Loading...
HomeMy WebLinkAbout05/09/2011 General Purpose and Administration Committee Minutes May 9, 2011 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, May 9, 2011 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak Councillor J. Neal Councillor W. Partner (attended until 2:48 p.m.) Councillor C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison (attended until 4:48 p.m.) Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Deputy Clerk, A. Greentree Clerk II, J. Gallagher Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated at this meeting. ANNOUNCEMENTS Councillor Novak announced that she, Councillor Hooper and Mayor Foster attended the Guest Reader program at St. Elizabeth School on Wednesday, May 4, 2011. She also announced that she had attended the grand re-opening of the Grand Hilltop and Banquet Hall/Courtice Pub on Thursday, May 5, 2011. Councillor Novak reminded th everyone that the Courtice Secondary School 50 Reunion will take place on May 27 and May 28, 2011. She noted that the Special Council Meeting, held on Friday, - 1 - General Purpose and Administration Committee Minutes May 9, 2011 May 6, 2011, to discuss Economic Development, was a good and informative meeting. Councillor Novak spoke at the Courtice Rotary Club meeting on Friday, May 6, 2011. Councillor Hooper announced that the Eagles Hockey Team has been reconstituted as the Clarington Eagles Junior ‘C’ Hockey Team, thanks to the hard work by Terry Lynch and Elite Hockey Consultants Group. He thanked Mr. Caruana and the staff of Community Services for assisting in the Eagles’ return. He also attended the Fire House Youth Centre Battle of the Bands on Friday, May 6, 2011. Councillor Hooper thanked the Fire House Youth Centre members for hosting the event. Councillor Hooper noted that Maple Fest, held this past weekend, was well attended. He thanked the Emergency Services Department and Operations Department for their assistance in the event. Councillor Woo announced that he and Councillor Partner attended the Pines Senior Public School on Thursday, May 5, 2011 to watch the students successfully break the world record for the most students (783 students) exercising to a video game. He announced that, this past weekend, there was an art demonstration and display of art, the opening of “Gift of Art”, across from Newcastle Library, which was part of the Spring Tour. Councillor Partner announced that the Newcastle Horticultural Society held an annual plant sale this past weekend to raise funds for their new gardens. She reminded everyone that the Society will be holding a yard sale on May 28, 2011. Councillor Partner attended Maple Fest this past weekend. She announced that the Durham Environmental Advisory Committee (DEAC) award ceremony will be held on Thursday, May 12, 2011. This year DEAC will be honouring John Slater, Chair of the Orono Crown Lands Trust, with the Evylin Stroud Lifetime Achievement Award for playing a leading role in enhancing the environmental health and attributes of the provincially owned 633 acre parcel in Orono. Mayor Foster thanked the owners of Hilltop for the invitation to their grand re-opening. He thanked Councillor Woo for inviting representatives from the Chinese Consulate to attend Friday’s Special Council meeting on Economic Development. Mayor Foster apologized to staff and Council for raising his voice during the May 2, 2011 Council meeting and indicted he will use his gavel in the future, if necessary. ALTER THE AGENDA Resolution #GPA-331-11 Moved by Councillor Hooper, seconded by Councillor Neal THAT the Rules of Procedure be suspended. CARRIED - 2 - General Purpose and Administration Committee Minutes May 9, 2011 Resolution #GPA-332-11 Moved by Councillor Woo, seconded by Councillor Neal That the delegation time limit of 10 minutes be extended to 15 minutes for Christine Fahey. CARRIED MINUTES Resolution #GPA-333-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on April 18, 2011, be approved. CARRIED PRESENTATIONS Gord Weir, Director of Emergency Services, introduced the speakers from the Office of of the Fire Marshal (OFM). Peter Guiry, Fire Protection Advisor, Brent Stirling, Program Specialist, and Mariano Perini, Fire Protection Advisor, OFM, were present regarding the Public Fire Services Guidelines (PFSG). Mr. Guiry made a verbal presentation to accompany a .pdf presentation. He informed the Committee of the municipal responsibilities as outlined in Part II of the Fire Protection and Prevention Act, which includes establishing a program of public education, creation of a minimum acceptable model and provision of other fire protection services. Mr. Guiry also provided the Committee with information regarding the powers and duties of the OFM. He explained the purpose of the PFSG, which is a tool to implement a risk management program. Mr. Guiry informed the Committee that the guidelines include the following five steps: assessing fire risks within the Community, collecting call data, identify gaps in fire suppression capabilities, developing options and recommendations to address the identified gaps, and preparing a report to Council. In summary, Mr. Guiry noted that the next steps by the OFM are to develop a Fire Prevention Guidebook, Greater