HomeMy WebLinkAbout05/11/2020
General Government Committee
Post-Meeting Agenda
Date:May 11, 2020
Time:9:30 AM
Location:Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for
accessibility accommodations for persons attending, please contact: Lindsey Patenaude,
Committee Coordinator, at 905-623-3379, ext. 2106 or by email at lpatenaude@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio/Video Record: The Municipality of Clarington makes an audio and/or video record of
General Government Committee meetings. If you make a delegation or presentation at a General
Government Committee meeting, the Municipality will be recording you and will make the recording
public by on the Municipality’s website, www.clarington.net/calendar
Noon Recess: Please be advised that, as per the Municipality of Clarington’s Procedural By-law,
this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by
the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or
placed on non-audible mode during the meeting.
Copies of Reports are available at www.clarington.net/archive
*Late Item added after the Agenda was published.
Pages
1.Call to Order
2.Land Acknowledgement Statement
3.New Business – Introduction
Members of Committee are encouraged to provide the Clerk’s Department, in
advance of the meeting, a copy of any motion the Member is intending to
introduce, (preferably electronic) such that staff could have sufficient time to
share the motion with all Members prior to the
meeting.
4.Adopt the Agenda
5.Declaration of Interest
6.Announcements
7.Adoption of Minutes of Previous Meeting
7.1 Minutes of a Joint Meeting of the General Government and Planning and
Development Committee meeting dated April 27-28, 2020
6
8.Delegations
*8.1 Len Healey, Regarding Noise By-law 2007-071
*8.2 Ibi Biesenthal, PI Tools, Regarding Award of Contract CL2019-37
Courtice Court Servicing
9.Communications – Receive for Information
9.1 Geoff Gordon, Vegetation Management Specialist, Canadian Pacific,
Regarding Canadian Pacific 2020 Vegetation Control Program
25
9.2 Larry Wheeler, Deputy Clerk, Township of Mapleton, Regarding Request
the Province of Ontario to Review the Farm Property Class Tax Rate
Programme in Light of Economic Competitiveness Concerns between
Rural and Urban Municipalities
27
10.Communications – Direction
Page 2
10.1 Chris West, P.Eng, All Aboard St. Marys, Regarding Support for VIA
Rail Service
29
(Motion for Direction)
*10.2 Charlene Watt, Deputy Clerk, District of Parry Sound, Regarding High
Speed Internet Connectivity in Rural Ontario
32
(Councillor Hooper plans to move the attached Resolution)
*10.3 Fred Eisenberger, Mayor, City of Hamilton, Regarding Request to
Regulate and Enforce Odour and Lighting Nuisances Related to the
Cultivation of Cannabis Plants
36
(Motion to Refer to Staff)
[Please note the suggested motion has changed since the initial
publication of the Agenda.]
*10.4 Ibi Biesenthal, PI TOOL Limited, Regarding Award of Contract CL2019-
37 - Courtice Court Servicing
45
11.Presentations
*11.1 Johanna Brown, Account Manager, Vision 33, Regarding COD-018-20
Municipal Business Solution
12.Engineering Services Department Reports
12.1 EGD-008-20 Kirby Heights Subdivision, Plan 40M-2480 ‘Certificate of
Acceptance’ and ‘Assumption By-Law’, Final Works Including Roads
and Other Related Works
46
13.Operations Department Reports
No Reports for this Section of the Agenda.
14.Emergency and Fire Services Department Reports
No Reports for this Section of the Agenda.
15.Community Services Department Reports
15.1 CSD-004-20 2020 Community Grant Requests 51
16.Municipal Clerk’s Department Reports
No Reports for this Section of the Agenda.
Page 3
17.Corporate Services Department Reports
17.1 COD-015-20 Joint Health & Safety Committee – 2019 Summary 126
17.2 COD-017-20 Roadside Protection – Liberty Street 157
17.3 COD-018-20 Municipal Business Solution 165
18.Finance Department Reports
18.1 FND-011-20 Financial Update as at December 31, 2019 177
18.2 FND-012-20 2019 Annual Statement for Cash-in-Lieu of Parkland 193
18.3 FND-013-20 2019 Building Permit Fees Annual Report 197
19.Solicitor’s Department Reports
No Reports for this Section of the Agenda.
20.CAO Office Reports
No Reports for this Section of the Agenda.
21.New Business – Consideration
*21.1 Scheduling of Committee Meetings during COVID-19 Pandemic
*21.2 Directions to Staff about Staffing
22.Unfinished Business
22.1 Report PSD-012-20 Cedar Crest Beach Update - Beach
Erosion/Property Loss Study (Tabled from the May 4, 2020 Council
Meeting)
Link to Report PSD-012-20
22.2 Report EGD-006-20 Cedar Crest Beach Rd and West Beach Rd Berm
Review and Estimates (Tabled from the May 4, 2020 Council Meeting)
Link to Report EGD-006-20
23.Confidential Reports
*23.1 Staffing
Page 4
24.Adjournment
Page 5
If this information is required in an alternate format, please contact the
Accessibility Co-ordinator at 905-623-3379 ext. 2131
Joint General Government and Planning and Development
Committee Minutes
Date:
Time:
Location:
April 27-28, 2020
7:00 PM
Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Present Were:
Present by Electronic
Means:
Mayor A. Foster
Councillor G. Anderson, Councillor R. Hooper, Councillor J.
Jones, Councillor J. Neal, Councillor C. Traill, Councillor M.
Zwart
Staff Present:
Present by Electronic
Means:
J. Gallagher, L. Patenaude, M. Chambers (until 10:00 PM) A.
Greentree
A. Allison, G. Acorn, R. Albright, A. Burke, F. Langmaid, R.
Maciver, S. Brake, M. Marano, T. Pinn, G. Weir
_____________________________________________________________________
1.Call to Order
Mayor Foster called the meeting to order at 7:00 PM.
2.Land Acknowledgement Statement
Councillor Anderson led the meeting in the Land Acknowledgement Statement.
3.New Business – Introduction
Councillor Jones asked that a new business item, regarding Bike Lanes on
Prestonvale Road, be added to the New Business - Consideration section of the
agenda.
Page 6
Joint Committee Minutes dated April 27-28, 2020
1
4. Adopt the Agenda
Resolution # JC-042-20
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the Agenda for the Joint General Government and Planning and
Development Committee meeting of April 27, 2020 be adopted with the addition
of the following items:
Item 23.1 - Temporary Bike Lanes on Prestonvale Road
Item 11.8 - Weston Consulting Regarding Region of Durham Mixed Waste
Pre-Sort and Anaerobic Digestion Organics Processing Facility Comments on
Report PSD-013-20 & valuation of Site Selection Process and Identification of
Preferred Site
Item 11.9 - The Town of Oakville Regarding Support for the Food Service
Industry
Carried
5. Declaration of Interest
Councillor Hooper declared a direct interest in Communication Item 11.6,
Correspondence from Laura Holmes, Secretary, Bowmanville BIA, regarding the
Impact of COVID-19 on Small Business and to Request Immediate Action on
behalf of over 3,200 Main Street Businesses.
Councillor Zwart declared a direct interest in Communication Item 11.6,
Correspondence from Laura Holmes, Secretary, Bowmanville BIA, regarding the
Impact of COVID-1 on Small Business and to Request Immediate Action on
behalf of over 3,200 Main Street Busineses.
Councillor Neal declared an indirect interest in Communication Item 10.5, Memo
from Faye Langmaid, Acting Director of Planning Services, regarding
Recommendation Report - Proposed Official Plan Amendment and Rezoning to
Implement the Bowmanville Neighbourhood Character Study.
6. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
Page 7
Joint Committee Minutes dated April 27-28, 2020
2
7. Adoption of Minutes of Previous Meeting
7.1 Minutes of a Joint Meeting of the General Government and Planning and
Development Committees of April 6, 2020
Resolution # JC-043-20
Moved by Councillor Zwart
Seconded by Councillor Traill
That the minutes of the Joint General Government and Planning and
Development Committees meeting held on April 6, 2020, be approved.
Carried
8. Public Meetings
9. Delegations
9.1 Pauline Witzke, Port Darlington Community Association, Regarding Report
ENG-006-20 Cedar Crest Beach Rd and West Beach Rd Berm Review and
Estimates
Pauline Witzke, Chair, Port Darlington Community Association was present, via
electronic means, regarding Report EGD-006-20 Cedar Crest Beach Rd. and
West Beach Rd. Bern Review and Estimates. Ms. Witzke made a verbal
presentation to accompany an electronic presentation. She provided a review of
the flooding issues on Cedar Crest Beach and West Beach Road. Ms. Witzke
stated that she agrees that West Beach Road is a difficult place to build a berm
because the road is already raised with added gravel and will soon be a danger
for power lines and tractor trailer trucks. She provided the Committee with the
following potential community questions regard to the berm:
How far away from the road will the berm be? Assuming it must be kept
out of range of the snow plow, it will likely start at least 1 metre 3 feet)
North of the road.
The report acknowledges that this will impact some gardens that have
been planted by residents on the North side of the road, and will require
brushing and the removal of trees along the other parts of the
road. Residents may want to relocate their items before construction and
will need some notice. After construction, will the berms be seeded with
grass and will the residents be allowed to plant in them?
Will the berm be built of low-permeability materials like clay and
silt? Given the typical angle of response or most soil, the berm will have
to be a bit wider than it is tall, about 2 feet wide for the tallest parts. This
means that about 5 feet of land North of the road will have to be
cleared. Will the wood material be chipped and left in place and will you
brush all the way to the fence?
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3
She stated that, the community is pleased to see the improvement and agree
with the idea of culverts being used to breach the berm .
9.2 Pauline Witzke, Port Darlington Community Association, Regarding Report
PSD-012-20 Cedar Crest Beach Update - Beach Erosion/Property Loss
Study
Pauline Witzke, Chair, Port Darlington Community Association was also present
via electronic means regarding Report PSD-012-20 Cedar Crest Beach Update -
Beach Erosion/Property Loss Study. Ms. W itzke made a verbal presentation to
accompany an electronic presentation. She provided a review on the Shoreline
Erosion Study. Ms. Witzke added that she attended the January General
Government Committee meeting requesting help and noted that the request for
tender didn't go out until four months later. She stated that the local residents
are fortunate that the predicted flooding has not occurred although she is
concerned about how long it has taken for the Municipality to take action.
9.3 Tom Kara, Regarding Cedar Crest Beach
Recess
Resolution # JC-044-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 5 minutes to enable Staff to ensure Mr. Kara was
able to connect to the meeting.
Carried
The meeting reconvened at 7:51 PM with Mayor Foster in the Chair.
Tom Kara was present via electronic means regarding Cedar Crest Beach. Mr.
Kara made a verbal presentation to accompany an electronic presentation. He
stated that he has been a resident of Cedar Crest Beach for man y years. Mr.
Kara noted that any berm should be designed to hold back the water and should
address the marsh levels and not Lake Ontario levels. He explained the best
way to protect Cedar Crest Beach residents is to have a proper functioning
outlet. Mr. Kara added that setting the berm at 76.0 m is not high enough since
the marsh will be much higher than the lake. He explained that the berm is only a
temporary solution as water will go underneath the sand layer of the marsh and
eventually and come back up. Mr. Kara continued explaining that the berm
should act like a dyke and must be extended from Watson Road to the bridge
and extend out to the lake. He added that the berm is not a simple solution and
added that, if the Municipality decides to not open the barrier beach because of
the berm, it will be a big mistake.
Mr. Kara noted some issues were overlooked regarding Cedar Crest Beach
erosion. He explained that the rock walls were built because of the changes
caused by the pier and added that, if the rock walls were never built, the erosion
would have continued and accelerated as time went on. Mr. Kara expressed that
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Joint Committee Minutes dated April 27-28, 2020
4
residents of the area must be involved in the study. He stated that he believes
we need to identify what has caused the erosion. Mr. Kara added that now is the
time to decide what is the best course of action to resolve and to fix this issue.
10. Communications – Receive for Information
10.3 Minutes of the Bowmanville Business Improvement Area dated March 10,
2020
10.4 Jeff Lees, Chair, Ganaraska Region Conservation Authority, Regarding Ban
of the 2020 Fishing Season
10.6 Memo from Faye Langmaid, Acting Director of Planning Services,
Regarding Provincial Policy Statement Update Memo
Resolution # JC-045-20
Moved by Councillor Neal
Seconded by Councillor Traill
That Communications 10.1-10.6, be received for information, on consent, with
the exception of items 10.1, 10.2 and 10.5.
Carried
10.5 Memo from Faye Langmaid, Acting Director of Planning Services,
Regarding Recommendation Report - Proposed Official Plan Amendment
and Rezoning to Implement the Bowmanville Neighbourhood Character
Study
Councillor Neal declared an indirect interest in Communication Item 10.5 as it
relates to his law practice. Councillor Neal muted his audio and video and
refrained from discussion and voting on this matter.
Resolution # JC-046-20
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Communication Item 10.5, from Faye Langmaid, Acting Director of Planning
Services, regarding Recommendation Report - Proposed Official Plan
Amendment and Rezoning to Implement the Bowmanville Neighbourhood
Character Study, be received for information.
Carried
Councillor Neal returned to the meeting.
Page 10
Joint Committee Minutes dated April 27-28, 2020
5
10.2 Stewart Strathearn, Mayor and Amanpreet Singh Sidhu, CAO, Town of
Midland, Regarding Direct Payment for Federal Funds to Municipalities to
Waive Property Taxes for the Year 2020 - Financial Help to Alleviate the
Suffering from COVID-19 Pandemic
Resolution # JC-047-20
Moved by Councillor Traill
Seconded by Councillor Neal
That the following proposal from Town of Midland, regarding Direct Payment for
Federal Funds to Municipalities to Waive Property Taxes for the Year 2020 -
Financial Help to Alleviate the Suffering from COVID-19 Pandemic, be endorsed
by the Municipality of Clarington:
1. Residential Properties (primary residence only)
a. Waive 100% of the 2020 property taxes for all residential
properties currently assessed at or below $ 500,000.00 by
each governing provincial property assessment body;
b. Waive 50% of the 2020 property taxes for all residential
properties currently assessed below $ 1,000,000.00; and
c. Waive 25% of the 2020 property taxes for all residential
properties currently assessed above $1,000,000,00.
2. Industrial, Commercial and Farm Properties
a. Waive 100% of the 2020 property taxes for all; industrial,
commercial and farm properties currently assessed at under $
10,000,000.00;
b. Waive 50% of the property taxes for the year 2020 for all
industrial, commercial and farm properties currently assessed
between $10,000,000.00 and $ 50,000,000.00; and
c. Waive 25% of the property taxes for the year 2020 for all
industrial, commercial and farm properties assessed above
$50,000,000.00.
3. Federal Transfer Payment to Canadian Municipalities
a. In lieu of the annual municipal property taxes, the Federal
Government transfers funds to municipalities across Canada,
as a one-time grant.
Carried
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6
10.1 John Mascarin, Aird & Berlis LLP, Regarding Closed Meeting Advice
Resolution # JC-048-20
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Correspondence Item 10.1, from John Mascarin, Aird & Berlis LLP,
regarding Closed Meeting Advice, be received for information.
Carried
11. Communications – Direction
11.1 Susan Siopis, Commissioner of Works, Regional Municipality of Durham,
Regarding Anaerobic Digestion - Clarington Energy Park
Resolution # JC-049-20
Moved by Councillor Neal
Seconded by Councillor Traill
That Communication Item 11.2 be referred to the consideration of Report
PSD-013-20 Region of Durham Mixed Waste Pre-Sort and Anaerobic Digestion
Organics Processing Facility – Site Selection Process Municipal Comments on
Evaluation of Short-List of Sites and Identification of Preferred Site.
Carried
11.2 Jennifer Haslett, Senior Project Manager, Land Development, East GTA,
Brookfield Residential, Regarding Request for Use of "Howard Allin" as an
Approved Street Name in North Village, Newcastle
Resolution # JC-050-20
Moved by Councillor Traill
Seconded by Councillor Zwart
That Communication Item 11.2 be referred to the consideration of
Communication Item 11.3 from Faye Langmaid, Acting Director of Planning
Services, Regarding Recommend Approval of "Howard Allin" to be used as a
Street Name.
Carried
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Joint Committee Minutes dated April 27-28, 2020
7
11.3 Memo from Faye Langmaid, Acting Director of Planning Services,
Regarding Recommend Approval of "Howard Allin" to be used as a Street
Name
Resolution # JC-051-20
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Council endorse the name "Howard Allin" to be used as a street name in a
plan of subdivision in the North Village Neighbourhood, Newcastle.
Carried
11.4 Kevin Narraway, Manager of Legislative Services/Deputy Clerk, Town of
Whitby, Regarding Provincial Electric Vehicle Rebate Program
Resolution # JC-052-20
Moved by Councillor Traill
Seconded by Councillor Anderson
That the following resolution from Town of Whitby, regarding Provincial Electric
Vehicle Rebate Program, be endorsed by the Municipality of Clarington:
That the Council of the Town of Whitby requests that the Provincial
Government re-establish an electric vehicle rebate program to encourage
consumers to purchase zero emissions vehicles; and
That a copy of this resolution be sent to the Minister of Transportation, the
Minister of the Environment, Conservation and Parks, the Minister of
Finance, the local MPPs, the local MPs, and Durham Region
municipalities.
Carried
11.5 Melanie Hakl, Administrative Clerk 2, Legislative Services, Town of
Gravenhurst, Regarding Support for Adding of Community Gardens,
Garden Centres and Nurseries to the Essential Services List during the
COVID-19 Pandemic
Resolution # JC-053-20
Moved by Councillor Anderson
Seconded by Councillor Traill
That the following resolution from the Town of Gravenhurst, regarding Support
for Adding of Community Gardens, Garden Centres and Nurseries to the
Essential Services List during the COVID-19 Pandemic, be endorsed by the
Municipality of Clarington:
Whereas the Town of Gravenhurst Council fully understands, upon the
direction of the Provincial Government, that only businesses and services
deemed to be essential are to remain open during the COVID-19
Pandemic;
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Joint Committee Minutes dated April 27-28, 2020
8
Whereas our Not for Profit Community Partners rely on Community
Gardens for the ability to grow vegetables that assist in meeting the food
related needs as well as providing physical and mental health benefits for
our most vulnerable citizens;
Whereas physical distancing measures would still be needed for those
working in Community Gardens;
Whereas Garden Centres and Nurseries could be required to provide
curb-side car drop off service to reduce the risk; and
Whereas the Medical Officer of Health for the Simcoe Muskoka District
Health Unit, supports the continuation of Community Gardens throughout
the COVID-19 Pandemic;
Now Therefore Be It Resolved:
That the Town of Gravenhurst Council requests that the Province of
Ontario add Community Gardens, Garden Centres and Nurseries
as essential services; and
That this resolution be circulated to Scott Aitchison, MP for Parry
Sound-Muskoka, Norm Miller, MPP for Parry Sound-Muskoka,
Premier Ford and all Ontario Municipalities requesting their support.
Motion Withdrawn
Resolution # JC-054-20
Moved by Councillor Anderson
Seconded by Councillor Traill
Whereas the Municipality of Clarington fully understands, upon the
direction of the Provincial Government, that only businesses and services
deemed to be essential are to remain open during the COVID-19
Pandemic;
Whereas our Not for Profit Community Partners rely on Community
Gardens for the ability to grow vegetables that assist in meeting the food
related needs as well as providing physical and mental health benefits for
our most vulnerable citizens;
Whereas physical distancing measures would still be needed for those
working in Community Garden Centres and Nurseries; a nd
Whereas Garden Centres and Nurseries could be required to provide
curb-side car drop off service to reduce the risk;
Now Therefore Be it Resolved:
That the Municipality of Clarington Council requests that the
Province of Ontario add Garden Centres and Nurseries as essential
services; and
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Joint Committee Minutes dated April 27-28, 2020
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That this resolution be circulated to Premier Ford, Durham Region
MPs and MPPs, Region of Durham and all Durham Region
Municipalities requesting their support.
Carried
11.6 Laura Holmes, Secretary, Bowmanville BIA, Regarding the Impact of
COVID-19 on Small Business and to Request Immediate Action on behalf of
over 3,200 Main Street Businesses
Councillor Hooper declared a direct interest in Communication Item 11.6 as it
relates to his family business in Downtown Bowmanville. Councillor Hooper
muted his audio and video and refrained from discussion and voting on this
matter.
Councillor Zwart declared a direct interest in Communication Item 11.6 as she
pays a Business Improvement Area levy. Councillor Zwart muted her audio and
video and refrained from discussion and voting on this matter.
Resolution # JC-055-20
Moved by Councillor Traill
Seconded by Councillor Anderson
That the Municipality of Clarington endorses the correspondence from the
Bowmanville BIA, regarding the Impact of COVID-19 on Small Business and to
Request Immediate Action on behalf of over 3,200 Main Street Businesses,
requesting the following:
A Region of Durham grant estimated at $350,000 - twenty-five percent or
one fiscal quarter of budgeted BIA monies;
The Municipality of Clarington reduce the annual levy by a corresponding
amount; and
A letter of support and endorsement for the BIA grant request to be sent to
Regional Chair, John Henry.
Referred
Resolution # JC-056-20
Moved by Councillor Neal
Seconded by Councillor Jones
That foregoing Resolution #JC-055-20 be referred to the Director of Finance to
be included in the June 1, 2020 Report, regarding COVID-19 Tax Relief and
Community Grant Program Update.
Carried
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11.7 Libby Racansky, Regarding Report PSD-013-20 Region of Durham Mixed
Waste Pre-Sort and Anaerobic Digestion Organics Processing Facility - Site
Selection Process Municipal Comments on Evaluation of Short-List of Site
and Identification of Preferred Site
Councilllor Zwart returned to the meeting.
Resolution # JC-057-20
Moved by Councillor Neal
Seconded by Councillor Anderson
That Communication Item 11.7 be referred to the consideration of Report
PSD-013-20 Region of Durham Mixed Waste Pre-Sort and Anaerobic Digestion
Organics Processing Facility - Site Selection Process Municipal Comments on
Evaluation of Short-List of Site and Identification of Preferred Site.
Carried Later in the Meeting, see following motion
Recess
Resolution # JC-058-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 8:57 PM with Mayor Foster in the Chair.
Councillor Hooper returned to the meeting.
That the foregoing resolution #JC-057-20 was then put to a vote and carried.
11.8 Jason De Luca, BURPI, RPP, Planner, Weston Consulting, Regarding
Comments on Report PSD-013-20 & Evaluation of Site Selection Process
and Identification of Preferred Site
Resolution # JC-059-20
Moved by Councillor Hooper
Seconded by Councillor Neal
That Communication Item 11.8 be referred to the consideration of Report
PSD-013-20 Region of Durham Mixed Waste Pre-Sort and Anaerobic Digestion
Organics Processing Facility - Site Selection Process Municipal Comments on
Evaluation of Short-List of Sites and Identification of Preferred Site.
Carried
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11
11.9 Rob Burton, Mayor, Town of Oakville, Regarding Support for the Food
Service Industry
Resolution # JC-060-20
Moved by Councillor Neal
Seconded by Councillor Hooper
That Correspondence Item 11.9, from Rob Burton, Mayor, To wn of Oakville,
regarding Support for the Food Service Industry, be received for information.
Carried
12. Presentations
12.1 Peter Stratakos, Vice President, Advisory & Client Services, Blackstone
Energy Services Inc., Regarding Natural Gas
Mr. Sratakos was present via electronic means and answered questions from the
Members of Committee.
13. Planning Services Reports
No Reports for this section of the Agenda.
14. Engineering Services Department Reports
14.1 EGD-006-20 Cedar Crest Beach Rd and West Beach Rd Berm Review and
Estimates
Resolution # JC-061-20
Moved by Councillor Neal
Seconded by Councillor Zwart
That Report EGD-006-20 Cedar Crest Beach Rd Berm Review and Estimates be
referred back to staff to report back, by early June, on why the Cedar Crest
Beach spillway is not working and recommend a solution to correct the spillway;
and
That staff be directed to make a request to St. Marys Cement to fix the spillway.
Yes (2): Councillor Jones, and Councillor Neal
No (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Traill, and
Councillor Zwart
Motion Lost on a recorded vote (2 to 5)
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Joint Committee Minutes dated April 27-28, 2020
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Resolution # JC-062-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #JC-061-20 for a second time.
Carried
That the foregoing Resolution #JC-061-20 was then put to a recorded vote and
lost.
Resolution # JC-063-20
Moved by Councillor Traill
Seconded by Councillor Anderson
That Report EGD-006-20 be received as written;
That no further flood mitigation work be undertaken on West Beach Road;
That Council direct staff to proceed with the construction of a flood mitigation
berm along the length of the Cedar Crest Beach Road at an estimated cost of
$85,000;
That area residents be invited to provide input via a virtual Public Information
Centre (PIC);
That the area residents be provided written notice of the plan and the PIC;
That staff report back to the June 1, 2020 General Government Committee
meeting before the berm is constructed on:
Further clarification regarding the spillway
residents concerns and input;
information regarding the level of water in relation to the spillway
That St. Marys Cement be requested to provide information and clarification on
the operations of St. Mary’s outflow;
That Members of Council be provided with a copy of the “Dillon Report”; and
That all interested parties listed in Report EGD-006-20 be advised of Council’s
decision.
Yes (2): Councillor Anderson, and Councillor Traill
No (5): Mayor Foster, Councillor Hooper, Councillor Jones, Councillor Neal, and
Councillor Zwart
Motion Lost on a recorded vote (2 to 5)
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Joint Committee Minutes dated April 27-28, 2020
13
Resolution # JC-064-20
Moved by Councillor Traill
Seconded by Councillor Anderson
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #JC-063-20 for a second time.
Carried
That the foregoing Resolution #JC-063-20 was then put to a recorded vote and
lost.
Resolution # JC-065-20
Moved by Councillor Neal
Seconded by Councillor Traill
That Report EGD-006-20 Cedar Crest Beach Rd and West Beach Rd Berm
Review and Estimates be tabled to the Council meeting of May 4, 2020.
Carried
Recess
Resolution # JC-066-20
Moved by Councillor Neal
Seconded by Councillor Traill
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 10:43 PM with Mayor Foster in the Chair.
15. Operations Department Reports
No Reports for this section of the Agenda.
16. Emergency and Fire Services Department Reports
No Reports for this section of the Agenda.
17. Community Services Department Reports
No Reports for this section of the Agenda.
