIA
do Ron Hope
20 King Street West
Unit #10
NEWCASTLE, Ontario
L1B 1H7
Rev. Frank Lockhart
Valleys 2000
P.O. Box 364
BOWMANVILLE, Ontario
L1C 31-1
6? 0
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File #
Date: Monday, February 15, 1999 Res. #
Report #: CD-9-99 By-law #
Subject: MARK STEWART —ANIMAL LICENSING SERVICE INC. -AGREEMENT
It is respectfully recommended that the General Purpose and Administration
Committee recommend to Council the following:
1. THAT Report CD-9-99 be received;
2. THAT Animal licensing Service Inc., be given the exclusive rights to sell door to door
licenses in the Municipality of Clarington for the year 1999 commencing on March 1,
1999 until October 30, 1999 and subject to review by Council at the end of the year;
3. THAT the agreement be executed by the Mayor and Municipal Clerk and the
authorizing By-law be forwarded to Council for approval; and
4. THAT Mark Stewart, Animal Licensing Services Inc., be advised of Council's decision.
1. BACKGROUND
1.1 For the past two years, Animal Licensing Service Inc., has been contracted by the
Municipality to sell dog licenses door to door from March 1 to October 30.
1.2 The chart below reflects the positive financial impact of the execution of the
agreements:
YEAR TOTAL
1996 Sale of dog licenses by Municipality $13,936.00
and outlets
1997 Sale of dog licenses by Municipality, $35,369.00
outlets and Animal Licensing Inc.
1998 Sale of dog licenses by Municipality, $40,179.05
outlets and Animal Licensing Inc.
7 +71
Report CD-9-99 - 2 - February 15, 1999
1 .3 Staff is very pleased with the increase in number of dog licenses sold as this represents
an increase in revenues as well as the opportunity for more dogs to be returned to
their owners if they are lost or brought to our animal shelter.
1 .4 The contents of the Agreement attached to Report CD-9-99 as Schedule "A" remain
the same as the Agreement executed in 1998.
2. RECOMMENDATIONS:
Staff therefore recommends:
2.1 THAT Report CD-9-99 be received;
2.2 THAT Animal Licensing Services Inc., be given the exclusive rights to sell door to
door licenses in the Municipality of Clarington for the year 1999 commencing on
March 1, 1999 until October 30, 1999 and subject to review by Council at the end of
the year;
2.3 THAT the agreement be executed by the Mayor and Municipal Clerk and the
authorizing By-law be forwarded to Council for approval; and
L.4 THAT Mark Stewart, Animal Licensing Service Inc., be advised of Council's decision.
Respectfully su mitted, Reviewed by,
Patti L., rrie, C.T. Franklin Wu, M.C.I.P, R.P.P.,
I�urn"cipal Clerk Chief Administrative Officer
MPKS*PLB*hj
Attachment #1 - By-law and Agreement
Interested parties to be advised of Council's decision:
Mark Stewart, Animal Licensing Service Inc.
Animal Services Staff
7 ,� 1
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 99-
being a by-law to authorize the execution of an Agreement
between the Corporation of the Municipality of Clarington and
Animal Licensing Services Inc.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS: .
1. THAT the Mayor and Municipal Clerk are hereby authorized to execute on behalf of
the Corporation of the Municipality of Clarington, and seal with the Corporate Seal,
an Agreement with Animal Licensing Services Inc. for the sale of dog licenses "door
to door" in the Municipality of Clarington from March 1, 1999 to October 30, 1999.
2. THAT this Agreement attached hereto as Schedule"A" form part of this By-law.
By-law read a first and second time this 22"d day of February, 1999
By-law read a third and finally passed this 22"'day of February, 1999.
MAYOR
CLERK
7 n 3
Schedule "A" to By—law 9
1
This Agreement Signed in Triplicate on the 9 th day
1998 of February
B E T W E E N:
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
"the MunicipalityiI
and -
Animal Licensing Services Inc.
"contractor"
AGREEMENT
The Contractor has provided a
Municipality to sell Dog Licences to the residents of Claringtonton
a contracted "door to door" basis and this Agreement is being
entered into to clarify the terms and conditions on which services
Will be rendered.
The Municipality and the Contractor both acknowledge
that they have each received adequate consideration to enter this
contract.
Table of Contents
Article 1.00 Scope of Services
Article 2.00 Term and Renewal 1
Article 3 .00 Rent/Remuneration 2
Article 400 Rights and Obligations of the Municipality 4
Article 5.00 Rights and Obligations of the Contractor
Article 6.00 Covenants, Representations and 5
Warranties of the Contractor
Article 7.00 General 6
Article 8.00 Termination 7
Article 9.00 Definitions 8
9
1.00 Scone of Services
1.01 Licence �aiAa; The Contractor shall
selling dog licences to the residents of rovide the service of
Clarington, door to the Municipality of
door. This operation will be carried out
between the hours of 9:00 a.
m• and 8:00 p.m, from Monday to
contract.
Saturday, (excepting statutory holidays) for the term of this
1.02 Other Serri Pg•
- -�=• The Contractor shall communicate to the
residents of Clarington the reasons and benefits for dog licensing.
This will include the distribution of
literature regardin brochures and other
g the licensing of dogs in Clarington, as
provided by the Municipality.
7r! ��
2.00 Term and Renewal 2
2.01 Term: This contract will have a fixed term of March 1, 1998
to October 30, -1998 . This service is being contracted on a trial
basis for that period. The effectiveness of the orogram will be
evaluated at that time and a decision made with respect to future
requirements and procedures.
2.02 Ren_e _wal: This contract has no right of renewal.
3.00 Rent/Remuneration
3.01 Remirran
---�r e:� The Contractor shall make weekly deposits in the
full amount of all proceeds of all licence sales to an account to
be opened by the Municipality for this purpose at the Toronto
Municipalit Cash, cheques made payable to the
y of Clarington, or credit card payments (Visa,
Mastercard) will be acceptable for payment of licences.
3.02 Remuneration: Remuneration in the amount of
sale of each licence for an altered animal and $3or for the
55
of each licence- Eor an .00 E the sale
unaltered animal shall be paid to the
Contractor on a weekly basis. Registration forms and invoices to
support the licences sold must be submitted to the Municipality b
9:00 a.m. , the Monday y
y following the completed work week. A cheque
will be issued on the followin g Friday,
y,
S50 Provided the remuneratio.A0. n Where this minimum requirement is not met, then
Payment shall be deferred to a
following Friday when the $50.00 has
been achieved. Where a cheque received by
be N.S.F., such cheque shall be handled by Contractor proves to
manner, normall Y the Municipality in the
y prescribed under Municipality procedures
cheques for the
handling of such the
q under other circumstances. Payments to
the Contractor shall be withheld.
3.03 Data: Data collected with respect to door-to-door s
licences shall be delivered to the Animal Shelter b ale of
the Monday following the collection of y 12`00 noon on
the data,
3.04 Books and Records:
The Contractor agrees to keep such books
and records of the
operation of the licence sales as the
Municipality may require, and allow the
times to inspect these books and records Municipality y access at all
employ an Auditor licensed under the Public Accountanct Act, R.S o agrqes
to
1990, c.P.37, s. 14 (as amended from time to time) , whose identity
is acceptable to the Municipality.
7n
i
x . 05 �ispute�; - �
-n -the event that a dispute arises between the
Contractor and the Municipality as to the amount
to either party pursu of money payable
ant to this Agreement, the decision shall be
referred to the Town Clerk (or such other
designate) , and the decision of the Town Clerk (or rdesignateheasmay
the amount of the payment shall be final.
4 .00 Ri hts and Obli ations of the Munici ality of Clarin ton
4 .01 Exclu_si_ v_ its, The Municipality covenants that it shall not
retain any other door-to-door sales persons for animal
during the currency of this Agreement. licences
4 .02 No Guarantee: The
Municipalit Contractor acknowledges that the
y has made no representations, warranties or estimates
regarding expected sales
of licence
Clarington. The Municipalit s to the residents of
whatsoever regardin y has made no predictions or estimates
g profits or sales.
4 .03 Confidential Record : The Municipality will provide to the
Contractor, a list of individuals who have alread
1997 animal licences Y purchased their
and will provide him with an update of
individuals purchasing licences throughout the year by non door-to-
door sales. Such information is considered to be of a confidential
nature.
4 .04 Reference Materials: All reference materials required to
educate the residents of Clarington with respect to the animal
licensing program shall be provided to the Contractor b
Municipality, y the
4.05 Training: The Municipality will
to the Contractor provide appropriate training
and/or his agents regarding the benefits of
animal licensing, prior to the commencement of the Agreement.
4.06 W fiver: The failure of the Municipalit
more instances, upon the Y to insist, in one or
performance of the Contractor or his
agents of any of the terms and/or conditions of this Agreement
shall not be construed as a waiver the future
such term and/or condition and the of
of the Coe of any
shall continue in full force and effect, ntractor
4 .07 Advertig;ng.
