HomeMy WebLinkAbout09/28/2020
General Government Committee
Post-Meeting Agenda
Date:September 28, 2020
Time:9:30 a.m.
Location:Council Members (in Chambers or MS Teams) | Members of the Public (MS
Teams)
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accessibility accommodations for persons attending, please contact: Lindsey Patenaude,
Committee Coordinator, at 905-623-3379, ext. 2106 or by email at lpatenaude@clarington.net.
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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
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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 General Government and Planning and Development
Committee Meeting of September 14, 2020
6
7.2 Minutes of a Special General Government Committee Meeting of
September 21, 2020
35
8.Delegations
8.1 Raj Kanthasamy, Regarding The Need for a Hindu Temple in Clarington
*8.2 Scott Parnell, Canadian Nuclear Laboratories, Regarding Port Granby
Project Update
9.Communications – Receive for Information
*9.1 Minutes from the Accountability and Audit Committee dated July 14,
2020
39
(Addition of Accountability and Audit Committee Terms of Reference)
9.2 Minutes from the Newcastle Business Improvement Area dated
September 10, 2020
49
9.3 Minutes from the Energy from Waste - Waste Management Advisory 53
Page 2
Committee dated July 15, 2020
9.4 D. Patrick McNeil, Chair-Board of Directors, Elexicon Corporation,
Regarding Elexicon Corporation Dividend Payment
59
9.5 Memo from Stephen Brake, Director of Public Works, Regarding
Drainage in Solina
61
9.6 The Honourable Seamus O'Regan, Minister of Natural Resources,
Response to Correspondence Arising out of Resolution #C-282-20
63
Link to June 15, 2020 Council Minutes
*9.7 Dan Carter, Mayor, City of Oshawa, Regarding Municipal Challenges
Regarding On-Line Home-Sharing Platforms
66
*9.8 Memo from Ron Albright, Manager of Infrastructure, Regarding Whistle
Cessation Background for Belleville and Markham
70
10.Communications – Direction
10.1 Andrew Evers, Manager, Environmental Assessment Services, Ministry
of Environment, Conservation and Parks, Regarding Response to the
Proposed Anaerobic Digestion Facility
84
(Motion to refer to the consideration of Unfinished Business Item 21.2,
Elaine Baxter-Trahair, Chief Administrative Officer, Region of Durham,
Regarding Mixed Waste Pre-Sort and Anaerobic Digestion Project)
11.Presentations
No Presentations.
12.Public Works Department Reports
No Reports for this section of the Agenda.
13.Emergency and Fire Services Department Reports
13.1 ESD-006-20 Emergency Services Activity Report – Q2 2020 86
14.Community Services Department Reports
No Reports for this section of the Agenda.
15.Municipal Clerk’s Department Reports
No Reports for this section of the Agenda.
Page 3
16.Corporate Services Department Reports
No Reports for this section of the Agenda.
17.Finance Department Reports
17.1 FND-032-20 Award of Contracts During Council Recess 93
17.2 FND-033-20 Financial Update as at June 30, 2020 146
17.3 FND-034-20 Design and Build Newcastle Skate Park 197
18.Solicitor’s Department Reports
No Reports for this section of the Agenda.
19.CAO Office Reports
No Reports for this section of the Agenda.