18. Municipal Clerk’s Department Reports
No Reports for this section of the Agenda.
19. Corporate Services Department Reports
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Joint Committee Minutes dated April 27-28, 2020
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19.1 COD-014-20 RFP2020-2 Ward Boundary Review
Resolution # JC-67-20
Moved by Councillor Neal
Seconded by Councillor Hooper
That Report COD-014-20 be received;
That the proposal received from Watson & Associates Economists Ltd, being the
most responsive bidder meeting all terms and conditions and specifications of
RFP2020-2 and subject to a satisfactory reference check, be awarded the
contract for the provision of consulting services to complete the Ward Boundary
Review;
That the total funds required for this project in the amount of $66,074.80 (Net
HST Rebate) which includes the over budget amount of $1,074.80 be funded
from within approved budget allocations as provided from the following accounts:
Description Account Number Amount
Elections Professional Fees 100-19-193-10190-7161 $65,000
Admin Professional Fees 100-19-130-00000-7161 $1,074
That all interested parties listed in Report COD-014-20 and any delegations be
advised of Council’s decision.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Neal, and Councillor Zwart
No (1): Councillor Traill
Carried on a recorded vote (6 to 1)
Resolution # JC-068-20
Moved by Councillor Traill
Seconded by Councillor Neal
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #JC-067-20 for a second time.
Carried
That the foregoing Resolution #JC-067-20 was then put to a recorded vote and
carried.
Page 20
Joint Committee Minutes dated April 27-28, 2020
15
Suspend the Rules
Resolution # JC-069-20
Moved by Councillor Hooper
Seconded by Councillor Traill
That the Rules of Procedure be suspended to extend the meeting for an
additional hour to 12:00 AM.
Carried
20. Finance Department Reports
20.1 FND-009-20 Annual Commodity Hedging - 2019
Resolution # JC-070-20
Moved by Councillor Neal
Seconded by Councillor Traill
That Report FND-009-20 be received for information.
Carried
21. Solicitor’s Department Reports
No Reports for this section of the Agenda.
22. Chief Administrative Office Reports
No Reports for this section of the Agenda.
23. New Business – Consideration
23.1 Temporary Bike Lanes on Prestonvale Road
Resolution # JC-071-20
Moved by Councillor Jones
Seconded by Councillor Neal
Whereas during the current Covid19 emergency it is in the public interest to
encourage safe physical activity and social distancing; and
Whereas a bike lane on Prestonvale Road would connect with the existing bike
lane on Prestonvale Road south of Bloor Street and then to the Waterfront trail;
Now Therefore Be It Resolved That:
1. Prestonvale Road from Bloor Street to Highway 2 be designated as a
Temporary Bike Route and temporary bike lanes and signed shared
roadways be created forthwith on both sides of the road.
2. Signage be posted along the entire length to designate new bicycle lanes as
well as symbols pained within the lanes per the guidance provided by the
Province through Book 18 of the Ontario Traffic Manual for Cycling Facilities
Page 21
Joint Committee Minutes dated April 27-28, 2020
16
3. That the existing edge lines and centre lines at the temporary facilities be
refreshed; and
4. That all impacted residents be provided with a notice of change as parking
on the road will be prohibited once bike lanes are created.
Referred
Resolution # JC-072-20
Moved by Councillor Jones
Seconded by Councillor Neal
That the item 23.1 Temporary Bike Lanes on Prestonvale Road be referred to
staff to report back to the next Regular Council Meeting dated May 4, 2020.
Carried
24. Unfinished Business
24.1 PSD-012-20 Cedar Crest Beach Update – Beach Erosion/Property Loss
Study
Resolution # JC-073-20
Moved by Councillor Traill
Seconded by Councillor Anderson
That Report PSD-012-20 be received;
That in accordance with the Purchasing By-law the lower of the bids from the
qualified consultants will be awarded the consulting contract, to the maximum of
the $30,000 budget for the completion of the Cedar Crest Beach
Erosion/Property Loss Study;
That Staff report back to Council with the results of the study, once completed;
and
That all interested parties listed in Report PSD-012-20, including all landowners
in the Port Darlington (west shore) reach and any delegations, be advised of
Council’s decision.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Traill, and
Councillor Zwart
No (2): Councillor Jones, and Councillor Neal
Carried on a recorded vote (5 to 2)
Page 22
Joint Committee Minutes dated April 27-28, 2020
17
24.2 PSD-013-20 Region of Durham Mixed Waste Pre-Sort and Anaerobic
Digestion Organics Processing Facility – Site Selection Process Municipal
Comments on Evaluation of Short-List of Sites and Identification of
Preferred Site
Suspend the Rules
Resolution # JC-074-20
Moved by Councillor Neal
Seconded by Councillor Traill
That the Rules of Procedure be suspended to extend the meeting an additional
30 minutes to 12:30 AM.
Carried
Resolution # JC-075-20
Moved by Councillor Traill
Seconded by Councillor Neal
That Report PSD-013-20 be received; and
That Clarington declare itself to be an unwilling host community to anaerobic
digestion and waste pre-sort facility.
Yes (6): Councillor Anderson, Councillor Hooper, Councillor Jones, Councillor Neal,
Councillor Traill, and Councillor Zwart
No (1): Mayor Foster
Carried as Amended (6 to 1)
Resolution # JC-076-20
Moved by Councillor Neal
Seconded by Councillor Traill
That the foregoing Resolution #JC-075-20 be amended by adding the following
at the end:
"as recommended in the preliminary siting report;
That Report PSD-013-20 be adopted as the Municipality of Clarington's
comments on the Mixed Waste Transfer/Pre-Sort and Anaerobic Digestion
Organics Processing Facility Siting Report (GHD, March 6, 2020);
That the Region of Durham be requested to address the comments in
Report PSD-013-20;
That the Region of Durham be requested to collaborate with the
Municipality by committing and contributing to the economic development
objectives of the Courtice Waterfront and Energy Park area;
That staff be requested to provide a confidential memo regarding
development options being explored for the waterfront park at the May 4,
2020 Council meeting;
Page 23
Joint Committee Minutes dated April 27-28, 2020
18
That a copy of Report PSD-013-20 and Council's decision be sent to the
Region of Durham, the Ministry of Environment, Conservation and Parks,
and the other Durham Region area municipalities; and
That all interested parties listed in Report PSD-013-20 and any
delegations be advised of Council's decision."
Carried
The foregoing Resolution #JC-075-20 was then put to a vote and carried as
amended on a recorded vote.
25. Confidential Reports
26. Adjournment
Moved by Councillor Hooper
Seconded by Councillor Neal
That the meeting adjourn at 12: 28 AM.
Carried
Mayor Deputy Clerk
Page 24
Page 25
Page 26
Township of Mapleton 7275 Sideroad 16, Box 160, Drayton, Ontario NOG 1PO
Phone: 519-638-3313 Fax: 519-638-5113 Toll Free: 1-800-385-7248
www.mapleton.ca
April 21, 2020
To: Municipalities of Ontario – by email
Re: A Resolution to Request the Province of Ontario Review the Farm Property Class
Tax Rate Programme in Light of Economic Competitiveness Concerns between
Rural and Urban Municipalities
Please be advised that at its March 10, 2020 meeting, the Council of the Township of Mapleton
carried the following Resolution 2020-04-14:
WHEREAS the Province of Ontario implemented changes to property assessment and
introduced taxation reform which came into effect in 1998;
AND WHEREAS prior to 1998 farm properties were subject to taxation at the base
residential tax rate and qualified farmers applied annually to the province to be reimbursed
75% of the farm portion of the taxes paid to the local municipality;
AND WHEREAS the province changed the method of delivering farmer’s rebates by creating
the Farm Property Class Tax Rate Programme under the jurisdiction of the Ontario Ministry
of Agriculture, Food and Rural Affairs (OMAFRA);
AND WHEREAS rather than apply annually and wait for property tax rebates, the delivery of
the programme shifted to local municipal governments and onto the property tax system;
AND WHEREAS eligible farmland assessment values are now locally subsidized by 75% of
their full current value assessment (CVA) to produce a lower weighted assessment base
which is used for tax rate setting purposes;
AND WHEREAS the effect of the locally subsidized weighted assessment shifts an
increased burden of tax onto all other property classes within the municipality;
AND WHEREAS these taxation reforms were originally supposed to be revenue neutral and
offset by funding from the Ontario Municipal Partnership Fund (OMPF) and its predecessor
the Community Reinvestment Fund (CRF);
AND WHEREAS the province has been reducing support from the Ontario Municipal
Partnership Fund while the cost of the farm tax rebate programme is continuously
increasing;
AND WHEREAS an economically competitive agricultural industry provides affordable food
and agricultural products to all Ontarians and is a provincial objective that should
be cost shared amongst all of its citizens;
AND WHEREAS the cost of this programme disproportionately falls upon property taxpayers
in rural municipalities;
AND WHEREAS higher property taxes in rural municipalities is creating economic
competitiveness issues between rural and urban municipalities;
(over for page two)
Page 27
Township of Mapleton 7275 Sideroad 16, Box 160, Drayton, Ontario NOG 1PO
Phone: 519-638-3313 Fax: 519-638-5113 Toll Free: 1-800-385-7248
www.mapleton.ca
Page 2 of 2, Mapleton Resolution
Re: Prov. Review of Farm Property Class Tax Rate Programme
AND WHEREAS the province hasn’t undertaken a review of this programme since it was
implemented in 1998;
NOW THEREFORE the Council of the Township of Mapleton requests that:
1. The Province of Ontario undertake a review of the Farm Property Tax Class Rate
Programme to determine:
a. The appropriateness of the cost of the Farm Property Tax Class Rate
Programme falling disproportionately amongst rural residential and business
property owners when the benefit of an economically competitive agricultural
industry and affordable food and agricultural products is a provincial objective
that should be shared amongst all taxpayers in Ontario;
b. The adequacy of funding being provided to rural municipalities to offset the cost
of the Farm Property Tax Class Rate Programme;
c. The differences between the amount of property taxes paid in rural and urban
municipalities and the root causes of those differences;
d. Economic competitiveness concerns with disproportionately higher average
property taxes being paid in rural municipalities;
e. Other methods of delivering the farm tax rebate programme to farmland owners
where the cost can be shared province-wide.
AND BE IT FURTHER RESOLVED THAT this motion be sent to Hon. Doug Ford, Premier of
Ontario, Hon. Steve Clark, Minister of Municipal Affairs and Housing, Hon. Rod Phillips,
Minister of Finance, Hon. Ernie Hardeman, Minister of Agriculture, Food & Rural Affairs,
MPP Randy Pettapiece, Hon. Ted Arnott, all Ontario Municipalities, Rural Ontario Municipal
Association (ROMA) and Association of Municipalities of Ontario (AMO).
Attached you will find the County of Wellington Committee Report dated January 16, 2020
regarding the ‘Farm Property Class Tax Rate Programme’ for review and consideration.
Should you have any questions or concerns, please contact the undersigned.
Sincerely
Larry Wheeler
Deputy Clerk
Attach. (1)
Page 28
-----Original Message-----
From: Chris West <chriswest@kwic.com>
Sent: April 30, 2020 10:53 AM
To: Keyzers, Heather <hkeyzers@clarington.net>
Subject: VIA rail
EXTERNAL
Good day Ms. Keyzers
Our suggestion. Please feel free to make ay changes. If you have any questions, please call.
Yours sincerely, Chris West
-----Original Message-----
From: info@clarington.net <info@clarington.net> On Behalf Of Chris West
Sent: April 25, 2020 2:52 PM
To: Mayor Shared Mailbox <mayor@clarington.net>
Subject: VIA rail
EXTERNAL
We are requesting an updated letter of Clarington mayor and council support for VIA rail service (your original
letter Feb 13 2014) be addressed to your local MP, MPP and the Homourable Chrystia Freeland.
We thank you sincerely. Chris West, P. Eng, All Aboard St. Marys
519-868-2989
-------------------------------------
Origin: https://www.clarington.net/en/town-hall/mayor.asp
-------------------------------------
This email was sent to you by Chris West<chriswest@kwic.com> through https://www.clarington.net/.
Page 29
Whereas The Corporation of the Municipality of Clarington supports the National
Transportation Policy and Section 5 of the Canada Transportation Act, S.C. 1996, c.
10 (as amended), which states in part:
a competitive, economic and efficient national transportation system that meets the
highest practicable safety and security standards and contributes to a sustainable
environment, makes best use of all modes of transportation at the lowest cost is
essential to serve the needs of its users, advance the well-being of Canadians,
enable competitiveness and economic growth in both urban and rural areas
throughout Canada. Those objectives are achieved when:
(a) competition and market forces among modes of transportation, are prime agents
in providing viable and effective transportation services;
(b) regulation and strategic public intervention are used to achieve economic, safety,
security, environmental or social outcomes
(c) rates and conditions do not constitute an undue obstacle to the movement of
traffic within Canada or to the export of goods from Canada;
(d) the transportation system is accessible without undue obstacle to the mobility of
persons, including persons with disabilities; and
(e) governments and the private sector work together for an integrated transportation
system.
Whereas The government of Canada has stated: “we are serious about climate
change” and “smart investments in transit help connection communities …. We will
continue to work with communities and invest in the infrastructure they need today
and into the future”;
Whereas Abacus data has indicated that Canadians are focused on building transit
to reduce congestion and connect communities;
Whereas The Canadian Transport Commission main finding at public hearings in
1977 was that there should be no further reductions to passenger rail services;
Whereas The frequency of VIA trains running in Canada has been reduced
significantly since 1977, causing a subsequent significant drop in ridership;
Whereas There is a need for balanced transportation with more using transit and
less using automobiles;
Whereas The changing demographic relating to house prices, housing affordability
will require further expansions of transit;
Page 30
Whereas There is a need to visit tourist sites located along rail lines;
Whereas The annual cost of congestion to the Greater Toronto Hamilton Area
economy alone is between $7.5 and $11 billion;
Whereas There are 10 million more vehicles on the road today than there were in
2000; and
Whereas the Municipality of Clarington requests the support of this resolution from
all communities served by VIA;
Be It Resolved That the Council of the Corporation of Clarington recommends to
the Government of Canada to adequately fund and fully support VIA Rail Canada in
increasing the frequency, reliability, ticket cost and speed of VIA rail service in 2020
and successive years.
Page 31
DISTRICT OF PARRY SOUND
56 ONTARIO STREET
PO BOX 533
BURK’S FALLS, ON
P0A 1C0
(705) 382-3332
(705) 382-2954
Fax: (705) 382-2068
Email: info@armourtownship.ca
Website: www.armourtownship.ca
April 29, 2020
Honourable Doug Ford
Premier of Ontario
Legislative Building
Queen’s Park
Toronto, ON M7A 1A1
Re: Support Resolution - High Speed Internet Connectivity in Rural Ontario
At its meeting held on April 28, 2020, the Council of the Township of Armour passed
Resolution #6 supporting our Councillor Rod Ward’s letter regarding the need to make
substantial investments in high-speed internet connectivity in the rural areas of Ontario.
A copy of Council’s Resolution #6 dated April 28, 2020 and Councillor Ward’s letter is
attached for your consideration.
Sincerely,
Charlene Watt
Deputy Clerk
Cc: MPP Norm Miller, MP Scott Aitchison and Ontario Municipalities
Enclosures
Page 32
Page 33
Page 34
MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #_________________
DATE: May 11, 2020
MOVED BY Councillor Hooper
SECONDED BY
Whereas the COVID-19 pandemic has upended traditional means of business and put
unprecedented strain on our broadband networks, as well as shed light onto both the
gaps in coverage and areas plagued by unreliability;
And whereas COVID-19 and other factors have driven a rise in work from home
arrangements, a trend likely to continue into the future;
And whereas quick and coordinated investment to build up our network is critically
important to the health and viability of our community as well as our ability to be
economically competitive;
And whereas Clarington has worked closely with both large and small scale Internet
Service Providers to provide coverage to our residents, but full-scale reliable
connectivity is not happening as quickly as it should;
And whereas more resources from all levels of government must be provided,
especially to make small rural build outs economically viable.
Now therefore be it resolved:
1. That broadband must be treated as critical infrastructure in support of our new
economy, as Clarington works towards its goal of 100% reliable connectivity;
2. That the federal and provincial governments be requested to coordinate their
efforts and increase the funds available to drive this important initiative ahead ;
and
3. That Erin O’Toole (MP Durham), Philip Lawrence (MP Northumberland -
Peterborough South), Lindsey Park (MPP Durham), David Piccini (MPP
Northumberland-Peterborough South) and the Region of Durham be notified of
Council’s decision.
Page 35
April 23, 2020
The Honourable David Lametti
OFFICE OF THE MAYOR
CITY OF HAMILTON
Minister of Justice and Attorney General of Canada
284 Wellington Street
Ottawa, Ontario K1A OHS
The Honourable Doug Ford
Premier of Ontario
Legislative Building
Queen's Park
Toronto, ON M7A 1A1
The Honourable Doug Downey
Attorney General
McMurtry-Scott Building, 11th Floor
720 Bay Street
Toronto, ON M7A 2S9
Subject: Request to Regulate and Enforce Odour and Lighting Nuisances
Related to the Cultivation of Cannabis Plants
Dear Minister/Attorney General Lametti, Premier Ford and Attorney General Downey:
At its meeting of April 22, 2020, Hamilton City Council approved Item 5.4(d), which
reads as follows:
5.4 (d) Repeal and Replace Public Nuisance By-law 09-110 and Amend
Administrative Penalty By-law 17-225 (PED20076) (City Wide)
(a)That the draft by-law, attached as Appendix "A" to Report
PED20076, which repeals and replaces By-law 09-110, being a By
law to Prohibit and Regulate Certain Public Nuisances within the
City of Hamilton, and amends the Administrative Penalties By-law
17-225 which has been prepared in a form satisfactory to the City
Solicitor, be approved and enacted by Council;
(b)That the Mayor be directed, on behalf of the City of Hamilton, to
write to the relevant federal and provincial governments to regulate
... /2
71 MAIN STREET WEST, 2ND FLOOR, HAMILTON, ONTARIO L8P 4Y5 PHONE 905.546.4200 FAX: 905.546.2340 Page 36
Page 2
and enforce odour and lighting nuisances related to the cultivation
of cannabis plants;
(c)That the Mayor contact the Premier of Ontario, Minister of the
Attorney General, and local Members of Parliament to request that
the Province extend authority to Municipalities to enforce odor and
lighting nuisance complaints stemming from licensed and unlicensed
cannabis cultivations within the its jurisdiction; and,
(d)That the request be sent to other municipalities in Ontario, including
the Association of Municipalities of Ontario for their endorsement.
We respectfully request your consideration with regard to this request and look forward
to your response.
Fred Eisenberger
Mayor
Copied:
The Honourable Filomena Tassi, M.P., Hamilton West, Ancaster, Dundas
Scott Duvall, M.P., Hamilton Mountain
Bob Bratina, M.P., Hamilton East-Stoney Creek
David Sweet, M.P., Flamborough -Glanbrook
Matthew Green, M.P. , Hamilton Centre
Andrea Horwath, Opposition Party Leader, NOP of Ontario, M.P.P Hamilton Centre
Monique Taylor, M.P.P., Hamilton Mountain
Paul Miller, M.P.P., Hamilton East-Stoney Creek
Donna Skelly, M.P.P., Flamborough-Glanbrook
Sandy Shaw, M.P.P. Hamilton West-Ancaster-Dundas
Association of Municipalities of Ontario
Municipalities of Ontario
Page 37
Authority: Item 5.4(e) (PED20076)
CM: April 22, 2020
Ward: City Wide
Bill No. 077
CITY OF HAMILTON
BY-LAW NO. 20-077
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and
Regulate Certain Public Nuisances within the City of Hamilton; and to Amend
By-law No. 17-225, a By-law to Establish a System of Administrative Penalties
WHEREAS the Council of the City of Hamilton deems it appropriate to enact a by-law to
prohibit and regulate certain public nuisances within the City of Hamilton pursuant to
sections 128 and 129 of the Municipal Act, 2001, S.O. 2001, c. 25, (“Municipal Act, 2001”)
as amended;
AND WHEREAS section 444 of the Municipal Act, 2001 authorizes municipalities to make
orders requiring the person who contravened the by-law or who caused or permitted the
contravention or the owner or occupier of the land on which the contravention occurred
to discontinue the contravening activity;
AND WHEREAS sections 445 and 446 of the Municipal Act, 2001 authorize municipalities
to issue work orders and in default of a work order being completed by the person directed
or required to do it, the work shall be done by the City at the person’s expense by action
or by adding the costs to the tax roll and collecting them in the same manner as property
taxes;
AND WHEREAS in the opinion of the Council for the City of Hamilton, the following are
or could become a public nuisance:
(a) the act of urinating or defecating in public places;
(b) the act of knocking over mailboxes, relay boxes, newspaper boxes, recycling
boxes and other waste containers located on highways; or
(c) odours and lighting from the cultivation of cannabis plants.
NOW THEREFORE the Council of the City of Hamilton enacts as follows:
PART I - INTERPRETATION
Definitions
1. In this By-law:
“Act” means the Cannabis Act S.C. 2018, c. 16 and its regulations, and if applicable,
any predecessor or successor acts and its respective regulations, all as amended;
“By-law” means this by-law to prohibit and regulate certain nuisances within the City
of Hamilton;
Page 38
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and Regulate Certain Public
Nuisances within the City of Hamilton; and to Amend By-law No. 17-225, a By-law to Establish a System
of Administrative Penalties
Page 2 of 7
“Canada Post” means Canada Post Corporation established by the Canada Post
Corporation Act, R.S.C., 1985, c. C-10;
“City” means the municipal corporation of the City of Hamilton;
“Cannabis Plant” means a plant that belongs to the genus Cannabis and, in the
absence of evidence to the contrary, includes any plant described as cannabis or by
a name that is commonly applied to cannabis;
“Cultivate, Cultivated, Cultivating or Cultivation” in respect of cannabis, means
to grow, propagate or to harvest cannabis plants and includes the possession of
cannabis plants;
“Defecate” means to discharge excrement from the human body;
“Highway” includes a common and public highway, street, avenue, parkway,
driveway, square, place, bridge, viaduct or trestle, part of which is intended for use
or used, by the general public for the passage of vehicles or persons, and includes
the area between the lateral property lines thereof, including sidewalks and
boulevards;
“Nuisance” means anything that is injurious to health, indecent, offensive to any of
the Senses, or results in the loss of enjoyment of normal use of property;
“Officer” means a Police Officer or a Municipal Law Enforcement Officer appointed
under any federal or provincial statute or regulation or City by-law or any other person
assigned or appointed by Council of the City to administer or enforce this By-law and
includes a person employed by the City whose duties are to enforce this By-law;
“Porta Potty” means a portable building containing a toilet;
“Public Place” includes a Highway and any place to which the public has access and
private property that is exposed to public view, whether or not the property is owned
by the person contravening the By-law, but does not include a Washroom Facility;
“Senses” means a faculty by which the human body perceives an exter nal stimulus
and includes one or more of the faculties of sight, smell, hearing, taste and touch;
“Urinate” means to discharge urine from the human body; and
“Washroom Facility” means a room inside a building that is equipped with toilet
facilities and includes a Porta Potty.
Application
2. This By-law applies to all persons, lands and properties in the City of Hamilton.
Page 39
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and Regulate Certain Public
Nuisances within the City of Hamilton; and to Amend By-law No. 17-225, a By-law to Establish a System
of Administrative Penalties
Page 3 of 7
PART II - RESTRICTIONS
Urinating or Defecating in a Public Place
3. No person shall Urinate or Defecate in a Public Place.
Knocking over Personal and Public Property
4. No person shall knock over or attempt to knock over a Canada Post mailbox, Canada
Post relay box, newspaper box, recycling container, garbage container or other similar
waste container located on a Highway. This section shall not apply to:
(a) City employees or any person under contract to the City who is acting under the
City’s Solid Waste Management By-law;
(b) City employees or any person under contract to the City while performing work in
the normal course of their duties; or
(c) Canada Post employees or any person under contract to Canada Post while
performing work in the normal course of their duties.
Lighting from the Cultivation of Cannabis Plants
5. No person shall cause, create or permit light from the Cultivation of cannabis plants
to shine upon the land of others so as to be or to cause a Nuisance to any person or
to the public generally.
6. Every owner or occupier of land shall ensure that no light from the Cultivation of
cannabis plants on his or her land shines upon the land of others so as to be or to
cause a Nuisance to any person or to the public generally.
7. Outdoor lighting and indoor lighting from the Cultivation of cannabis plants that can be
seen outdoors shall be operated, placed and maintained, or have a barrier placed and
maintained, so as to prevent or block direct illumination of the interior of a building on
adjoining land or lands regardless of whether such a building has or may have a
barrier, shades, drapes or other interior window coverings.
Odours from the Cultivation of Cannabis Plants
8. No person shall cause, create or permit the emission of an odour from the Cultivation
of cannabis plants so as to be or to cause a Nuisance to any person or to the public
generally.
9. Every owner or occupier of land shall ensure that no emission of an odour from the
Cultivation of cannabis plants on his or her land is or causes a Nuisance to any person
or to the public generally.
Page 40
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and Regulate Certain Public
Nuisances within the City of Hamilton; and to Amend By-law No. 17-225, a By-law to Establish a System
of Administrative Penalties
Page 4 of 7
PART III - ENFORCEMENT
Enforcement
10. The provisions of this By-law may be enforced by an Officer.
11. If an Officer is satisfied that a contravention of this By-law has occurred, he or she
may make an order requiring the person who contravened the By-law or who caused
or permitted the contravention or the owner or occupier of the land on which the
contravention occurred, to discontinue the contravening activity.
12. An order under section 11 shall set out:
(a) reasonable particulars of the contravention adequate to identify the contravention
and the location of the land on which the contravention occurred; and
(b) the date or dates by which there must be compliance with the order.
13. If an Officer is satisfied that a contravention of this By-law has occurred, he or she
may make an order requiring the person who cont ravened the By-law or who caused
or permitted the contravention or the owner or occupier of the land on which the
contravention occurred, to do work to correct the contravention.
14. An order under section 13 shall set out:
(a) reasonable particulars of the contravention adequate to identify the contravention
and the location of the land on which the contravention occurred;
(b) the work to be completed:
(c) and the date by which the work must be complete.
15. An order under section 13 may require work to be done even though the facts which
constitute the contravention of the By-law were present before the By-law making
them a contravention came into force.