Integration of Fire Prevention/Education and Suppression, and reviewing and updating all the OFM’s risk management programs. Bill Reid, Clarington Fire Prevention Inspector, was present to speak further to Peter Guiry’s presentation. Specifically, Mr. Reid was addressing steps two and three of the PFSG. He made a verbal presentation to accompany a PowerPoint presentation. Mr. Reid informed the Committee of the following challenges in trying develop a building stock profile: waiting for the Municipal Property Assessment Corporation (MPAC), OFM - 3 - General Purpose and Administration Committee Minutes May 9, 2011 working with MPAC, obtaining accurate building stock profile, and evaluation of risk. He noted that, once he has obtained the information, he will be compiling the information for a report to Council. Mr. Reid reviewed the 2010 structure fire responses and examined four structure fire occurrences, for the purposes of this presentation and his explanation of the work involved in completing OFM forms. Mr. Reid summarized with a project status update, including the expectation that the report to Council should be completed in the next 4-6 months. ALTER THE AGENDA Resolution #GPA-334-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the Rules of Procedure be suspended. CARRIED Resolution #GPA-335-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the agenda be altered to consider Section 11, Emergency and Fire Services, immediately following the delegations. CARRIED Resolution #GPA-336-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT the agenda be altered to hear the delegation of Sheryl Zuly first. CARRIED RECESS Resolution #GPA-337-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 11:11 a.m. - 4 - General Purpose and Administration Committee Minutes May 9, 2011 DELEGATIONS Sheryl Zuly was present to request the use of an unopened road allowance as a vegetable garden. Ms. Zuly read a letter from her husband requesting to either lease or be given permission to use the unopened road allowance, adjacent to their property, for a vegetable garden. She acknowledged that the initial request was denied, but she noted that other municipalities allow residents to use unopened road allowances for garden plots. She confirmed there will not be any building erected and it would be for their exclusive use. Resolution #GPA-338-11 Moved by Councillor Neal, seconded by Councillor Partner THAT the request of Stan and Sheryl Zuly, to use the unopened road allowance adjacent to their property in Newcastle, be approved in principle, subject to any conditions set out and reported by staff for the Council meeting of May 16, 2011. CARRIED Christine Fahey, Director of the Port Hope Area Initiative Management Office (PHAIMO), was present to provide the Committee with an update on the PHAIMO Port Granby project. Ms. Fahey introduced Mark Giles, the new Manager of Stakeholder Relations and Communications. She made a verbal presentation to accompany a PowerPoint presentation. She provided the Committee with an overview of the Port Granby Project, a project to remediate low-level radioactive waste and place it in a safe long-term monitored storage. Ms. Fahey noted the recent accomplishments, which include the preparation of an above ground mound, pilot-scale water treatment study, environmental monitoring and mitigation. She informed the Committee of the upcoming activities, which include completion of the transition phase objectives, the ongoing communications and outreach, and major implementation steps. Ms. Fahey stressed that it is important that interested local businesses register to do business with the federal government. She noted that there will be upcoming information session regarding the registration process with the Office of Small and Medium Enterprises as part of Public Works Government Services Canada on June 23, 2011. In conclusion, she acknowledged the hard work of the Municipality of Clarington’s staff as well as the Peer Review Team. Ms. Fahey invited members of Council to attend the Port Granby Project site. - 5 - General Purpose and Administration Committee Minutes May 9, 2011 Resolution #GPA-339-11 Moved by Councillor Novak, seconded by Councillor Woo THAT the delegation of Christine Fahey, Director of the Port Hope Area Initiative Management Office (PHAIMO), regarding the Port Granby Project, be received with thanks. CARRIED Theresa Vanhaverbeke was present regarding Report PSD-042-11, Potential Addition to Municipal Register of Properties of Cultural Heritage Value or Interest; in particular 37 North Street. She informed the Committee that she is in agreement with the staff recommendations contained in Report PSD-042-11, which does not support the recommendation of the Clarington Heritage Committee to designate 37 North Street. Dan Worrall, President, Clarington Fire Fighters Association, Local 3139, was present regarding Report ESD-006-11, Minimum Staffing Report – Response to Questions. Mr. Worrall thanked the Committee for the opportunity to speak on this matter. In answer to a previous question asked of the OFM, he informed the Committee that there are 164 composite fire services in Ontario. Mr. Worrall stated that he is concerned with several items in the