20.New Business – Consideration
20.1 Apron Parking (Councillor Traill)202
*20.2 Public Access to Municipal Property East of Mearns Avenue at
Longworth Avenue (Councillor Traill)
203
(Addition of Arial View of Subject Lands)
*20.3 Public-Private Proposal for Uxbridge Municipal Park and Trail System
(Mayor Foster)
224
*20.4 Servicing Rundle Road and Highway 2
*20.5 Implementation of Phase 2 of Grant Thornton Report
21.Unfinished Business
21.1 FND-029-20 Whistle Cessation Funding Options (Referred from the
September 14, 2020 Joint Committee Meeting)
Link to Report FND-029-20
21.2 Elaine Baxter-Trahair, Chief Administrative Officer, Region of Durham,
Regarding Mixed Waste Pre-Sort and Anaerobic Digestion Project
(Referred from the September 21, 2020 Council Meeting)
229
[Distributed Under Separate Cover]
Page 4
21.3 Gavin Battarino, Special Project Officer, Ministry of the Environment,
Conservation and Parks, Regarding EA Designation Request -
Anaerobic Digester
231
22.Confidential Reports
22.1 LGL-007-20 Prohibition of Hate Symbols
[Distributed Under Separate Cover]
23.Adjournment
Page 5
1
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General Government Committee
Minutes
Date:
Time:
Location:
September 14, 2020
9:30 AM
Microsoft Teams
Present Were:
Present Via Electronic
Means:
Mayor A. Foster, Councillor R. Hooper, Councillor J. Jones,
Councillor M. Zwart
Councillor G. Anderson, Councillor J. Neal, Counillor C. Traill
Staff Present: A. Allison, G. Acorn, R. Albright, S. Brake, A. Greentree,
F. Langmaid, R. Maciver, M. Marano, T. Pinn, G. Weir, J.
Gallagher, L. Patenaude
_____________________________________________________________________
1. Call to Order
Mayor Foster called the meeting to order at 9:35 a.m.
2. Land Acknowledgement Statement
Councillor Hooper led the meeting in the Land Acknowledgement Statement.
3. New Business – Introduction
Councillor Anderson asked that a new business item, regarding confidential
questions regarding 110 Port Darlington Boulevard, be added to the New
Business – Consideration section of the agenda.
Councillor Hooper asked that a new business item, regarding residents in new
subdivisions converting their homes to room houses, be added to the New
Business – Consideration section of the agenda.
Councillor Hooper asked that a new business item, regarding speeding in
subdivisions, be added to the New Business – Consideration section of the
agenda.
Councillor Hooper asked that a new business item, regarding long grass, be
added to the New Business – Consideration section of the agenda.
Page 6
Joint Committee Minutes dated September 14, 2020
2
Councillor Traill asked that a new business item, regarding confidential questions
for the Acting Director of Planning and Development Services and confidential
questions to the Municipal Clerk regarding personnel matters, be added to the
New Business - Consideration section of agenda.
4. Adopt the Agenda
Resolution # JC-078-20
Moved by Councillor Zwart
Seconded by Councillor Hooper
That the Agenda for the Joint General Government and Planning and
Development Committee meeting of September 14, 2020 be adopted with the
addition of the following New Business Items:
Confidential Question regarding 110 Port Darlington Boulevard, from
Councillor Anderson
Residents in New Subdivisions Converting their Homes to Room Houses
Speeding in Subdivisions
Long Grass
Confidential Question for the Acting Director of Planning and Development
Services, from Councillor Traill
Confidential Question for the Municipal Clerk, regarding a Personnel Matter,
from Councillor Traill
Carried
5. Declaration of Interest
There were no disclosures of interest stated at this meeting.
6. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
7. Adoption of Minutes of Previous Meeting
7.1 Minutes of a Regular Meeting of the General Government Committee
Meeting dated June 22, 2020
7.2 Minutes of a Regular Meeting of the Planning and Development Committee
Meeting dated June 29, 2020
Page 7
Joint Committee Minutes dated September 14, 2020
3
Resolution # JC-079-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the minutes of the regular meeting of the General Government Committee
meeting held on June 22, 2020 and the Planning and Development Committee
meeting held on June 29, 2020, be received on consent.
Carried
8. Public Meetings
8.1 Public Meeting for a Proposed Zoning By-law Amendment
Councillor Neal chaired this portion of the meeting.
Mayor Foster left the meeting at 10:02 a.m.
Mayor Foster returned to the meeting at 10:04 a.m.
Mark Jull, Planner I, made a verbal and electronic presentation to the Committee
regarding the application.
No one spoke in opposition to, or in support of, the application.