16. An order made under sections 11 or 13 may be served personally or by registered
mail to the last known address of:
(a) the person who caused, created or permitted the offence; and
(b) the owner or occupier of the lands where the contravention occurred.
17. Where an owner or occupier of the land on which the contravention occurred, who has
been served with an order and fails to comply with the order, then an Officer, or any
authorized agent on behalf of the City may enter on the land at any reasonable time
Page 41
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and Regulate Certain Public
Nuisances within the City of Hamilton; and to Amend By-law No. 17-225, a By-law to Establish a System
of Administrative Penalties
Page 5 of 7
and complete the work required to bring the land into compliance with the provisions
of this By-law as set out in the order.
18. Where the work required to bring the land into compliance with the By-law has been
performed by or for the City, the costs incurred in doing the work may be collected by
action or the costs may be added to the tax roll for the land and collected in the same
manner as taxes.
19. An Officer may enter on land at any reasonable time for the purpose of carrying out
an inspection to determine whether any provision of this By-law or an order made
under this By-law is being complied with.
20. For the purposes of conducting an inspection pursuant to this By-law, an Officer may:
(a) require the production for inspection of documents or things relevant to the
inspection;
(b) inspect and remove documents or things relevant to the inspection for the purpose
of making copies or extracts;
(c) require information from any person concerning a matter related to the inspection;
and
(d) alone, or in conjunction with a person possessing special or expert knowledge,
make examinations or take tests, samples or photo graphs necessary for the
purpose of the inspection.
21. No person shall prevent, hinder or obstruct, or attempt to hinder or obstruct an Officer
who is exercising a power or performing a duty under this By-law.
Offence and Penalty
22. Any person other than a corporation who contravenes any provision of this By-law or
who fails to comply with an order made under this By-law or who obstructs or attempts
to obstruct an Officer in carrying out his or her duties under this By-law is guilty of an
offence and on conviction is liable to a maximum fine of $5,000 for a first offence, and
a maximum fine of $10,000 for a subsequent offence.
Same re Corporations
23. Any corporation which contravenes any provision of this By-law or who fails to comply
with an order made under this By-law or who obstructs or attempts to obstruct an
Officer in carrying out his or her duties under this By-law is guilty of an offence and on
conviction is liable to a maximum fine of $50,000 for a first offence and $100,000 for
any subsequent offence.
Other Remedies
Page 42
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and Regulate Certain Public
Nuisances within the City of Hamilton; and to Amend By-law No. 17-225, a By-law to Establish a System
of Administrative Penalties
Page 6 of 7
24. If a person or corporation is convicted of an offence under this By-law, in addition to
any other remedy or any penalty imposed, the court in which the conviction has been
entered, and any court of competent jurisdiction, may make an order prohibiting the
continuation or repetition of the offence by the person convicted.
Continuing Offence
25. Each day or a part of a day that a contravention of this By-law continues is deemed to
be a separate offence.
Administrative Penalties
26. In the alternative to a charge for the offences described in this By-law and listed in
Schedule A of the City of Hamilton’s By-law 17-225, an Officer may issue an
administrative penalty notice for the applicable contraventions.
PART IV – MISCELLEOUS
Severability
27. Where a court of competent jurisdiction declares any provision of this By-law
invalid, or to be of no force or effect, the provision shall be deemed conclusively
to be severable from the By-law and every other provision of this By-law shall be
applied and enforced in accordance with its terms to the extent possible according
to law.
Administrative Penalty Table
28. Administrative Penalty By-law No 17-225 is amended by adding Table 23 to
Schedule A:
TABLE 23: BY-LAW NO. 20-078 NUISANCE BY-LAW
ITEM
COLUMN 1
DESIGNATED BY-
LAW & SECTION
COLUMN 2
SHORT FORM WORDING
COLUMN 3
SET
PENALTY
1 20-077 3 Urinate in public place $205.00
2 20-077 3 Defecate in public place $305.00
3 20-077 4 Cause to knock over a mailbox $205.00
4 20-077 4 Attempt to knock over a mailbox $155.00
5 20-077 4 Cause to knock over a relay box $205.00
6 20-077 4 Attempt to knock over a relay box $155.00
7 20-077 4 Cause to knock over a newspaper box $205.00
8 20-077 4 Attempt to knock over a newspaper box $155.00
9 20-077 4 Cause to knock over a waste container $205.00
10 20-077 4 Attempt to knock over a waste container $155.00
Page 43
To Repeal and Replace By-law No. 09-110, being a By-law to Prohibit and Regulate Certain Public
Nuisances within the City of Hamilton; and to Amend By-law No. 17-225, a By-law to Establish a System
of Administrative Penalties
Page 7 of 7
Short Title
29. The short title of this By-law is the “Public Nuisance By-law”.
Proceedings and Other Actions Continued
30. Any proceeding being conducted, or other action being carried out under By-law No.
09-110 shall be deemed to continue under this By-law, and any reference to By-law
09-110 in such proceeding or other action shall be deemed to refer to this By-law.
Repeal
31. By-law No. 09-110 is hereby repealed.
Enactment
32. This By-law comes into force and effect on the day it is passed.
PASSED this 22nd day of April, 2020
F. Eisenberger A. Holland
Mayor City Clerk
Page 44
Page 45
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: EDG-008-20
Submitted By: Ron Albright, Acting Director of Engineering Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: C.07.15.001 Resolution#:
Report Subject: Kirby Heights Subdivision, Plan 40M-2480 ‘Certificate of Acceptance’ and
‘Assumption By-Law’, Final Works Including Roads and Other Related
Works
Recommendation:
1. That Report EGD-008-20 be received;
2. That the Director of Engineering Services be authorized to issue a ‘Certificate of
Acceptance’ for the Final Works, which includes final stage roads and other related
works constructed within Plan 40M-2480;
3. That Council approve the by-law attached to Report EGD-008-20 assuming certain
streets within Plan 40M-2480 as public highways; and
4. That all interested parties listed in Report EGD-008-20 be advised of Council’s decision.
Page 46
Municipality of Clarington Page 2
Report EDG-008-20
1. Background
The Subdivision Agreement
1.1 The Corporation of the Municipality of Clarington entered into a Subdivision Agreement
registered May 23, 2012 with Valleymore Land Corp. to develop lands by plan of
subdivision, located in Kirby and described as Plan 40M-2480 (Attachment 1). The
agreement required the developer to construct all roadworks, including hot -mix paving,
sidewalks, curb and gutter, street trees, a storm drainage system and streetlights,
hereinafter referred to as the ‘Works’.
The Subdivision Agreement provides for:
1.2 Initial Works
These works were issued a ‘Certificate of Completion’ and a subsequent ‘Certificate of
Acceptance’ by the Director of Engineering Services.
1.3 Street Lighting System
These works were issued a ‘Certificate of Completion’ and a subsequent ‘Certificate of
Acceptance’ by the Director of Engineering Services.
1.4 Stormwater Management System
Not Applicable to this Subdivision
1.5 Final Works
These works, which include all surface works such as granular shoulders, ditches,
infiltration gallery, hot mix paving, boulevard works and street trees, were issued a
‘Certificate of Completion’ dated April 30, 2019. This initiated a one (1) year
maintenance period, which expired on April 30, 2020. The Works were re-inspected at
that time, and although the developer experienced delays in completing repairs, all
deficiencies have now been rectified to the satisfaction of the Director of Engineering
Services.
Report Overview
This report concerns Kirby Heights Subdivision. It requests Council’s permission to issue
the required Certificate of Acceptance for the Final Works, as well as approve a by-law to
assume certain streets within Plan 40M-2480 as public highways.
Page 47
Municipality of Clarington Page 3
Report EDG-008-20
2. Proposal
2.1 It is now appropriate to issue a ‘Certificate of Acceptance’ for the Final Works. The
Subdivision Agreements require Council approval prior to the issuance of the ‘Certificate
of Acceptance’ for the Final Works.
2.2 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-2480 as public highways
(Attachment 2).
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that the Director of Engineering Services be authorized
to issue a “Certificate of Acceptance’ for the Final Works, which includes final stage
roads and other related Works constructed within Plan 40M-2480, and that Council
approve the by-law attached to Report EGD-008-20 assuming certain streets within
Plan 40M-2480 as public highways.
Staff Contact: Tony Ricciardi, Manager of Construction, 905-623-3379 Ext. 2322 or
tricciardi@clarington.net.
Attachments:
Attachment 1 – Key Map
Attachment 2 – By-Law to Report EGD-008-20
Interested Parties:
The following interested parties will be notified of Council's decision:
Hannu Halminen, Valleymore Land Corp.
Page 48
7125
7167
7205
7027
7043
7061
70731592
3
2
73026
22
1
8 1410627024
POWERS COURT
REPORT EGD--20
40M-2480.mxd
DRAWN BY:
.
Kirby Heights
Subdivision
Plan 40M-2480
CLARKE TOWNSHIP
KEY MAP
DATE:
FILE NAME:
April 17, 2020
E.L.
ATTACHMENT No. 1
J:\Engineering\Attachments\Attachments Post ESRI Upgrade\40M-2480.mxdCarscadden RdGanarska Rd CARSCADDEN ROADGANARASKA ROAD
Page 49
Attachment 2 to
Municipality of Clarington Report EGD-008-20
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NO. 2020 - ____
Being a By-law to establish, lay out and dedicate certain lands as public
highways in the Municipality of Clarington, to assume certain streets within
the Municipality of Clarington as public highways in the Municipality of
Clarington, and to name them.
The Council of the Corporation of the Municipality of Clarington enacts as follows:
1. THAT the blocks shown on Plan 40M-2480, and listed below in this section, being in the
Municipality of Clarington, in the Regional Municipality of Durham, are hereby
established, laid out, and dedicated by T he Corporation of the Municipality of Clarington
as public highway:
Block 17 (0.3 metre reserve)
Block 18 (0.3 metre reserve)
Block 19 (0.3 metre reserve)
2. THAT the streets and blocks shown on Plan 40M -2480, and listed below in this section,
being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby
accepted by the Corporation of the Municipality of Clarington as public highways, and
assumed by the said Corporation for public use:
Powers Court
Block 16 (Street Widening)
Block 17 (0.3 metre reserve)
Block 18 (0.3 metre reserve)
Block 19 (0.3 metre reserve)
BY-LAW passed in open session this __ ___ th day of ________________ 2020.
Adrian Foster, Mayor
C. Anne Greentree, Municipal Clerk
Page 50
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: CSD-004-20
Submitted By: George Acorn, Director of Community Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: 2020 Community Grant Requests
Recommendation:
1. That Report CSD-004-20 be received;
2. That Council consider all submitted grant requests; and
3. That all interested parties listed in Report CSD-004-20 and any delegations be advised
of Council’s decision by the Department.
Page 51
Municipality of Clarington Page 2
Report CSD-004-20
1. Background
1.1 Through the Community Grant Program, Council acknowledges the contributions made
by local community and volunteer organizations to the quality of life for Clarington
residents.
1.2 The Community Grant Program provides financial assistance to registered not-for-
profits, local Boards of the Municipality of Clarington or local volunteer community
organizations delivering programs or services. The following criteria was updated and
approved by Council in 2019:
That the group is a local volunteer community organization with an elected
executive that holds an AGM, maintains a constitution and by-laws
That the group does not provide programs or services that are the legislated
responsibility of another level of government (such as educational programs, public
health programs, provincially mandated childcare services or social assistance
programs and health care services
That the group has less than two years’ equivalent operating budget in
unreserved cash
Must be non-profit, non-political and non-religious in nature. Religious
organizations will be eligible if the funding request is for a pro gram or service that
benefits the broader community and does not involve religious teachings and / or is
not generating revenue for the organization
That the organizations do not make donations or charitable contributions
Applications must be approved by the organization at a meeting of the executive
and those meeting minutes are to be included with the application
1.3 Annually, Council awards funds to community groups with a maximum of $5,000 per
request, $60,000 in total funds. Applications were accepted between January 15, 2020
and February 28, 2020.
Report Overview
This Report provides a summary of applications and details for each application received for
consideration in the 2020 Community Grant Program. Twenty applications were received ;
there were six new applicants, two of which are ineligible based on the established criteria.
These are identified in this report along with the Master List of Grant Applicants (Attachment
1.) The applications total $114,550 of the possible $60,000 eligible budget.
Page 52
Municipality of Clarington Page 3
Report CSD-004-20
1.4 In 2019, Council allocated $60,000 to 36 organizations. In 2020, 34 grant applications
totalling $114,550 have been received for review and consideration.
1.5 The Community Grant Program was advertised by a variety of media channels (social
media, Municipality of Clarington website, newspaper).
1.6 Considering the current COVID-19 pandemic, some of the programs or services may
not be offered as planned during 2020. In this situation, applicants will be asked to
provide an update to the Community Services Department and each case will be
assessed using the criteria outlined in the Declaration and Acceptance of Conditions
(Attachment 1).
2. Program
2.1 All applications received have been recorded in the 2020 Master List of Grant
Applicants (Attachment 1). This provides an overview of applicants, whether the group
is operating at a surplus or deficit and whether the group has more than two years’
equivalent operating budget in unreserved cash. New applicants are identified in the
Comments section of this document.
2.2 There is a Summary Sheet (Attachment 2) as part of each application. The Summary
Sheet provides: a brief overview of the programs and services provided by the
organizations, the intended use of the funding and a two-year financial summary to
assist Council in awarding of the funding. First time applicants have been identified on
the Summary Sheets in the area under Organization funding history.
2.3 The Applicants are organized by clustering like organizations, Hall Boards, Cultural /
Heritage Groups, Horticultural / Agricultural Groups, Social Service Groups and Sport /
Recreation Groups. While organized in a list, there is no type of priority assigned.
Council is open to award to priority groups first, in any order.
2.4 Each application is on file with the Department and will be made available during grant
discussions should further details of an application be required.
New Eligible Applicants
2.5 The Clarington Tamil Association (Applicant #20-10). According to the application,
there are over 500 Tamil families in Clarington. The Association aims to provide Tamil
language and cultural programming and support for seniors and new immigrants. They
are requesting $5,000 to help with programming costs such as instructor wages, facility
rental space and some office furniture / supplies.
Page 53
Municipality of Clarington Page 4
Report CSD-004-20
2.6 St. Paul’s United Church (Applicant #20-25) offers the Build Lives Up Everywhere
(BLUE) program, intended to fill a gap in local mental wellness programming. The
BLUE program is non-denominational and open to the public. They are requesting
$2,500 to provide food for weekly meals, staffing costs, program materials and
transportation for the participants. Under the Commun ity Grant Program’s new criteria,
this applicant is eligible.
2.7 St. John’s Anglican Church (Applicant #20-26), is applying for $5,000 to start a
Brunchkin’s Program in the community. This would provide a hot morning meal once a
week to school aged children, along with lunch foods throughout the school year. This
program is being run in a community in Bowmanville and will support approximately 15 -
20 children once a week throughout the school year. Under the Community Grant
Program’s new criteria, this applicant is eligible.
2.8 Clarington Martial Arts (Applicant #20-34), is now an incorporated not-for-profit
corporation. Clarington Martial Arts promotes, encourages and teaches martial arts and
fitness to community members of all ages and abilities. They are seeking $5,000 to
convert an existing storage space into additional training space and purchase
equipment so that more students can access programs.
Ineligible Applicants
2.9 Frontenac Youth Services (Applicant #20-22) are a member of the Youth Suicide
Prevention Action Group. This is a collaborative partnership with representatives from a
variety of sectors. They are seeking $3,000 to purchase a new mobile application to
provide support to youth seeking help in a crisis. Frontenac Youth Services is funded
by the Ontario Ministry of Health and the members of its Youth Suicide Prevention
Action Group are funded through various departments of both regional and provincial
governments. This application is deemed ineligible under the Community Grant
Program based on the criteria that organizations must not provide programs or services
for which other levels of government have legislated responsibility.
2.10 Participation House Project (Durham Region - Applicant #20-23) aims to provide
services that enrich the lives of families and people living with developmental disabilities
and are a new applicant to the Community Grant Program. The requested funds
($5,000) would be used to support adults with disabilities in Clarington transitioning from
the secondary school system. The Participation House Project (Durham Region)
receives a subsidy from the Ontario Ministry of Social Services as well as funding from
Durham Region Housing. This applicant is deemed ineligible based on the criteria that
organizations must not provide programs or services for which other levels of
government have legislated responsibility.
Page 54
Municipality of Clarington Page 5
Report CSD-004-20
3. Concurrence
3.1 Not Applicable.
4. Conclusion
4.1 The Community Grant Program is intended to provide financial assistance for not -for-
profit, volunteer community organizations providing programs and services within the
Municipality of Clarington. This program acknowledges and supports the efforts of our
local volunteer community and not-for-profit agencies that provide services which
benefit the community and enhance community wellbeing. Once Council has decided
on the award of funds, Community Services will follow up with all applicants.
Staff Contact: Lee-Ann Reck, Manager – Client Services, 905-623-3379 ext. 2508 or
lreck@clarington.net.
Attachments:
Attachment 1 – 2020 Master List of Grant Applicants
Attachment 2 – Community Grant Requests Individual Summary Sheets
Interested Parties:
List of Interested Parties available from Department.
Page 55
Attachment 1 to CSD-004-20
Appl. #Organization Revenue 2020 Expenses 2020 2020 Net Before Municipal
Grant Deficit / Surplus Receipt 2019 2020 Request Comments 2020 Received Running Balance
starting balance $60,000
20-01 Newtonville Community Hall $23,464.39 $15,175.00 $8,289.39 Surplus $3,000.00 $5,000.00 $60,000.00
20-02 Kendal Community Centre $73,737.57 $34,750.00 $38,987.57 Surplus $3,000.00 $3,000.00 $60,000.00
20-03 Hampton Community
Association $25,118.33 $31,360.00 -$6,241.67 Deficit $3,000.00 $5,000.00 $60,000.00
20-04 Brownsdale Community
Centre $25,701.31 $16,600.00 $9,101.31 Surplus $2,999.00 $2,500.00 $60,000.00
20-05 Solina Community Centre $10,804.16 $34,702.00 -$23,897.84 Deficit $2,999.00 $2,500.00 $60,000.00
20-06 Tyrone Community Centre $44,278.78 $55,200.00 -$10,921.22 Deficit $3,000.00 $5,000.00 Late application $60,000.00
20-07 Architectural Conservancy of
Ontario - Clarington Branch $13,061.88 $12,543.00 $518.88 Surplus $2,500.00 $3,500.00 $60,000.00
20-08 Newcastle Village and District
Historical Society $6,420.25 $6,018.61 $401.64 Surplus $1,000.00 $1,500.00 $60,000.00
20-09 Bowmanville District Navy
League $51,782.70 $33,200.00 $18,582.70 Surplus $2,000.00 $5,000.00 $60,000.00
20-10 Clarington Tamil Association $868.85 $9,425.00 -$8,556.15 Deficit $0.00 $5,000.00 First time applicant $60,000.00
20-11 Bowmanville Horticultural
Society $4,841.84 $3,925.00 $916.84 Surplus $500.00 $1,000.00 $60,000.00
20-12 Orono Horticultural Society $6,355.00 $6,815.00 -$460.00 Deficit $500.00 $800.00 $60,000.00
20-13 Bowmanville Allotment
Gardens $3,576.07 $1,825.58 $1,750.49 Surplus $500.00 $500.00 $60,000.00
20-14 Liberty Allotment Garden $5,013.12 $4,266.36 $746.76 Surplus $500.00 $500.00 $60,000.00
20-15 Orono Agricultural Society $446,618.26 $399,845.00 $46,773.26 Surplus $2,500.00 $5,000.00 $60,000.00
20-16 Feed the Need Durham $582,406.32 $510,000.00 $72,406.32 Surplus $3,000.00 $2,500.00 $60,000.00
20-17 The Gathering Place $14,531.04 $12,000.00 $2,531.04 Surplus $2,000.00 $3,500.00 $60,000.00
Page 56
Attachment 1 to CSD-004-20
Appl. #Organization Revenue 2020 Expenses 2020 2020 Net Before Municipal
Grant Deficit / Surplus Receipt 2019 2020 Request Comments 2020 Received Running Balance
20-18 Boys and Girls Club of
Durham $3,162,535.42 $2,979,361.00 $183,174.42 Surplus $0.00 $5,000.00 Last applied and was not
approved in 2019 $60,000.00
20-19 Autism Home Base Durham $218,825.00 $213,856.00 $4,969.00 Surplus $2,000.00 $5,000.00 $60,000.00
20-20 Scientists in School $6,273,488.00 $6,150,395.00 $123,093.00 Surplus $0.00 $2,500.00 Last applied and received
funding ($500) in 2018 $60,000.00
20-21 Big Brothers Big Sisters of
Clarington $418,432.83 $435,700.00 -$17,267.17 Deficit $3,000.00 $5,000.00 $60,000.00
20-22 Frontenac Youth Services $8,089.71 $8,705.00 -$615.29 Deficit $0.00 $4,000.00 First time applicant
Determined to be ineligible $60,000.00
20-23 Participation House Project
(Durham Region)$5,773,527.00 $5,729,050.00 $44,477.00 Surplus $0.00 $5,000.00 First time applicant
Determined to be ineligible $60,000.00
20-24 Luke's Place $1,117,293.00 $1,121,430.00 -$4,137.00 Deficit $0.00 $2,500.00 Last applied and was not
approved in 2015 $60,000.00
20-25 St. Paul's United Church $4,802.00 $13,788.00 -$8,986.00 Deficit $0.00 $2,500.00 First time applicant $60,000.00
20-26 St. John's Anglican Church $216,337.16 $221,336.00 -$4,998.84 Deficit $0.00 $5,000.00 First time applicant $60,000.00
20-27 Heroes 4 Wildlife $162,000.00 $167,000.00 -$5,000.00 Deficit $0.00 $5,000.00 First time applicant $60,000.00
20-28 Soper Valley Model Railroad
Association $9,275.47 $11,312.00 -$2,036.53 Deficit $1,000.00 $1,500.00 $60,000.00
20-29 Lakeshore New Horizons
Band $31,132.16 $31,132.16 $0.00 N/A $750.00 $750.00 $60,000.00
20-30 Bowmanville Tennis Club $43,000.00 $46,000.00 -$3,000.00 Deficit $500.00 $5,000.00 $60,000.00
20-31 Clarington Swim Club $427,369.00 $396,250.00 $31,119.00 Surplus $2,500.00 $5,000.00 $60,000.00
20-32 Clarington Ravens $27,878.16 $28,200.00 -$321.84 Deficit $3,000.00 $2,500.00 $60,000.00
20-33 Clarington Knights Football $121,114.00 $120,000.00 $1,114.00 Surplus $1,000.00 $2,500.00 $60,000.00
20-34 Clarington Martial Arts $139,545.69 $147,600.00 -$8,054.31 Deficit $0.00 $5,000.00 First time applicant $60,000.00
Page 57
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Newtonville Community Hall
Application # 20-01
Contact Name: Yvonne Stefanin
The primary programs / services of the Organization are:
● Offer community events to people of all ages in Newtonville and surrounding areas
● Provide a good rental venue to members of the community
● Offer community information sessions (i.e.. Doors Open Clarington, Police and
politician talks, CPR training, etc.)
Description of the program / service / event that the funding will be used for:
The Newtonville Community Hall Board is financially self-sustaining by managing
operations well, hosting fundraising activities, encouraging rentals and community
participation in the activities of the Hall. The Board has been working hard for many
years to run fundraising events to support its renovations fund. The requested funds
would be used to offset their operating expenses such as utilities and will be put
towards future projects such as floor re-finishing.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Heat
● Hydro
● Water
● Phone
● Caretaking and honoraria
Financial Summary:
2019 2020
Revenue $ 24,433.93 $ 23,464.39
Expenses $ 11,969.54 $ 15,175.00
Net $ 12,464.39
Surplus
$ 8,289.39
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00
2020 Grant Request $5,000.00
Page 58
Attachment 2 to CSD-004-20
Organization Name: Newtonville Community Hall
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 16,134.39
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 16,134.39
Part 2: LIABILITIES
i) Accounts Payable $ 670.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 15,464.39
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 16,134.39
Prepared by: Yvonne Stefanin
Position with Organization: Treasurer
Date Completed (DD/MM/YYYY): 31/12//2019
Page 59
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Kendal Community Centre
Application # 20-02
Contact Name: Jackie Moore
The primary programs / services of the Organization are:
● Leases and rentals of building spaces
● Community activities (including pickleball, darts, Piyo classes, recreational classes)
● Events such as annual beef BBQ, honey bee event, Christmas tree lighting and
seniors' lunches
Description of the program / service / event that the funding will be used for:
The Kendal Community Centre facilitates events and activities of interest to the
residents of Kendal and the surrounding area. They also provide rental space in the
Community Centre. The requested funds will be used to offset operating expenses of
maintaining the Community Centre as well as installing a drop ceiling within the facility.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Heat
● Hydro
● Install a drop ceiling
Financial Summary:
2019 2020
Revenue $ 76,291.47 $ 73,737.57
Expenses $ 40,303.90 $ 34,750.00
Net $ 35,987.57
Surplus
$ 38,987.57
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00
2020 Grant Request $ 3,000.00
Page 60
Attachment 2 to CSD-004-20
Organization Name: Kendal Community Centre
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 19,776.22
b) Investments $ 10,000.00
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 29,776.22
Part 2: LIABILITIES
i) Accounts Payable $
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 29,776.22
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 29,776.22
Prepared by: Jackie Moore
Position with Organization: Secretary /
Treasurer
Date Completed (DD/MM/YYYY): 31/12/2019
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Hampton Community Association
Application # 20-03
Contact Name: Danielle Francois
The primary programs / services of the Organization are:
● The Hall is used by various community groups (including New Life, Hampton Soccer
Club, Scouts and Beavers)
● Community events hosted (including Easter Hunt, Hampton Earth Day, Family Fun
Day, Breakfast with Santa and other fundraising events)
Description of the program / service / event that the funding will be used for:
The Hampton Community Association provides a gathering area for the citizens of
Hampton and area, and represents as many facets of the community as possible. The
requested funds will be used to offset operating expenses of maintaining the Hall.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Office supplies
● Personnel costs
Financial Summary:
2019 2020
Revenue $ 29,645.93 $ 25,118.33
Expenses $ 34,027.60 $ 31,360.00
Net ($ 4,381.67)
Deficit
($ 6,241.67)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00
2020 Grant Request $ 5,000.00
Page 62
Attachment 2 to CSD-004-20
Organization Name: Hampton Community Association
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 15,319.23
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 15,319.23
Part 2: LIABILITIES
i) Accounts Payable $ 7,606.63
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $ 1,700.00
m) Retained Earnings / Accumulated
Surplus
$ 6,012.60
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 15,319.23
Prepared by: Danielle Francois
Position with Organization: Chair / President
Date Completed (DD/MM/YYYY): 27/02/2020
Page 63
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Brownsdale Community Centre
Application # 20-04
Contact Name: Paul Brownell
The primary programs / services of the Organization are:
● Provide a facility for Clarington residents to hold birthday parties, weddings and
receptions
● Provide a meeting place for organizations in Clarington such as Girl Guides
Description of the program / service / event that the funding will be used for:
Brownsdale Community Centre provides a clean and safe facility to be used by all
residents of the Municipality of Clarington as a meeting place for service groups, local
organizations, families and the general public. They are looking to use the requested
funds to purchase dollies to assist with housing and storing their folding tables and to
build a garbage bin that is in disrepair and needs to be replaced.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● 2 dollies to store and transport folding tables
● Pressure treated lumber for garbage bin
Financial Summary:
2019 2020
Revenue $ 14,580.40 $ 25,701.31
Expenses $ 13,748.09 $ 16,600.00
Net $ 832.31
Surplus
$ 9,101.31
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 2,999.00
2020 Grant Request $ 2,500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Solina Community Centre
Application # 20-05
Contact Name: Herb Tink
The primary programs / services of the Organization are:
● Provide a facility for community events, social activities, cultural events and fitness
classes
● Provide playing fields for baseball, soccer, tennis, basketball and a playground
Description of the program / service / event that the funding will be used for:
The Solina Community Centre Board makes Solina a better place in which to live and to
promote health, fitness, safety and culture. The requested funds will be used to offset
their ever increasing operating expenses of maintaining the hall.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Hydro
● Natural Gas
● Snow plowing
● Telephone
● Waste removal
Financial Summary:
2019 2020
Revenue $ 11,666.26 $ 10,804.16
Expenses $ 37,111.10 $ 34,702.00
Net ($ 25,444.84)
Deficit
($ 23,897.84)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 2,999.00
2020 Grant Request $ 2,500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Tyrone Community Centre
Application # 20-06
Contact Name: Steve Hutchison
The primary programs / services of the Organization are:
● Host community events
● Provide rental space for private events
Description of the program / service / event that the funding will be used for:
The Tyrone Community Centre Board of Directors strives to create an all-inclusive
environment where people of all abilities can participate in their programs and services.