report regarding reducing staff levels, in particular, with respect to the need for four men per vehicle. He questioned several of the responses to specific questions within Report ESD-006-11. Mr. Worrall stated that the Fire Fighters Association is concerned with the information which is being used to make decisions. He stated their concerns are all about safety and that change is necessary. He added that the Association is interested in using the N.I.S.T. report in order to determine minimum staffing levels. Mayor Foster left the meeting at 12:35 p.m. and Councillor Novak assumed the Chair. Janice Robinson, Vice President, Planning and Development, Preston Group, had registered as a delegation, but informed staff during the recess that she had to leave the meeting. Councillor Hooper chaired this portion of the meeting. - 6 - General Purpose and Administration Committee Minutes May 9, 2011 EMERGENCY AND FIRE SERVICES DEPARTMENT MONTHLY RESPONSE REPORT – JANUARY, FEBRUARY, MARCH 2011 Resolution #GPA-340-11 Moved by Councillor Novak, seconded by Councillor Neal THAT Report ESD-005-11 be received for information. CARRIED Mayor Foster returned to the meeting at 12:37 p.m. EMERGENCY AND FIRE SERVICES DEPARTMENT MONTHLY RESPONSE REPORT Resolution #GPA-341-11 Moved by Councillor Neal, seconded by Councillor Traill THAT the Emergency and Fire Services Department’s regular Response Report be presented monthly and further that it include the information contained in the Office of the Fire Marshal’s Form 200, starting the following month. CARRIED MINIMUM STAFFING REPORT – RESPONSE TO QUESTIONS Resolution #GPA-342-11 Moved by Mayor Foster, seconded by Councillor Novak THAT Report ESD-006-11 be received for information. CARRIED Councillor Novak chaired this portion of the meeting. ALTER THE AGENDA Resolution #GPA-343-11 Moved by Mayor Foster, seconded by Councillor Hooper THAT the Rules of Procedure be suspended. CARRIED - 7 - General Purpose and Administration Committee Minutes May 9, 2011 Resolution #GPA-344-11 Moved by Mayor Foster, seconded by Councillor Hooper THAT the agenda be altered to consider Public Meeting agenda item 7(b), regarding the application by Newcastle (King) Developments Inc. first. CARRIED PUBLIC MEETING Subject: (a) Application to Amend the Clarington Official Plan and Zoning By-law 84-63 Applicant: Newcastle (King) Developments Inc. Report: PSD-039-11 Ruth Porras, Senior Planner, made a verbal and PowerPoint presentation to the Committee regarding the application. John Oates, local resident, spoke in support of the application, but with concerns. Mr. Oates stated that his family’s choice is to shop at a discount supermarket in the Newcastle area. He stated that his main concern is that there is a need for good design. Mr. Oates compared the Newcastle Library and the Shoppers Drug Mart to the current proposal. He noted that the Library has a difficult traffic access and design flaws. He added that the Shoppers Drug Mart has the access at the opposite end of the building to the parking lot. Mr. Oates noted that Shoppers Drug Mart has 29 parking spots and five lanes. He stated the grocery store proposal has 110 spots with only two lanes and therefore he considers this proposal to be “shoe horned” into the space. In addition, Mr. Oates is concerned that this parking lot will be difficult to navigate as it has two lanes with two right angle bends. Mr. Oates informed the Committee that he is also concerned about snow plowing due to the difficult corners. He suggested that, in order to solve the parking and snow plow problem, the parking area of the grocery store be combined with the CIBC bank parking area. Mr. Oates concluded by stating that he would like to see this development elsewhere in Newcastle. Allan Kirby, local resident, spoke in opposition to the application. Mr. Kirby stated that North Street is a narrow street and he is concerned about the increase traffic. He stated that there are no sidewalks on Wilmot Street, but yet there will be a large amount of pedestrian traffic, which will be a safety concern with the increased vehicle traffic. Mr. Kirby noted that this issue was not addressed in the traffic study. He stated that he is concerned that the traffic study does not take into consideration the new residential development in other parts of Newcastle. Mr. Kirby is concerned that the developer will not pay for sidewalks and curbs, which he believes will eventually be required. He stated that he is also concerned about where the snow will be placed, especially since the subject site has a higher elevation than the surrounding properties. Mr. Kirby is - 8 - General Purpose and Administration Committee Minutes May 9, 2011 concerned about the drainage of salt and snow from the grocery store lot onto the surrounding residents’ properties. He stated that he was in favour of development in town, but he is concerned about this proposal for a grocery store and how it will affect the current residents. Perry Mucci, local resident, spoke in opposition to the application. Mr. Mucci stated that he had previously submitted a letter, which outlines his concerns regarding lighting, snow removal, and drainage. He stated that he is deeply concerned about this rezoning