Mark Foley was present, via electronic, means regarding Report PSD-028-20,
Zoning By-law Amendment to Facilitate the Creation of One New Lot at 293
Townline Road North, Courtice. Mr. Foley stated that the application consists of
an over-sized residential lot which requires a re-zoning change from Agricultural
to Residential. Mr. Foley explained that they continue to upgrade the house,
sewer and water will be installed which will use existing municipal services as
provided on Wabbokish Court. He added that the application complies with
Provincial, Regional and Clarington's land use policies. Mr. Foley stated they
concur with staff’s recommendations and answered questions from Members of
Committee.
Alter the Agenda
Resolution # JC-080-20
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the Agenda be altered to consider Section 13, Planning and Development
Department Reports, after the delegation.
Carried
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Joint Committee Minutes dated September 14, 2020
4
9. Delegations
9.1 Lawson Gay, Richard H. Gay Holdings, Regarding Report PSD-029-20
Addition of Properties to the Municipal Register - 1696 Hwy. 2
Lawson Gay, Richard H. Gay Holdings, was present, via electronic means,
regarding Report PSD-029-20 Addition of Properties to the Municipal Register -
1969 Hwy 2. Mr. Gay explained that he concurs with the report
recommendations and provided background on the Gay Company. He added
that the Gay Family is honored to have a park and road named after them. Mr.
Gay explained the history of the house and stated that it is starting to
deteriorate. He suggested that an information micro-chipped post be installed at
the Harry Gay Park that includes information linked to a Clarington heritage
information website. Mr. Gay suggested that, since the house has lots of
historical documentation, pictures and bills, they would donate to the Municipality
to help Clarington develop a website that is linked to the information micro-
chipped post. Mr. Gay noted that their company has been developing affordable
housing units through Affordable Housing Solutions Inc. He concluded by
answering questions from Members of Committee.
13. Planning and Development Department Reports
13.1 PSD-028-20 Zoning By-law Amendment to Facilitate the Creation of One
New Lot at 293 Townline Road North, Courtice
Councillor Neal chaired this portion of the meeting.
Resolution # JC-081-20
Moved by Mayor Foster
Seconded by Councillor Jones
That Report PSD-028-20 be received;
That the application to amend the Zoning By-law, submitted by Brent Foley, be
approved and that the By-law contained in Attachment 1 to Report PSD-028-20
be passed;
That, once all conditions of approval for the related consent application have
been satisfied, the By-law authorizing the removal of the (H) Holding Symbol be
approved;
That the Durham Regional Planning and Economic Development Department
and Municipal Property Assessment Corporation be forwarded a copy of Report
PSD-028-20 and Council’s decision; and
That all interested parties listed in Report PSD-028-20 and any delegations be
advised of Council’s decision.
Carried
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Joint Committee Minutes dated September 14, 2020
5
13.2 PSD-029-20 Addition of Property to the Municipal Heritage Register; 1697
Highway 2, Courtice
Resolution # JC-082-20
Moved by Councillor Jones
Seconded by Councillor Traill
That Report PSD-029-20 be received;
That demolition of 1697 Highway, Courtice 2 be granted, providing the
contributions of Harry Gay and Gay Construction are acknowledged and
interpreted in an alternate manner acceptable to the Clarington Heritage
Committee and staff; and
That all interested parties listed in Report PSD-029-20 and any delegations be
advised of Council’s decision.
Carried
13.3 PSD-030-20 Clarington Climate Action Update
Resolution # JC-083-20
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report PSD-030-20 be received for information.
Carried
13.4 PSD-031-20 An Application by Goldmanco Inc. to Amend Sign By-law 2009-
123 to Permit a Monolith Sign Along Highway 2 at the Courtice Urban
Centre Development
Councillor Neal left the chair.
Mayor Foster chaired this portion of the meeting.
Resolution # JC-084-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Report PSD-031-20 be received;
That the amendment to the Municipality of Clarington Sign By-law 2009-123, be
approved and that the By-law, contained in Attachment 1 to Report PSD-031-20
be approved with the elimination of the sign at northwest corner; and
That all interested parties listed in Report PSD-031-20 and any delegations be
advised of Council’s decision.
Carried
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Joint Committee Minutes dated September 14, 2020
6
Recess
Resolution # JC-085-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:08 a.m. with Mayor Foster in the Chair.