The lack of air conditioning in the facility makes activities during the summer quite
uncomfortable, reducing the availability of the hall for community events and results in
lower revenue from lack of dances and rentals for the Hall Board. The Board wishes to
install wall mounted air conditioning units in the main hall to allow additional uses in
warm weather.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● 4 x split air conditioner
● Installation and parts, etc.
Financial Summary:
2019 2020
Revenue $ 40,600.81 $ 44,278.78
Expenses $ 42,322.03 $ 55,200.00
Net ($ 1,721.22)
Deficit
($ 10,921.22)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00
2020 Grant Request $ 5,000.00
Page 68
Attachment 2 to CSD-004-20
Organization Name: Tyrone Community Centre
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 20,135.61
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $1,500.00
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 21,635.61
Part 2: LIABILITIES
i) Accounts Payable $
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 21,635.61
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 21,635.61
Prepared by: Steve Hutchinson
Position with Organization: Treasurer
Date Completed (DD/MM/YYYY): 31/12/2019
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Architectural Conservancy of Ontario - Clarington Branch
Application # 20-07
Contact Name: Scott Story
The primary programs / services of the Organization are:
● Clarington Doors Open
● ACO Heritage events, education, public tours
● Jury lands Camp 30
Description of the program / service / event that the funding will be used for:
The Architectural Conservancy of Ontario (ACO) Clarington Branch is involved in
preserving Ontario's architectural and environmental heritage by helping communities
and owners preserve buildings and structures of merit. The ACO is also involved in
public education and awareness of local history. The requested funds will be used to
create promotional material and use of the ACO on the Go mobile education unit across
the community.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Advertisement
● Brochures
● Office supplies
● ACO on the Go events
● Signs
Financial Summary:
2019 2020
Revenue $ 11,989.24 $ 13,061.88
Expenses $ 12,327.36 $ 12,543.00
Net ($ 338.12)
Deficit
$ 518.88
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 2,500.00
2020 Grant Request $ 3,500.00
Page 70
Attachment 2 to CSD-004-20
Organization Name: Architectural Conservancy of Ontario – Clarington Branch
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 3,064.96
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $ 3,860.21
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 6,925.17
Part 2: LIABILITIES
i) Accounts Payable $
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 6,925.17
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 6,925.17
Prepared by: Marie May
Position with Organization: ACO Bookkeeper
Date Completed (DD/MM/YYYY): 29/01/2020
Page 71
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Newcastle Village and District Historical Society
Application # 20-08
Contact Name: Sher Leetooze
The primary programs / services of the Organization are:
● Offer a historical room which is open to the public all year
● Offer special programs throughout the year - speakers, events, displays of artifacts
● Partner with other community groups for various community events throughout the
year
Description of the program / service / event that the funding will be used for:
The Newcastle Village and District Historical Society collects and preserves the history
of the village and area and makes it available to the residents of the village, area and
others. The requested funds will be used to support the day to day operat ing expenses
of the organization. Though they have been actively raising their number of members
and raising funds to offset other operating expenses, items such as insurance and rent
remain high and they require assistance to offset these costs.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Rent
● Insurance
Financial Summary:
2019 2020
Revenue $ 6,884.25 $ 6,420.25
Expenses $ 7,764.00 $ 6,018.61
Net ($ 879.75)
Deficit
$ 401.64
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 1,500.00 $ 1,500.00 $ 1,500.00 $ 1,000.00 $ 1,000.00
2020 Grant Request $ 1,500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Bowmanville District Navy League
Application # 20-09
Contact Name: Marg Boustead
The primary programs / services of the Organization are:
● Civilian program of Navy League Cadets (boys and girls ages 9 to 12 years)
● Civilian program of Sea Cadets (boys and girls ages 12 to 18 years)
Description of the program / service / event that the funding will be used for:
The Bowmanville & District Navy League provides a safe environment for boys and girls
to develop citizenship, teamwork and leadership in a nautical setting with Navy League
Cadets (ages 9 to 12 years old) and Sea Cadets (ages 12 to 18 years old). They are
looking to provide supplies to expand the activities offered through their programs, help
cover cost of members to attend an international camp and to fund biathlon equipment.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Training Supplies
● Camp
● Biathlon and Marksmanship
Financial Summary:
2019 2020
Revenue $ 44,224.89 $ 51,782.70
Expenses $ 19,060.19 $ 33,200.00
Net $ 25,164.70
Surplus
$ 18,582.70
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 1,000.00 $ .00 $ 2,000.00 $ 2,000.00 $ 2,000.00
2020 Grant Request $ 5,000.00
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Attachment 2 to CSD-004-20
Organization Name: Bowmanville & District Navy League
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
SETPart 1: ASSETS
a) Cash Balance $ 27,327.70
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 27,327.70
Part 2: LIABILITIES
i) Accounts Payable $ 163.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 27,164.70
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 27,327.70
Prepared by: Margaret Boustead
Position with Organization: Treasurer
Date Completed (DD/MM/YYYY): 11/02/2020
Page 75
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Clarington Tamil Association
Application # 20-10
Contact Name: Tharmanandarajah Kunalini
The primary programs / services of the Organization are:
● Provide Tamil language instruction
● Offer programs for seniors
● Provide Tamil cultural programs
Description of the program / service / event that the funding will be used for:
Clarington Tamil Association is a non-profit organization that began in December 2019.
There are over 500 Tamil families in Clarington. The Association offers Tamil language
classes, cultural programs, helps seniors, provides immigration help and much more.
The requested funds will cover the costs to offer the programs including instructor
wages, facility rental fees and office furniture.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Wages
● Rental
● Office furniture - printer and desk
Financial Summary:
2019 2020
Revenue $ 665.00 $ 868.85
Expenses $ 4,841.15 $ 9,425.00
Net ($ 4,176.15)
Deficit
($ 8,556.15)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
New applicant in 2020
2020 Grant Request $ 5,000.00
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Attachment 2 to CSD-004-20
Organization Name: Clarington Tamil Association
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ -1.63
b) Investments $
c) Accounts Receivable $ 665.00
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 663.37
Part 2: LIABILITIES
i) Accounts Payable $ 4,814.15
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 4,814.15
Prepared by: Kunalini Tharmanandarajah
Position with Organization: Vice President
Date Completed (DD/MM/YYYY): 11/01/2020
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Bowmanville Horticultural Society
Application # 20-11
Contact Name: Kim Anderson
The primary programs / services of the Organization are:
● Beautify Municipal Administrative Centre and Bowmanville Library planters with
seasonal plantings four times per year
● Support horticultural related projects from other organizations such as seeds for
school garden projects
● Support and donations to help restore the heritage flower gardens at the Clarington
Museum (Bowmanville)
Description of the program / service / event that the funding will be used for:
The Bowmanville Horticultural Society is a member of the Ontario Horticultural
Association and is a volunteer organization. Their mission is to create a supportive
environment for gardeners of all ages. They encourage the use of eco-friendly
horticultural practices and promote the beautification of the community and the
conservation of the environment. The requested funds will be used to beautify the
planters around the Municipal Administrative Centre and Library with seasonal plantings
and will provide plantings to Clarington Museums for heritage flower and herb gardens.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Plantings at Municipal Administrative Centre and Bowmanville Library Branch
● Providing plantings to Clarington Museums (Bowmanville) for heritage flower and herb
gardens
Financial Summary:
2019 2020
Revenue $ 4,244.45 $ 4,841.84
Expenses $ 3,822.61 $ 3,925.00
Net $ 421.84
Surplus
$ 916.84
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 500.00 $ 500.00 $ 500.00 $ 500.00 $ 500.00
2020 Grant Request $ 1,000.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Orono Horticultural Society
Application # 20-12
Contact Name: Aimie Harris
The primary programs / services of the Organization are:
● Community gardens beautification and maintenance of three sites and downtown
(Orono) planters
● Instruct, educate, inform, provide shows and meetings with prizes and ribbons for
competitions; trading of plants and flowers to share with others
● Encourage and promote interest in gardening with outreach garden tours,
demonstrations, bug walks for children and creation of butterfly garden
Description of the program / service / event that the funding will be used for:
The Orono Horticultural Society encourages interest and improvement in home and
community gardens. They promote, educate and mentor through instructional
meetings, professional speakers, shows and competitions. The Society reaches out to
the community through workshops, distribution of seeds and plants. They provide
opportunities for youth engagement by holding adventurous bug walks and children's
gardens to learn in and be aware of community involvement and inclusiveness. T he
requested funds will be used to offset the operating expenses of their organization.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Speakers, judges
● Yearbook, office paper, ink cartridges, advertising, printing
● Dues, fees, Insurance
● New projects
● Auditor
Financial Summary:
2019 2020
Revenue $ 6,411.00 $ 6,355.00
Expenses $ 6,470.00 $ 6,815.00
Net ($ 59.00)
Deficit
($ 460.00)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
$ 500.00 $ 500.00 $ 500.00 $ 500.00 $ 500.00
2020 Grant Request $ 800.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Bowmanville Allotment Gardens
Application # 20-13
Contact Name: William Heathcote
The primary programs / services of the Organization are:
● Provide garden plots to Clarington residents
● Promote healthy gardening practices
● Promote outdoor family and social activity
Description of the program / service / event that the funding will be used for:
Bowmanville Allotment Gardens provides Clarington residents with the opportunity to
grow their own fruit and vegetables. They promote organic gard ening and family
oriented outdoor activity. The requested funds will assist in offsetting their insurance
costs.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Insurance
Financial Summary:
2019 2020
Revenue $ 3,450.60 $ 3,576.07
Expenses $ 1,874.53 $ 1,825.58
Net $ 1,576.07
Surplus
$ 1,750.49
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 500.00 $ 500.00 $ 500.00 $ 500.00 $ 500.00
2020 Grant Request $ 500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Liberty Allotment Garden
Application # 20-14
Contact Name: Valerie Leung
The primary programs / services of the Organization are:
● Provide space and tools for growing garden produce
● Provide plots to grow produce for local food banks
● Provide a social environment for gardeners to share their hobby
Description of the program / service / event that the funding will be used for:
Liberty Allotment Garden provides the residents of Clarington with an accessible place
to grow some of their own food and share their hobby of gardening with others of all
ages. The requested funds will be used to purchase wood for framing plots (deck
boards) and screws.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Wood for framing plots (deck boards) and screws
Financial Summary:
2019 2020
Revenue $ 4,085.00 $ 5,013.12
Expenses $ 1,181.88 $ 4,266.36
Net $ 2,903.12
Surplus
$ 746.76
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ .00 $ .00 $ 500.00 $ 500.00 $ 500.00
2020 Grant Request $ 500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Orono Agricultural Society
Application # 20-15
Contact Name: Shelby Dillon
The primary programs / services of the Organization are:
● Agricultural education for both children and adults
● Entertainment both educational and leisurely
● Provide space for soccer organization
Description of the program / service / event that the funding will be used for:
In accordance with the Agricultural and Horticultural Act: to encourage an awareness of
agriculture and to promote improvements in the quality of life of persons living in the
agriculture community. The Society placed a new building on the grounds that will be
used for a year round office and meeting space. With the requested funds, they wil
install new doors, new weatherproofed windows and updated lighting.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Install new doors
● Install new windows
● Update lighting
● Labour/Installation
Financial Summary:
2019 2020
Revenue $ 407,344.68 $ 446,618.26
Expenses $ 363,226.42 $ 399,845.00
Net $ 44,118.26
Surplus
$ 46,773.26
Surplus
Organization Funding History
2015 2016 2017 2018 2019
New applicant in 2017 $ 2,500.00 $ 2,500.00 $ 2,500.00
2020 Grant Request $ 5,000.00
Page 86
Attachment 2 to CSD-004-20
Organization Name: Orono Agricultural Society
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 93,989.00
b) Investments $ 255,760.00
c) Accounts Receivable $ 7,647.00
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $ 229,132.00
h) TOTAL ASSETS (sum of a to g) $ 586,528.00
Part 2: LIABILITIES
i) Accounts Payable $ 3,346.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 583,182.00
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 586,528.00
Prepared by: Shelby Dillon
Position with Organization: President
Date Completed (DD/MM/YYYY): 16/03/2020
Page 87
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Feed the Need Durham
Application # 20-16
Contact Name: Ben Earle
The primary programs / services of the Organization are:
● Ensuring that low income residents in Clarington have access to fresh, nutritious food
● Ensuring that low income residents in Clarington have access to basic household
items
● Food rescue and redistribution, reducing food waste while addressing food insecurity
in Clarington
Description of the program / service / event that the funding will be used for:
Feed the Need Durham provides f resh, nutritious food and non-perishable goods to
emergency food providers in Durham Region. Their belief is that hunger should not be
the reason to prevent anyone from the chance to fulfill their potential. The requested
funds would be used to offset their operating expenses.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Warehouse rent
● Warehouse utilities
● Vehicle costs
Financial Summary:
2019 2020
Revenue $ 610,180.05 $ 582,406.32
Expenses $ 538,273.73 $ 510,000.00
Net $ 71,906.32
Surplus
$ 72,406.32
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00
2020 Grant Request $ 2,500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: The Gathering Place
Application # 20-17
Contact Name: Margaret Pypker
The primary programs / services of the Organization are:
● Community meals at no cost
● Fellowship / relationships / building community connections
● Social skills development
Description of the program / service / event that the funding will be used for:
The Gathering Place provides meals without cost, served with dignity and compassion
to anyone who is in need and / or interested in building healthy relationships and
connections with the people in our community. The requested funds would be used
towards the purchase of food / refreshment supplies, and insurance to operate their
program.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Food and snacks
● Insurance
Financial Summary:
2019 2020
Revenue $ 12,383.52 $ 14,531.04
Expenses $ 9,852.48 $ 12,000.00
Net $ 2,531.04
Surplus
$ 2,531.04
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 1,500.00 $ 1,500.00 $ 2,000.00 $ 2,000.00 $ 2,000.00
2020 Grant Request $ 3,500.00
Page 90
Attachment 2 to CSD-004-20
Organization Name: The Gathering Place
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 11,245.10
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $ 139.76
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 11,384.86
Part 2: LIABILITIES
i) Accounts Payable $ 142.53
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 11,242.33
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 11,384.86
Prepared by: Margaret Pypker
Position with Organization: Treasurer
Date Completed (DD/MM/YYYY): 12/02/2020
Page 91
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Boys and Girls Club of Durham
Application # 20-18
Contact Name: Katherine McConkey
The primary programs / services of the Organization are:
● Healthy childhood development
● Structured recreation afterschool program (currently offered at Diane Hamre
Recreation Complex and John M. James Public School in Clarington)
● Academic enrichment through their Raise the Grade program
Description of the program / service / event that the funding will be used for:
The Boys and Girls Club of Durham provides a safe, supportive place where children
and youth can experience new opportunities, overcome barriers, build positive
relationships and develop confidence and skills for life. The requested funds would be
used to introduce a "Junior Chefs" cooking program in their two Clarington after-school
locations. This eight week program will provide children and youth of Clarington an
opportunity to spark a love of cooking, learn to measure dry and liquid ingredients
(improving their math skills), explore new flavours and learn where their food comes
from.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Electric cooking griddle for 5 locations
● Cooking utensils for 2 locations
● Aprons for participants
● 8 week Junior Chef Program at 2 locations
● Junior Chef cooking facilitator - 6 hours per week
Financial Summary:
2019 2020
Revenue $ 3,271,542.57 $ 3,162,535.42
Expenses $ 2,953,727.15 $ 2,979,361.00
Net $ 317,815.42
Surplus
$ 183,174.42
Surplus
Organization Funding History
2015 2016 2017 2018 2019
New applicant in 2018 $ 1,500.00 Application not
successful
2020 Grant Request $ 5,000.00
Page 92
Attachment 2 to CSD-004-20
Organization Name: Boys and Girls Club of Durham
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 616,029.02
b) Investments $ 613,054.87
c) Accounts Receivable $ 4,534.44
d) Accounts Receivable – Fed. Gov’t HST $ 31,819.48
e) Inventory Supplies $
f) Prepaid Expenses $ 12,035.73
g) Capital Assets $ 255,222.37
h) TOTAL ASSETS (sum of a to g) $ 1,532,695.91
Part 2: LIABILITIES
i) Accounts Payable $ 14,293.87
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $ 93,489.49
m) Retained Earnings / Accumulated
Surplus
$ 1,424,912.55
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 1,532,695.91
Prepared by: Nicole Landells
Position with Organization: Finance Director
Date Completed (DD/MM/YYYY): 25/02/2020
Page 93
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Autism Home Base Durham
Application # 20-19
Contact Name: Judy Hanson
The primary programs / services of the Organization are:
● Multi-sport including adapted cardio, weight training, aquafit, pickleball, bowling, walk
and talk
● Drop-In centre for families and adult on the spectrum to network and for supportive
relationships
● Arts, culture and social opportunities including Sunday art and about, music madness
and summer camp-outs
Description of the program / service / event that the funding will be used for:
Autism Home Base Durham builds enduring community partnerships that support adults
with autism and their caregivers to participate in life enriching opportunities available
within Durham Region's vast resources. The requested funds would be used to
purchase program supplies and engage program facilitators in order to offer their range
of programming. As well some of the funds would be allocated to the costs of their new
drop-in centre in Clarington.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Direct program costs - out of pocket for program facilitators and supplies
● Allocation to occupancy costs for new drop-in centre in Clarington
Financial Summary:
2019 2020
Revenue $ 156,420.00 $ 218,825.00
Expenses $ 125,995.00 $ 213,856.00
Net $ 30,425.00
Surplus
$ 4,969.00
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 2,500.00 $ 2,500.00 $ 2,500.00 $ 2,000.00 $ 2,000.00
2020 Grant Request $ 5,000.00
Page 94
Attachment 2 to CSD-004-20
Organization Name: Autism Home Base Durham
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 19,290.00
b) Investments $ 80,541.00
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $ 3,491.00
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 103,321.00
Part 2: LIABILITIES
i) Accounts Payable $ 1,561.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $ 34,460.00
m) Retained Earnings / Accumulated
Surplus
$ 67,300.00
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 103,321.00
Prepared by: Judy Hanson
Position with Organization: CEO
Date Completed (DD/MM/YYYY): 12/03/2020
Page 95
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Scientists in School
Application # 20-20
Contact Name: Karin Neubrand
The primary programs / services of the Organization are:
● Offer Science, Technology, Engineering and Math (STEM) workshops for children
and youth in community settings
● Offer curriculum aligned STEM enrichment workshops in Kindergarten to Grade 8
classrooms
● Offer family science nights in schools that bring families and school communities
together for a night of STEM fun
Description of the program / service / event that the funding will be used for:
Scientists in School is a national charity that ignites scientific curiosity in children so that
they question intelligently, learn through discovery, connect scientific knowledge to their
world, are excited about science, technology, engineering and math and have their
interest in careers in those fields piqued. In 2018 to 2019, 11,000 children and youth in
Clarington participated in over 400 of their hands-on STEM workshops. The requested
funds would be used to support a community based program in partnership with the
Clarington Public LIbrary.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
●Workshop cost/program delivery
● Program/operating/admin costs
● 90 Family Science take home kits @ $10 each
● Mileage costs
Financial Summary:
2019 2020
Revenue $ 5,978,490.00 $ 6,273,488.00
Expenses $ 5,874,672.00 $ 6,150,395.00
Net $ 103,818.00
Surplus
$ 123,093.00
Surplus
Organization Funding History
2015 2016 2017 2018 2019
New applicant in 2018 $ 500.00 Did not apply
2020 Grant Request $ 2,500.00
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Big Brothers Big Sisters of Clarington
Application # 20-21
Contact Name: Darlene Brown
The primary programs / services of the Organization are:
● Traditional match program (one to one mentoring)
● In-school mentoring programs (one to one and group mentoring)
● Big Bunch monthly activity program, summer camp
Description of the program / service / event that the funding will be used for:
Big Brothers Big Sisters of Clarington is committed to helping children and youth
develop in to self-confident, emotionally strong and socially responsible adults by
providing the highest quality volunteer based mentoring programs. The requested
funds would be used to make more one on one matches which support children who
face adversities.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Direct program staffing costs
● Materials to help promote, recruit and train volunteer mentors
Financial Summary:
2019 2020
Revenue $403,570.00 $418,432.83
Expenses $418,837.17 $435,700.00
Net ($ 15,267.17)
Deficit
($ 17,267.17)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
Recipient of
Mayor’s Golf
Classic
$ 2,000.00 $ 2,500.00 $ 2,000.00 $ 3,000.00
2020 Grant Request $ 5,000.00
Page 98
Attachment 2 to CSD-004-20
Organization Name: Big Brothers Big Sisters of Clarington
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your applicati on.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ -8,133.46
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $ 5,496.92
e) Inventory Supplies $
f) Prepaid Expenses $ 5,432.02
g) Capital Assets $ 184,623.78
h) TOTAL ASSETS (sum of a to g) $ 187,419.27
Part 2: LIABILITIES
i) Accounts Payable $ 5,174.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 182,245.27
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 187,419.27
Prepared by: Darlene Brown
Position with Organization: Executive Director
Date Completed (DD/MM/YYYY): 25/02/2019
Page 99
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Frontenac Youth Services (Youth Suicide Prevention Action
Group)
Application # 20-22
Contact Name: Goran Gagula
The primary programs / services of the Organization are:
● Offers suicide prevention training in the form of safe TALK and Applied Suicide
Intervention Skills Training
● Supports the community and youth on issues surrounding suicide prevention
● Provide resources (booklets, wallet cards) such as Know What to Say, Do -Preventing
Youth Suicide, Media Guidelines and Community Guidelines for Youth Suicide
Prevention
Description of the program / service / event that the funding will be used for:
The Youth Suicide Prevention Action Group (YSPAG) is a collaborative partnership with
representation from a variety of sectors including education, health, community-based
mental health and addictions service, child protection, youth justice and more.