proposal. Mr. Mucci stated that he understands the need for a grocery store in Newcastle, but that this proposal is not in keeping with the surrounding area. He quoted specific sections of the relevant planning documents which supports his view that this proposal is not acceptable in this neighbourhood. Derek Hannan, local resident, spoke in opposition to the application. He stated that he is concerned about the tractor trailer traffic not being able to navigate the turn into the parking lot, resulting in it crossing the centre line. Mr. Hannan noted that there is a school bus stop in front of the truck entrance, which will pose a safety issue. He added that the Newcastle Town Hall already has parking problems, and that this proposal will add to it. Mr. Hannan stated that the report did not include any comments regarding the existing business uses on the corner, specifically the dental office and the traffic issues currently caused by the office. Mr. Hannan is in support of development, but not a grocery store. He expressed concerns with traffic at King and North streets. Steve Coupland, local resident, spoke in opposition to the application. He stated that he echoes the concerns of the previous speakers. Mr. Coupland stated that he is concerned about the increased traffic on North Street. He noted that many area residents are not aware of this proposal. Mr. Coupland stated that he had gathered 43 signatures in opposition to the application and will present the completed petition to Council at a later date. Gail McKenzie, on behalf of her mother, a local resident, spoke in opposition to the application. Her concerns are regarding the traffic congestion on North Street, as well as the intersection of King and North Streets. Ms. McKenzie suggested that a stop light will be required. She added that the size of the building does not fit the area and that there is a lack of access from sidewalks. Ms. McKenzie stated that she agrees with the concerns expressed by the previous speakers. Myno Van Dyke, Chair of the Newcastle Community Improvement Program (CIP) Liaison Group, spoke in support of the application, with concerns. Mr. Van Dyke noted that the CIP’s goal is to keep the Newcastle downtown in keeping with the historic look of the existing downtown. Mr. Van Dyke added that he has the following recommendations: street friendly, pedestrian access in the southeast corner (at least with pedestrian access on the east side of the building), and covered pedestrian access on the east side. He stated that the CIP is in favour with the proposed brick design. - 9 - General Purpose and Administration Committee Minutes May 9, 2011 Wendy Couch spoke in opposition to the application. She stated that she is concerned about the entrance being on North Street and impacting traffic, including the school bus stops on North Street and King Street/North Street. Ms. Couch stated that North Street is very narrow and even more so in the winter with the snow banks encroaching on the road. This will become even more of an issue with the anticipated increase in traffic. She is concerned about the impact on the use of the parkette for events, with the placement of the proposed parking lot. Ms. Couch stated she is in agreement with the previous speakers. Sue Green stated at this time she is ambivalent about the proposal, but does have concerns, specifically about parking. She stated that the GO Bus stop is currently not respected as a “no parking” area and the traffic will exacerbate the problem. Ms. Green added that the existing traffic is a concern already. She stated that she is concerned about putting a store entrance on King Street, which may also cause a parking issue on King Street. Nancy Mallette, local business owner, spoke in support of the application. Ms. Mallette stated that she believes that any new businesses to the downtown core will benefit the existing businesses and residents. She believes that it will improve the appearance of the downtown core and will provide more choices for the Newcastle residents. David Falletta, consultant for the applicant, made a verbal presentation to accompany a PowerPoint presentation. Mr. Falletta outlined the main aspects of the proposal, which includes a strong building mass along King Avenue with parking in the rear, a generous pedestrian connection, screening of the loading area, and a landscape buffer along the northerly boundary. He noted that the design for the building has gone through several iterations to arrive at the current brick proposal. Mr. Falletta reviewed the incentives of the proposal, as they relate to the relevant planning and economic development policies. Mr. Falletta stated that the following concerns have been identified by residents and have been addressed in the recent design: building design, traffic, and noise. He added that there will be a follow up Public Open House, on May 18, 2011, to review the latest design with the residents. Mr. Falletta confirmed that the application includes designated area parking spots for snow storage. He stated that the franchisee will be addressing the delivery issues, which are currently planned for the early morning and later in the evening. Carmine Nigro, one of the principles of Craft Development, stated