Alter the Agenda
Resolution # JC-086-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Agenda be altered to consider Presentation Item 12.1 and Municipal
Clerk's Department Report CLD-014-20, Ward Boundary Review, at this time.
Carried
12. Presentations
12.1 Jack Ammendolia, Managing Partner and Director, Education, and Robert
J. Williams,Ph. D., Public Affairs Consultant, Watson & Associates
Economists Ltd., Regarding Report CLD-014-20, Ward Boundary Review –
Interim Report
Jack Ammendolia, Managing Partner and Director, Education and Robert J.
Williams, Ph.D., Public Affairs Consultant, Watson & Associates Economists Ltd.,
were present via electronic means regarding the Ward Boundary Review -
Interim Report. Mr. Ammendolia explained a ward boundary review and outlined
the review process for Phase 1. He advised that they conducted interviews with
Councillors and municipal staff, heard from community groups and citizens,
received approximately 200 responses and held four virtual public information
sessions. Mr. Ammendolia stated that it is important to evaluate the existing ward
structure to see if they meet the needs of the community and to prepare Council
for their decision. He explained the guiding principles which will help form the
background of the study and provide rational going forward. Mr. Ammendolia
added that many ward boundary options are rooted to the guiding principles and
stated the goal is to meet as many of principles as possible. He added that
effective representation, representation by population and community or diversity
of interest principles received the most support. Mr. Ammendolia explained the
next steps for Phase 2, noting that they will seek more public feedback and more
Public Information Sessions will occur in the months of October and November
2020. Mr. Ammendolia stated that a report will be prepared with final ward
boundary options for Council’s consideration and answered questions from
Members of Committee.
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Joint Committee Minutes dated September 14, 2020
7
Resolution # JC-087-20
The Committee recessed for their one hour scheduled break as per the
Procedural By‑law.
The meeting reconvened at 1:00 PM with Mayor Foster in the Chair.
17.3 CLD-014-20 Ward Boundary Review
Resolution # JC-088-20
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Report CLD-014-20 be received for information.
Carried
Resolution # JC-089-20
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-088-20 for a second time.
Carried
10. Communications – Receive for Information
10.1 Minutes of the Orono Business Improvement Area dated June 11, 2020
10.2 Minutes of the Newcastle Business Improvement Area dated July 9, 2020
10.4 Stephanie Allman, Regulatory Coordinator - Regulatory Affairs, Enbridge
Gas Inc., Regarding 2021 Rate Application
10.5 Ralph Walton, Regional Clerk, Region of Durham, Regarding Durham
Region's Response to Proposed Amendment 1 to A Place to Grow: Growth
Plan for the Greater Golden Horseshoe and Proposed Land Needs
Assessment Methodology for A Place to Grow
10.6 Nando Iannicca, Regional Chair & Chief Executive Officer, Regional
Municipality of Peel, Regarding National Active Transportation Strategy
and COVID-19 Economic Stimulus Package
10.8 Memo from Ron Albright, Manager of Infrastructure, Regarding Scugog
St./Bons Ave. - Bowmanville - Heightened Awareness of All-Way STOP
Control Intersection
10.9 Memo from Gord Weir, Director of Emergency and Fire Services, Regarding
Response to Resolution #GG-249-20 Questions to the Chief Regarding
Volunteer Firefighters
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Joint Committee Minutes dated September 14, 2020
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10.10 Minutes of the Tyrone Community Hall Board dated January 15, 2020,
February 19, 2020, May 22, 2020 and June 17, 2020
Resolution # JC-090-20
Moved by Councillor Traill
Seconded by Councillor Zwart
That Items 10.1, 10.2, 10.4-10.6, 10.8-10.10, be received for information, on
consent.
Carried
10.3 Elaine Baxter-Trahair, Chief Administrative Officer, Region of Durham,
Regarding Mixed Waste Pre-Sort and Anaerobic Digestion Project
Resolution # JC-091-20
Moved by Councillor Neal
Seconded by Councillor Zwart
That Item 10.3, be referred to closed session at the end of the meeting.