------�, The Municipality shall have the right to place
advertising in the
appropriate media (local newspaper or radio)
from time to time introducing and promoting the animal licensing
program and its benefits. g
5.00 Ri hts and Obli ations of the Contractor
5.O1 No P.ssicrnmert
The Contractor acknowledges that the
background and experience of its principal officer, Mark Stewart,
as well as the proposal submitted to the Municipality under his
name were key components in the Municipality's entering into this
Agreement. The door-to-door sales are to be conducted only by the
Contractor and any of his employees or agents that
the prior a g have received
approval of the Municipality. The Contractor agrees that
it shall not transfer the h business (as it
person or corporation operates) to another
, and acknowledges that he is not entitled to
assign all or any portion of
this Agreement without the prior
written 'consent of the Municipalit
arbitraril w. y• The Municipality may
Y i.thhold_ consent to an assignment in its sole and
absolute discretion. Nothing contained in this agreement prohibits
the Contractor from
performing similar services for other
municipalities or companies.
5.02 Lawful operation: The Contractor shall,
and maintain in good standin at all times, hold
g any licences or permits required by
Federal, Provincial or Municipal laws and regulations.
5.03 Insurance: The Contractor
comprehensive liabilit shall obtain and maintain
y insurance from a company satisfactory to
the Municipality.'
This insurance shall:
(a) ' have a limit of liability y of not less than
(two million dollars) per
occurrence for property damage and bodily
injury;
(b) cover all operations and liability undertaken
by the Contractor pursuant to this A
(c) _ include both � greement;
"owned-' and "non-owned" vehicle
coverage;
(d) be endorsed to
provide that the policy or
Policies will not be altered, cancelled, or
allowed to lapse during the currency of this
Agreement (including g any renewal) without
Y (30) days prior written notice to the
Municipality; and
(e) name the Municipality as additional insured.
5.04 Indemnif;^ation: The
Contractor a
time to time and grees that it will from
at all times, hereafter,
well and truly save,
keep harmless and fully indemnify the Munic
officials, employees and agents ipality and its elected
and its
from and against all actions, cl successors and assigns,
aims, and demands whatsoever which
may be brought against or made upon the Munici
all loss, liabilit,✓,
judgements, claims, cos pality and against
ts, demands or expenses
which the Municipality sustain,
suffer or be put to resulting from
or arising out of the Contractor's
failure to exercise reasonable
care, skill cr diligence in the performance or
work or service required hereunder to be f
perormed ore rendered abv
or any of them. agents,the Contractor, its a
g servants, employees or sub consultants
5.05 Fidelity Bond: inasmuch as this Agreement covers working on
Municipal property and g
Private property within Clarington without
supervision, the Contractor must provide evidence that all
Personnel employed in, on,
upon or about the premises of Clarington
are covered by a Fidelity Bond of not less than $10, 000.00 for each
individual involved on Municipal property or private property
within Clarington. y
5.06 Workers C ensation:
The Contractor acknowledges that this
Agreement is a "Contract for Services
or agents are and that it and its employees
deemed to be independent
Operational Policy of the Workers Operators under the
Sections 1 Compensation Act, R.S.O. 1990,
(1) (m) , and 11. In the event that the Contractor must
register with the Workers Compensation Board as an employer, it
shall furnish Workers Compensation Board Clearance Certificat
the Municipality at 45 da es to
y intervals or as required to confirm its
good standing. The Workers
Independent O Compensation Board letter of
perator,s status shall form a part of this agreement.
5.07 Moment :
The Contractor shall supply its own
transportation during the
Contractor shall currency of this Agreement. The
further supply any computer equi
materials required to collect and dissemi pment and office
nate the data required by
the Municipality,
5.08 Identiiication:
identification for each of the The Municipality shall
Contractor s Provide
employees that is the official identifica'a approved agents and/or
the Municipality. This will be representing
will be a Photo identification card that
presented when making a call at
private property within the Municipality, a private residence or
5.09 C�nfiden__t'a��, The Contractor a
received from grees that all information
the Municipality and from the of the
Municipality of Clarington with respect to animal residents
within
the Municipality of Clarin
shall be treated accordin 1 gton is confidential information and
g Y This confidentiality shall extend to
its employees and/or agents. All written and computer material,
7 �1 �
6
information and records shall be returned to the Municipality upon termination of this
Agreement.
5.10 Advertising: There shall be no advertising carried out by the Contractor for this
program.
6.00 Rules of Operation: The Contractor covenants to abide by all of the terms and
conditions of this Agreement.
7.00 General
7.01 Notices: Any notices to be given under this Agreement must be in writing, signed by
or on behalf of the party giving such notice and delivered by hand or mailed by prepaid first
class mail in Canada and addressed as follows:
if to the Municipality at:
Marie'Knight Stanley, Deputy Clerk
The Corporation of the Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario
L1C 3A6
If to the Contractor, at:
Animal Licensing Services Inc.
c/o Mr.Mark Stewart
111 Victoria Street East, Unit#1
Whitby, Ontario
_LIN 8X1
or at such other address as any party hereto may have specified by notice in writing and
given to the other party. Where notice is given by mail, it shall be deemed to have been
received by the person to who the same is addressed, on the fifth (5") business day
following the day upon which such notice, sent by prepaid first class mail, has been
deposited in a post office in Canada.
7.02 Freedom of Information: Pursuant to the Municipal Freedom of Information and
Protection of Privacy Act, R.S.O. 1990, c.M.56, as amended, the Contractor acknowledges
that this Agreement to be provided by the Contractor to the Municipality, are subject to the
same Act. If the Contractor wishes to maintain confidence on any document submitted, it
must stipulate at the time that the document is submitted, that it is being submitted in
confidence. The Municipality will not be responsible to the Contractor for the release of
any information given without claim to confidentially.
7
8 . 00 Termination
8 :01
pon breach bt+ r o M' nic nalit e Contract„_ as
:✓ -= or by persons whom at
responsible) cf _ �, _ is lawfully
^' any ct the express or implied t
of this Agreement , erms and ccnd�_cns
t e Municipality may, in addit
remedy available at icn to any other law, terminate this Agreement . ;pon receipt by
the Contractor 04: a notice of termination, this Agreement shall be'
considered terminated.
8:02 Return of Information: On the termination of this R r
the Contractor shall return within eement,
thin 24 hours and at its own expense
all documentation, identification, forms and literature
Clarington for the purposes of provided by
car
contract. rying out the work of this
8.03 Terming ion by the Con rat:
licensing r _ the event that the animal
g program becomes unprofitable to
Upon fourteen a the Contractor, it may,
terminate thi «4) ays' s notice in writin
s Agreement and discontinue the door-to-door orasaleso
licences. of
9.00 Definitions:
Soliciting "Door-to-Door°
means
dwelling unit soliciting each single
on every urban and rural street within the
Municipality of Clarington.
A "Single Dwelling Unit"
single or semi is each private home whether
within a private) , each private apartment 'whether
private home or apartment building,, , each
townhouse, or each unit in a group dwellinq.
The Sale of a Licence
the followin is not completed unless and until
g has taken place: an explanation to the pet
owner of the benefits of
of all a having a licence, the completion
having
paperwork, the transfer of
delivery of the licence monies, the
z'Y of the paperwork
delivery to the pet owner, and the
Shelter as to the Clarington Animal
per Articles 3.03 and 3 .04 ,
8
Signed in Triplicate on the 22"d day of February, 1999.
ANIMAL LICENSING SERVICE INC.
Name:
Title:
Name:
Title:
Q/We have the authority to bind the
Corporation)
The Corporation of the
Municipality of Clarington
Mayor
Clerk
"7 1 1
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File #
Date: Monday,February 15, 1999 Res. #
Report# CD-10-99 By-law#
Subject: PARKING ENFORCEMENT REPORT FOR THE MONTH OF JANUARY, 1999
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the
following:
1. THAT Report CD-10-99 be received for information; and
2. THAT a copy of Report CD-10-99 be forwarded to the Bowmanville Business Centre for their information.
REPORT:
The followin- pertinent statistical information relates to Parking Enforcement activities for the month of January, 1999 and is
provide _- .,-.ein for the information of Committee and Council.
TICKETS ISSUED THIS MONTH YEAR TO DATE 1999 YEAR TO DATE 1998
By Parking Enforcement 142 142 283
Officers
By Police 25 25 5
By Public Works 102 102 75
By Security Officers 24 24 5
REVENUE
From Parking Meters $ 3,047.84 $3,047.84 $4,678.25
Frorn Parking Permits 0 0 $ 200.00
Fines $2,346.00 $2,346.00
$2,549.00
TOTAL REVENUE $ 5,393.84 $ 5,393.84 $ 7,427.25
Respectfully submitted Reviewed by
_ � h
Patti . .T. Franklin Wu M.C.I.P., R.P.P.
icipal. 0 rk Chief Administrative Officer
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File #
Monday, February 15, 1999
` Date: Res. #
CD-11=99
Report #: By-law #
ANIMAL SERVICES MONTHLY REPORT
Subject: FOR MONTH OF JANUARY, 1999
It is respectfully recommended that the General Purpose and Administration
Committee recommend to Council the following:
1. THAT Report CD-11-99 be received for information; and
2. THAT a copy of Report CD-11-99 be forwarded to the Animal Alliance of Canada and
the Animal Advisory Committee.