that there will be deliveries approximately twice a week planned for between 7:00 a.m. and 7:00 p.m. depending on the local by-laws. With regard to the snow clearing, Mr. Nigro agreed to include the issue of snow clearing in the site plan agreement, including snow removal from the site if required. Councillor Partner left the meeting at 2:48 p.m. - 10 - General Purpose and Administration Committee Minutes May 9, 2011 RECESS Resolution #GPA-345-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the Committee recess for one hour. CARRIED The meeting reconvened at 4:00 p.m. PUBLIC MEETING (Continued) Subject: (b) Application to Amend the Zoning By-law Applicant: Zlatko and Starleane Jazic Report: PSD-038-11 Tracey Webster, Planner, made a verbal and PowerPoint presentation to the Committee regarding the application. No one spoke in opposition to or in support of the application. Zlatko Jazic, the applicant, was present to state that he was in agreement with the recommendations contained in Report PSD-038-11. PLANNING SERVICES DEPARTMENT REZONING APPLICATION TO FACILITATE THE SEVERANCE OF TWO RESIDENTIAL LOTS APPLICANT: ZLATKO AND STARLEANE JAZIC Resolution #GPA-346-11 Moved by Councillor Neal, seconded by Mayor Foster THAT Report PSD-038-11 be received; THAT the rezoning application submitted by Zlatko and Starleane Jazic continue to be processed by staff and that a further report be prepared following the receipt of all outstanding department and agency comments; THAT a copy of this Report and Council’s decision be forwarded to the Region of Durham Planning Department and the Municipal Property Assessment Corporation (MPAC); and - 11 - General Purpose and Administration Committee Minutes May 9, 2011 THAT all interested parties listed in Report PSD-038-11 and any delegations be advised of Council's decision. CARRIED PROPOSED OFFICIAL PLAN AND ZONING BY-LAW AMENDMENT TO PERMIT THE DEVELOPMENT OF A ONE-STOREY, 2,503m² (26,942 ft²) GROCERY STORE APPLICANT: NEWCASTLE (KING) DEVELOPMENTS INC. Resolution #GPA-347-11 Moved by Councillor Woo, seconded by Mayor Foster THAT Report PSD-039-11 be received; THAT the application by Newcastle (King) Developments Inc. continue to be processed; THAT a further report be prepared following the receipt of all outstanding agency comments; and THAT all interested parties listed in Report PSD-039-11 and any delegations be advised of Council’s decision. CARRIED REQUEST FOR EXTENSION OF DRAFT APPROVAL APPLICANT: PRESTONVALE HEIGHTS LIMITED Resolution #GPA-348-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT Report PSD-040-11 be received; THAT the request to extend the lapsing date for draft approved Plan of Subdivision S-C-2007-0007 until October, 2014 be approved; THAT a copy of Report PSD-040-11 and Council’s decision be forwarded to the Region of Durham Planning Department and the Municipal Property Assessment Corporation (MPAC); and THAT all interested parties listed in Report PSD-040-11 and any delegations be advised of Council's decision. CARRIED - 12 - General Purpose and Administration Committee Minutes May 9, 2011 COURTICE COMMUNITY IMPROVEMENT – 2011 CAPITAL FUNDS Resolution #GPA-349-11 Moved by Councillor Neal, seconded by Mayor Foster THAT Report PSD-041-11 be tabled until the General Purpose and Administration Committee meeting of May 30, 2011. CARRIED POTENTIAL ADDITION TO MUNICIPAL REGISTER OF PROPERTIES OF CULTURAL HERITAGE VALUE OR INTEREST; 37 NORTH STREET AND 51 NORTH STREET Resolution #GPA-350-11 Moved by Councillor Hooper, seconded by Councillor Traill THAT Report PSD-042-11 be received; THAT the Clarington Heritage Committee be requested to carry out further investigation and research on 51 North Street, Newcastle Village; and THAT all interested parties listed in Report PSD-042-11 and any delegation be advised of Council’s direction. CARRIED SOPER CREEK VALLEY LAND ACQUISITION 1220 HAINES ROAD, PARTS 1 – 5, PLAN 40R-21674 Resolution #GPA-351-11 Moved by Councillor Neal, seconded by Mayor Foster THAT Report PSD-043-11 be received; THAT the property identified as 1220 Haines Road, Bowmanville, Ontario and being more particularly described as Parts 1, 2, 3, 4 and 5 on Plan 40R-21674, Part Lots 8 and 9, Concession 1, former Town of Bowmanville and later the Town of Newcastle, now the Municipality of Clarington, Regional Municipality of Durham, be purchased for the price of Fifty-Five Thousand dollars ($55,000.00), subject to adjustments; - 13 - General Purpose and Administration Committee Minutes May 9, 2011 THAT the funds for the purchase, and any associated costs, be funded from the Land Acquisition Account (110-50-130-850002-7401); THAT the Mayor and the Clerk, on behalf of the Municipality, be authorized to execute an Agreement to acquire the property; THAT Staff and the Municipal Solicitor be directed to take all necessary actions to complete the transaction; and THAT all interested parties listed in Report PSD-043-11 be notified of Council’s decision. CARRIED WABBOKISH COURT LAND ACQUISITION BLOCK 43 AND BLOCK 44, PLAN 40M-1742 Resolution #GPA-352-11 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report PSD-044-11 be received; THAT the Mayor and Clerk be authorized, on behalf of the Municipality, to execute an