Carried
10.7 Memo from Ron Albright, Manager of Infrastructure, Regarding Whistle
Cessation Update - Cobbledick Road and Bennett Road
Resolution # JC-092-20
Moved by Councillor Neal
Seconded by Councillor Jones
That item 10.7 be referred to the consideration of Report FND-029-20, Whistle
Cessation Funding Options.
Carried
10.11 Memo from Ron Albright, Manager of Infrastructure, Regarding Flooding on
Nash Road Update
Resolution # JC-093-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Communication Item 10.11 be received for information.
Carried
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Joint Committee Minutes dated September 14, 2020
9
11. Communications – Direction
11.1 Mary Medeiros, City Clerk, City of Oshawa, Regarding Licensing Payday
Loan Establishments
Resolution # JC-094-20
Moved by Councillor Traill
Seconded by Councillor Zwart
That the following resolution from the City of Oshawa, regarding Licensing
Payday Loan Establishments, be endorsed by the Municipality of Clarington:
That in accordance with Section 5.6.2 of Report CNCL-20-76 concerning
Licensing Payday Loan Establishments dated May 20, 2020, the Licensing By-
law 120-2005, as amended, and General Fees and Charges By-law 13-2003,
as amended, be further amended to:
Establish a licensing system for payday loan establishments as generally
set out in Section 5.6 of the Report
Restrict the number of payday loan establishments to 2 per ward to a
maximum of 10 in the City
Prohibit new payday loan establishments in the Downtown Urban Growth
Centre as defined in the Oshawa Official Plan
Establish a minimum 150m setback from other payday loan
establishments and elementary and secondary schools
Include appropriate grandfather provisions for existing establishments and
that such an amending by-law be passed in a form and content acceptable
to the Commissioner, Corporate Services Department and Legal Services;
That the notice provisions of By-law 147-2007 be waived in connection with the
introduction of the licensing system for payday loan establishments and
associated fees;
That Council requests the Province of Ontario to limit the annual interest rates
to a reasonable amount for all payday loans;
That Council requests the Federal Government to:
Require chartered banks and credit unions to have branches in low-
income neighbourhoods which offer credit lines to low-income people at
the same rates they offer to other customers;
Work with partners such as credit unions and chartered banks, to
encourage and steward the development of lower-cost financial products
that can provide an alternative for users of payday loan establishments;
and
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Joint Committee Minutes dated September 14, 2020
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That this report and resolution be forwarded to Prime Minister Trudeau, Premier
Ford, local Oshawa MPs and MPPs, the Region of Durham, all Durham
municipalities, the Federation of Canadian Municipalities and the Association of
Municipalities of Ontario.
Referred
Resolution # JC-095-20
Moved by Councillor Neal
Seconded by Councillor Traill
That the item 11.1 be referred to Staff to report back on, or before, General
Government Committee meeting dated November 9, 2020.
Carried
11.2 Mary Medeiros, City Clerk, City of Oshawa, Regarding COVID-19 Funding
Resolution # JC-096-20
Moved by Councillor Neal
Seconded by Councillor Anderson
That the following resolution f rom, the City of Oshawa, regarding COVID-19
Funding, be endorsed by the Municipality of Clarington:
Whereas on March 11, 2020, the World Health Organization and the
Canadian Government declared COVID-19 a global pandemic;
Whereas on March 12, Ontario ordered schools closed and by March 17,
began a more extensive shut down;
Whereas the pandemic has led to the closure of public spaces and the
cancellation of events around the world throughout the country our
province and right here within our own community, causing great stress on
the arts sector;
Whereas local cultural organizations such as the Oshawa Folk Arts
Council representing over 13 member clubs and organizations, as well as
the many local service groups such as the Oshawa Rotary Club, have all
been forced to cancel major events (i.e. Fiesta Week; Rib Fest; etc.) which
historically contribute in large part to the fundraising and operational
financing efforts of these sociocultural entities;
Whereas the Government of Canada and the Province of Ontario have
committed they through the Canada Council for the Arts will continue to
work with the Government of Canada, as well as provincial, territorial, and
municipal partners, to ensure the strength of the sector;
Whereas at present, the Canada Council’s for the arts priorities as are our
collective governing priorities are to ensure the health and safety of people
across Canada and around the world and to work towards the
sustainability and recoverability of the arts sector; and
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Joint Committee Minutes dated September 14, 2020
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Whereas a significant period has passed without further indication as to
what tools, funding measures, or financial support our local social cultural,
service clubs, and children/youth minor sporting originations can readily
access to help support their operating costs and programming.