1. BACKGROUND
1.1 For the information of Council, the table attached to this Report summarizes the
activities and revenues pertaining to Animal Services for the month of
January, 1999.
Respectfu ly s bmitted, Reviewed by,
i
Patti am , A.M.C.T. Franklin Wu, M.C.I.P., R.P.P.,
!_MurSicipa['Clerk Chief Administrative Officer
MPKS*PLB*hj
Animal Alliance of Canada Animal Advisory Committee
221 Broadview Avenue
Suite 101
Toronto, Ontario
M4M 2G3
717,
CLERK'S DEPARTMENT ATTACHMENT N
ANIMAL CONTROL SERVICES DIVISION TO REPORT NO. CD 4`''
ANIMAL CONTROL MONTHLY REPORT
JANUARY 99
A.ACTIVITIES THIS MONTH YR.TO DATE '99 YR.TO DATE'98
PICKED UP -WILDLIFE 5 5 2— il
DOGS CATS DOGS CATS DOGS CATS
PICKED UP 8 2 8 2 16 7
BROUGHT IN 12 9 12 9 8 18
RETRIEVED BY OWNERS 10 0 10 0 14 4
SOLD TO RESIDENTS 9 9 9 9 9 9
SOLD TO RESEARCH 0 0 0 0 0 0
EUTHANISED 0 1 0 1 0 0
DEAD ON ARRIVAL 1 1 1 1 1 6
QUARANTINE 0 0 0 0 0 2
WRITTEN WARNINGS 12 12 21
P.O.A. TICKETS 0 0 7
CONVICTIONS 4 4 1
CALL-OUTS AFTER HOURS 4 4 2
OVER TIME HOURS 12 12 6
B. REVENUES
DOGS & CATS RELEASED 72.76 36.38 72.76 36.38 0 25.r-8
LICENSES 1439.00 0 1439.00 0 2340.75
SOLD TO RESEARCH 0 0 0 0 0 n
SOLD TO RESIDENTS 647.50 179.50 647.50 179.50 129.50 176.
REDEEMED 211.50 0 211.50 0 534.00 0'
SUB TOTAL 2370.76 215.88 2370.76 215.88 3004.25 202. 's
TRAP REVENUE 2.67 2.67 16.02
TOTAL REVENUE 2589.31 2589.31 3222.65
' NOTE: EUTHANISED 1 SICK CATS
.7 1 1
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE p=ile#
Date: FEBRUARY 15, 1999 Res. #
Report#:-_--Fl) 5 99 File#: 1 8;12.6 By-Law#
Subject:
MONTHLY FIRE REPORT - JANUARY, 1999
Recommendations:
It is respectfully recommended that the General Purpose and Administration
Committee recommend to Council the following
THAT Report FD-5-99 be received for information.
1. BACKGROUND
1.1 Our report I covers the month of January, 1999. It is our intent to provide
Committee with information relevant to this department, in a timely manner.
2. REPORT
2.1 The department responded to 230 calls in January and recorded total fire loss at
$68,500.00. A breakdown of the calls responded to follows.
Continued.....
;PEA°
M66PPWtEDOV PEDYCLEOPAPEP
FD-5-99 - 2 -
MONTH YEAR MONTH YEAR
ENDING TO ENDING T
CLASSIFICATION JAN./99 DATE JAN./98 DATE
1999 1998
PROPERTY FIRES
(Includes structure,chimney,vehicle, miscellaneous 18 18 13 13
e.g.furniture, clothing, etc.)
UNAUTHORIZED BURNING 1 1 1 1
(Burning complaints)
FALSE FIRE CALLS
(Includes alarm activations-accidental/malicious, 35 35 16 16
human-perceived emergencies/check calls e.g.
investigate unknown odour)
PUBLIC HAZARD CALLS
(Includes propane/natural gas leaks, fuel/chemical 55 55 18 18
spills, power lines down/arcing, C.O. leaks, etc.)
RESCUE CALLS
(Includes vehicle extrication/accidents, 34 34 25 25
commercial/industrial accidents, home/residential
accidents,water/ice rescue)
MEDICAL ASSIST CALLS
(Includes assist to ambulance personnel with 68 68 48 48
respiratory and resuscitation emergencies)
MISCELLANEOUS CALLS 19 19 4 4
(Includes assist to other agencies, other public
service,etc.)
TOTAL CALLS 230 230 125 125
TOTAL FIRE LOSS $68,500 $68,500 $55,800 $55,800
NUMBER OF ALARMS BY STATION
ST. 1 ST. 2 ST. 3 ST. 4 ST. #5 TOTAL
116 16 19 68 11 230
Continued....
qn �
FD-5-99
2. RECOMMENDATIONS
2.1 It is respectfully recommended that report FD-5-99 be received for information.
Respectfully submitted, Reviewed by
Michael G. Creighton; MCT(A) CMM11 Franklin Wu,
Fire Chief.
Chief Administrative Officer
/sr
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Giie #
Date: February 15, 1999 Res. #
Report#: e S 01.1 99- rile #: 8y-Law #
Subject:
ORONO ARENA EXPANSION PROJECT
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CS-04-99 be received; and
2. THAT Council endorse the Orono Arena Expansion Project, subject to receipt of
approval from the Durham Central Agricultural Society; and
3. THAT Council approve an interest free loan, to an upset limit of one hundred and
twenty five-thousand dollars ($125,000.), to be drawn on as required by the Orono
Amateur Athletic Association; and
4. THAT a letter of intent for repayment of the loan in five,annual instalments of
twenty-five thousand dollars ($25,000.) each with the first payment due December
31 2000 and the subsequent payments due on December 31, 2001; December 31,
2002; December 31 2003; and the final payment due December 31, 2004 be
received; and
5. THAT the required funds be drawn from the Impact/Escrow Reserve Fund
Account #1110-196-X; and
6. THAT the tendering process be ad
g p ministered b the Municipality of Cl '
Y p Y
arm on m
conjunction with the Orono Arena Board and the Orono Amateur Athletic
Association; and
7. THAT the Durham Central Agricultural Society, the Orono Amateur Athletic
Association and the Orono Arena Board be advised of action taken.
1.0 BACKGROUND
1.1 At the November 23,'1998 meeting of Council, a delegation by Mr. Ray Bester, President
of the Orono Amateur Athletic Association was received and referred to staff.
1.2 ' In his delegation Mr. Bester explained the need for an expansion to the Orono Arena
involving the addition of 2 dressing rooms, a locker room, a janitorial room and a meeting
room, with an estimated cost of two hundred and twenty-five thousand dollars ($225,000.)
for the project.
6PFiMFp IXIIIECYClEO PPPFR
DEPORT CS-04-99 - 2 - FEBRUARY 15, 1999
1.3 The delegation, specifically requested assistance from the Municipality with the following:
• Assistance with Building Permits
• Verifying Building Codes
• Advice for Tendering Process
• Interim Financing
1.4 Subsequently, staff met with Mr. Bester on January 13, 1999 to discuss the project, and
devise a plan of action to accommodate the request of the Orono Amateur Athletic
Association.
2.0 DURHAM CENTRAL AGRICULTURAL SOCIETY
2.1 Notwithstanding the existing Orono Arena is owned by the Municipality and operated by
the Orono Arena Board with the authority of the Municipality of Clarington, the land on
which the building is located is owned by the Durham Central Agricultural Society.
2.2 Through our discussions with Mr. Bester it was noted that the Durham Central
Agricultural Society is aware of and has endorsed this project, however staff is requesting
that a letter stating the Society's approval should be received prior to commencement of
the project.
3.0 BUILDING PERMITS/CODES
3.1 Recognizing that the existing structure is owned by the Municipality, a building permit is,
required however the building permit fee will be waived, as is the case with all municipal
construction.
3.2 To assist the Association with issues related to the Building Code, staff has assigned a
representative of the Building Department to work directly with this project on a
consultative basis.
4.0 TENDERING PROCESS
4.1 During the meeting with Mr. Bester, it was requested that the Municipality provide
assistance with the tendering process. Through that discussion, it was decided that it
would be in the interest of both parties to have the project tendered through the
Municipality, in conjunction with the Orono Amateur Athletic Association and the Oronc
Arena Board.
REPORT CS-04-99 - 3 - FEBRUARY 15, 1999
4.2 This will indemnify the Association members with respect to concerns raised related to
builders risk, as the Municipality's insurance carriers will provide this coverage under our
existing insurance policy and further it should be noted that the Municipality's liability
coverage extends to the Orono Arena Board not to the Athletic Association. As such it is
recommended that the Arena Board have a presence in the tendering process.
5.0 FINANCING
5.1 The delegation identified a preliminary goal of one hundred thousand dollars ($100,000.)
in commitments prior to proceeding with the project. Currently the Association has
commitments of fifty-one thousand dollars ($51,000.) and more recently has received
Council approval for a grant of forty-five thousand dollars ($45,000.), through the
Advance Funding Program - Ontario Lottery Corporation totalling ninety-six thousand
dollars ($96,000.) in commitments.