Prevention of suicide cannot be accomplished by one agency or person; it requires
support from the whole community. The requested funds would support the purchase of
a mobile app, Be Safe, which helps young adults make a decision about seeking help in
a crisis and helps youth navigate local mental health services as well as to fund safe
TALK and ASIST Gatekeeper training in the community.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Be Safe application renewal
● Gatekeeper training
Financial Summary:
2019 2020
Revenue $ 8,889.66 $ 8,089.71
Expenses $ 4,699.95 $ 8,705.00
Net $ 4,189.71 ($ 615.29)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
First time applicant
2020 Grant Request $ 4,000.00
Page 100
Attachment 2 to CSD-004-20
Organization Name: Frontenac Youth Services (Youth Suicide Prevention Action Group)
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $
b) Investments $
c) Accounts Receivable $ 54,050.00
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $ 352,772.00
h) TOTAL ASSETS (sum of a to g) $ 406,822.00
Part 2: LIABILITIES
i) Accounts Payable $ 387,999.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $ 203,806.00
l) Deferred Revenue $ 13,637.00
m) Retained Earnings / Accumulated
Surplus
$ -198,620.00
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 406,822.00
Prepared by: Betty Yoshida
Position with Organization: Financial
Administrator
Date Completed (DD/MM/YYYY): 18/03/2020
Page 101
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Participation House Project (Durham Region)
Application # 20-23
Contact Name: Heather Hall
The primary programs / services of the Organization are:
● Offers community activation, social club and life readiness programs
● Provides employment training
● Provides semi independent living support and residential support
Description of the program / service / event that the funding will be used for:
The Participation House Project is committed to providing services that enrich the lives
of families and people with developmental disabilities living in Durham Region. Through
their sharing of expertise and the development of leading practices, they work with and
within our community to celebrate full citizenship for "Every-Body". The requested
funds would be used to support adults with disabilities in Clarington who are
transitioning from the secondary school system. Participation House Project would offer
individual assessment and goal setting as well as lifeskills development and volunteer
placements through increased partnerships, all within Clarington so participants will not
need to commute outside of their community.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Staffing
● Program supplies
● Computer/projector/software
Financial Summary:
2019 2020
Revenue $ 5,794,040.00 $ 5,773,527.00
Expenses $ 5,749,563.00 $ 5,729,050.00
Net $ 44,477.00
Surplus
$ 44,477.00
Surplus
Organization Funding History
2015 2016 2017 2018 2019
First time applicant
2020 Grant Request $ 5,000.00
Page 102
Attachment 2 to CSD-004-20
Organization Name: Participation House Project (Durham Region)
BAL ANCE SHEET
as of March 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 488,878.00
b) Investments $ 264,077.00
c) Accounts Receivable $ 111,929.00
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $ 12,028.00
f) Prepaid Expenses $ 16,896.00
g) Capital Assets $ 300,832.00
h) TOTAL ASSETS (sum of a to g) $ 1,194,640.00
Part 2: LIABILITIES
i) Accounts Payable $ 805,742.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $ 120,555.00
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 268,343.00
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 1,194,640.00
Prepared by: Thushara McAlman
Position with Organization: Senior Manager
of Finance
Date Completed (DD/MM/YYYY): 31/03/2019
Page 103
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Luke's Place
Application # 20-24
Contact Name: Carol Barkwell
The primary programs / services of the Organization are:
● Offers individual consultations with women that provide family law information,
support, safety planning, court preparation, referrals, emotional support and trauma
recovery
● Provides group support sessions including family law workshops on prevalent high
demand topics
● Provides court accompaniment and debriefing, access to specialized resources and
on line reference manuals
Description of the program / service / event that the funding will be used for:
Luke's Place works with women who have been subjected to abuse to support them and
their children through the family law process. They provide women, their children and
their communities with specialized services, resources and information about family law
and woman abuse. The requested funds will be used to support women and children
who are leaving abusive situations and will help them navigate the family court system
through offsetting legal support worker wages and program costs.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Legal Support Worker Wages
● Program costs
Financial Summary:
2019 2020
Revenue $ 1,026,786.00 $ 1,117,293.00
Expenses $ 1,028,261.00 $ 1,121,430.00
Net ($ 1,475.00)
Deficit
($ 4,137.00)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
Application not
successful
Did not apply
2020 Grant Request $ 2,500.00
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: St. Paul's United Church
Application # 20-25
Contact Name: Isabel Peat
The primary programs / services of the Organization are:
● Provide mental wellness support and knowledge share in a social environment
● Provide nutrition support with a weekly meal
● Provide basic needs support with donations of clothing and basic toiletries
Description of the program / service / event that the funding will be used for:
The Build Lives Up Everywhere (BLUE) program offered by St. Paul's United Church
fills a gap in local, supportive mental wellness programming for anyone seeking safe
community life-giving activities, nourishing food and fulfilling relationships and a
community to call home. The BLUE program is non-denominational and open to the
public. The requested funds would be used to provide food for their weekly meals,
staffing, program materials and participant transportation.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Food - weekly meals
● Staffing costs
● Basic needs/toiletries
● Participant transportation
● Program activity materials
Financial Summary:
2019 2020
Revenue $ 9,582.00 $ 4,802.00
Expenses $ 14,280.00 $ 13,788.00
Net ($ 4,698.00)
Deficit
($ 8,986.00)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
First time applicant
2020 Grant Request $ 2,500.00
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: St. John's Anglican Church
Application # 20-26
Contact Name: William Spotton
The primary programs / services of the Organization are:
● Provide meaningful spiritual worship and support within a welcoming and affirming
community
● Assist with a migrant worker program in the community
● Act as a primary stakeholder in the Refugee Program
Description of the program / service / event that the funding will be used for:
St. John's Anglican Church strives to make Jesus known through worship, learning and
faithful community engagement. The requested funds would be used to start a
Brunchkin's program which provides a hot morning meal once a week to school age
children as well as lunch foods throughout the school year.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Coordinator
● Food
Financial Summary:
2019 2020
Revenue $ 270,905.00 $ 216,337.16
Expenses $ 270,905.00 $ 221,336.00
Net $ 0.00
($ 4,998.84)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
First time applicant
2020 Grant Request $ 5,000.00
Page 108
Attachment 2 to CSD-004-20
Organization Name: St. John’s Anglican Church
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 57,304.00
b) Investments $ 110,962.00
c) Accounts Receivable $ 2,715.00
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 170,981.00
Part 2: LIABILITIES
i) Accounts Payable $ 7,029.00
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $ 20,496.00
m) Retained Earnings / Accumulated
Surplus
$ 143,456.00
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$170,981.00
Prepared by: William Spotton
Position with Organization: Deputy Warden
Date Completed (DD/MM/YYYY): 28/02/2020
Page 109
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Heroes 4 Wildlife
Application # 20-27
Contact Name: Carol MacEwan
The primary programs / services of the Organization are:
● Offers wildlife education and festivals
● Offers a wildlife rehabilitation support system
● Provides wildlife rehabilitation
Description of the program / service / event that the funding will be used for:
Heroes 4 Wildlife is a newly incorporated not-for-profit organization dedicated to
creating public awareness for native wildlife conservation and preservation of Canadian
wild spaces. By creating environmental awareness opportunities for the public, Heroe s
4 Wildlife is able to support wildlife rehabilitation facilities across Ontario. The
requested funds would allow Heroes 4 Wildlife to provide educational material for the
public about peaceful ways to co-exist with wildlife.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Educational brochure print
● Pull-up banner x 4
● Back drop display
Financial Summary:
2019 2020
Revenue $ 0.00 $ 162,000.00
Expenses $ 0.00 $ 167,000.00
Net $ 0.00 ($ 5,000.00)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
First time applicant
2020 Grant Request $ 5,000.00
Page 110
Attachment 2 to CSD-004-20
Organization Name: Heroes 4 Wildlife
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 0.00
Part 2: LIABILITIES
i) Accounts Payable $
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 0.00
Prepared by: Carol MacEwan
Position with Organization: Director, Finance
Date Completed (DD/MM/YYYY): 27/02/2020
Page 111
Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Soper Valley Model Railroad Association
Application # 20-28
Contact Name: Bill Harford Jr.
The primary programs / services of the Organization are:
● Regular meetings with members to work on model train layout and various aspects of
the hobby
● Host annual model train show
● Host open houses and visits from school groups, scouting troops and other
community organizations
Description of the program / service / event that the funding will be used for:
Soper Valley Model Railroad Association promotes interest and knowledge in the hobby
of model railroading and railroads in general to their membership and the general
public. The requested funds would be used to offset their operating expenses such as
rental fees, insurance and construction material to complete more of display layout.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Hall rental fees
● Insurance/operating expenses
● Layout construction and maintenance
Financial Summary:
2019 2020
Revenue $ 12,283.03 $ 9,275.47
Expenses $ 10,875.56 $ 11,312.00
Net $ 1,407.47
Surplus
($ 2,036.53)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
$ 750.00 $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 1,000.00
2020 Grant Request $ 1,500.00
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Lakeshore New Horizons Band
Application # 20-29
Contact Name: Linda Procunier
The primary programs / services of the Organization are:
● Teach adults music theory and instrumentation
● Public performances in the community
Description of the program / service / event that the funding will be used for:
Lakeshore New Horizons Bands Organization aims to provide a recreational daytime
band program for adults with a focus on the teaching and performance of music
allowing them the opportunity to learn and engage in public performances. The
requested funds would be used to support the operations of the organization through
the purchase of sheet music, instruments and concert rental space.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Sheet music
● Instrumentation
● Concert rental space
Financial Summary:
2019 2020
Revenue $ 31,635.49 $ 31,132.16
Expenses $ 21,263.33 $ 31,132.16
Net $ 10,372.16
Surplus
$ 0.00
Organization Funding History
2015 2016 2017 2018 2019
$ 750.00 $ 750.00 $ 750.00 $ 750.00 $ 750.00
2020 Grant Request $ 750.00
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Bowmanville Tennis Club
Application # 20-30
Contact Name: June Schultz
The primary programs / services of the Organization are:
● Organized lessons and drills, leisure and tournament play for adult members
● Organized lessons and play including day camps for junior members (ages 7 -14
years)
● Two community open house events open to junior aged players twice during the
season offered at no charge
Description of the program / service / event that the funding will be used for:
The Bowmanville Tennis Club promotes tennis among all Clarington residents through a
self-supporting community based tennis club which is run by volunteers. They provide
the community with a fun but competitive tennis experience in a learning and sociable
environment on well maintained tennis court surfaces. The requested funds would
offset their property taxes and some will be put aside for a court resurfacing project.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Repair lights
● Repair net posts and tennis nets
● Future court resurfacing
Financial Summary:
2019 2020
Revenue $ 30,106.00 $ 43,000.00
Expenses $ 12,058.00 $ 46,000.00
Net $ 18,048.00
Surplus
($ 3,000.00)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
New applicant
in 2016
$ 2,000.00 $ 2,000.00 $ 500.00 $ 500.00
2020 Grant Request $ 5,000.00
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Attachment 2 to CSD-004-20
Organization Name: Bowmanville Tennis Club
BAL ANCE SHEET
as of December 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 18,548.00
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 18,548.00
Part 2: LIABILITIES
i) Accounts Payable $
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ 18,548.00
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 18,548.00
Prepared by: June Schultz
Position with Organization: Treasurer
Date Completed (DD/MM/YYYY): 31/12/2019
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Clarington Swim Club
Application # 20-31
Contact Name: Lynsey Rivest
The primary programs / services of the Organization are:
● Learn to swim fundamentals one on one learn to swim competitive
● Pre-competitive swimming
● Competitive and Masters Swimming
Description of the program / service / event that the funding will be used for:
Clarington Swim Club promotes and supports excellence in swimming throughout and
beyond the Clarington community. They provide a positive en vironment in which all
levels of swimmers can strive to reach their physical and psychological potential. The
Clarington Swim Club recognizes the value of competitive swimming and brings the
benefit of that experience to Clarington athletes. The requested funds would be used to
offset their pool rental fees.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Pool rental fees
Financial Summary:
2019 2020
Revenue $ 371,300.00 $ 427,369.00
Expenses $ 342,736.00 $ 396,250.00
Net $ 28,564.00
Surplus
$ 31,119.00
Surplus
Organization Funding History
2015 2016 2017 2018 2019
$ 1,000.00 $ 1,000.00 Did not apply $ 1,000.00 $ 2,500.00
2020 Grant Request $ 5,000.00
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Attachment 2 to CSD-004-20
Organization Name: Clarington Swim Club
BAL ANCE SHEET
as of July 31, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2018 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2019 - December 31, 2018 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 16,493.18
b) Investments $
c) Accounts Receivable $ 4,343.51
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $
f) Prepaid Expenses $ -243.00
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 20,593.69
Part 2: LIABILITIES
i) Accounts Payable $ 20,267.74
j) Accounts Payable – Fed. Gov’t HST $
k) Loans $ 809.22
l) Deferred Revenue $
m) Retained Earnings / Accumulated
Surplus
$ -483.27
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 20,593.69
Prepared by: Lynsey Rivest
Position with Organization: Head Coach
Date Completed (DD/MM/YYYY): 16/03/2020
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Attachment 2 to CSD-004-20
Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Clarington Ravens
Application # 20-32
Contact Name: Udana Muldoon
The primary programs / services of the Organization are:
● Rep girls' fast pitch
● Increasing healthy activities for girls in Clarington
● Create a nurturing and supportive environment for girls to develop and grow
Description of the program / service / event that the funding will be used for:
Clarington Ravens are relentless in their pursuit of providing opportunities for growth,
development and enjoyment of fast pitch softball for girls in Clarington. The requested
funds would be used to purchase a pitching machine with generator and a storage box
for their equipment.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Pitching machine
● Generator
● Utility Storage Box
Financial Summary:
2019 2020
Revenue $ 33,383.74 $ 27,878.16
Expenses $ 34,535.58 $ 28,200.00
Net ($ 1,151.84)
Deficit
($ 321.84)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
New applicant in 2018 $ 5,000.00 $ 3,000.00
2020 Grant Request $ 2,500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Clarington Knights Football
Application # 20-33
Contact Name: Sara Chatterton
The primary programs / services of the Organization are:
● Youth football program for children ages 5-19 years of age
Description of the program / service / event that the funding will be used for:
Clarington Minor Football Association develops athletes who strive for personal
excellence and team success. They provide an inspirational and motivational
environment where preparation, practice and hard work generate legitimate
opportunities for success. They emphasize the importance and support the
development of fundamentals necessary for positive experiences in football and in life.
Their goal is to create a quality football experience that generates monumental levels of
support, pride and tradition for our youth and community to share. The requested funds
would be used towards purchasing helmets that meet the guidelines of Football Canada
to ensure player safety.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● 7 Ridell Flex Football helmets
Financial Summary:
2019 2020
Revenue $ 116,114.00 $ 121,114.00
Expenses $ 116,500.00 $ 120,000.00
Net ($ 386.00)
Deficit
$ 1,114.00
Surplus
Organization Funding History
2015 2016 2017 2018 2019
New applicant in 2017 $ 1,500.00 $ 1,500.00 $ 1,000.00
2020 Grant Request $ 2,500.00
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Municipality of Clarington
Community Services Department
Summary of Grant Information
Applicant Organization: Clarington Martial Arts
Application # 20-34
Contact Name: Lesley Hillis
The primary programs / services of the Organization are:
● Martial Arts (Tae Kwon Do, Judo, Self -Defense and introductory) classes for people
ages 4 and up
● Yoga, both gentle and strength flow, for both adults and youth
● Fitness classes focussing on strength and mobility for all ages and abilities
Description of the program / service / event that the funding will be used for:
Clarington Martial Arts promotes, encourages and teaches martial arts and fitness for
community members of all ages and abilities. They strive to help each member develop
as a resourceful and responsible member of their community and through the sport of
Tae Kwon Do, to provide opportunities for their mental, physical, social and leadership
development. The requested funds would be used to convert an existing storage area
to an additional training space so that more students can access programs and to
purchase traning equipment for the renovated space to enable students to practice their
skills safely and effectively.
The Organization intends to use the 2020 Community Grant Funds in the
following manner:
● Renovation Materials
● Renovation Wages
● Training Equipment
Financial Summary:
2019 2020
Revenue $ 72,330.94 $ 139,545.69
Expenses $ 89,035.25 $ 147,600.00
Net ($ 16,704.31)
Deficit
($ 8,054.31)
Deficit
Organization Funding History
2015 2016 2017 2018 2019
First time applicant
2020 Grant Request $ 5,000.00
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Attachment 2 to CSD-004-20
Organization Name: Clarington Martial Arts
BAL ANCE SHEET
as of June 30, 2019
*Please note this portion of the application is only required for requests of $3,000.00
or greater through the Community Grant Program. Should one be available, an
accountant prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2019 (or your organization’s
Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant
request year is 2020 - December 31, 2019 for financial dollars)
(*Financial information – Fiscal Y ear prior to Grant Request)
Part 1: ASSETS
a) Cash Balance $ 13,025.91
b) Investments $
c) Accounts Receivable $ -108.80
d) Accounts Receivable – Fed. Gov’t HST $
e) Inventory Supplies $ 1,419.02
f) Prepaid Expenses $
g) Capital Assets $
h) TOTAL ASSETS (sum of a to g) $ 14,336.13
Part 2: LIABILITIES
i) Accounts Payable $ 31,415.60
j) Accounts Payable – Fed. Gov’t HST $ -2,979.19
k) Loans $ 973.17
l) Deferred Revenue $ 1,630.86
m) Retained Earnings / Accumulated
Surplus
$ -16,704.31
n) TOTAL LIABILITIES & NET REVENUE
(DEFICIT) OR SURPLUS (sum of i to m)
$ 14,336.13
Prepared by: Lesley Hillis
Position with Organization: Secretary /
Treasurer
Date Completed (DD/MM/YYYY): 03/03/2020
Page 125
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: COD-015-20
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: Joint Health & Safety Committee – 2019 Summary
Recommendation:
1. That Report COD-015-20 be received, and
2. That the updated Policy #E-5 Workplace Harassment and the Health & Safety Policy
Statement be endorsed.
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Municipality of Clarington Page 2
Report COD-015-20
1. Background
1.1 The Occupational Health and Safety Act requires the Joint Health and Safety Committee
provide the employer with an annual update if requested. This report also provides a
summary of incidents and accidents that occurred in the workplace during 2019.
2. 2019 Policy Review and Update of Corporate Health & Safety
Policies
2.1 Work has been progressing throughout the year to review and update the Corporate
Health & Safety Policies. The update and review process is ongoing in line with our
continuous improvement plan. As part of this review, the following policies are included
for endorsement: Health & Safety Policy Statement (Attachment #1), employee
Workplace Sexual Harassment Policy E5 (Attachment #2), and Workplace Violence
Policy E8 as required by the Occupational Health and Safety Act (Attachment #3).
2.2 A joint review was conducted with the Ministry of Labour dealing with the Corporate
Health and Safety Policy on Ergonomics and Musculoskeletal Disorders to focus on
prevention in the workplace. This included a review and update of our Corporate Policy
on MSD’s and offering awareness training to staff in line with the Municipality’s
continuous improvement plan. These programs raise the awareness of these types of
injuries, supporting the goal to reduce the risk factors. Eight training sessions were
provided on “MSD Awareness and Prevention” which was attended by 176 staff
members.
2.3 We continue to monitor the Substance Abuse Policy to ensure it stays in line with the
legalization of Cannabis. The Safe Driver Program which was introduced in 2018 was
also reviewed late in 2019 which may lead to some changes going forward as we review
some recommendations on training.
3. NEER Statement Results
3.1 Throughout the course of the year, The WSIB monitors the number of reported incidents
and accidents. Employers are required to advise the WSIB of any injury that requires
medical aid and/or lost time. The cost value of these claims is reported back to the
employer quarterly in the form of a NEER statement. NEER is referred to as the New
Experimental Experience Rating. The individual employer’s performance is measured
Report Overview
The purpose of this report is to update Council on the annual activities undertaken by the
Joint Health and Safety Committee during the past year.
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Municipality of Clarington Page 3
Report COD-015-20
through the WSIB Performance Index utilizing the previous four (4) year injury history
which is used in part to assess the employer’s annual premiums. A rating of 1.0 is
neutral; above 1.0 requires addition premium surcharges to be paid by the employer; and
a rating below 1.0, the employer receives a refund of premiums. These adjustments are
in addition to the base rate group premium of $3.15 per $100.00 of earnings which
applied for 2019. The total WSIB premiums for 2019 was $981,103.
3.2 In December 2019 the final NEER results for 2018 were received, indicating a rebate.
This indicated Clarington’s performance was much better than expected costs for the
year. The rebate for 2018 was $356,268 which was a reflection of the dedicated efforts to
health and safety of employees.
3.3 Rebates/Surcharges are continually adjusted based on individual claim activity for the
previous four years (2015 through to 2018). In December of 2019 the four-year NEER
summary statement was received.
For 2018 the rebate was $356,268
For 2017 the review/adjustment increased our 2017 rebate by $13,808
For 2016 the review/adjustment increased our 2016 rebate by $2,687
For 2015 the review/adjustment remained neutral
This resulted in a final rebate cheque of $372,763 in December 2019
4. Early and Safe Return to Work Program
4.1 All Departments continue to follow and have success with the Corporate Early and Safe
Return to Work Program as set out in the Corporate Health & Safety Policy H31. In order
to reduce lost earnings costs to the above noted NEER program, the WSIB encourages
all employers to develop an Early and Safe Return to Work program. The purpose of this
program is for the employer to work with the injured employee to return to work as soon
as possible after experiencing a work-related injury.
4.2 In most cases, employees who experience a work-related injury return to work within 24
hours and do not incur lost wages. However, in more serious injuries, employees may
not be able to perform their normal duties. In the past, those employees would have
remained off work until they were able to return to full duties. The Early and Safe Return
to Work Program allows the employer to offer the employee alternate duties that would
be meaningful to the employer, and not cause any further injury to the employee. By
doing so, the employee returns to work earlier than they normally may have; the
employee does not collect WSIB payment for lost wages and the employer does not incur
increased WSIB premiums and/or NEER Surcharges.
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4.3 The WSIB has announced that 2019 was the final year of the NEER Rebate/Surcharge
program. Beginning in 2020 employers will be operating under a new program of
accident performance. We will receive a final NEER review and statement reflecting of
our performance for the period of 2016 – 2019 inclusive, in December of 2020.
5. Activities
5.1 The Joint Health and Safety Committee (JH&SC) is co-chaired by Municipal staff
representing both management and workers within the Municipality. The committee
represents management workers, Canadian Union of Public Employees Local 74 (both
Inside and Outside Workers) as well as the Clarington Fire Fighters Association Local
3139.
5.2 The 2019 committee consisted of 14 members (members list; attachment #4) plus
alternate members who attend meetings in the absence of a JH&SC Member and assist
with monthly facility inspections.
5.3 The municipal JH&SC members meet every month with the exception of July and August.
All minutes are retained within statutory limits and current minutes are circulated to
Department Heads and they are also posted for all staff on the Health and Safety Boards
located at every workplace within the Municipality. A typical agenda will include:
Agenda Review
Introduction of Guests
Department Head Presentation
Approval of Previous Minutes
Business Arising from Minutes
Review of Previous Month Workplace Inspections
Current Workplace Inspections
Accident / Injury Statistics Review
New Business - Departmental Health/Safety Updates
Workplace Inspection Assignments
5.4 The JH&SC members also conduct monthly inspections of Municipal workplaces. On a
monthly basis, there are at least fourteen inspections carried out by the JH&SC. The
Occupational Health and Safety Act (OH&SA) states that all facilities must be inspected
monthly; and where it is not practical to for a complete inspection, at least part of the
facility must be inspected. In addition, the requirement to inspect municipal work sites, all
other municipally owned facilities (Board operated community centres) are inspected at
least once per year. Inspection forms are also retained and the current forms posted on
the JH&SC Boards for staff information.
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Report COD-015-20
5.5 In September of 2019 Joint Health & Safety Committee Member training was completed
for all members including alternates. Throughout 2019 education sessions were
conducted on Mental Health & Wellness in the Workplace with plans to continue these
education sessions in 2020. Several half day awareness sessions were offered for staff
to help raise the level of awareness of mental health issues in our workplaces.
5.6 As the WSIB and Ministry of Labour are focused on Post Traumatic Stress Disorder and
ongoing importance of mental health, training was provided for staff members who are in
roles where they have authority over workers (Directors, Managers, Supervisors and
Lead Hands). This was a two-day course titled “Mental Health First Aid Certification”
which certified participants with the Mental Health Commission of Canada to respond a nd
provide initial help to co-workers suffering from mental health issues. These sessions
were attended by 45 staff members.
6. Incidents and Accidents
6.1 Incidents and accidents are tracked and reported on a monthly basis to the Health &
Safety Committee. The statistics are used to identify trends and opportunities for
improvement and training. The total number of incidents documented for 2019 was 82
compared to 64 in 2018. This includes lifts, slips, falls, minor cuts, near misses, reports
only, in house first aid, as well as WSIB reportable occurrences.
6.2 The Workplace Safety & Insurance Board (WSIB) requires employers to report a work
related accident if the employer learns that a worker required health care and/or; is
absent from work, earns less than regular pay, requires modified work at less than
regular pay, or the worker does not receive medical attention but requires modified work
for more than seven calendar days following the dat e of the accident. Employers are not
required to report a work-related accident if the worker receives only first aid.
Reports to WSIB 2018 2019
Medical Aid 20 13
Lost Time 5 9
Total 25 24
These 24 reported injuries are included in the statistics total noted in 6.1
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Report COD-015-20
6.3 The number of reportable injuries was virtually the same for 2019 compared with 2018,
with an increase in minor Lost Times and a decrease in Medical Aids.
6.4 WSIB presumptive claims are listed below. WSIB has concluded full time firefighters, fire
investigators and volunteer firefighters, have an increased risk for heart disease, lung
disease, cancers and Post Traumatic Stress Disorders (PTSD). Legislation was passed
that provides that Emergency Responders diagnosed with a prescribed cancer on or after
January 1, 1960, and meets the employment duration and additional criteria for the
prescribed cancer as set out by WSIB, then the disease is presumed to be an
occupational disease due to the nature of the worker’s employment. The presumptive
cancer claims do not form part of the NEER assessment and are paid by WSIB because
the Municipality is a schedule 1 employer, whereas Post Traumatic Stress Disorder
claims although presumptive, do affect WSIB rating for premium assessment.
WSIB Presumptive Claims Under Review Approved
2012 1
2014
2015 2
2016 2
2017 1
2018
2019 3
7. Concurrence
Not Applicable.
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Municipality of Clarington Page 7
Report COD-015-20
8. Conclusion
8.1 This report has been endorsed by Mike McCron, Health & Safety Coordinator and Marc
Ladouceur Co-chair for 2019. Support for the Health and Safety Program within the
Municipality has been endorsed by all staff from the part-time occasional staff member to
full time staff, supervisors, managers, department heads, CAO and Council. This support
has been demonstrated by our ongoing annual NEER rebates helping to reduce WSIB
costs. Continued support for staff training programs and awareness will continue to
reduce injuries and costs within the workplace.
Staff Contact: Mike McCron, Health & Safety Coordinator, 905-623-3379, ext., 2204 or
mmccron@clarington.net.
Attachments:
Attachment 1 – Health & Safety Policy Statement
Attachment 2 – Policy E-5 Workplace Harassment
Attachment 3 – Policy H-8 Workplace Violence
Attachment 4 – Joint Health & Safety Committee Members for 2019
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 132
Attachment 1 to Report COD-015-20Page 133
Corporate Policy
If this information is required in an alternate format, please contact the Accessibility Co-
ordinator at 905-623-3379 ext. 2131
E5 - Harassment Page 1 of 8
POLICY TYPE: Working Conditions and Programs
POLICY TITLE: Harassment
POLICY #: E5
POLICY APPROVED BY: Chief Administrative Officer
EFFECTIVE DATE: April 28, 1997
REVISED: February 5, 2019
APPLICABLE TO: All Employees
The Corporation of the Municipality of Clarington is dedicated to providing a healthy and
safe work environment. Acts of workplace harassment by staff, volunteers, visitors,
contractors or vendors will not be tolerated. The Municipality of Clarington has a zero
tolerance policy regarding workplace harassment. Any violation of the policy will be
investigated and may result in disciplinary action up to and including termination with
cause. Violence in the workplace is dealt with under a separate Health & Safety Policy
(H-8 Workplace Violence).