Now Therefore Be It Resolved:
That the Federal, Provincial, and Regional Government help local
municipalities assist their local social cultural, service clubs, and
children/youth minor sporting originations with clear and definitive relief
funding programs directed to help sustain the afore mention groups
through these trying times inflected on them by the effects of COVID-19;
and
That a copy of this resolution be sent to the Prime Minister of Canada, the
Premier of Ontario, all Members of Provincial Parliament, all Members of
Parliament and Association of Municipalities of Ontario and Federation of
Canadian Municipalities.
Carried
11.3 Mary Medeiros, City Clerk, City of Oshawa, Regarding Construction of
Accessible Units as Part of all Residential Development Projects
Resolution # JC-097-20
Moved by Councillor Neal
Seconded by Councillor Hooper
That Communication Item 11.3, be referred to Staff to report back with a memo
outlining the changes to the Building Code.
Carried
11.4 Ralph Walton, Regional Clerk, Region of Durham, Regarding Reconvening
the Body-Worn Camera (BWC) Team
Resolution # JC-098-20
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the following resolution from the Region of Durham, regarding Reconvening
the Body-Warn Camera (BWC) Team, be endorsed by the Municipality of
Clarington:
Whereas Body-Worn Cameras (BWC) have been adopted by a growing
number of police services across the country and the world; widely seen
as a real benefit to public trust, transparency, accountability and accuracy,
and have been useful in determining what exactly has taken place during
confrontations between officers and civilians, aiding in building positive
relations with the communities they serve;
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Whereas recent hate-filled and brutal displays of anti-Black racism have
resulted in preventable deaths and revived community outcry for more
oversight and accountability for officers and police services;
Whereas on June 17, 2020 the Parliamentary Black Caucus urged all
levels of government to act immediately to eliminate the barriers to access
to justice and public security for Black Canadians and Indigenous people,
including requiring all on-duty police officers in contact with the public to
wear BWCs;
Whereas Toronto Police Chief Mark Saunders has said he will fast track
body cameras for all front-line officers within the Toronto Police Service
(TPS) due to recent events;
Whereas Durham Regional Police Service (DRPS) conducted a year-long
BWC pilot from June 2018 to June of 2019, using officers from two units in
West Division, Regional Traffic Enforcement and members from the
Festive R.I.D.E team;
Whereas approximately 80 officers were outfitted with cameras durin g the
pilot, resulting in 26,600 videos being collected - of which 52 per cent were
categorized as evidence and about 30 per cent have been or will be used
in criminal and provincial offences trials - and the project manager has
said that “I don’t think we’ve seen very much resistance at all - and the
officers fairly quickly got comfortable with the technology”, yet no formal
recommendations or go-forward plans have been presented to DRPS
Board; and
Whereas on April 21, 2020, DRPS informed their Board that the BWC
study was on hold due to the pandemic, and all officers were sent back to
their original deployments, further delaying a decision;
Now Therefore Be It Resolved:
That to be responsive to the needs of our community, the Durham
Regional Police Services Board (‘Board’) be requested to reconvene the
Body-Worn Camera (BWC) team effective immediately;
That Regional Council request the DRPS Police Services Board, at the
earliest possible opportunity, to consider BWC implementation, which shall
include funding requirements to start phasing in the procurement and
outfitting of front-line officers with cameras to eliminate subjectivity in
civilian and police interactions;
That Regional Council requests the Board present a delegation to
Regional Council by September 2020, or as soon thereafter as is
reasonably possible, including a timeline and budget to address this need
at the earliest opportunity;
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Joint Committee Minutes dated September 14, 2020
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That the presentation include an update by the Board regarding the DRPS
officer training plan, addressing how officers are trained to handle mental
health distress and de-escalation techniques, specifically within the Black
and Indigenous community; and
That this motion be circulated to the DRPS Board, and all Durham
municipalities.