5.2 During discussions with Mr. Bester a specific request for an interest free loan from the
Municipality in the amount of one hundred '& twenty-five thousand dollars ($125,000.)
was received and referred to the Treasurer.
5.3 Subsequently, a recommendation to provide an interest free loan to an upset limit of one
hundred and twenty-five thousand dollars was forwarded with terms established over 5
years, to be repaid with 5 equal installments of twenty-five thousand dollars ($25,000.)
each, with the first payment due on December 31, 2000 and that the funds are to be drawn
from the Impact/Escrow Reserve Fund Account #1110-196-X.
5.4 Should Council approve the interim financing scenario, commitments for this project total
two hundred and twenty-one thousand dollars($221,000.). Mr. Bester expressed no
difficulty in fund-raising the additional four thousand dollars ($4,000.) to meet the total
project estimate.
6.0 CONCLUSION
6.1 With the approval of Council, staff will initiate a project team representing the required
Municipal disciplines to assist the Orono Amateur Athletic Association with this project
through its completion, including project administration.
i h ^ 7
REPORT CS-04-99 - 4 - FEBRUARY 15, 1999
6.2 Staff are confident that with the proven track record of the Orono Amateur Athletic
Association over the past 20 years that the financing plan is attainable.
Respectfully submitted, Reviewed by,
r
Jos h P. Caruana, Director Franklin Wu, M.C.I.P., R.P.P.
Co unity Services Department Chief Administrative Officer
JPC:pg
1 r) 1
THE CORPORATION OF THE .MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: FEBRUARY 15, 1999 Res. #
Report No.: WD-07-99 By-Law#
Subject: SCUGOG ESTATES SUBDIVISION, BOWMANVILLE, PLAN 40M-1764
`CERTIFICATE OF ACCEPTANCE' AND `ASSUMPTION BY-LAW',
FINAL WORKS INCLUDING ROADS AND OTHER RELATED WORKS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
I THAT Report WD-07-99 be received;
2 THAT the Director of Public Works be authorized to issue a `Certificate of Acceptance' for
the Final Works, which include final stage roads and other related Works, constructed
within Plan 40M-1764; and
3 THAT Council approve the by-law attached to Report WD-07-99, assuming the streets
within Plan 40M-1764 as Public Hirhways.
REPORT
10 ATTACHMENTS
No. 1: Key Map
No. 2: Road Dedication By-law
20 BACKGROUND
2.1 The Corporation of the Municipality of Clarington entered into a Subdivision Agreement,
registered May 13, 1994, with LORD ELGIN BUILDING CORPORATION to develop
lands by plan of subdivision, located in Bowmanville and described as Plan 40M-1764
1 � � 1
REPORT NO.: WD-07-99 PAGE 2
(Attachment No. 1). The agreement required the developer to construct all roadworks,
including hot-mix paving, sodded ditches, a storm drainage system and street fights,
hereinafter referred to as the `Works'.
2.2 The subdivision agreement provides for the separation of the Works into four(4) stages:
(a) Initial Works;
(b) Street Lighting System;
(c) Final Works; and
(d) Temporary Stormwater Management Facility
2.3 The Initial Works and Street Lighting System Works were issued `Certificates of
Completion' and subsequent `Certificates of Acceptance' by the Director of Public Works,
as per the maintenance requirements set out in the Subdivision Agreement.
2.4 The Temporary Stormwater Management Facility Works were completed and subsequently
removed, to the satisfaction of the Director, upon construction of a permanent Stormwater
Management Pond on the west side of Scugog Street.
2.5 The Final Works were issued a `Certificate of Completion' dated October 31, 1997. This
initiated a one (1) year maintenance period which expired on October 31, 1998. The Works
have been reinspected and all deficiencies have now been rectified to the satisfaction of the
Director of Public Works.
2.6 It is now appropriate to issue a `Certificate of Acceptance' for the Final Works. The
subdivision agreement requires Council approval prior to the issuance of any `Acceptance
Certificate' for Final Works.
2.7 Further to the issuance of a `Certificate of Acceptance', a by-law is required to permit the
Municipality to assume certain streets within Plan 40M-1764 as public highway
(Attachment No. 2).
REPORT NO.: WD-07-99 PAGE 3
Respectfully submitted. Reviewed bv.
Stephen A. Vokes,P Eng., Franklin Wu.
Director of Public Works Chief Administrative Officer
NAC*SAV*ce
02/02/99
call
i
BLOCIK 56
i
SCUGOG ESTATES jO
SUBDIVISION
PLAN 40M-1764
a
0 R
MEADOWVIEW BLVD BOCK$�5
0.8m REIBIE�RVE-
BLOCK 59 I ��
3
WIDENIN(S
! FOURTH ST.
L-T-
SUBJECT r---�
IT
F7
dApkM� URTH T.
I N m I 1y
CI
Wil L Elii — s
11 � I �f
DRAWN BY:J.R.M GATE:JAN.
Ll
��i , KEY MAP y ,, ! ATTACHMENT NO. 1
THE CORPORATION OF THE(MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 99-
oeing a By-law to assume ccrtam streets %%aiun the
�tumcipaiity of Clarineton as public highways
NOW THEREFORE. the Council of The Corporation of the Municipality of Clarington enacts as
follows:
1. THAT the lands FIRSTLY described as Block 55 on Plan 40M-1764;
SECONDLY described as Block 56 on Plan 40M-1764: and THIRDLY
described as Block 59 on Plan 40M-1764 in the Municipality of Clarington,
Regional Municipahty of Durham,are hereby established,laid out,dedicated
as public highways, and are hereby assumed by the said Corporation for
public use.
2 ' THAT the streets shown on Plan 40M-1764 in the Municipality of
Clarington. 'Reeionai Municipality of Durham, and listed below in this
Section are 'hereby accepted by The Corporation of the Municipality of
Clarineton as public highways and are hereby assumed by the said
Corporation for public use:
Meadowview Boulevard
Hogan Crescent
3. THAT Block 55 on Plan 40M-1764 being the FIRSTLY described lands in
Section l and being an extension of Meadowview Boulevard shown on Plan
40M-1764,is named Meadowview Boulevard.
4. THAT Block 56 on Plan 40M-1764 being the SECONDLY described lands
in Section t'and being an extension of Hogan Crescent shown on Plan 4AM-
1764,is named Hoean Crescent.
5. THAT Block 59 on Plan 40M-1764 being the T DRDLY described lands in
Section t and being a widening of Scugog Street,is named Scugog Street.
BY-LAW read a test and second time this 22a"day of February, 1999.
BY-LAW read a third time and finally passed this 22"d day of February, 1999,
MAYOR
CLERK
`J ATTACHMENT N(
REPORT NO.: WL
THE CORPORATION OF THE`IUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMIMSTRATION COMMITTEE File#
Date: FEBRUARY 15. 1999 Res.#
Report No.: WD-08-99 By-Law#
Subject: MCFEETERS CRESCENT EXTENSION SUBDMSION,'BOWMANVILLE
PART 8 OF PLAN 40R-13850 AND PART 3 OF PLAN 40R-14116,
`CERTIFICATE OF ACCEPTANCE' AND `ASSUMPTION BY-LAW',
ASSUMPTION OF ROADS AND OTHER RELATED WORKS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend to
Council the followine
1. THAT Report WD-08-99 be received;
2. THAT the Director of Public Works be authorized to issue a`Certificate of Acceptance' for the Road
Works,which include final stage roads and other related Works,constructed within Plans 40R-13850
and 40R-14116;and
3. THAT Council approve the by-law attached to Report WD-08-99, assuming the streets within Plans
40R-13850 and 40R-1.1116 as Public Highways.
REPORT
1.0 ATTACHMENTS
No. 1: Key Map
No.2: Road Dedication By-law
2.0 BACKGROUND
2.1 The former Corporation of the Town of Newcastle entered into a Servicing Agreement on June 17,
1992 with Veltri and Sons Corporation and Mario Veltri to develop lands located in Bowmanville
and described as Plans 40R-13850 and 40R-14116 (Attachment No. 1). The agreement required the
developer to construct all roadworks, including hot-mix paving, sodded ditches, a storm drainage
system and streetlights,hereinafter referred to as the `Works'.
1 ,
a
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REPORT NO.: WD-08-99 PAGE 2
i
2.2 The servicing agreement provides for the separation of the Works into two(2)stages:
I
a) Storm Sewer Work: and
I
b) Roads
I
2.3 The Storm Sewer Work was issued a `Certificate of Completion' and subsequent `Certificate of
Acceptance' by the Director of Public Works, as per the maintenance requirements set out in the {
Agreement.
2.4 The Roads were issued a `Certificate of Completion' dated October 30, 1995. This initiated a two
(2) year maintenance period which expired on November 30, 1997. The Works have been
reinspected and all deficiencies have now been rectified to the satisfaction of the Director of Public
Works.
i
2.5 It is now appropriate to issue a `Certificate of Acceptance' for the Roads. The agreement requires
Council approval prior to the issuance of the `Acceptance Certificate' forRoads.
i
2.6 Further to the issuance of a `Certificate of Acceptance', a by-law is required to permit the
Municipality to assume certain streets within Plans 40R-13850 and 40R-14116 as public highway
(Attachment No. 2).