1. Purpose:
a)To convey the Municipality’s commitment to maintaining a workplace free of
harassment.
b)To ensure employees know what to do if he/she has been harassed or accused
of harassing another individual, and are aware of their responsibilities in
maintaining a harassment free workplace
2. Definitions
2.1 Workplace: any location where business of the Municipality is being conducted
such as offices and buildings of the Corporation. The workplace includes
cafeterias, washrooms, locker rooms, work sites, on-road municipal vehicles
and personal vehicles while occupied by municipal employees during travel for
the purpose of municipal business, during regular or non regular hours as
required. Harassment that occurs outside the workplace but which has
repercussions in the work environment, adversely affecting employee
relationships, may also be defined as workplace harassment, with each situation
to be evaluated on its own merit.
2.2 Harassment: means engaging in a course of vexatious comments including
electronic means of communication or conduct by an employer, someone acting
for the employer or co-worker towards any other employee which is intimidating,
annoying or malicious and may relate to race, ancestry, place of origin, colour,
Attachment 2 to Report COD-015-20
Page 134
E5 - Harassment Page 2 of 8
ethnic origin, citizenship, religion/creed, sex, sexual orientation, age, record of
offences (provincial offences and pardoned federal offences), marital status,
family status or handicap, against a worker in a workplace that is known or
ought reasonably to be known to be unwelcome whether intended or not.
2.3 Harassment is further explained as follows;
a) Workplace Sexual Harassment:
Engaging in a course of vexatious comment or conduct against a worker
in a workplace because of sex, sexual orientation, gender identity or
gender expression, where the course of comment or conduct is known or
ought reasonably to be known to be unwelcome, or
Making a sexual solicitation or advance where the person making the
solicitation or advance is in a position to confer, grant or deny a benefit or
advancement to the worker and the person knows or ought reasonably to
know that the solicitation or advance is unwelcome;
Reprisal or threat of reprisal by a person in a position to grant or deny a
benefit to a person who has rejected his or her sexual proposition
Unnecessary or unwanted physical contact, ranging from touching,
patting or pinching to physical assault
Leering or other suggestive gestures
Unwelcome remarks, jokes, suggestions or insults about a person’s
physical appearance, attire or sex
Displaying, sending or communicating electronically or by any other
means pornographic pictures or other offensive, sexually explicit material
Practical jokes of a sexual nature, which cause awkwardness or
embarrassment
Compromising invitations
b) Discriminatory Harassment
Unwelcome remarks, jokes or insults about a person’s racial background,
colour, place of birth, ancestry or citizenship
The displaying of racist, derogatory or otherwise offensive material
Insulting gestures or practical jokes based on racial or ethnic grounds
which cause embarrassment
A refusal to converse or work with an employee because of his or her
racial or ethnic background
Any other situation as defined by the prevailing Human Rights Code
c) Workplace Harassment
Physically abusive or aggressive behaviour such as pushing, hitting,
finger pointing or standing close to the victim in an aggressive manner
Using intimidating or disrespectful body language
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E5 - Harassment Page 3 of 8
Verbally abusive behaviour such as yelling, insults, intimidating
comments and name calling
Spreading malicious rumours
Excluding or ignoring the victim
Making little or no eye contact with the victim and refusing to engage in
common pleasantries
Sabotaging the victim’s work or claiming credit for it
Reportedly blaming others for mistakes
Making false allegations in memos or other documents
A supervisor undermining the victim’s efforts by setting impossible goals
and deadlines and impeding an employees efforts at promotions or
transfers
Persistent excessive and unjustified criticism and constant scrutiny by a
supervisor
2.4 Examples that do not constitute Workplace Harassment, providing they are
undertaken without malice or intent to intimidate or undermine;
performance reviews
work assignments
work evaluation
disciplinary measures taken by the employer for valid reasons
normal workplace conflict that may occur between individuals, or
differences in opinion between co-workers
requesting documentation in support of an absence from work
a reasonable action taken by an employer or supervisor relating to the
management and direction of workers or the workplace is not workplace
harassment
3. Policies:
a) The Corporation of the Municipality of Clarington, CUPE Local 74 and the
Clarington Fire Fighters Association, Local 3139 supports and recognizes their
obligations regarding the right for every employee to work in a harassment free
environment, as specified in the prevailing Ontario Human Rights Code and the
Occupational Health & Safety Act.
b) In keeping with its legal and social responsibilities as an employer, the
management of the Corporation shall treat any complaint of harassment as a
serious matter.
c) No employee shall be harassed because of race, ancestry, place of origin,
colour, ethnic origin, citizenship, religion, creed, sex, sexual orientation, age,
record of offences (provincial offences and pardoned federal offences), marital
status, family status or disability.
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E5 - Harassment Page 4 of 8
d) A spirit of fairness to both parties must guide the proceedings. This includes the
respondent’s right to know both the allegations and the accuser and the rights of
both parties to a fair and impartial investigation and possibly a hearing.
e) Confidentiality will be maintained to the best of management’s ability. Any
employee who is the subject of a complaint shall be informed of the complaint
as soon as reasonably possible. The complainant who wishes to seek a remedy
or a sanction through this procedure must be prepared to be identified to the
respondent which will be undertaken with efforts to maintain respect for all
involved in the situation. All involved in the process are requested to maintain
confidentially.
f) This policy provides that the complainant not be compelled to proceed with the
complaint unless the situation warrants as determined by management. It
further provides the complainant with the right to withdraw a complaint at any
point up to the final disposition of the matter. Based on knowledge obtained, the
Corporation may be required to proceed with the investigation and report without
the complainant’s direct involvement.
g) The respondent is entitled to a specific disposition of the issue as appropriate to
the situation and findings.
h) Every effort must be made by all parties to stop the harassment immediately.
i) Any employee may at any time throughout the process seek advice or
assistance from the Ontario Human Rights Commission.
j) The employer will provide workers with information and instruction that is
appropriate for the worker on the contents of this policy and program with
respect to workplace harassment.
4. Procedures:
The Complainant:
Any person who believes he/she is being harassed by another person is advised to
take the following measures:
Step #1 – Ask the harasser to stop:
Inform the harasser that his or her behaviour is unwelcome. An individual
(although he or she should know better) may not realize that he or she is being
offensive. A simple chat may resolve the problem. If the person refuses to
cooperate, remind him or her that such behaviour is against Municipal policy.
If the employee feels uncomfortable asking the harasser to stop, assistance or
intervention by Human Resources may be sought.
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E5 - Harassment Page 5 of 8
Step #2 – Keep a record of the harassment:
When did the harassment start? (E.g. dates, time, locations). What happened?
Were there any witnesses? Were there any threats or reprisal? What was your
response? Failure to keep a diary of the events will not invalidate your
complaint. A record will, however, reinforce it.
Step #3 – Lodge a complaint:
a) If the harassment, despite your efforts to stop it, continues, you should report
the problem to your Supervisor, Department Head or a designate from Human
Resources. If the offending person is the designate from Human Resources, the
complaint should be taken directly to the Chief Administrative Officer or
designate. If the offending person is the Department Head, the complaint shall
be reported to Human Resources who will bring this matter to the CAO. If the
offending person is the CAO, the Human Resources designate has the ability to
advise Council in a confidential report.
b) If the complaint is against a member of Council, alleged by another member of
Council or by staff, the matter will be addressed through the Council Code of
Conduct. The complaint shall be submitted to the Integrity Commissioner as per
the Council Code of Conduct Complaint Procedure. The Integrity Commissioner
will report to Council in accordance with governing protocol of that Office.
c) Once the complaint is received, if verbal, Human Resources will document the
events as communicated. If the compliant is in writing the date and time
received will be recorded. Both parties may have a copy of the complaint, but
Human Resources will retain all formal records.
d) Where a manager or supervisor initially receives the official complaint, it is
his/her responsibility to ensure that the designate from Human Resources and
the Department Head is notified about the complaint as soon as reasonably
possible. The designate from Human Resources is then responsible for
assessment and initiation of an investigation.
e) The designate from Human Resources will acknowledge receipt of a complaint
as soon as reasonably possible to the Manager/Department
Head/Complainant/Alleged Harasser.
f) The Department Head and the CAO will be kept apprised of the process as to
the appropriate steps throughout the process.
Human Resources:
Human Resources with assistance from the Health & Safety Coordinator if requested
shall take the following steps:
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E5 - Harassment Page 6 of 8
Step #1 – Investigation of Complaint will be conducted by Human Resources or by
Independent investigator as appropriate to the circumstances as determined by Human
Resources.
a) Fact finding
i) A confidential interview with relevant parties will be conducted to obtain
information and clarify the details of the reported incident. Both parties
will have an opportunity to identify witnesses or others who may be
interviewed. Where witnesses are not identified, or where otherwise
appropriate, co-workers or other individuals may be interviewed. All
interviews will be conducted in a confidential manner.
ii) The results and conclusions of the investigation will be documented after
interviewing the complainant, respondent and any other relevant
witnesses including co-workers if necessary. Complainant and/or
respondents may be asked to verify documentation. Where appropriate
and necessary, the investigator may contact the Ontario Human Rights
Commission or independent investigation firms for advice or assistance.
b) Preliminary findings
i) Where the information revealed early in the investigation suggests a
reasonable possibility of a resolution, an early settlement may be
proposed prior to conducting the entire investigation.
ii) Where appropriate, a meeting may be convened with the parties (either
individually or collectively as appropriate) involved to discuss preliminary
findings of the investigation and inform participants of the possibility and
nature of early settlement and the reasons.
iii) This stage allows all parties to become aware of the tentative findings
and presents an opportunity, based on the information, to resolve the
matter upon agreement of all parties without further investigation.
iv) Where agreement is reached and the matter deemed resolved, a
summary report will be prepared for the Chief Administrative Officer and
appropriate Department Head.
v) In situations where both parties agree on a settlement but Human
Resources deem the situation could pose a risk of further action, danger
or legal outcome, Human Resources will make recommendations to the
CAO regarding acceptance of the proposed settlement or proceeding
further.
c) Further investigation
i) Where, as a result of preliminary findings, a resolution cannot be
proposed or achieved, or where the designate from Human Resources
determines that file closure at this point would not be appropriate, further
investigations will be conducted.
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E5 - Harassment Page 7 of 8
d) Notification and discussion of results
i) The designate from Human Resources will subsequently schedule
meetings with the complainant, alleged harasser, Department Head
and/or Chief Administrative Officer where necessary, to present and
discuss the findings and conclusions of the investigation. Separate
meetings may be convened if necessary and all parties have a right to
be represented.
e) Report of Findings
i) A written general summary of the complaint and results of the
investigation will be provided to the Chief Administrative Officer, Director
of Corporate Services/HR, Department Head the complainant and the
respondent as they are affected by the outcome. Documents are
retained by Human Resources and detailed notes are not provided to
complainant or respondent.
ii) The final full report will not be released to complainant or respondent or
other party involved unless extenuating circumstances dictate, or there is
a legal requirement to release the report.
iii) The results of an investigation under this policy and any report created in
the course of or for the investigation, are not a report respecting
occupational health and safety for the purposes of Section 25(2) of the
Occupational Health and Safety Act.
f) Disciplinary measures
i) If there is evidence of harassment, disciplinary measures will be taken
by the Department Head, in consultation with the Director of Corporate
Services/HR and the Chief Administrative Officer as appropriate. Such
discipline may include suspension or termination of employment.
Documentation regarding the disciplinary action will be placed in the
employees personnel file.
ii) The worker who has allegedly experienced workplace harassment and
the alleged harasser, if he or she is a worker of the employer will be
informed of the results of the investigation and of any corrective action
that has been taken or that will be taken as a result of the investigation.
g) Malicious complaints
i) Where, as a result of an investigation, it is determined that the complaint
was made maliciously – with a specific and directed intent to harm, or
made in bad faith with reasonable knowledge of any intent to harm,
formal disciplinary actions may be taken against the complainant, after
consultation with the Department Head, Director of Corporate
Services/HR and/or CAO as appropriate. Documentation regarding the
disciplinary action will be placed in the employee’s personnel file.
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E5 - Harassment Page 8 of 8
Step #2 – Preventing a Re-Occurrence
a) If the complaint is found to be not supported, no documentation of the complaint
will be placed in the employee file of the respondent, unless the respondent
requests a letter of clearance stating the claim was unfounded be placed into
their employee file. Human Resources will maintain all records.
b) It is the responsibility of the Department Head and Supervisors to make all
reasonable efforts to ensure that workplace harassment does not occur and that
there is no retaliation for having made a good faith complaint in his or her
department.
The Respondent:
a) Assess your behaviour seriously. Understand that even if you did not intend to
offend, your behaviour has been perceived as offensive. Be aware that the test
of harassment is not whether you intended to offend, but whether a reasonable
person ought to have known that the behaviour, comments or conduct were
unwelcome.
b) Cease the behaviour that the person finds offensive or unwelcome. Failure to
cease this behaviour will leave you more vulnerable to a formal complaint, which
could lead to disciplinary actions.
c) If you believe the complaint is unfounded, discuss the matter with your
supervisor and/or Department Head or Human Resources.
d) You are entitled to know the allegations against you and to have an opportunity
to respond.
e) Document your version of the alleged incident including times, places, what
happened and any witnesses.
f) Cooperate with any investigation undertaken to resolve the matter.
Page 141
Attachment 3 to Report COD-015-20
Page 142
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Page 155
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379, ext. 2131
JOINT HEALTH AND SAFETY COMMITTEE MEMBERS 2020
(All phone numbers are Area Code 905)
NON-AFFILIATED MEMBERS ALTERNATES
Ext Ext
Mike McCron**
Corporate Services – 1st Floor MAC
623 3379
X2204
Kristen Selvig
Corporate Services – 1st Floor MAC
623 3379
X2203
Len Hunter
Community Services – SCA
623-3379
X2561
Bill Hesson
Emergency Services – HQ
623 3379
X2804
Rob Groen**
Operations – Building Services
623-3379
X2920
Steve Myers**
Community Services – SCA
623-3379
x2562
Marie Marano
Corporate Services- 1st Floor – MAC
623 3379
X2202
Lockie Longhurst**
Operations – Hampton
263-2291
X535
Theresa Gamble
Planning 3rd Floor MAC
623-3379
X2401
Ken Ferguson
Community Services - RRC
623-5728
x2581
Gord Weir**
Emergency & Fire Services – HQ
623-3379
X2802
Lisa Wheller
Corporate Services – 1st Floor MAC
623-3379
X2205
AFFILIATED MEMBERS ALTERNATES
Marc Ladouceur** Co-Chair
Emergency & Fire Services
623-5126 Thomas Stone**
Emergency & Fire Services
623-5126
Mike Bourke**
Operations - Hampton
263-2291 Mathew Baker
Operations – Building Services
623-3379
2922
Chris Welsh**
Community Services –CC Complex
404-1525 Joanna White
Community Services – GB Rickard
623-3379
X2548
Michael Ste.Croix**
Finance - MAC
623-3379
X2616
Tim Welsh
Operations – Building Services
623-3379
X2925
Mike Patrick
Emergency & Fire Services
623-5126 Paul Rowan
Emergency & Fire Services
623-5126
Jason MacDonald
Operations - Hampton
263-2291 Chuck Green
Operations – Building Services
623-3379
Paul Neto
Operations - Hampton
263-2291 Mike McKelvie
Operations- Hampton
263-2291
Secretary Alternate
Lindsey Patenaude
Clerk’s – 2nd Floor - MAC
623 3379
X2117
Gerry Jordan
Corporate Services – 1st Floor MAC
623 3379
X2201
Advisor
Andy Allison – CAO
CAO’s Office
623 3379
X2002
Meeting Quorum: 5 Affiliated and 4 Non-Affiliated Members and/or Alternates
* Certified Members - Part 1 Effective Date: January 2, 2020
** Certified Members – WPS (Bold)
J:\HEALTH & SAFETY\Committee\JHSC Members.doc
Attachment 4 to Report COD-015-20
Page 156
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: COD-017-20
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: CL2020-4 By-law Number:
Report Subject: Roadside Protection – Liberty Street
Recommendations:
1. That Report COD-017-20 be received;
2. That Real Landscaping Plus. Inc. with a total bid amount of $359,957.77 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2020-4 be awarded the contract for Roadside Protection –
Liberty Street as required by the Engineering Services Department;
3. That total funds required for this project in the amount of $406,000.00 (Net HST
Rebate), which includes the construction cost of $359,957.77(Net HST Rebate) and
other costs including material testing, permits fees and contingencies in the amount
of $46,042.23 (Net HST Rebate) is in the approved budget allocation as provided
and will be funded from the following accounts; and
Description Account Number Amount
Pavement Rehabilitation Program (2019) 110-32-330-83212-7401 $332,000
Roadside Protection Program (2019) 110-32-330-83338-7401 74,000
4. That all interested parties listed in Report COD-017-20 and any delegations be
advised of Council’s decision.
Page 157
Municipality of Clarington Page 2
Report COD-017-20
1. Background
1.1 Tender specifications for the roadside protection work required on Liberty Street,
including drainage and roadside safety improvements such as replacement of guide rail,
replacement of culverts, paving the shoulders, repairing asphalt road surface, ditching
as well as erosion control measures were prepared by the Engineering Services
Department and provided to the Purchasing Services Division.
1.2 Tender CL2020-4 was prepared and issued by the Purchasing Services Division and
advertised electronically on the Municipality’s website. Notification of the availability of
the document was also posted on the Ontario Public Buyers Association’s website.
Twelve companies downloaded the tender document.
1.3 The Tender closed March 27, 2020.
2. Analysis
2.1 Three bids were received in response to the tender call.
2.2 Of the companies who downloaded the tender documents but chose not to submit
pricing:
three companies downloaded as potential subcontractors for the project;
two companies were unable to meet our schedule due to their current workload;
and
four companies did not respond to our request for information.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). All three submissions were deemed compliant.
2.4 The results were forwarded to the Engineering Services Department for their review and
consideration.
Report Overview
To request authorization from Council to award the contract for the roadside protection work
as required for Liberty Street, south of Regional Road 20 . The scope of work includes but is
not limited to replacement of guide rail, replacement of culverts, paving the shoulders,
repairing asphalt road surface, ditching as well as erosion control measures. This has been
deemed essential work as it pertains to repairs and road work necessary for safety reasons.
Page 158
Municipality of Clarington Page 3
Report COD-017-20
2.5 After review and analysis of the submissions by the Engineering Services Department
and the Purchasing Services Division, it was mutually agreed that the low bidder, Real
Landscaping Plus. Inc.be recommended for the award of tender CL2020-4 (see
Attachment 2).
2.6 Real Landscaping Plus. Inc. has not completed work for the Municipality in the past:
therefore, references were contacted. Reference checks came back satisfactory.
3. Financial
3.1 The total funds required for this project in the amount of $406,000.00 (Net HST Rebate),
which includes the construction cost of $359,957.77 (Net HST Rebate) and other costs
including material testing, permits fees and contingencies in the amount of $46,042.23
(Net HST Rebate) is in the approved budget allocation as provided and will be funded
from the following accounts;
Description Account Number Amount
Pavement Rehabilitation Program (2019) 110-32-330-83212-7401 $332,000
Roadside Protection Program (2019) 110-32-330-83338-7401 74,000
3.3 Queries with respect to the department needs, specifications, etc. should be referred to
the Director of Engineering Services.
4. Concurrence
This report has been reviewed by the Director of Engineering Services who concurs
with the recommendations, and the Director of Finance has signed off approval to the
financial components of this report.
5. Conclusion
It is respectfully recommended that Real Landscaping Plus. Inc. being the lowest
compliant bid be awarded the contract for the Roadside Protection work as required for
Liberty Street, south of Regional Road 20, in accordance with all the terms, conditions
specifications, drawings and addenda of tender CL2020-4.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or
deferguson@clarington.net.
Attachments:
Page 159
Municipality of Clarington Page 4
Report COD-017-20
Attachment 1 – Bid Summary
Attachment 2 – Recommendation Memo from Engineering Services
Interested Parties:
List of Interested Parties available from Department.
Page 160
Municipality of Clarington Page 5
Report COD-017-20 Attachment 1 to Report COD-017-20
Municipality of Clarington
CL2020-4
Roadside Protection – Liberty Street
Bid Summary
BIDDER Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
Real Landscaping Plus Inc. $399,717.26 $359,957.77
Coco Paving Inc. $502,398.00 $452,424.96
Arenes Construction Ltd. $778,182.41 $700,777.36
Page 161
Memo
Page | 1
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Engineering Services Department has reviewed the submissions for CL20 20-4 and
offers the following comments.
The work involves drainage and roadside safety improvements on Liberty St south of
Regional Rd 20, including replacement of guide rail, replacement of culverts, paving the
shoulders, repairing the asphalt road surface, ditching, and erosion control measures.
The low bidder on this contract was Real Landscaping Plus Inc. Based on references
provided, we agree with Purchasing’s recommendation to award the contract to Real
Landscaping Plus Inc. We recommend award of the contract to Real Landscaping Plus
Inc. in the amount of $399,717.26 inclusive of HST, or $359,957.77, net of HST rebate.
A contingency amount of 10% is carried forward. Design, tendering, inspection and
contract administration will be completed by staff. Therefore, including other costs such
as material testing, permits, contingencies and net HST costs, the Engineering
Department advises of the following funding:
To: David Ferguson, Purchasing Manager
From: Ron Albright, Acting Director of Engineering Services
Date: April 16, 2020
Subject: CL2020-4, Roadside Protection – Liberty Street
File: CSR.2020Roadside Protection.1
Attachment 2 to Report COD-017-20
Page 162
File No.: CSR.2020Roadside Protection.1 Page | 2
Page | 2
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379
Construction (net of HST) (Based on Low Bid) $359,957.77
Other costs (net of HST) $46,042.23
Total Project Value $406,000.00
Budget Amount:
Pavement Rehabilitation Program
110-32-330-83212-7401
$332,000.00
Roadside Protection Program
110-32-330-83338-7401
$74,000.00
Total $406,000.00
We recommend that Purchasing move forward with the award of the contract based on
the above apportionments.
Should you have any further questions, please feel free to contact the undersigned.
Regards,
________________________
Ron Albright, P.Eng.
Acting Director of Engineering Services
RA/SB/cv
Pc: Trevor Pinn, Director of Finance
S. Bagshaw, Capital Works Manager
Page 163
File No.: CSR.2020Roadside Protection.1 Page | 3
Page | 3
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379
Page 164
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: COD-018-20
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: RFP2019-4B By-law Number:
Report Subject: Municipal Business Solution
Recommendations:
1. That Report COD-018-20 be received;
2. That the proposal received from Vision 33, being the most responsive bidder
meeting all terms, conditions and specifications of RFP2019-4B be awarded the
contract for the development and installation of the Municipal Business Solution;
3. That the required funding for this project in the amount of $5,083,986.59 (Net HST
Rebate) over the ten-year period be approved with the account distribution to be
confirmed annually as part of the budget process;
4. That Council authorizes the use of reserve funds from the Tax Rate Stabilization
Reserve Fund in the amount of $275,000 and from the Building Inspection Reserve
Fund in the amount of $250,000 in 2021; and
5. That all interested parties listed in Report COD-018-20 and any delegations be
advised of Council’s decision.
Page 165
Municipality of Clarington Page 2
Report COD-018-20
1. Background
1.1 It has become a necessity for Clarington to replace its current Land Development Office
(LDO) system used to track municipal law enforcement case files, building permits,
planning and land-use applications through the planning process and to monitor
development trends over time with an advanced modern system. The LDO system was
implemented in 2005 and lacks important features required in today’s digital world.
Technologically, Clarington needs to keep pace with its peer Municipalities in regard to
Land Development Software and to be able to maximize all opportunities to deliver value
to its residents, businesses and visitors through modern, technology-enabled
services. The next level of efficiencies and effectiveness comes from comprehensive
business solutions that will support complete, interdepartmental workf lows, eliminate data
duplication, improve customer service, and deliver powerful and integrated information for
the next level of sophistication in modern business management. The existing system
does not have the functional capabilities staff in all departments require and has reached
end-of-useful-life as there are no further enhancements being made and only the basic
framework of the software is being maintained. Therefore it is vital for the existing system
to be replaced as soon as possible in order to mitigate risk to the integrity of the
municipal data and IT infrastructure. There is a need for new technology to support
increased volume and complexity of work and opportunities to achieve efficiencies
through the ability to work in the field. Customer expectations now include 24/7 access to
service information, booking and application processes, status updates and personal
account information. In most cases these customer-facing systems and views require
access to real-time data and assume that processes will move along in a predictable
fashion.
1.2 Municipal Business Solution (MBS) system will be Clarington’s most robust software
acquisition to date and it will be a corporate solution, encompassing and linking the
business processes of all departments. In addition to other workflow initiatives, this
comprehensive project was initiated through the IT Strategic Plan and through multi -year
budgeting it is being brought forward as part of the 2020 Budget. The MBS system
addresses at least seven items from the IT Strategic Plan which includes the following:
Report Overview
The Municipal Business Solution (MBS) is an opportunity to enhance the customer
experience and provide demonstrable gains in efficiency and effectiveness. The purpose of
this report is to obtain authorization to move forward with an award to Vision 33 for the
development and implementation of the recommended Municipal Business Solution in
accordance to the terms, conditions and specifications of RFP2020-4B.
Page 166
Municipality of Clarington Page 3
Report COD-018-20
LDO replacement;
Customer Relationship Management (CRM);
Online Strategy;
eForms Strategy;
Remote access;
Collaboration tools; and
(Possibly) Work Management for Operations.
The ability to have all departments access the software using a central database will
significantly benefit the Municipality, our residents and stakeholders. The central
database will allow internal and external users to have real-time access to their
respective file whether it is a building permit application, complaint, business licensing
application, or development application. Examples of opportunities for process
automation and improvement include workflows, on-line applications, file upload and
assignment inspection scheduling, on-scene / in-field file updates, cross-departmental
shared access, and real-time reporting. One specific process improvement that will be
realized in the Building Division is that all building inspections will be digital with
information automatically being updated to the new system. This eliminate the need to
handle the inspection information twice once the inspector returns to the office
transferring handwritten paper records to digital records allowing for more efficient use
of staff’s time.
1.4 Implementation of the MBS will facilitate collaboration amongst all departments. Through
integration with existing systems, investments will be maximized, and process
improvements and efficiencies will be realized. Other workflow automation projects
currently in place or imminently, include: electronic agendas and meeting management,
electronic invoice approvals, e-procurement, electronic fund transfers, parking ticket
issuance and payment collection, marriage license applications and issuance, on-line
collaboration, scheduling, sidewalk inspections, online inquiry for all departments where
inquiries can be made.