Carried
11.5 Ralph Walton, Regional Clerk, Region of Durham, Regarding Dorsay
Development Corporation's Request for a Minister's Zoning Order for
Lands in Northeast Pickering and the Region's Municipal Comprehensive
Review
Resolution # JC-099-20
Moved by Councillor Neal
Seconded by Councillor Hooper
That Communication Item 11.5, be received for information.
Carried
11.6 Sarah Delicate, President, United Shoreline Ontario (USO), Regarding
Stimulus Funding for Shore Line Resilience Movement
Resolution # JC-100-20
Moved by Councillor Traill
Seconded by Councillor Anderson
Whereas the COVID-19 pandemic has devastated the economy of the
Municipality of Clarington, with ongoing diminished revenues to municipal
governments likely to further constrain public services, prolong economic
damage and slow full recovery;
And whereas economists, business leaders and elected officials recognize the
need for continued economic stimulus efforts to create jobs, generate long-term
economic activity and accelerate the pace of recovery, particularly in hard -hit
cities;
And whereas with nearly one-third of U.S. and Canadian economic activity
centered in the Great Lakes region, its economic recovery can fuel the larger,
national economic recovery;
And whereas investing in water infrastructure is one of the most cost-effective
ways to stimulate economic activity, with every job added in the water and
wastewater industry projected to create an additional 3.68 jobs in the national
economy,
And whereas shoreline communities across the Great Lakes and St. Lawrence
region are heavily impacted by erosion, flooding and other effects from high
water levels and extreme weather events;
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Joint Committee Minutes dated September 14, 2020
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And whereas Great Lakes and St. Lawrence water levels are at all-time highs
and are predicted to persist until the region experiences dry conditions for up to
several years;
And whereas climate change is projected to bring more frequent severe storm
events that will compound impacts from high water levels, with 100-year storm
events already happening every 20 years, on average;
And whereas Ontario and Quebec shoreline communities have experienced
more than $200 million in insurable damages over the past year and members of
the Great Lakes and St. Lawrence Cities Initiative have identified ove r 36
projects requiring approximately $400 million to repair damage from, and build
resilience to, coastal erosion, flooding and other impacts from high lake levels
and climate change;
And whereas investments in resilience, mitigation and ecosystem restoration are
estimated to return more than $6.00 for every $1.00 spent and create 39 jobs per
$1 million spent, and historically, every dollar spent on flood risk management
has prevented nearly $10 in damages; and
And whereas the investments outlined above respond to well-documented
needs, enjoy broad support and can be administered quickly through existing
programs and swiftly generate job growth and new economic activity in our city
and others across the Great Lakes and St. Lawrence region;
Now therefore be it resolved that the Municipality of Clarington joins with more
than 100 mayors and other municipal leaders convened by the Great Lakes and
St. Lawrence Cities Initiative to call for continued action to protect 20 percent of
the world’s fresh surface water and the drinking water source for 40 million
people; and
That the Municipality urges its Provincial and Federal Governments to support
additional economic stimulus efforts focused on water resource priorities,
including:
$7 billion in stimulus funding over the next two construction season to
address
$3 billion water infrastructure projects
$2 billion for shoreline protection projects in the Great lakes and St
Lawrence
$2 billion to address disaster preparation and flood mapping
That the citizens of the Municipality of Clarington appreciate the Government of
Canada’s support provided so far to respond to the COVID-19 pandemic and
urge further action to ensure a quick and complete economic recovery while
addressing urgent needs to rebuild our water infrastructure and protect our
shoreline areas.
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Joint Committee Minutes dated September 14, 2020
15
Carried as Amended, See following motions
Recess
Resolution # JC-101-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 2:01 p.m. with Mayor Foster in the Chair.