Agreement to accept the lands identified as Block 43 and Block 44 on plan of subdivision 40M-1742, Part Lot 35, Concession 3, former Township of Darlington from 290572 Ontario Limited; THAT the municipal portion of the outstanding property taxes, and the outstanding Regional and education portion of the property taxes be paid from the Unclassified Administration Tax Write-off Account; THAT the municipal portion of any fees and costs related to the transfer be funded from the Land Acquisition Account (110-50-130-850002-7401); THAT Staff and the Municipal Solicitor be directed to take all necessary actions to complete the transaction and remove the liens from the property; and THAT all interested parties listed in Report PSD-044-11 be notified of Council’s decision. CARRIED - 14 - General Purpose and Administration Committee Minutes May 9, 2011 MONITORING OF THE DECISIONS OF THE COMMITTEE OF ADJUSTMENT FOR THE MEETING OF APRIL 14, 2011 Resolution #GPA-353-11 Moved by Councillor Traill, seconded by Councillor Neal THAT Report PSD-045-11 be received; and THAT Council concurs with the decisions of the Committee of Adjustment made on April 14, 2011 for applications A2011-0003 to A2011-0008 inclusive; and THAT staff be authorized to appear before the Ontario Municipal Board to defend the decisions of the Committee of Adjustment. CARRIED PORT GRANBY PROJECT – LICENSING HEARING BEFORE THE CANADIAN NUCLEAR SAFETY COMMISSION Resolution #GPA-354-11 Moved by Mayor Foster, seconded by Councillor Woo THAT Report PSD-046-11 be received; THAT the Canadian Nuclear Safety Commission be advised that the Municipality of Clarington prefers that a One Day Hearing be held for the licensing of the Port Granby Project; and THAT a copy of Council’s decision be forwarded to the Canadian Nuclear Safety Commission, Natural Resources Canada, the Port Hope Area Initiative Management Office, the Municipality of Port Hope, the South East Clarington Residents Association, and all delegations. CARRIED APPLICATION FOR REMOVAL OF HOLDING - 1428 AND 1430 DURHAM HIGHWAY 2, AND 8 VARCOE ROAD, COURTICE APPLICANT: 2156601 ONTARIO INC. (SHOPPERS REALTY INC.) Resolution #GPA-355-11 Moved by Councillor Hooper, seconded by Councillor Neal THAT Report PSD-047-11 be received; - 15 - General Purpose and Administration Committee Minutes May 9, 2011 THAT the application submitted on behalf of 2156601 Ontario Inc. (Shoppers Realty Inc.) to remove the Holding (H) symbol be approved; THAT the By-law attached to Report PSD-047-11 to remove the Holding (H) Symbol be passed and a copy forwarded to the Regional Municipality of Durham; and THAT all interested parties listed in Report PSD-047-11, any delegations and the Regional Municipality of Durham Planning Department be advised of Council's decision. CARRIED Councillor Traill chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT CLARINGTON LEASH FREE PARK Resolution #GPA-356-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT the Port Darlington Boat Launch site be approved as the location for the Leash Free Park; THAT the Rules of Use as set out in Attachment 2 to Report EGD-019-11 be approved; and THAT the by-law amending By-law 2006-227 (Attachment 3 to Report EGD-019-11) be approved. CARRIED MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR APRIL, 2011 Resolution #GPA-357-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT Report EGD-020-11 be received for information. CARRIED OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. - 16 - General Purpose and Administration Committee Minutes May 9, 2011 Councillor Neal chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT NEWCASTLE & DISTRICT RECREATION COMPLEX – CONCESSION OPERATION Resolution #GPA-358-11 Moved by Mayor Foster, seconded by Councillor Woo THAT Report CSD-007-11 be received; THAT the requirement for formal competitive bidding in accordance with By-law 2010-112, Part 2 be waived for this initiative; THAT Staff, in conjunction with the Purchasing Division, be authorized to advertise for Expressions of Interest exclusively from Clarington based community organizations to operate the concession at the Newcastle & District Recreation Complex; THAT staff through the Purchasing Manager be authorized to negotiate an agreement satisfactory to all parties; and THAT a report to Council be provided summarizing the results of the request for the Expression of Interest and providing a recommendation for the award of the contract. CARRIED COMMUNITY GRANT REQUESTS - SUPPLEMENTARY Resolution #GPA-359-11 Moved by Mayor Foster, seconded by Councillor Woo THAT Report CSD-008-11 be received; THAT the grant applications for the Enniskillen Public School Parent Council and the Newcastle Business Improvement Area be approved in the amount of $1500 each; and THAT the Enniskillen Public School Parent Council and the Newcastle Business Improvement Area be advised of Council’s decision. WITHDRAWN - 17 - General Purpose and Administration Committee Minutes May 9, 2011 Resolution #GPA-3610-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT the grant application for the Enniskillen Public School Parent Council be approved in the amount of $2000. CARRIED Resolution #GPA-361-11 Moved by Councillor Woo, seconded by Mayor Foster