1.5 The MBS system will allow the Municipality to conduct business with a more customer-
centric approach. It will provide citizens with an online opportunity to apply for permits,
submit payments, submit applications and the ability to attach supporting documents or
drawings and extract meaningful information (e.g. determine the status on whether a
subdivision has been assumed by the Municipality, etc.).
1.6 The software solution would address existing and potential future business processes
that include:
Development (Planning & Engineering) Tracking
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Municipality of Clarington Page 4
Report COD-018-20
Building Permit – Administration and inspections
Digital Plans Review
E-Application Submission and tracking
Online Payment Collection
Municipal Law Enforcement occurrence tracking
Fire Inspection Activity Tracking
Integration with ArcGIS, Dynamics Great Plains (GP) Financial System, City
Wide Asset Management, Property Tax System & Document Management
System (Laserfiche or Sharepoint Portal or both)
Corporate Agreements Management and Tracking (Legal)
Property Information Management (MPAC & Teranet)
Mobile Workforce (For inspections and investigations by the infield staff of
various departments)
Citizen Portal / Customer Relationship Management (CRM) Solution integrated
with Other Applications
Public Works Maintenance System
Inspections, including but not limited to parks, playground, roads and workplace
Road Patrol
Fleet Services and Building Services work order tracking
Sign reflectivity inventory testing
2. Methodology
2.1 A W orking Group was formed to assist in the development of the requirements and terms
of reference for the potential new software solution . The W orking Group includes subject
matter experts from all departments. Over 275 business and technical requirements
were documented based on the existing and future needs of the system. Each process
was prioritized using “Mandatory”, “Should Have” and “Could Have” classifications.
2.2 Once all departments’ requirements and processes were determined, the information was
provided to the Purchasing Services Division. The intent of collecting this information
was to develop a Request for Proposal (RFP) document that would allow interested and
qualified proponents to respond to the Municipality’s request for the supply, delivery, data
migration, installation, training, testing and service/support of an MBS. The selected
software would then replace the existing LDO solution and incorporate additional
modules in accordance with the Information Technology Strategic Plan.
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2.3 An Expression of Interest (EOI) was issued March 14, 2019. The intent of the EOI was to
determine if there were any qualified companies interested in providing a software
solution which could meet the Municipal requirements as determined by the Working
Group. Eight companies responded to the EOI advising that they met the requirements
and were able to provide a solution.
2.4 Based on the findings from the EOI the RFP was drafted. The RFP’s purpose was to
seek a qualified company for the MBS system integration and implementation.
2.5 The scope of the project, along with the RFP specifications, were provided by the
Information and Technology (IT) Division of the Corporate Services Department in
consultation with the Working Group.
2.6 RFP2019-4 was issued by the Purchasing Services Division and advertised electronically
on the Municipality’s website. Notification of the availability of the document was also
posted on the Ontario Public Buyer’s Association website. Twenty-three companies
downloaded the bid document.
2.7 The RFP closed on July 10, 2019. Six proposals were received. One proposal was
deemed non-compliant due to not meeting all the mandatory requirements noted within
the RFP. Compliant proposals were distributed to the evaluation committee for their
review and scoring.
2.8 Technical Proposals were first evaluated and scored independently by the members of
the evaluation committee in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of staff from the IT Division, Clerk’s
Department, Emergency and Fire Services, Engineering Services, Finance, Operations,
Planning Services, and the Purchasing Services Division.
2.9 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which submissions were evaluated were as follows:
2.10 Upon completion of the evaluation, the evaluation committee concluded that the following
two proponents met the pre-established threshold of 80% for Phase 1 and moved on to
the second phase:
Unisys
Vision 33
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2.11 Both proponents, Unisys and Vision 33, were invited to present their proposed solutions
to the Municipality. Both Proponents were deemed able to meet the Municipality’s
requirements and their pricing envelopes were opened.
2.12 After reviewing and further consideration, it was deemed that the five -year pricing initially
requested within the RFP did not provide sufficient information for the Municipality to
make a recommendation.
2.13 After consulting with Legal, the recommendation was to cancel RFP 2019-4 and re-issue
a revised RFP (RFP2019-4B) to the two proponents who were short-listed from
RFP2019-4. RFP2019-4B allowed the Municipality to review the pricing over a ten-year
period to ensure that the award was in the best interest of the Municipality and to get a
more detailed breakdown of the associated costs over the 10-year period, thus enabling
the Municipality to budget accordingly.
2.14 Submissions were received from the two invited proponents. Submissions were
reviewed by the Purchasing Services Division and shared with the Working Group for
further review and comment.
2.15 The Working Group agreed that Vision 33’s proposal had the lowest overall cost and met
all the requirements of the RFP document. On the recommendation of the Working
Group and IT Steering Committee, the Purchasing Services Division began negotiations
with Vision 33.
2.16 Through a series of meetings with Vision 33, the Purchasing Services Division was able
to successfully reduce the cost of the proposed solution by approximately 7.75% from the
original submission received for RFP 2019-4B.
2.17 Once an award of contract is made, Vision 33 will work with the Municipality’s Working
Group to review the required processes and to gather a stronger understanding of how
information needs to flow between users. Once Vision 33 has gathered all the required
information they will begin to develop and build the system for the Municipality. The
gathering of information and the building of the system will be the first step. Throughout
the process, they will be working with Municipal representatives to test the modules and
the flow of information. Once everything has been confirmed to be working as required ,
the system will be implemented in stages by allowing groups of users to test it in the field
prior to rolling out to all users. It is anticipated the development and implementation will
take approximately 13-16 months in order to have the system up and running for all
municipal users and the public.
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3. Comments
3.1 This comprehensive project was initiated through the IT Strategic Plan and through multi-
year budgeting it is being brought forward in the 2020 Budget. As previously noted, the
MBS addresses at least seven items from the IT Strategic plan.
3.2 The MBS also meets a key pillar outlined in Council’s Strategic Plan, 2019 to 2022,
building “Engaged Communities”. This priority seeks to enhance two-way communication
with the community. By having information readily accessible and implementing the
Customer Relationship Management (CRM) the MBS is facilitating this Council priority.
3.3 The Emergency Management Plan includes Annex V which speaks to Municipal
Business Continuity in the event of a pandemic or similar emergency. At a Pandemic
Alert Phase 3, staff should be able to: develop greater use of electronic circulation of
Planning Development Applications and documents from all other departments that
would reduce the impact of face-to-face exchange of paper. Electronic circulation would
be “germ-free”; and Test resources for work-from-home critical core services (Payroll,
Accounts Receivable/Payable). At Pandemic Alert Phase 5 the Municipality is to initiate
work-from-home where applicable. At Pandemic Alert Phase 6 (which we are now at),
the Municipality is to implement video conferencing for public information, public
meetings, staff meetings which we have done successfully.
3.4 Without an electronic file system for land use planning, the Municipality would not be able
to maintain critical services for the community. The past few weeks have tested the limits
for our existing digital systems. We are in many situations able to continue to provide
services using work arounds, however, in many cases it is not efficient and certainly not
how the Municipality wants to carry on business for an extended period of time.
3.5 This system would provide a fully integrated electronic process for land use planning
applications that carries information through the whole process from the point of the initial
application through pre-consultation to the processing of building permits and the
eventual release of securities for the subdivision works and site plan. Examples of
efficiencies that would be gained includes: a streamlined the filing system; elimination of
duplication, reduced printing costs, increased storage space as duplicate files are no
longer required, as well as provide better customer service for real estate agents,
lawyers, developers, home builders, residents and municipal staff by allowing easier
access to files associated to a property.
Benefits of Proposed System
3.6 MBS will serve the entire Corporation by reducing the efforts required for managing
documents and files, which is both a cost and service improvement.
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3.7 At a service level, it will increase the ability to improve and create departmental and
interdepartmental built-in processes and maintain customer data/history linked between
departments.
3.8 MBS as a Customer Relations Management (CRM) system will improve service levels to
the public.
3.9 The system will allow Operations field staff to complete customized inspections for the
purpose of maintaining specific areas, such as storm water management ponds, parks
and playgrounds. With real time inspection data, we have an opportunity to improve
maintenance turnaround time.
3.10 Building Inspections:
All permit holders could electronically book inspection requests.
Building Inspectors would receive their inspection lists electronically and would
have all the relevant information for each inspection on their wireless devise .
The use of paper to print their inspections list, previous permits inspection history
and sign off sheets would be eliminated.
The Inspectors would be entering their inspections directly into the system rather
than recording them on paper and then having the clerical staff enter the results
into LDO.
3.11 Electronic Land -use Applications and Review:
Applicants could apply for and submit all the documentation required to obtain a
building permit electronically at any time of the day.
Traveling and printing costs would be eliminated for the applicant.
Scanning costs incurred by the Municipality would be eliminated.
During situations like COVID-19, it would eliminate in person contact, and
facilitate working remotely.
Documents would be shared electronically among staff in various departments,
Planning Services, Engineering Services, and Emergency and Fire Services and
commenting agencies, reducing review times and documenting results
throughout workflows.
Issued permits would be provided to applicant electronically eliminating travel
and in person contact.
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Inspection and release of letters of credit, would not have to travel through
multiple departments rather they would be uploaded, sent to the next approval
step and releases cold be automatically generated.
3.12 Municipal Law Enforcement:
Business License applicants could apply and submit required documents for a
license electronically from any location, at any given time, and provide payment
upon approval; thus reducing costs associated with scanning, printing and travel;
providing an improved customer experience, especially for those who are not
local and are participating in Special Events.
Officers would always have access to their case files, in real-time; providing them
with the information necessary to carry out their duties in the most efficient and
effective manner and allowing them to update in real-time, thus eliminating time
spent duplicating notes into the present system, and time and money spent on
travel.
Calls for service would be dispatched in real-time; enhancing response times.
The mobile component allows any place to become the Officers’ ‘office’; reducing
travel time and associated costs; increasing productivity.
Notices and Orders would be able to be produced and issued in the field;
increasing response times, decreasing travel time and time spent manually
attaching documents to files.
Automatic upload and attachment of documents to files reduces the potential for
human error and saves time.
The ability of an Officer to view newly dispatched files and existing files with their
corresponding due date in the field, eliminates the need for an Officer to
manually run a query and print it out at the beginning of their shift.
Enabling callers to track on-line status of their call.
3.13 Emergency and Fire Services:
Fire inspection data can be stored with photos and other attachments in case
files.
Integrated form creation for inspection and enforcement documents reduces
duplication of work.
Integration of building and occupancy data ensures consistency; ensures
changes of use are immediately recognized by all departments.
Inspection and public education scheduling from central system.
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Improved activity and productivity reporting by tracking actual time spent on case
files.
Improved security and document management features means a reduction in the
amount of paper being used as documents will not have to be printed and stored
in physical files.
3.14 MBS will have the capacity to schedule maintenance and route plan work orders. These
tools will provide staff with an opportunity to improve processes, which will therefore,
improve maintenance turnaround time.
4. Financial
4.1 Funds were budgeted in 2019 and 2020 budget years for the replacement of the LDO
system which is included as part of this project. It is recommended that the funds
required in the amount of $5,083,986.59 (net HST Rebate) over the ten-year period be
approved with the account distribution to be confirmed annually as part of the budget
process.
4.2 The project is anticipated to have significant financial costs in the first two years of the
implementation with lower annual operating costs in 2022 to 2029.
4.3 As the project was identified as being for the benefit of the Building Inspection Branch
there is the ability to fund the costs from building permit fees. This has been done
through the planned use of $1.0 million from the Building Inspection Reserve Fund and
$250,000 per year from the building permit revenues.
4.4 The 2020 budget year costs have been budgeted with approximately $240,000 being left
to fund the 2021 costs for the project. There remains a requirement, after the application
of the building permit revenue, for approximately $548,400 in budget approv al funding for
2021.
4.5 The 2021 funding requirement should be made up of reserve fund contributions and tax
levy. It is suggested that $275,000 could come from the Tax Rate Stabilization Reserve
Fund and $250,000 from the Building Inspection Reserve Fund. The remaining $23,396
would be funded from the 2021 tax levy which starts an annual tax levy funding
contribution going forward.
4.6 The annual budget year cost is broken out on Attachment #1.
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5. Concurrence
This report has been reviewed by all Department Heads who concur with the
recommendations and the Director of Finance has signed off approval to the financial
components of this report.
6. Conclusion
6.1 The MBS software acquisition is an opportunity to enhance the customer experience and
provide demonstrable gains in efficiency and effectiveness. Improving the development
approval process has been identified as a key action and goal outlined in our corporate IT
strategy. This system should be considered high priority investment opportunity.
6.2 It is recommended that Vision 33, being the Proponent meeting our minimum passing
threshold and having the lowest price, be awarded the contract for the development and
implementation of the proposed MBS in accordance to the terms, conditions and
specifications of RFP2019-4B.
6.3 Acquiring and implementing a new data management system is transformational and
reflective of best practices and moves Clarington forward to better serve our clients .
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Breakout of Annual Budget Year
Interested Parties:
List of Interested Parties available from Department.
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Attachment #1 to Report COD-018-20 – Break-out of Annual Budget Year
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
1,495,007$ 1,038,389$ 276,941$ 285,250$ 293,808$ 302,621$ 311,701$ 321,052$ 330,682$ 340,604$
Accounted for in IT Budget (1,495,007) (239,993)
Building Permit Allocation (250,000) (250,000) (250,000) (250,000) (250,000) (250,000) (250,000) (250,000) (250,000)
Building Inspection RF (250,000)
Tax Rate Stabilization (275,000)
Tax Levy -$ 23,396$ 26,941$ 35,250$ 43,808$ 52,621$ 61,701$ 71,052$ 80,682$ 90,604$
Budget Year
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Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: FND-011-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: Financial Update as at December 31, 2019
Recommendation:
1. That Report FND-011-20 be received for information.
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1. Background
1.1 The financial update has been designed to focus on the overall budget variances.
Additional financial information is provided to show trends relating to the general
economy.
2. Fourth Quarter of 2019
Operating Budget to Actual Variances
2.1 Attachment 1, Summary of Operating Expenditures and Revenues, compares the
Municipality’s budget to actuals as of December 31, 2019. This variance reporting
reflects the Municipality’s operating budget only. It excludes financial activit ies for
library, museum, BIAs and consolidated hall/arena boards. Year to date expendit ures
as of December 31, 2019 total $85,522,334 which represents 102.7% of the 2019
budget. Revenues totalled $88,230,187 which is 105.9% of the 2019 budget .
2.2 Attachment 1 is intended to provide an indication of the status of the Municipality’s
operating accounts compared to the approved budget as of December 31, 2019. It is
important to note that the figures presented in the report do not represent final year -end
figures. Year-end accruals and adjustments are still being processed to ensure
revenue and expenses are charged to the appropriate fiscal period in order to prepare
the Municipal Financial Statements. The external audit of the 2019 year will be
completed at the end of June. Furthermore, the 2019 and 2018 figures in the variance
reporting do not include all consolidated municipal service board activities nor non -cash
activities such as capital asset amortization and unfunded post -employment. This
report cannot be used in isolation and does not show the final position of the
Municipality in either year.
2.3 Monthly trial balances are sent to each department for regular review and budget
oversight. In 2019, the variance report has been expanded to show the variances at
the sub-department level. Revenues and expenditures that have a variance either
above or below budget that are noteworthy are discussed in this report.
Report Overview
The purpose of this report is to update Council on the overall budget variances as of
December 31, 2019 as well as other financial indicators such as taxes receivable,
investments, debt and development charges collected. Also included is a summary of
Council’s discretionary expenses for information only. The Council expenses is not the
annual reporting of Council remunerations as required under the Municipal Act, the financial
figures are not audited and are subject to change as the year -end work is completed. This
report cannot be used to forecast the year-end financial position.
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2.4 Non-departmental revenues are higher than budgeted at 101.5%. Some of the higher
than budgeted revenues are in supplementary taxes, aggregate royalties and penalties,
and general fund investment income. These are important sources of revenue to the
Municipality. Going forward, the lower interest rates due to the Bank of Canada
lowering the bank rate to support the economy will affect the 2020 revenues.
2.5 The Councillors’ office expenditures are higher than budgeted due to severance pay of
past Councillors as per By-law 2011-05 and the change in one third tax free portion of
Council’s remuneration as per By-law 2018-103. The impact to the Mayor’s Office of
the elimination of the one third tax free portion was offset by changes to the Mayor’s
support staffing.
2.6 Corporate Services net expenditures are under budget at 92.6%. This is due to the
WSIB NEER rebate the Municipality received as a result of the excellent rating on our
WSIB account. The NEER rebate program is ending in 2019. Due to the process at
WSIB, the Municipality may be eligible for one last NEER rebate to be received in 2020
based on our 2019 safety record.
2.7 Parking revenues are higher than budgeted by approximately $316,800. These
revenues have a corresponding expense transfer to the Parking Lot Reserve Fund.
This reserve fund is used to fund the parking enforcement activities. Revenues are
higher than budgeted including cemetery plot sales, animal licenses and snow clearing
fines. Contributing to the lower than budgeted expenditures are salaries in several sub -
departments within the Clerks due to a series of vacancies and the delay in filling the
positions.
2.8 Finance net expenditures are at 90.4%. This is due to higher than budgeted fines and
penalties. Finance expenditures are lower than budgeted due to several staff
vacancies that were not filled immediately. Tax write offs are higher than budgeted
within the Unclassified expenditures.
2.9 Emergency Services net expenditures are higher than budgeted at 103.2%. Salary and
wages were higher for Suppression and Part-time Firefighters. The firefighters
received retroactive pay for 2018 and 2019 in November due to the contract being
settled. Emergency Services has some staff on extended leave which results in an
increase demand on the part-time firefighters. Revenues were higher as noted in
previous reports due to unbudgeted portions of the OPG Memorandum of
Understanding. In 2019, there was approximately $116,000 for MTO emergency call
revenues. These additional funds from OPG and MTO are transferred to the
Emergency Management Reserve Fund. The transfer amount is included in the
Administrative expenditures as well.
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2.10 Engineering revenues are higher than budgeted at 158% or $2,537,072. While
favourable, it is considerably less than the 2018 Engineering revenues of $4,136,632.
Overall the Engineering expenditures are on target at 99% of the budgeted amount.
2.11 Operations net expenditures are at 101.2% of the 2019 budgeted amount. Higher
Administration revenues and expenditure are in large part due to the costing structure
of the fleet and the corresponding transfer to the Operation Equipment Reserve Fund.
Streetlighting costs are lower than budgeted due to the conversion to LED streetlights.
The savings from the LED streetlights are to be used to pay the internal loan for the
retrofit project. The demand for salt, sand and brine in 2019 increased the expense by
55% in 2019 when compared to the expend iture in 2018. Lower expenditures in other
areas have mitigated the impact on the budget.
2.12 Community Services revenues are on budget at 99.7%. The shortfall in some
revenues is compensated in higher than budgeted revenues in other sub -departments.
Similarly, on the expenditure side, savings in salaries, due to vacant positions offset
higher costs in other areas. Higher expenditures within the Facilities sub -department
include hydro at arenas as well as increased repair and maintenance costs.
2.13 Planning net expenditures are at 88.7%. The Development Review sub -department
includes the Secondary Plan Reviews and the Sub-watershed studies. Set up as a
cost recovery, the direct costs will be offset by the revenues. This work is still being
done and there are timing differences on the cost recovery
2.14 As noted in previous 2019 financial update reports, the Board and Agencies have a
higher expenditure due to a transfer of Library Capital Reserves which includes some
funds from previous years.
Municipal Property Taxes
2.15 Attachment 2, Continuity of Taxes Receivable as of December 31, 2019, provides the
status of the taxes billed and collected by the Municipality during the fourth quarter. At
the end of December 2019, a total of $9,383,327 remains unpaid which equals 5.01%
of the taxes levied in 2019. In December 2018 there were taxes receivable of
$8,665,231 which resulted in 4.81% of taxes levied in 2018. Although the net balance
is $718,096, or 8.85% higher than the previous year, the ratio is only 0.2% higher. The
following table outlines the taxes receivable ratio for 2019 and the three previous years:
2016 2017 2018 2019
Taxes Receivable $7,650,679 $8,427,275 $8,665,231 $9,383,327
Taxes Levied $66,049,171 $172,913,203 $179,993,948 $187,277,840
Taxes Receivable Ratio 4.61% 4.87% 4.81% 5.01%
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Debentures
2.16 Attachment 3, Debenture Repayment Schedule provides the status of the Municipality’s
long-term debt obligations as of January 1, 2019. In 2019, the debt repayment
obligations were $2,841,958. The annual principal and interest payments required to
service these liabilities remain well below the annual debt repayment limits prescribed
by the Ministry of Municipal Affairs and Housing.
Municipal Development Charges
2.17 Attachment 4 shows the residential and non-residential development charges collected
as of December 31, 2019. As of December 31, 2019, residential municipal
development charges collected in 2019 were $2,840,164. In the 2015 Development
Charges Background Study, it was forecasted that the Municipality would be collecting
approximately 805 in total for 2019 or about 604 units at the end of the third quarter.
Development charges have been collected for 215 units. At the end of December 2019
there was a 76.8% decrease in development charges collected and a 71.8% decrease
in the number of units compared to December 2018. The development charges were
significantly lower in 2019 when compared to prior years.
2.18 As of December 31, 2019, there has been $533,634 in non-residential development
charges collected. Non-residential development charges are based on the building
floor area rather than a total building unit cost. There are fluctuations quarter to quarter
as well as year to year in non-residential development charges.
2.19 In the 2015 Development Charges By-law 2015-035, there are a number of incentives
to encourage development in Clarington, mainly relating to multi-residential,
commercial and industrial development. There have been no new incentives given in
2019. Since July 2015, there has been a total of $1,555,276.71 in development charge
incentives given to 15 properties. Between residential and non-residential the split is
approximately 37% and 63% respectively. Note that incentives are required to be
covered by the Municipality’s tax base.
Council Expenses
2.20 Attachment 5, Council Expenses as of December 31, 2019, summarizes Council
expenses at the end of the year. Only discretionary expenses such as event tickets,
conferences, educations courses and external kilometer reimbursement are included in
this report. As of December 31, 2019, at total of $11,243.98 in discretionary expenses
have been paid to Council. Salary, tax free allowance, OMERS equivalent, severance
pay and travel allowance as per By-law 2011-005 are not included in the totals.
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Investments
2.21 The annual investment report will be brought to Council at the General Government
Committee on June 1, 2020. At December 31, 2019 the Municipality was compliant with
its current investment policy.
3. Concurrence
Not Applicable.
4. Conclusion
It is respectfully recommended that the fourth quarter of 2019 financial update be
received for information.
Staff Contact: Paul Creamer, Deputy Treasurer, pcreamer@clarington.net
Attachments:
Attachment 1 – Summary of Operating Revenues and Expenses
Attachment 2 – Continuity of Taxes Receivable
Attachment 3 – Debenture Repayment Schedule
Attachment 4 – Municipal Development Charges
Attachment 5 – Council Expenses
Interested Parties:
There are no interested parties to be notified of Council's decision.