Respectfully submitted, Reviewed by,
Stephen A. Vokes,P.Eng., Franklin Wu,
Director of Public Works Chief Administrative Officer
NAC*SAV*ce
02/02/99
i
McFEETERS CRESCENT
PART 1 OF PLAN
40R-13850
(3.05m ROAD WIDENING) PART 3 OF PLAN ;
40R-14228 j
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PART 8 OF PLAN
40R-13850
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1 DRAWN BY:J.R.M DATE:FEB.1999
REPORT WD-08-99
King Street
i ---- KEY MAP q,TTACHMENT NO. 1
1 �
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 99-
being a By-law to assume certain streets within the Municipality of
Clarington as public highways and to name the same.
NOW THEREFORE, the Council of The Corporation of the Municipality of Clarington enacts as
follows:
1. THAT the lands FIRSTLY, described as Part 8 on Plan 40R-13850 with the exception of
that portion of Part 8 described as Part 3 on Plan 40R-14228; SECONDLY, described as
Part 3 on Plan 4011-14116; THIRDLY, described as Part 1 on Plan 40R-13850 in the
Municipality of Clarington,Regional Municipality of Durham,are hereby established,laid
out and dedicated as public highways,and assumed by the said Corporation for public use.
2. THAT Part 8 on Plan 40R-13850 with the exception of that portion of Part 8 described as
Part 3 on Plan 40R-14228 being the FIRSTLY described lands in Section 1, and Part 3 on
Plan 40R-14116 being the SECONDLY described lands in Section 1,being an extension of
McFeeters Crescent shown on Plan IOM-791,be named McFeeters Crescent.
3. THAT Part 1 on Plan 40R-13850 being the THIRDLY described lands in Section 1,being
which is a widening of Meams Avenue,be named Meams Avenue.
BY-LAW read a first and second time this 22nd day of February, 1999.
BY-LAW read a third time and finally passed this 22nd day of February, 1999.
MAYOR
CLERK
ATTACHMENT NO.:
REPORT NO.: WD-
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE:AND ADMINISTRATION COMMITTEE File#
Date: FEBRUARY 15. 1999 Res. #
Report No.: WD-09-99 By-Law#
Subject: COURTICE MILL 2 SUBDIVISION, COURTICE, PLAN 40M-1763,
`CERTIFICATE OF ACCEPTANCE', FINAL WORKS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report WD-09-99 be received: and
2. THAT the Director of Public Works be authorized to issue a `Certificate of Acceptance' for
the Final Works constructed within Plan 40M-1763.
REPORT
1.0 ATTACHMENTS
No. 1 Key Map
2.0 BACKGROUND
2.1 The Corporation of the Municipality of Clarington entered into a Subdivision Agreement,
registered April 21, 1994, with Fridel Limited to develop lands by plan of subdivision,
located in Courtice and described as Plan 40M-1763 (Attachment No. 1). The agreement
required the developer to construct minor works including rear yard catchbasins and street
trees, hereinafter 'referred to as the `Works'. No roadwork was required since the
subdivision fronts onto Bushford Street.
i i .�
REPORT NO.: WD-09-99 PAGE 2
2.2 The standard subdivision agreement provides for the separation of the Works into four (4)
stages:
(a) Initial Works;
(b) Street Lighting System: (Not Applicable)
(c) Final Works; and
(d) Stormwater Management Facilities (Not Applicable)
2.3 The Initial Works were issued a `Certificate of Completion' and subsequent `Certificate of
Acceptance' by the Director of Public Works,as per the maintenance requirements set out in
the Subdivision Agreement.
2.4 The Final Works were issued a `Certificate of Completion' dated October 1, 1997. This
initiated a one (1) year maintenance period which expired on October 1, 1998. The Works
have been reinspected and all deficiencies have now been rectified to the satisfaction of the
Director of Public Works.
2.5 It is now appropriate to issue a `Certificate of Acceptance' for the Final Works. The
subdivision agreement requires Council approval prior to the issuance of any `Acceptance
Certificate' for Final Works.
Respectfully submitted, Reviewed by,
Stephen A. Vokes,P.Eng., Franklin Wu,
Director of Public Works Chief Administrative Officer
NAC*SAV*ce
08/02/99
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DRAWN BY:J.R.M DATE:FEB.1999
- -- REPORT WD- -9-99
KEY MAP i ATTACHMENT NO. 1
THE CORPORATION OF THE'MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION File#
Date: FEBRUARY 15. 1999 Res. #
Report No.: WD-10-99 By-Law#
Subject: OAK RIDGES TRAIL ASSOCIATION
REQUEST FOR USE OF ROAD ALLOWANCES
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report WD-10-99 be received;
2. THAT the Oak Ridges Trail Association(ORTA) be granted approval, in principle, to
use specified road-allowances within the former Township of Clarke, to extend the Oak
Ridges Moraine Trail, subject to ORTA fulfilling all conditions, as specified in
Attachment No. 2, to the satisfaction of the Director of Public Works;
THAT the Townships of Manvers and Hope be provided with a copy of this report and
advised of Council's decision:
4. THAT the Mayor and Clerk be authorized to execute the proposed by-law authorizing use of
the specified unopened road allowances when all conditions have been fulfilled to the
satisfaction of the Director of Public Works; and
5. THAT Mr. Roy Forrester, ORTA Chair, Clarington Chapter, be advised of Council's
decision.
1 1
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I
REPORT NO.: WD-10-99 PAGE 2
REPORT I
1.0 :ATTACHMENTS
No. 1: Key Map 9
{
i
No. 2: Conditions of the Public Works Department 1
i�
No. 3: Sample Release, Waiver and Indemnity
i
2.0 BACKGROUND
2.1 Council, at its meeting of January 9, 1999, passed Resolution#C-17-99, as follows:
"THAT Correspondence Item D-9 be referred to the Acting Director of
Planning and Development and the Director of Public Works for review
and preparation of a report to be submitted to Council at the meeting
scheduled to be held on January 25, 1999."
Roy Forrester, ORTA Chair, made a presentation to Council to obtain approval to extend
the Oak Ridges Moraine Trail system as shown in Attachment No. 1. The preferred route
selected by the Association includes parts of unopened road allowances in the former
Clarke Township. ORTA is requesting Council's approval to use the unopened road
allowances.
3.0 REVIEW AND COMMENT
3.1 The Oak Ridges Trail Association(ORTA) is requesting Council's approval to use a
number of unopened road allowances as part of the Oak Ridges Trail System.
Mr. Forrester and Carl Schenk met with Public Works and Planning staff to determine the
most suitable trail location. The Public Works and Planning Departments have no
objection, in principle, provided that certain conditions are satisfied to ensure public
safety and protect the Municipality from liability.
REPORT :PTO.: WD-10-99 PAGE 3
�.? GeoLraDhic Location of the Oak Ridaes Trail Extension
The unopened road allowances proposed to form part of the trail are shown in Italics. All
other road allowances are currently open. Request for approval to use these road
allowances is the subject of this report. In accordance with the Municipal Act, approval
to use Boundary Roads must be granted by both adjoining municipalities.
• Best Road (road allowance between Lots 28 &29)
From Manvers/Clarke Boundary Road southerly to Concession Road 10
• Concession Road 10
Easterly from Best Road to Beaucage Road
• Beaucage Road
Southerly from Concession Road 10 to Highway 115
• Through tunnel under Highway 1115
• Wilcox Road
Easterly to its limit (approximately Lot 20/21)
(From Lot 20 to the road allowance between Lots 14 & 15, it is private property)
• Road,41lowance between Lots 14 & 15
Wilcox Road (private) northerly to Concession Road 10
• Concession Road 10
Easterly from Lot 14 to Lot 9 & 10
• Lot line between Lots 9 & 10 (Ganaraska)
Concession Road 10 to Manvers/Clarke Boundary Road
• Boundary Road
Lot 9 to Cold Springs Camp Road
• `
Cold Springs Camp Road
Boundary Road southerly to Concession Road 9
REPORT NO.: WD-10-99 PAG:
3.3 There are a number of issues identified for Council's information and consideration:
3.3.1 Abutting Properiy Owners
It is recommended that the abutting property owners be contacted by the Association a--
advised that the road or road allowance abutting their property is intended to be used fu,
the Oak Ridges Trail. Abutting owners to the unopened road allowances should be aw
that the trail is being established. In the area of Best Road in Concession 10, a portion r
the trail is located adjacent to areas zoned for aggregate extraction. The zoning reflect
the location of licensed operations that are active or will become active. The trail
alignment may have to be re-negotiated from time to time in order to avoid potential
conflicts and for safety reasons. A portion of the proposed trail is a permitted
snowmobile trail. Again, for safety reasons, certain arrangements should be negotiates
with the snowmobile club. Abutting municipalities must approve use of the boundary
roads. Acknowledgement that this notification has been completed must be submitted
the Director of Public Works.
3.3.2 Private Property
There is a section of the proposed trail, easterly from the end of the maintained portior
Wilcox Road to the road allowance between Lots 14 and 15, which is private property.