THAT the Newcastle Business Improvement Association be approved for a one-time grant in the amount of $1000. CARRIED Mayor Foster chaired this portion of the meeting. CLERK’S DEPARTMENT ANIMAL SERVICES QUARTERLY REPORT – JANUARY – MARCH, 2011 Resolution #GPA-362-11 Moved by Councillor Hooper, seconded by Councillor Neal THAT Report CLD-011-11 be received; and THAT a copy of Report CLD-011-11 be forwarded to the Animal Alliance of Canada. CARRIED PROPERTY STANDARDS INVESTIGATIONS - RICHARD WARD Resolution #GPA-363-11 Moved by Councillor Neal, seconded by Councillor Novak THAT Report CLD-012-11 be received for information. CARRIED - 18 - General Purpose and Administration Committee Minutes May 9, 2011 CORPORATE SERVICES DEPARTMENT TENDER NO. CL2011-12 HIGH FLOAT RESURFACING Resolution #GPA-364-11 Moved by Councillor Novak, seconded by Councillor Neal THAT Report COD-013-11 be received; THAT Miller Paving Limited, Gormley, Ontario, with a total bid price of $1,058,084.86 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2011-12, be awarded the contract for the High Float Resurfacing; THAT funds in the amount of $1,216,797.59 (net of H.S.T. Rebate) which includes $1,058,084.86 for tendering, administration, material testing and contingencies be drawn from the Operations Department 2011 Capital Budget Rural Road Resurfacing Account #110-36-330-83680-7401; and THAT pending satisfactory pricing and service the contract be extended for a second and third year. CARRIED CL2011-13 SUPPLY AND HAULAGE OF GRANULAR MATERIAL Resolution #GPA-365-11 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report COD-014-11 be received; THAT CDR Young’s Aggregates Incorporated, Pontypool, Ontario, with a total bid in the amount of $188,784.72 (net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2011-13, be awarded the contract for Supply & Hauling of Granular Material, as required by the Municipality of Clarington, Operations Department; THAT funds in the amount of $200,995.92 which includes $188,784.72 for tendering, administration, material testing and contingencies be drawn from the Operations Department various 2011 Annual Operations Road Maintenance and Construction Accounts, as follows: - 19 - General Purpose and Administration Committee Minutes May 9, 2011 ESTIMATED ACCOUNT PROJECT DESCRIPTION ACCOUNT NUMBER EXPENDITURE Culvert 100-36-380-10205-7112 $3,318.00 Entrance Culverts 100-36-380-10225-7112 $2,875.60 Sidewalk Mtce. 100-36-380-10733-7112 $1,106.00 Guide Rail 100-36-384-10310-7112 $1,106.00 Ditch/Shoulder Mtce 100-36-380-10240-7112 $1,106.00 Gravel Resurfacing – Various Prices 100-36-382-10280-7112 $176,220.32 Gravel Resurfacing – Consulting/Material Testing/Contingencies 100-36-382-10280-7112 $15,264.00 $200,995.92 and THAT pending satisfactory pricing and service the contract be extended for a second and third year. CARRIED PURCHASE OF PRE-BUILT PUMPER Resolution #GPA-366-11 Moved by Councillor Hooper, seconded by Councillor Novak THAT Report COD-016-11 be received; THAT the requirements of Section 2, Bid Policies of By-law 2010-112 be waived for this transaction; THAT the Purchasing Manager be authorized to solicit Expressions of Interest from known fire truck manufacturers to determine the availability of a new 1250 GPM Pumper suitable for Clarington requirements; THAT the Purchasing Manager be authorized to negotiate a purchase price for a selected unit; and THAT a report to Council be provided summarizing the results of the Request for the Expressions of Interest and providing a recommendation for the purchase of the selected unit. CARRIED - 20 - General Purpose and Administration Committee Minutes May 9, 2011 Q2011-9 HIGH PRESSURE AIR COMPRESSOR FOR EMERGENCY AND FIRE SERVICES Resolution #GPA-367-11 Moved by Councillor Neal, seconded by Councillor Traill THAT Report COD-017-11 be received; THAT Acklands Grainger, Oshawa, ON with a total bid in the amount of $71,929.67 (net HST rebate), being the lowest compliant bidder meeting all terms, conditions, and specifications of Quotation #Q2011-9, be awarded the contract for the supply and installation of a high pressure air compressor as required by the Emergency and Fire Services Department; THAT the expenditure in the amount of $70,000.00 (net of HST rebate) be charged to account #110-28-284-82805-7401- Fire Mechanical- Compressor; and THAT the additional funds required of $1,929.67 be drawn from Fire Equipment Reserve Fund. CARRIED FINANCE DEPARTMENT ANNUAL STATEMENT FOR THE DEVELOPMENT CHARGES RESERVE FUND FOR THE YEAR ENDED DECEMBER 31, 2010 Resolution #GPA-368-11 Moved by Councillor Hooper, seconded by Councillor Neal THAT Report FND-009-11 be received; and THAT a copy of Report FND-009-11 be sent to the Ministry of Municipal Affairs and Housing. CARRIED FINANCIAL UPDATE AS AT MARCH 31, 2011 Resolution #GPA-369-11 Moved by Councillor Novak, seconded by Councillor Neal THAT Report FND-010-11 be received for information. CARRIED - 21 - General Purpose and Administration Committee Minutes May 9, 2011 ANNUAL COMMODITY HEDGING REPORT – 2010 Resolution #GPA-370-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report FND-011-11 be received for information. CARRIED ANNUAL LEASING REPORT – 2010 Resolution #GPA-371-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT Report FND-012-11 be received for information. CARRIED DEBT FINANCING Resolution #GPA-372-11 Moved by Councillor Novak, seconded by Councillor Neal THAT Director of Finance be requested to prepare a report showing debt and debt financing, including a comparison to other municipalities. CARRIED SOLICITOR’S DEPARTMENT There were no items considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICER There were no reports to be considered under this section of the Agenda. UNFINISHED BUSINESS There were no reports to be considered under this section of the Agenda. - 22 - General Purpose and Administration Committee Minutes May 9, 2011 OTHER BUSINESS AUDIO RECORDING OF MEETINGS Resolution #GPA-373-11 Moved by Councillor Traill, seconded by Councillor Neal WHEREAS good and meaningful governance requires transparency in the proceedings of Council; WHEREAS it is incumbent upon the representatives elected by the residents of Clarington to utilize modern technology to promote disclosure and accountability; WHEREAS many Municipalities have opted, in the public interest, to audio record Council and Committee meetings; AND WHEREAS the current absence of audio recordings of Council and Committee meetings deprives the Clarington public of a valuable resource; NOW THEREFORE BE IT RESOLVED THAT Staff report back on the viability of: 1. Audio recording all Clarington Council and Committee meetings excluding closed meetings, special Council meetings and in camera sessions; 2. One copy of each audio recording to being stored in the Clerk’s department to be made available to the public on request in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA); 3. Public access under MFIPPA being provided by means of listening to audio recordings in the presence of a Municipal employee, approved by the Clerk’s Department, during business hours; and 4. Uploading the audio recordings and webcasting to the Clarington Municipal website. CARRIED VICTOR HANC’S REQUEST FOR TEMPORARY REFRESHMENT VEHICLE LICENCE Resolution #GPA-374-11 Moved by Councillor Hooper, seconded by Councillor Novak WHEREAS Victor Hanc has requested the issuance of a temporary refreshment vehicle licence to allow for the relocation of Hanc’s Chip Truck to the parking lot of Hanc’s th restaurant on May 15, 2011 to celebrate the 40 anniversary of the Chip Truck; - 23 - General Purpose and Administration Committee Minutes May 9, 2011 AND WHEREAS By-law 2004-114 which regulates the licensing of refreshment vehicles prohibits the placement of a refreshment vehicle within 60 metres of an eating establishment; NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE MUNICIPALITY OF CLARINGTON THAT an exemption to section 13.a) of By-law 2004-114 be granted to allow for the issuance of a temporary refreshment licence to Hanc’s Fries for May 15, 2011; THAT staff be authorized to issue this temporary licence prior to final Council approval on May 16, 2011; and THAT Victor Hanc be advised of Council’s decision. WITHDRAWN SUSPEND THE RULES Resolution #GPA-375-11 Moved by Councillor Traill, seconded by Councillor Woo THAT the Rules of Procedure be suspended. CARRIED Resolution #GPA-376-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT, immediately following the General Purpose and Administration meeting of May 9, 2011, a Special Council Meeting be held to discuss the matter of Victor Hanc’s request for a temporary refreshment vehicle license. CARRIED - 24 - General Purpose and Administration Committee Minutes May 9, 2011 COMMUNICATIONS CORRESPONDENCE FROM KEVIN AND DARLENE HAWES IN OBJECTION TO THE APPLICATION TO AMEND THE OFFICIAL PLAN AND ZONING BY-LAW TO PERMIT A GROCERY STORE IN THE NEWCASTLE VILLAGE CENTRE, THE SUBJECT OF THE PUBLIC MEETING - REPORT PSD-039-11 Resolution #GPA-377-11 Moved by Councillor Novak, seconded by Councillor Neal THAT the correspondence from Kevin and Darlene Hawes in objection to the application to amend the Official Plan and Zoning By-law to permit a grocery store in the Newcastle Village centre, the subject of the Public Meeting - Report PSD-039-11, be referred to the Director of Planning Services to be considered as part of the application review process. CARRIED CORRESPONDENCE FROM NEWCASTLE BUSINESS IMPROVEMENT ASSOCIATION IN SUPPORT OF THE APPLICATION TO AMEND THE OFFICIAL PLAN AND ZONING BY-LAW TO PERMIT A GROCERY STORE IN THE NEWCASTLE VILLAGE CENTRE, THE SUBJECT OF THE PUBLIC MEETING- REPORT PSD-039-11 Resolution #GPA-378-11 Moved by Councillor Novak, seconded by Councillor Neal THAT the correspondence from the Newcastle Business Improvement Association in support of the application to amend the Official Plan and Zoning By-law to permit a grocery store in the Newcastle Village centre, the subject of the Public Meeting - Report PSD-039-11, be referred to the Director of Planning Services to be considered as part of the application review process. CARRIED CONFIDENTIAL REPORTS There were no items considered under this section of the Agenda. - 25 - General Purpose and Administration Committee Minutes May 9, 2011 ADJOURNMENT Resolution #GPA-379-11 Moved by Councillor Neal, seconded by Councillor Novak THAT the meeting adjourn at 5:07 p.m. CARRIED MAYOR DEPUTY CLERK - 26 -