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The Municipality of Clarington Attachment 1
Summary of Operating Expenditures and Revenues for 2019 to Report FND-011-20
2019 Budget
YTD
2019 Actual
YTD
2019
Unexpended
2019 %
Expended
2018 Budget
YTD
2018 Actual
YTD
2018
Unexpended
05 Non-departmental Accounts
Municipal Taxation (65,750,542)(66,107,488)356,946 100.5%(62,634,835)(63,362,558)727,723
Grants - (391,308)391,308 (252,640)252,640
Fees/Service Charges/Fines/Other (462,563) (658,724) 196,161 142.4%(482,338) (468,358) (13,980)
Investment Income (1,619,200)(2,097,483)478,283 129.5%(1,369,200)(2,002,484)633,284
Contributions (4,846,301)(4,522,373)(323,928)93.3%(5,762,273)(9,249,956)3,487,683
Taxation/Revenue/Contributions (72,678,606)(73,777,376)1,098,770 101.5%(70,248,646)(75,335,996)5,087,350
59 BIA Taxation
BIA Taxes (215,200)(215,200)- 100.0%(211,820)(211,820)-
BIA Payments 215,200 215,200 - 100.0%211,820 211,820 -
Net Expenditures - - - - - -
10 Mayor and Council
Mayor's Office 442,540 362,566 79,974 81.9%434,299 433,161 1,138
Councillors' Office 501,942 657,015 (155,073)130.9%499,405 495,168 4,237
Net Expenditures 944,482 1,019,581 (75,099)108.0%933,704 928,329 5,375
13 Administrator's Office
Administration - - - (2,000)(2,730)730
Communications (45,000)(46,715)1,715 103.8%(65,000)(43,559)(21,441)
Tourism (30,500)(22,080)(8,420)72.4%(15,000)(30,940)15,940
Port Granby (83,500)(85,242)1,742 102.1%(83,500)(102,145)18,645
Revenues/Recoveries (159,000)(154,037)(4,963)96.9%(165,500)(179,374)13,874
Administration 1,014,347 1,039,218 (24,871)102.5%868,927 939,685 (70,758)
Communications 861,013 794,102 66,911 92.2%818,177 813,548 4,629
Tourism 337,556 319,802 17,754 94.7%329,589 309,620 19,969
Port Granby 83,500 83,549 (49)100.1%83,500 89,640 (6,140)
Expenditures 2,296,416 2,236,671 59,745 97.4%2,100,193 2,152,493 (52,300)
Net Expenditures 2,137,416 2,082,634 54,782 97.4%1,934,693 1,973,119 (38,426)
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The Municipality of Clarington Attachment 1
Summary of Operating Expenditures and Revenues for 2019 to Report FND-011-20
2019 Budget
YTD
2019 Actual
YTD
2019
Unexpended
2019 %
Expended
2018 Budget
YTD
2018 Actual
YTD
2018
Unexpended
14 Legal Administration
Revenues/Recoveries (160,000)(166,780)6,780 104.2%(170,000)(122,203)(47,797)
Expenditures 543,261 531,430 11,831 97.8%546,792 521,873 24,919
Net Expenditures 383,261 364,650 18,611 95.1%376,792 399,670 (22,878)
16 Corporate Services
Revenue/Recoveries (12,000)(385,522)373,522 3,212.7%(8,000) (255,577)247,577
Administration 217,400 216,850 550 99.7%210,400 275,926 (65,526)
Human Resources/Payroll 1,745,067 1,746,149 (1,082)100.1%1,738,375 1,875,988 (137,613)
Information Technology 1,905,848 1,933,819 (27,971)101.5%2,158,330 2,179,615 (21,285)
Purchasing 617,649 631,727 (14,078)102.3%598,893 601,613 (2,720)
Health & Safety 13,775 13,377 398 97.1%14,275 19,435 (5,160)
Expenditures 4,499,739 4,541,922 (42,183)100.9%4,720,273 4,952,577 (232,304)
Net Expenditures 4,487,739 4,156,400 331,339 92.6%4,712,273 4,697,000 15,273
19 Clerk's
Administration (123,000)(110,267)(12,733)89.6%(127,000)(115,140)(11,860)
Animal Services (77,800)(105,192)27,392 135.2%(77,800)(110,668)32,868
Municipal Law Enforcement (38,000)(73,351)35,351 193.0%(38,000)(82,613)44,613
Parking Enforcement (280,000)(596,842)316,842 213.2%(280,000)(431,360)151,360
Election - 529 (529)- (1,300)1,300
Wildlife Damage Grants (from Province)(22,000)(27,605)5,605 125.5%(22,000)(17,338)(4,662)
Cemetery (140,100)(192,660)52,560 137.5%(140,100)(170,195)30,095
Revenues/Recoveries (680,900)(1,105,388)424,488 162.3%(684,900)(928,614)243,714
Administration 1,250,204 1,212,861 37,343 97.0%1,274,331 1,379,329 (104,998)
Animal Services 636,760 546,502 90,258 85.8%694,980 682,619 12,361
Municipal Law Enforcement 802,648 711,575 91,073 88.7%788,731 609,352 179,379
Parking Enforcement 724,832 1,025,217 (300,385)141.4%558,068 768,020 (209,952)
Election 131,700 132,204 (504)100.4%396,504 405,778 (9,274)
Cemetery 1,800 128 1,672 7.1%1,800 - 1,800
Fleet 25,950 28,491 (2,541)109.8%25,950 26,705 (755)
Expenditures 3,573,894 3,656,978 (83,084)102.3%3,740,364 3,871,803 (131,439)
Net Expenditures 2,892,994 2,551,590 341,404 88.2%3,055,464 2,943,189 112,275
Page 184
The Municipality of Clarington Attachment 1
Summary of Operating Expenditures and Revenues for 2019 to Report FND-011-20
2019 Budget
YTD
2019 Actual
YTD
2019
Unexpended
2019 %
Expended
2018 Budget
YTD
2018 Actual
YTD
2018
Unexpended
21 Finance & Unclassified Administration
Revenues/Recoveries (1,390,000)(1,750,962)360,962 126.0%(1,502,000)(2,032,822)530,822
Finance Administration 2,695,275 2,516,018 179,257 93.3%2,616,900 2,554,563 62,337
Unclassified Administration 2,873,032 3,010,958 (137,926)104.8%2,858,637 4,832,223 (1,973,586)
Expenditures 5,568,307 5,526,976 41,331 99.3%5,475,537 7,386,786 (1,911,249)
Net Expenditures 4,178,307 3,776,014 402,293 90.4%3,973,537 5,353,964 (1,380,427)
28 Emergency Services - Fire
Administration (55,000)(240,751)185,751 437.7%(55,000)(233,939)178,939
Prevention (45,000)(47,793)2,793 106.2%(45,000)(44,352)(648)
Municipal Emergency Measures (10,000)(10,000)100.0%(10,000)(10,000)-
Revenues/Recoveries (110,000)(298,544)188,544 271.4%(110,000)(288,291)178,291
Administration 1,754,586 1,967,760 (213,174)112.1%1,621,447 1,871,986 (250,539)
Prevention 790,840 714,429 76,411 90.3%756,138 763,655 (7,517)
Suppression 8,088,866 8,308,427 (219,561)102.7%7,947,577 7,905,581 41,996
Training/Technical Support 350,524 385,730 (35,206)110.0%341,100 426,090 (84,990)
Communications 585,000 610,416 (25,416)104.3%577,500 567,343 10,157
Mechanical 120,000 116,459 3,541 97.0%115,000 112,845 2,155
All Stations - Part-time 844,500 1,022,497 (177,997)121.1%841,873 964,543 (122,670)
Municipal Operations Centre 31,950 27,251 4,699 85.3%31,200 27,265 3,935
Maintenance Support 133,078 136,841 (3,763)102.8%130,951 132,234 (1,283)
Expenditures 12,699,344 13,289,810 (590,466)104.6%12,362,786 12,771,542 (408,756)
Net Expenditures 12,589,344 12,991,266 (401,922)103.2%12,252,786 12,483,251 (230,465)
Page 185
The Municipality of Clarington Attachment 1
Summary of Operating Expenditures and Revenues for 2019 to Report FND-011-20
2019 Budget
YTD
2019 Actual
YTD
2019
Unexpended
2019 %
Expended
2018 Budget
YTD
2018 Actual
YTD
2018
Unexpended
32 Engineering Services
Administration (51,000)(342,361)291,361 671.3%(51,000)(893,908)842,908
Building Inspection (1,554,532)(2,194,711)640,179 141.2%(1,554,532)(3,242,724)1,688,192
Revenues/Recoveries (1,605,532)(2,537,072)931,540 158.0%(1,605,532)(4,136,632)2,531,100
Administration 6,139,444 6,133,167 6,277 99.9%5,854,283 6,468,988 (614,705)
Debentures 541,802 541,802 - 100.0%538,773 538,773 -
Building Inspection 1,550,625 1,491,708 58,917 96.2%1,419,960 2,525,328 (1,105,368)
Street Lighting 100,000 100,000 - 100.0%90,000 90,000 -
Parks & Parking Lots 15,500 15,481 19 99.9%15,500 16,745 (1,245)
Roads & Structures 21,000 24,226 (3,226)115.4%- - -
Safe Roads 63,500 41,868 21,632 65.9%63,500 71,253 (7,753)
Road Maintenance - 4,399 (4,399)- 7,694 (7,694)
Fleet 5,600 2,420 3,180 43.2%5,600 5,293 307
Expenditures 8,437,471 8,350,672 86,799 99.0%7,987,616 9,716,380 (1,728,764)
Net Expenditures 6,831,939 5,813,600 1,018,339 85.1%6,382,084 5,579,748 802,336
36 Operations
Administration (367,000)(562,287)195,287 153.2%(386,123)(497,997)111,874
Street Lighting (15,000)(4,533)(10,467)30.2%(15,000)(12,880)(2,120)
Cemetery (127,800)(155,386)27,586 121.6%(127,800)(135,930)8,130
Green & Recycle Bin/Bag Tag Sales (24,000)(32,637)8,637 136.0%(24,000)(26,924)2,924
Road Maintenance (19,500)(22,882)3,382 117.3%(19,500)(19,420)(80)
Winter Control (100,000)(81,592)(18,408)81.6%(100,000)(77,428)(22,572)
Revenues/Recoveries (653,300)(859,317)206,017 131.5%(672,423)(770,579)98,156
Page 186
The Municipality of Clarington Attachment 1
Summary of Operating Expenditures and Revenues for 2019 to Report FND-011-20
2019 Budget
YTD
2019 Actual
YTD
2019
Unexpended
2019 %
Expended
2018 Budget
YTD
2018 Actual
YTD
2018
Unexpended
36 Operations (continued)
Administration 5,163,425 5,274,402 (110,977)102.1%4,627,212 5,411,818 (784,606)
Street Lighting 1,365,000 1,027,636 337,364 75.3%1,360,000 1,367,852 (7,852)
Debentures 186,114 186,114 - 100.0%749,020 743,701 5,319
Parks 2,454,616 2,272,273 182,343 92.6%2,438,789 2,172,004 266,785
Cemetery 318,025 368,683 (50,658)115.9%263,060 306,789 (43,729)
Green & Recycle Bin/Bag Tag 24,000 30,236 (6,236)126.0%24,000 27,352 (3,352)
Building & Property Services 2,665,698 2,659,899 5,799 99.8%2,624,653 2,548,862 75,791
Road Maintenance 2,927,240 2,657,278 269,962 90.8%2,333,790 2,584,765 (250,975)
Hardtop Maintenance 1,032,400 824,311 208,089 79.8%909,120 953,959 (44,839)
Loosetop Maintenance 415,000 326,073 88,927 78.6%418,000 311,037 106,963
Winter Control 2,478,000 4,065,757 (1,587,757)164.1%2,159,622 2,920,218 (760,596)
Safety Devices 527,750 467,666 60,084 88.6%769,840 592,632 177,208
Storm Water Management 129,500 10,100 119,400 7.8%117,500 61,951 55,549
Regional Roads Maintenance 30,800 61,214 (30,414)198.7%30,300 43,899 (13,599)
Fleet 847,560 784,027 63,533 92.5%918,026 824,480 93,546
Library Building 13,460 14,557 (1,097)108.2%12,110 4,055 8,055
Museum Building 28,870 25,581 3,289 88.6%28,282 35,862 (7,580)
Expenditures 20,607,458 21,055,807 (448,349)102.2%19,783,324 20,911,236 (1,127,912)
Net Expenditures 19,954,158 20,196,490 (242,332)101.2%19,110,901 20,140,657 (1,029,756)
42 Community Services
Administration (43,500)(78,426)34,926 180.3%(43,500)(66,333)22,833
Recreation Services Administration (3,900)(2,893)(1,007)74.2%(8,000)(6,470)(1,530)
Facilities (2,283,700)(2,259,033)(24,667)98.9%(2,264,166)(2,251,888)(12,278)
Proshop (2018)- - - (11,000)(14,452)3,452
Vending Machine (Concessions 2018)(66,100)(43,206)(22,894)65.4%(418,500)(194,092)(224,408)
Aquatic Programs (1,129,300)(1,171,739)42,439 103.8%(1,072,800)(1,157,825)85,025
Fitness Programs (576,500)(515,987)(60,513)89.5%(612,000)(510,788)(101,212)
Recreation Programs (544,500)(550,463)5,963 101.1%(537,000)(538,627)1,627
Community Development (38,800)(23,631)(15,169)60.9%(38,800)(33,422)(5,378)
55+ Active Adults (112,600)(127,296)14,696 113.1%(99,100)(109,408)10,308
Merchandise (11,500)(21,002)9,502 182.6%- - -
Revenues/Recoveries (4,810,400)(4,793,676)(16,724)99.7%(5,104,866)(4,883,305)(221,561)
Page 187
The Municipality of Clarington Attachment 1
Summary of Operating Expenditures and Revenues for 2019 to Report FND-011-20
2019 Budget
YTD
2019 Actual
YTD
2019
Unexpended
2019 %
Expended
2018 Budget
YTD
2018 Actual
YTD
2018
Unexpended
42 Community Services (continued)
Administration 1,817,329 1,657,350 159,979 91.2%1,968,352 1,868,507 99,845
Recreation Services Administration 928,385 910,576 17,809 98.1%1,188,688 1,192,423 (3,735)
Facilities 6,170,812 6,372,714 (201,902)103.3%6,898,187 6,972,147 (73,960)
Debentures 2,111,799 2,111,799 - 100.0%2,115,485 2,115,485 -
Proshop (2018)- - - 5,700 6,726 (1,026)
Concessions (2018)- - - 400,479 211,996 188,483
Aquatic Programs 914,106 908,548 5,558 99.4%852,837 843,468 9,369
Fitness Programs 389,116 369,725 19,391 95.0%393,049 388,669 4,380
Recreation Programs 588,202 578,686 9,516 98.4%625,664 612,534 13,130
Community Development 98,600 73,364 25,236 74.4%63,173 66,705 (3,532)
55+ Active Adults 145,795 157,242 (11,447)107.9%160,789 130,466 30,323
Customer Service 1,029,472 1,083,017 (53,545)105.2%- 1,104 (1,104)
Client Services 364,874 368,258 (3,384)100.9%- - -
Grants 60,000 60,000 - 100.0%60,000 59,250 750
Municipal Sponsorships 35,000 34,300 700 98.0%35,000 34,500 500
Expenditures 14,653,490 14,685,579 (32,089)100.2%14,767,403 14,503,980 263,423
Net Expenditures 9,843,090 9,891,903 (48,813)100.5%9,662,537 9,620,675 41,862
50 Planning Services
Administration (814,400)(653,288)(161,112)80.2%(702,300)(940,509)238,209
Development Review - (1,533,025)1,533,025 - (278,327)278,327
Revenues/Recoveries (814,400)(2,186,313)1,371,913 268.5%(702,300)(1,218,836)516,536
Administration 4,713,339 4,562,274 151,065 96.8%4,378,036 4,717,903 (339,867)
Heritage Committee 1,500 1,465 35 97.7%- 1,135 (1,135)
Development Review - 1,082,621 (1,082,621)- 369,298 (369,298)
Expenditures 4,714,839 5,646,360 (931,521)119.8%4,378,036 5,088,336 (710,300)
Net Expenditures 3,900,439 3,460,047 440,392 88.7%3,675,736 3,869,500 (193,764)
Boards & Agencies 4,535,437 4,765,348 (229,911)105.1%4,190,911 4,195,927 (5,016)
Total Revenue/Recoveries (83,289,338)(88,230,187)4,940,849 105.9%(81,185,987)(90,364,049)9,178,062
Expenditures 83,289,338 85,522,334 (2,232,996)102.7%81,198,759 87,213,082 (6,014,323)
Net Difference - (2,707,853)2,707,853 12,772 (3,150,967)3,163,739
Page 188
CORPORATION OF THE MUNICIPALITY OF CLARINGTON Attachment 2 to
Continuity of Taxes Receivable Report FND-011-20
for the Fourth Quarter of the Year 2019
Beginning
Balance
Receivable
September 30,
2019
+ Interest
Added
+ Taxes
Billed = Balance - Payments &
Adjustments **
+ Prepaid
Taxes
December
2019
December
2018
Current Year
Taxes 19,323,280 2,390,587 21,713,867 (14,994,816) 6,719,051 5,988,710
Penalty and Interest 197,559 324,801 522,360 (248,576) 273,784 238,301
First Prior Year
Taxes 2,280,115 352,924 2,633,039 (883,527) 1,749,512 1,571,193
Penalty and Interest 232,615 75,158 307,773 (151,256) 156,517 153,338
Second Prior Year
Taxes 586,017 74,643 660,660 (357,691) 302,969 428,711
Penalty and Interest 88,149 17,705 105,855 (60,489) 45,365 58,770
Third and Prior Years
Taxes 148,609 - 148,609 (56,719) 91,890 180,752
Penalty and Interest 57,878 4,144 62,022 (17,784) 44,238 45,456
Sub-total 22,914,223 421,808 2,818,154 26,154,186 (16,770,859) 9,383,327 8,665,231
Prepaid Taxes (Prepaid taxes include property tax
monthly pre-authorized payment program PAP) (5,821,071) (5,821,071) (5,627,528)
Total 22,914,223 421,808 2,818,154 26,154,186 (16,770,859) (5,821,071) 3,562,256 3,037,704
NOTES:
** These figures include refunds, write-off, 357's etc.
2019 Interim Instalment months: February and April.
2019 Final Instalment months (for non-capped classes): June and September
2019 Final Instalment months (for capped classes): August and September
Page 189
Attachment 3 of
Municipality of Clarington Report FND-011-20
Debenture Repayment Schedule
As of January 1, 2019
Year
Indoor Soccer
Lacrosse RRC CCD space
RRC
Improvements
MAC
Improvements
Green Road
Grade Separation Courtice Library
Diane Hamre
Recreation
Complex Total
2019 165,174.58 107,074.68 84,141.23 107,967.35 541,802.38 78,146.32 1,757,651.34 2,841,957.88
2020 164,755.07 107,074.68 84,010.16 107,799.19 544,416.38 78,341.53 1,604,355.98 2,690,752.99
2021 163,863.49 107,074.68 83,946.43 107,717.40 546,559.49 78,465.50 1,054,141.30 2,141,768.29
2022 163,542.75 83,964.94 107,741.15 546,559.49 78,488.31 1,006,711.96 1,987,008.60
2023 162,800.11 83,859.28 107,605.57 546,276.36 78,425.64 978,966.96
2024 160,675.42 83,823.08 107,559.13 553,240.30 78,249.84 983,547.77
2025+668,982.03 858,416.52 2,693,604.53 546,030.80 4,767,033.88
980,811.42 321,224.04 1,172,727.15 1,504,806.31 5,972,458.93 1,016,147.94 5,422,860.58 16,391,036.37
Principal at
January 1, 2019 896,000.00 294,299.58 950,705.28 1,219,914.89 4,958,600.00 871,000.00 5,083,000.00 14,273,519.75
Principal at
January 1, 2020 755,000.00 201,115.35 893,002.36 1,145,872.34 4,573,600.00 811,000.00 3,500,000.00 11,879,590.05
Interest Rates 2.25% to 3.35% 5.12%1.9% to 3.45%1.9% to 3.45%2.25% to 3.8% 1.32% to 2.8% 4.65% to 4.75%
Page 190
Municipality of Clarington Attachment 4 to
Report FND-01-20
RESIDENTIAL
Municipal Development
Charges Paid
Number of
Units
Municipal Development
Charges Paid
Number
of Units
Single/Semi- Detached
-New construction 1,160,745.00$ 66 10,205,253.00$ 608
-Additions -$ - -$ -
Townhouse 1,128,284.00$ 84 2,022,944.00$ 154
Apartment 551,135.00$ 65 -$ -
TOTAL:2,840,164.00$ 215 12,228,197.00$ 762
Change in DC paid from prior year:-76.8%
Change in DC units from prior year:-71.8%
NON-RESIDENTIAL
Municipal Development Charges
Paid
Municipal Development Charges
Paid
Commercial
-New construction 503,830.84$ 113,428.43$
-Additions -$ -$
Industrial -$ -$
-New construction 30,133.35$ 1,681,877.20$
-Additions -$ 77,961.74$
Agricultural -$ -$
Government -$ -$
Institutional -$ -$
TOTAL:533,964.19$ 1,873,267.37$
Change in DC paid from prior year:-71.5%
MUNICIPAL DEVELOPMENT CHARGES
January to December YTD
2019 2018
2019 2018
Page 191
Municipality of Clarington Attachment 5
Mayor and Councillors' Discretionary Expenses to Report FND-011-20
January 1 to December 31, 2019
Name Ward 2019 1st
Quarter
2019 2nd
Quarter
2019 3rd
Quarter
2019 4th
Quarter
Total per Council
Member
Mayor A. Foster Mayor 1,391.70 4,357.22 25.75 (487.19) 5,287.48
Councillor J. Neal Regional Wards 1 & 2 - - - - -
Councillor G. Anderson Regional Wards 3 & 4 1,151.07 2,800.90 (741.96) 186.71 3,396.72
Councillor J. Jones Ward 1 73.62 (49.24) - (24.38) -
Councillor R. Hooper Ward 2 798.82 - - 798.82
Councillor C. Traill Ward 3 397.24 240.00 - (437.24) 200.00
Councillor M. Zwart Ward 4 660.30 146.49 764.37 (10.20) 1,560.96
Total 4,472.75 7,495.37 48.16 (772.30) 11,243.98
1 These figures include only discretionary expenses such as conferences, education courses,
event tickets and external kilometre reimbursement.
Remuneration and travel allowances are not included.
2 Credits and repayments relating to these expenses will be included in the quarter in which they are received.
3 This report is not to be considered as the Annual Council Remuneration report
by the Treasurer as required by the Municipal Act, S.O. 2001, c.25, Section 284.
Page 192
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: FND-012-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: 2019 Annual Statement for Cash-in-Lieu of Parkland
Recommendation:
1. That Report FND-012-20 be received for information.
Page 193
Municipality of Clarington Page 2
Report FND-012-20
1. Background
1.1 In accordance with Section 37 (Increased Density) and Section 42 (Cash-in-Lieu of
Parkland) of the Planning Act, the Treasurer must provide a financial statement including
opening and closing balances to Council relating to cash-in-lieu of parkland monies and
increased density funding. This statement must be made available to the public.
2. Section 42 (Conveyance of land for park purposes)
2.1 Under Section 42 of the Planning Act, a municipality may require, as a condition of
development, that land be conveyed to the municipality for park or other public
recreational purposes. In certain circumstances, Council may require a payment in lieu of
land dedication, to the value of the land otherwise required to be conveyed.
2.2 These funds must be held in a special account (Reserve Fund), allocated interest and
spent only for the acquisition of land to be used for park or other recreational purposes ,
including the erection, improvement or repair of buildings and the acquisition of
machinery, particular to park purposes.
2.3 Attachment #1 details the Statement of the Treasurer, in compliance with the Act.
3. Section 37 (Increased Density)
3.1 Clarington does not currently have a program set up for Section 37; therefore, an annual
statement is not required. The Official Plan has a section on “community benefits”
(Section 37) but Clarington does not have a market that would make this provision useful
at this time. The Official Plan provision is in place to allow Clarington to consider this
opportunity in the future. As a result, there is no Statement of the Treasurer required.
4. Concurrence
Not Applicable.
Report Overview
This report complies with amendments to the Planning Act, 1990 which became effective in
2016. The Smart Growth for Our Communities Act, 2015 requires reporting on Section 37
(Increased Density) and Section 42 (Conveyance of land for park purposes). This report
discloses the annual activity in the Parkland Cash -in-Lieu Reserve Fund for 2019. There is
nothing to report for increased density funds, at this time.
Page 194
Municipality of Clarington Page 3
Report FND-012-20
5. Conclusion
It is respectfully recommended that this report, as required by Section 42 of the Planning
Act, 1990 be received for information and be made available to the public by posting on
the Municipality’s website.
Staff Contact: Paul Creamer, Deputy Treasurer, 905-623-3379 ext. 2604,
pcreamer@clarington.net
Attachments:
Attachment 1 – Cash-in-lieu of Parkland Reserve Fund for the year ended December 31, 2019
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 195
Attachment #1 to
Report FND-012-20
Municipality of Clarington
Cash-in-lieu of Parkland Reserve Fund
For the Year Ended December 31, 2019
Parkland R/F
(504)
Balance as of December 31, 2018 $ (2,640,373)
Plus:
Cash-in-lieu Collected in 2019
2019 Reserve Fund Interest
(451,520)
(79,267)
Subtotal (530,786)
Closing Balance as of December 31, 2019 (3,171,160)
Committee Amounts from Prior Years -
Available at December 31, 2019 (3,171,160)
Page 196
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: FND-013-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: 2019 Building Permit Fees Annual Report
Recommendation:
1. That Report FND-013-20 be received for information.
Page 197
Municipality of Clarington Page 2
Report FND-013-20
1. Background
1.1. Under the Building Code Act, 1992 and the passing of subsequent amendments and
Ontario Regulation 350/06, municipalities are required to prepare an annual report that
records the amount of building permit fees collected and the costs incurred during the
process.
1.2. In accordance with the Building Code Act, as amended, staff have prepared this report
to Council with the required content on an informational basis and Attachment “A” will
be posted on the Municipality’s website.
1.3. A Building Permit Fee Update Study was completed in September 2017 by Hemson
Consulting Ltd. This was an update to the 2011 study also completed by Hemson. The
reviews are completed every five (5) years to ensure that the building permit fees are in
line with the cost of building inspections and th at all appropriate direct and indirect costs
are being allocated.
1.4. In 2019, the new residential building permits issued decreased from the prior year
providing a total building permit revenue of $2,794,711 (2018 - $3,242,224) creating a
deficit of $78,697 (2018 – surplus of $991,603) after reducing the total revenue by the
direct and indirect expenses as outlined on Attachment 1.
1.5. As the building permit funds are to be segregated from the general funds of the
Municipality, the deficit of $78,697 was transferred from the Building Division Reserve
Fund leaving the surplus/deficit for December 31, 2019 as nil. At December 31, 2019
the reserve fund had approximately $2.7 million. These funds are restricted to building
inspection related uses.
1.6. For the 2019 year, the Engineering Department advised Council through the annual
building permit activity report (EGD-004-19) that the building permits issued in 2019
were drastically lower than 2018.
1.7. The total number of all types of building permits issued in 201 9 was 687 compared to
1,350 in 2018 which translates into a 50.8% decrease in 2019.
1.8. The total number of new residential building permits issued in 201 9 was 535 compared
to 1,139 in 2018 which translates into 53.0% decrease in 2019.
Report Overview
This report is prepared as required by the Building Code Act reporting requirements for
Building Permit Fees. There is no current adjustment required to the building fees beyond
the normal increase approved through By-law 2017-086.
Page 198
Municipality of Clarington Page 3
Report FND-013-20
1.9. The below graph illustrates the number of permits for all types and new residential for
the last 10 years. The 2011 figure is unusually higher than 2010 to 2014 due to the
effect of the building code change effective January 1, 2012.
2. Concurrence
This report has been reviewed by the Acting Director of Engineer who concurs with the
recommendations.
3. Conclusion
It is respectfully recommended that Council receive this report.
Staff Contact: Paul Creamer, Deputy Treasurer, 905-623-3379 ext. 2604 or
pcreamer@clarington.net.
Attachments:
Attachment 1 - 2019 Annual Building Permit Fee Report
Interested Parties:
There are no interested parties to be notified of Council's decision.
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
New Residential 593 863 536 439 657 933 995 973 809 289
Non-Residential 449 325 520 520 519 263 187 207 211 152
0
200
400
600
800
1000
1200
1400
Number of PermitsYear
Permits Issued Residential vs Non-Residential
Page 199
2019 Actual
Building Permit Fees Revenue 2,194,711$
Transfer from Reserve Fund 78,697
Total Revenue 2,273,408$
Direct costs (Note 1)
Payroll 1,633,759$
Office Space 67,495
Other Operating and Capital Costs 300,847
Subtotal Direct Costs 2,002,101$
Transfer to Reserve Fund -
Overhead Costs (Note 2)271,308
Total 2,273,408$
Revenue (Under) / Over Expenditures -$
Municipality of Clarington
Building Permit Fee Report
December 31, 2019
Note 1 - Direct costs are deemed to include the costs of the Building
Division of the Engineering Department for the processing of building
permit applications, the review of building plans conducting inspections
and building-related enforcement duties. Direct costs also include costs
from the Engineering Department, Legal Services, Fire Services and
Planning Services which can be directly attributed to the building permit
function.
Note 2 - Indirect costs are deemed to include the costs for support and
overhead services to the Building Division.
Page 200
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