In order for the trail to connect, a legal agreement must be negotiated between the
property owners and the Association.
3.3.3 Clarington Official Plan and Zoniniz By-law
Staff reviewed the proposed trail in the context of the Clarington Official Plan and
Zoning By-law.
Section 4.4.2 of the Official Plan states:
"The Municipality supports the establishment of an Oak Ridges Trail System
part of the Municipality's integrated trail network. The Municipality will consu
with provincial agencies, the Conservation Authorities and the public interest S
such matters as trail location, design and funding."
1 ' 16
REPORT NO'.: ",VD-1099 PAGE 5
Section 14.6.1 also states:
"Uses permitted in the Moraine shall be conservation, reforestation. agriculture,
and passive recreational uses such as pedestrian trails and horseback riding."
The Clarington Official Plan encourages the routing of a Trail in the Oak Ridges
Moraine.
3.3.4 Liability Protection for the Municipality
In order to reduce the risk of liability to the Municipality, it is recommended that the
Association be required to fulfill several conditions(Attachment No. 2); sign a Lease,
Waiver and Indemnitv (Attachment No. 3); and provide Insurance naming the
Municipality as co-insured, in the amount of 52,000,000.00 satisfactory to the Treasurer.
3.3.5 Boundary Roads
The Oak Ridges Trail Association must obtain authorization from the adjacent
Municipality where the trail is located on a Boundary Road. A copy of this report and
Council's resolution to the Townships of Manvers and Hope will provide the necessary
approval of Clarington's Council.
3.3.6 Alteration or Grooming on Unopened Road Allowances and Alterations to Road
Allowances forming Part of the Trail
Grooming or alteration to unopened road allowances or alteration to any road allowance
that forms part of the trail are subject to approval from the Director of Public Works.
Mature trees and natural obstacles will not be disturbed; construction or excavation of
any kind will not be permitted.
4.0' CONCLUSION
The Municipality, through the Official Plan,endorses development of the Trail. The
Public Works Department has no objection to use of the unopened road allowances
provided that the Association fulfills the specified conditions to ensure public safety and
protect the Municipality from liability. As well, it is appropriate to advise abutting
REPORT NO.: NVD-10-99 PAGE 6
property owners and obtain approval from adiacent Municipalities where the boundary
roads will form part of the trail system.
Respectfully submitted. Reviewed by,
U
Stephen A. Vokes,P. Eng., Franklin Wu
Director of Public Works Chief Administrative Officer
Respectfully submitted,
a i . Crome, M.C.I.P.,R.P.P.
Acting Director of Planning and Development
JCO*SAV*ce
03/02/99
Pc: Oak Ridges Trail Association
C/o Roy Forrester
6 Mill Lane
Orono, ON
LOB IMO
Township of Manvers
Box 210
Bethany, ON
LOA 1 AO
Township of Hope
Box 85
County Road No. 10
Port Hope, ON
L1A 3V9
1 � 1
OPEN ROAD ALLOWANCES
a . s • • •` D:RIVATE PROPERTY
UNOPENED ROAD ALLOWANCES
TOWNSHIP OF HOPE YEAR ROUND MAINTENANCE
I i j l l l l TOWNSHIP OF MANVERS SUMMER MAINTENANCE ONLY
TOWNSHIP OF MANVERS YEAR ROUND MAINTENANCE
e TOWNSHIP OF CAVAN SUMMER MAINTENANCE
'Boundary Road
oConcession Road 10 ��., •
�rn3A Concession Road 10 •
nj
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w Wilcox Road
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29 9.28' 27 7 26125?, 24�
23j:221 21' 20 19 18117" 16 15;1 14 13 4112 111 10 9 `g 7 " 6 i 5 3 4 3 2 1
3:All
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SUBJECT
SITE
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DRAWN BY:J.R.M II DATE:JAN.1999
REPORT WD-10-99
KEY MAP
' ATTACHMENT NO. 1
i
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
OAK RIDGES TRAIL ASSOCIATION
CONDITIONS FOR USE OF UNOPENED ROAD ALLOWANCES
I
'I
1. All abutting property owners must be notified, in writing, that the portion of unopened
road allowance abutting their property will form part of the Oak Ridges Trail.
2. The Oak Ridges Trail Association will maintain in effect liability insurance of not less
than $2,000,000.00, naming the Corporation of the Municipality of Clarington as co-
insured. A copy of the insurance certificate is to be filed with the Public Works
Department.
3. The Oak Ridges Trail Association is responsible for any claims directly related to the
trail. The enclosed Release, Waiver and Indemnity document must be completed and
returned to the Public Works Office prior to any use or undertaking of any works on the
trail.
4. Damages to the road allowance are the responsibility of the Association and will be
repaired by the Association to the satisfaction of the Director of Public Works.
5. Trail improvements, modifications, etc., must be approved by the Director prior to
commencement of works.
6. Failure to comply with any subsequent direction from the Public Works Office with
regard to public safety or environmental concerns arising from the use of the unopened
road allowances will void this approval.
7. A map of the exact trail with signage and marking must be provided to the Public Works
Office.
8. That the abutting Municipality approve the location of the trail on the Boundary Road.
Stephen A. Vokes, P. Eng., Roy Forrester, Chairperson
Director of Public Works Oak Ridges Trail Association
20
ATTACHMENT P�
REPORT NO.: 7
THE CORPORATION OF THE �4UNICIPALITY OF CLARINGTON
RELEASE. WAIVER ADD INDEMNITY
IN CONSIDERATION OF the permission being -ranted to Oak Ridges Trail Association,Uwe
HEREBY RELEASE, WAIVE AND FOREVER tractors, representatives, elected and appointed
officials, successors and assigns OF, AND FROM ALL claims, demands, damages, costs, .
expenses, actions and causes of action whether in law or equity in respect of death, injury, loss or
damage to any person or property. HOWSOEVER CAUSED, arising or to arise by reason of the
said procession.
The Oak Ridges Trail Association FURTHER HEREBY UNDERTAKE TO HOLD AND SAVE
HARMLESS AND AGREE TO INDEMNIFY all of the aforesaid from and against any and all
liability incurred arising as a result of, or in any way connected with, or negligence related to the
request, the resulting permission and the permitted event.
EXECUTION OF THIS STATEMENT IS AN ACKNOWLEDGEMENT THAT THE
UNDERSIGNED HAS READ, UNDERSTOOD AND AGREED TO THE ABOVE WAIVER,
RELEASE AND INDEMNITY.
Date Name and Title
21 ATTACHMENT NO.
REPORT NO.: WD-
THE CORPORATION OF`THE,MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: FEBRUARY 15. 1999 Res. #
Report No.: WD-11-99 By-Law#
Subject: ROAD WATCH iPROGRAM
Recommendations':
It is respectfully 'recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report WD-11-99 be received;
2. THAT Council endorse the Road Watch Program and thank the Clarington Healthy
Communities Committee'for assisting in the formation of a Road Watch Committee;
3. THAT Council approve funds in the amount of$5,000.00 to be added to the Public Works
traffic budget Account No. 7211-00421-0000 to fund the initial purchase and installation of
approximately 50 Road Watch signs at various locations on Regional and Municipal
i
roadways;
4. THAT staff request Mati Holland, Co-ordinator, Community Road Safety Programs,
Ministry of Transportation to contribute a similar amount to help start the program;and
5. THAT a letter be included in the next tax bill or general mailing advising residents of
general traffic safety concerns, the existing Radar Message Board Program and proposed
creation of a Road Watch Program seeking volunteer committee members or comments.
L
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REPORT NO.: WD-11-99 PAGE 2
REPORT I
1
1.0 :ATTACHMENTS {
No 1: Media advisory: W-dtbv Road Watch Program dated June 9. 1998
9
No 2: Sample of Whitby Citizen Report Form ;
i
No. 3: Sample of Durham Regional Police Road Watch letter
2.0 BACKGROUND
2.1 At a meeting held on June 29, 1998, the Council of the Municipality of Clarington passed
the following resolution:
"THAT the Media release dated June 9, 1998 received from the Town of
Whitby be received;
THAT the correspondence be referred to the Director of Public Works for
review and preparation of a report to be submitted to the.General Purpose
and Administration Committee."
3.0 REVIEW AND COMMENT
3.1 Overview of the Road Watch Program
The goal of the Road Watch Program is to reduce motor vehicle collisions, resulting
property damage, personal injuries and fatalities. These goals can be achieved through a
community commitment to:
AWARENESS by getting the safety message out to everyone
EDUCATION by doing presentations at schools and community groups etc.
ENFORCEMENT with citizens identifying aggressive drivers through a citizen
reporting system with police follow-up
x ' 23
REPORT NO.: WD-11-99 PAGE 3
)2 Origin of the Road Watch Proaram
A Road Watch Proeram provides citizens with a direct opportunity to improve road safety
in their community and assist the police by having the public identify and report dangerous,
aggressive driving behaviour and assisting the authorities in selecting the most effective
enforcement sites.
On Mother's Day, in 1993, the Town of Caledon was in the news because of a traffic
fatality that claimed the life of eight young people. At the time, Caledon had the highest
fatality rate i in Ontario. A group of representatives from the Council, Staff, Ontario
Provincial Police, school 'boards and concerned citizens met in the summer of 1993. They
first formed the SAFE ,(Stop Accidents Everywhere) Committee to reduce accidents
through Awareness, Education and Enforcement.
Enforcement efforts were enhanced by involving the local citizens in identifying aggressive
drivers by having them complete Citizen Report Forms. These forms are forwarded to the
police whereby first time offenders get a written warning, then subsequent complaints about
the same driver result in a phone call or personal visit from the police. The police received
1,655 citizen report forms during 1995 and with that success it was decided to give the
program a separate identity known as "Road Watch".
The program was well publicized through the distribution of 13,000 packages, which
included calendars, citizen report forms and static stickers for cars. Every road leading into
Caledon was posted with the Road Watch logo to warn all drivers that local citizens would
not tolerate aggressive driving and would report poor driving habits to the police. The
number of annual collisions in Caledon has been reduced from 1,577 in 1993, down to 994
in 1997, with fatalities dropping from 30 to 5.
Although it is impossible to measure the direct impacts, citizens feel the program has had a
positive influence. The Caledon program was financially sponsored by various
`I
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REPORT NO.: WD-11-99
PAGE 4
i
transportation and aggregate producers in the area. The true strength of the program lies
with the citizen involvement to change driver's attitudes and habits, which can not be
done by the police alone.
I
3.3 Components of a Road Watch Program
The responsibilities listed below are general guidelines only and may vary from {
municipality to municipality.
A) Set-Up - Responsibilities of Road Watch Implementation Committee Members:
1) To actively participate in the creation of the program, and then ensure its on-
going maintenance. Obtain a suitable computer and printer for the program.
2) Set budgets and fund raising goals so as to actively seek out sponsors to
endorse and fund the implementation of the program either through cash
donations or by providing services.
3) To obtain drop boxes and find suitable locations throughout the
municipality.
4) To promote the program with ongoing awareness and education through a
variety of venues with production and distribution of Citizen Complaint
Forms and safety messages to residents to ensure the public is aware of the
motoring safety initiative. Organize a community kick off with media
coverage.
� L �
REPORT NO.: WD-11-99 PAGE 5
B) Maintenance- Responsibilities of Road Watch Committee.Members:
1) To work with the Police by providing them with complete, verified
complaints and distribution letters for authorization on a timely basis.
2) To continually promote safe driving habits and provide residents with an
avenue to do something about unsafe drivers.
3) To seek out sponsors to endorse and fund the on-going maintenance of the
program either through cash donations or by providing services.
C) Responsibilities of the General Public:
1) This program depends on resident participation through the completion of
the Citizen Report Forms and dropping them into the drop boxes provided.
2) To accomplish this, the residents must be aware of and support the program,
and be able to accurately obtain the licence plate number and other details of
the infraction.
3) The program is designed to protect the anonymity of the residents but the
complainant must provide their own name, signature and personal
information or the Police can consider it a valid submission.
D) Responsibilities of Police:
1) To endorse The Road Watch Committee Members through a screening
process established by the Police Volunteer Services Co-ordinator due to
possible access to confidential information.
j12 h
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REPORT NO.: WD-11-99 PAGE 6
a
2) To authorize letters to alleged dangerous or aggressive drivers requesting j
them to voluntarily co-operate and adopt a more responsible approach to
i
driving. a second letter and additional phone contact for a second reported
i
incident and personal visit for a third reported incident if the police feel it is
justified. To provide letterhead and postage for form letters, answer general
enquiries and provide telephone contact for recipients of letters.
3) Provide access for approved members of the Road Watch Committee to
information necessary for the distribution of warning letters to offending
motorists.
4) To provide a liaison person to work with the volunteers.
E) Responsibility of the Municipality:
1) To assist in the implementation of the process and provide lists of possible
contacts such as developers, consultants, and contractors for fund raising
purposes.
2) To permit, install and provide general maintenance of Road Watch signs at
entrances to the municipality and urban centres.
3) To permit selected municipal locations as drop box locations for
submissions of Citizen Report forms and promotional displays.
3.4 Town of Whitbv Road Watch Program
The Town of Whitby Road Watch Program was launched June 11, 1998. The set-up of this
program involved more than six months of heavy involvement, requiring community
support through donations and personal time commitments. Once set up, the program is
1127
REPORT NO.: WD-11-99 PAGE 7
expected to be maintained by active members of the community such as service clubs,
seniors, students and other interested parties to ensure the long term success of the program.
The reliance on municipal staff and police should diminish as committee members maintain
the program.
The Town of Whitby had a good public volunteer base of twelve dedicated residents, who
previously worked for the Police Services Storefront Operation, to begin their program and
set up an implementation committee. The committee raised funds and purchased materials
while schools and students donated their time to cut and assemble the 25 drop boxes.
Businesses donating $1,000.00 or more were placed on the sponsor sheet and included
with distributed materials. Some sponsors provide some or all of the costs of items such
as fridge magnets.with the road watch logo and their business name. The cost of vehicle
sun visor pads was also offset by the use of advertising. The Municipality of Whitby
donated$7,500 while other fund raising generated over$30,000.00.
Preliminary Budget Items For Whitby:
Road Watch highway signs, installed(50) $5,000
Computer and software 3,000
Citizen Report Forms 500
Decals,posters 2,000
Drop boxes 2,500
Distribution costs 10,800
Letter postage ! 1,000
Stationery 1,200
TOTAL $26,000
Whitby has received approximately 300 citizen complaint forms between June and
November,, 1998. Scugog Township has also created a Road Watch Program and has
received approximately 60 citizen complaint forms.
? ' 28
REPORT NO.: NVD-11-99 PAGE 8
3.5 Creation of a Clarington Road Watch Program:
The Public Works Department fully supports this type of community program which
emphasizes motoring safety. The Municipality of Clarington does not have a high motor
vehicle accident fatality rate to stir public support as demonstrated in Caledon, or an
existing volunteer base, such as in Whitby, to begin the process. Due to the geographic size
of Clarington, some additional expenses would be involved in installing and maintaining
road signs on all the entrance points and at each urban centre. Clarington Public Works is
prepared to assist a Road Watch Committee, primarily with the signing requirements.
Inspector Ross Smith of Durham Regional Police, Clarington Community Office, has
assured his full co-operation with a Road Watch Committee if it can be set up and
maintained by the community.
A presentation was made by Janet Vendrig of the Scugog Road Watch Committee to the
Clarington Healthy Communities Committee on January 20, 1999. From this presentation,
along with assistance from local media coverage, the Durham Regional Police were able to
organize an initial Clarington Road Watch Committee meeting on February 16, 1999. Staff
are confident that this collection of volunteers will be able to create and maintain this
program.
3.6 Clarinaton Radar Message Board Program (Existing)
During 1998, the Municipality recognized that the public was concerned about aggressive
drivers and purchased a Radar Message Board (radar gun with electronic display board) for
staff traffic studies and for public use to deter speeding on residential streets. Although the
unit has received some publicity through local papers, the unit has only been actively
promoted to groups and individuals who have been in contact with Public Works
Department regarding a specific traffic problem. It is an excellent way for residents to
verify the speed of motorists travelling on residential streets and provide the police with
licence plate information. This unit should be actively promoted by the Road Watch
REPORT NO.: `VD-11-99 PAGE 9
Committee as a device which can be borrowed from Public Works Department to assist the
public in identifying speeding motorists for the police.
4.0 CONCLUSION
4.1 From the above, it is concluded that a Road Watch Program would promote safe driving
and is supported by both Clarington Public Works and the Durham Regional Police, but
cannot succeed without active community participation. A contribution by the
municipality towards the purchase and installation of the signs plus a contribution of
between $3,000.00 to $5,000.00 from the Ministry of Transportation will assist in getting
the program started and encourage other corporate sponsors. The Clarington Healthy
Communities Committee has assisted by finding an initial volunteer base to implement and
tun the program.
Respectfully submitted, Reviewed by,'
Stephen A.Vokes,P. Eng., rankiin Wu
Director of Public Works
Chief Administrative Officer
RDB*SAV*ce
09/02/99
x ' 30
/17t OURHQm POL I CF Tn
623 5717 1gge,6R-G9 -7tge 9640 P.01,1r
COUNCIL _ „� .. V
INFORMATION
MEDIA RELEASE
Y �
'I'HE TOWN OFW1ftTgY IN COOPERATION Tuesday, Jane 09, 1998
nPERATION WNTR TIM DURIJAM REGIONAL FOUCE
SERVICE
INTRODUCTION INTRODUCTION OF ROAD WATCH IN THE TOWN OF WHMY
W
-
On rrrunerc,ru•ncarsions,•residents Of the Town of g�j�iny have S.Sed crntcerns abma the acttans
• � i u�'.trimv drivers withitr their ct»;tmtuut
y' 7h�rc C°n 1 e101e ro drivers operating their vehicles in an
aKlCressive or un,,ufe manner• Resi'de"14 untady expr=their concern, aver the telephone 10 elected
Officials wtd the police. ,They believe Q
;the yrnr!!ty o li r'd rightly'sn, that the actions o,f these drivers lard to reduce
3 1 f m their neiglrbourhaodv acrd are ccnrring•fPar�alndety abaut road.mfe . Man
f citizens have asked, l3�hat corn we do to he !Y y
help make our srrrrets safer?
In 1998,the W.I.N.S.Program(Whitby involved in Neighbourhood Safety) was introduced in the
Town iof Whitby. it was initiated b
Rcgior0f Police Se by Whitby residents in cooperation with the Town of Whitby, Durham
— _ rvlce-Whitby ComIrau&Y Poftce Oi$ce and Whitby O.P.P. W.LN.S.is a community
;based safety rrutiative itttcndai to improve road safety
'cnforcerrtent. By ensuring al} motorists drive saf Within Whitby through eduvation, awareness and
Y, everyone WINS. _
'W.LN,S• Presently consists of a number of programs
t ` The comma P 8mms namely; �` ,p .A
�Y Purchase Of two laser sPeed detection devices;
I r ♦ The Parent Safety Patrol at elementary schools,
I 8 ® The Radar Message Hoard for use.by citi=s;
a The Tlurham Region Car Safe Seat
• �. * Radio taftt , g �' � Committee;and
y 7" es written and;rocorded by prL-nary grade school students.
•?�?
On Thursday,June 1 I, 1998 the ncct compontnt of W1.N,S. will be introduced
` 1 Road Watch Isr0Watch to Whitby, It is the
Byrn. Road it c is a new program that provides residents the opportunity to
�
�anger`OuSly provc•road safety within their community. It.assists the polio-.by identi 'or in an uasafc manner.and identifies locations for speaat enforcement being operated
within the Town.
Through the completion o;Citizen Re
Appropr,iazel deal w' It Forms, residents provide then .
Y with these acts ofuaisafe driving. Secure drop eessa� information to
throughout the cormnuc�ty far the Citizen p box locations are conveniently located
Communi Police Report Forms. Once a report is filed at the Whitby
�' �,,a letter's farwardeil to fire re
S�ubsequcntly act.' offflce"c driven metered owner or lessee of the vehicle.
i dependiag on the nature of the ding may result•in personal en
driving.
rie rnact by the police with charges being laid
Road Watoh will snake its in
Chamber' Muhl at a press conference at I I'00 AM in the Whit
'. dPal at►ic'ing, 575 Rossland Road Dust, hY Council
s�akcrs include the tio�umble Ji.►u jU1e Whitby on Thursday,Jane 11, 1498. Guest
Honourable Tcuty CAemf Y:Minister of Labour and ,4
�' Meet of Transportation, l9 Solicitor Geaerat and the
I�Rr more information con
Whitby's Markct� ��ng the prcm conference, please contact Peter LcBc1
.• Watch, Pleas';;'C4 Economic Development Office(905)668-5803. l�or inforna Director about Road
=• • Pl�;'C4 Inspector Greg Read at the d
e tension 1 844 Whitby Community Pallcc O¢{'tce(905) 579.1520
i
ATTACHMENT N(
f REPORT NO.: V7
r
DROP BOX LOCATIONS (Whitby) �I$lZenep®rt Form
r "
Durham Regional Police Service o
Whitby Community Police Office Ontario Provincial Police Whitby Detachment A community road safety program
650 Rossland Rd.E.
1301 Henry St Town of Whitby sponsored in cc
�x tion with the Durham Regional
Whitby Municipal Building t„
9 Whitby Operations Centre Service - Whitby Community
575 Rossland Rd.E. ROAD WATCH° .office and the Ontario Provincial
333 McKinney pr.
Civic Recreation Complex i -Whitby Detachment.
Whitby Fire y Dr. en4
555 Rossland Rd.E
111 McKinney Dr.
Iroquiois Park Sports Centre REPORT DATE TIME
500 Victoria St.W. Food Town DATE OF INCIDENT
64 Baldwin St. D M y
Brookitn TIME OF INCIDENT 0 AM 0 PM
Senior Citizen's Activity Centre LOCATION OF INCIDENT IN WHITBY
801 Brock St.S. The Whistle Stop
9550 Baldwin St. .AT
'i Whitby Public Library Branches Myrtle
405 Dundas SL W.
VEHICLE INVOLVED
701 Rossland Rd.E Ashburn General Store PLATE#
8 Vipond Rd.,Brooklin 8890 Ashburn Rd.
AUTO 0 TRUCK
Ashburn 0 (3 OTHER
• PROV. VEHICLE YEAR
MAKE _MODEL
COLOUR
Proudly SponSOrm, irl Whlt�]V'h i• DRIVER INVOLVED
DESCRIPTION OF DRIVER:
:Road Safety
AGE .....
®Ontan6 0
Cnpic RM"X WURAMM WHAT HAPPENED:
BROOKVALLEY
ra111+Sk7llaS h) N O V A RT I S
NC$CANSULTING
�fil� SINC IR O• IZ
® INCIDENT REPORTED BY:tTh s area must be completed 6 sign(
P�iii �triL� " ! � SURNAME
r { uuttt
FIRST,NAME
i �wb.r..�rrodNn tr�rn�M��
._...."""" ADDRESS
For more information.contact the Whhby.Community Police office at(905)579.1520.e■t.iM. TOWN
POSTAL CODE
PHONE# ( ) BUS#( )
For more information on the Road Watch program and the Your name will be kept confidential and not disclosed. This Citizen Report Fc
WI.N.S, program, please contact the Durham Regional Police dmPPed on at the t�rtrklentlal box locations noted on the back of tr
Service,Whitby Community,Police Office at 650 Rossland Road
East,Whitby,Ontario L1 N 9G5.Phone:579-1520 ext. 1840.
�-` r �::i r... f i of•+ vr.s :.s:
Whitby Involved in Neighbourhood Saf
4L�`';�T-c �.''e�n-GF��.�+yY�`�•``.�a�w�+v���t ���,�- ►, vr' 45. "� :. ` ..
fix t
,✓��l t 'r ..t' r< �1�" �= X`t,tt,• r 9�..°'�C�'+r'}�'4'Y'��Y4'iM��._ w�t...�'�.'vt,�^�5.Seaca:�t..,� '�1 .y .`
-, a-. 5aC :�51♦ s�<itv Y`•_,e,r tD7��tC�l2:K ?h ,<<.,.`� ;,Y� .�•`y`r. 3 �'j,•�,��.-.Y"'i�. ~ t� �;a, ♦- a 4',TY�h.',-L,"r••'[~"tr•.=i��:%��:�1.
.f -�. i �� tL r.:� �+"s�t•::SlC�ii`:E•`V's�' `!'t: •.i.". .= t d t=. f ! r t !�:i�.;..t1:�e:.�^..
ATTACEMNT N(
REPORT NO.: WL
i
• Durham Regional Police Service
•® 'K_McAlpine•Chief of Police •0.Denson•N"Chief•Adminirtration •).Adams•Oept,ly Chiel
1 ` OpaaMau
x
/ xxProcessDatexx
J .c`OwncrafdratUST1Nuttwxx
I
xxdwncrsAddressxx
xxOwnersTbwnP rovx x
xxOwnersPostalCodexx
Dear xxOwnersFirstLastNamcxx:
i Subject: Road Wntch Incident 0 98-xx1ncidcntNumberxx
On xxincldentDatexx at xx IncidentTimexx an incident was reported involving a
xx(olorMakeModelxx, bearing Ontario licence plate number xxPlateNumberxx. T lle report states
that thin iolniolo 11uu UUJUi Iul AAJJJ1utI irrppuu.tlAA tAt x tLuatlutlxt!ll wltntly. tt l'u�l!K UP
vehicle files at t W8
he Ministry of Transportation indicates that you are the registored owner of this
vehicle.
This incidont is brought to your attention in the interests of road safety,as this type of aggressive
driving must be discouraged. If you were not the operator of the vehicle at the time of the incident,
we ask that you bring this matter to the attention of that individual. Further reported incidents will
result in a police officer comae dng you. if you wish to discuss this incident, please contact rho
Whitby Community Police office at extension 1840,
WINS (Whitby Involved in Neighbourhood Safety)is a community initiative of the Town of
Whitby operated in conjunction with the Whitby Community Police office of the Durham Regional
Police and t4p Wliitby Detacfiment of the OPP. WINS actively invoivos the c
participatirhg in several community mmunity to
ity safety initiatives, including the identification of aggressive
drivers. C izen Report Fomts are deposited in drop boxes that are conveniently located at
numcrous ovations thfpughout Whitby.
Your cpnoperation irk making our roadways safer benefits all of us. Please take the time to review
the additional mat�ftaI about WINS that is enclosed with this letter.
Thank You,
trreg Reid
fnspe. -Whitby Community Police Office
650 Aossiand Road East
WI»tby, Ontario
LIN 9G5
i
i
When everyone drives safely-everyone WINS!
7
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ARP:1pq AF,V MI07 toll Pro®(905 705 l• '00
998.579.1520 Welr 5itc,w'ww poiice.durhom.on.ca REEPORT NO.. �Y�I
70 Tall
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