Resolution # JC-102-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #JC-100-20 be amended by severing the recitals,
which includes paragraph 1-10.
Carried
The foregoing Resolution #JC-100-20 was then put to a vote and carried as
amended.
11.7 Stasia Carr, Clerk, Town of Gore Bay, Regarding Support of OPP Diversity
Training
Resolution # JC-103-20
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the following resolution from the Town of Gore Bay, regarding Support of
OPP Diversity Training, be endorsed by the Municipality of Clarington:
Whereas the Town of Orangeville is requesting support of their motion
regarding OPP Diversity Training;
And whereas they are concerned that although the OPP have indicated
they have a comprehensive diversity training program, there may not be
the same resources available throughout the province detachments;
And whereas there is public concern regarding the use of force, such as
neck restraints and oversight;
Now therefore be it resolved that the Town of Gore Bay supports the Town
of Orangeville in their efforts to encourage common training requirements
to all members of the Ontario Provincial Police Force and they be so
advised; and
That this motion be sent to the Solicitor General's Office.
Carried
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Joint Committee Minutes dated September 14, 2020
16
11.8 Judy Smith, Director Municipal Governance, Clerk/Freedom of Information
Coordinator, Municipality of Chatham-Kent, Regarding Emancipation Day
Resolution # JC-104-20
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the following resolution from the Municipality of Chatham -Kent, regarding
Emancipation Day, be endorsed by the Municipality of Clarington:
That the Municipality of Chatham-Kent acknowledges and supports the
following Private Members Bill put forward by Majid Jowhari; M-36,
Emancipation Day, 43rd Parliament, 1st Session that reads as follows:
That the House recognized that:
a. The British Parliament abolished slavery in the British Empire as
of August 1, 1834
b. Slavery existed in the British North America prior to is abolition in
1834
c. Abolitionists and others who struggled against slavery, including
those who arrived in Upper and Lower Canada by the
Underground Railroad, have historically celebrated August 1, as
Emancipation Day
d. The Government of Canada announced on January 20, 2018 that
it would officially recognize the United Nations International
Decade for People of African Descent to highlight the important
contributions that people of African Descent have made to
Canadian Society, and to provide a platform for conforming anti-
black racism; and
e. The heritage of Canada's people of African descent and the
contributions they have made and continue to make to Canada;
and that in the opinion of the House, the government should
designate August 1 of every year as "Emancipation Day" in
Canada
That support for this motion is sent to our Member of Parliament and all
House of Commons representatives.
Carried
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Joint Committee Minutes dated September 14, 2020
17
11.9 Robin Crone, Regarding A Request for a By-law to Regulate Clothes Lines
Resolution # JC-105-20
Moved by Councillor Zwart
Seconded by Councillor Traill
That Communication Item 11.9, be received for information.
Carried
11.10 Susan Cassell, City Clerk, City of Pickering, Regarding Call to Action
(Public Inquiry) - Second Request
Resolution # JC-106-20
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the following resolution from the City of Pickering, regarding Call to Action
(Public Inquiry) - Second Request, be endorsed by the Municipality of Clarington:
That Corr. 28-20, dated May 29, 2020, from the Families of Orchard Villa,
regarding a Call To Action (Public Inquiry) - Second Request – Urgent, be
endorsed; and
That a copy of this Resolution be forwarded to the Premier of Ontario, the
Lieutenant Governor, Durham MPPs, Opposition Leaders, the Regional
Municipality of Durham, and Durham Region municipalities.
Carried
11.11 Tammy Fowkes, Deputy Clerk, Town of Amherstburg, Regarding Long
Term Care Home Improvements
Resolution # JC-107-20
Moved by Councillor Zwart
Seconded by Councillor Hooper
That the following resolution from the Town of Amherstburg, regarding Long
Term Care Home Improvements, be endorsed by the Municipality of Clarington:
That, due to the deplorable conditions exposed by the pandemic in LTC
homes in the province, and because this is a time for action, not just
continuous streams of investigations, commissions and committees, and
because the problems have been clearly identified, that Sarnia City Council
direct staff to send this motion to the 444 Ontario Municipalities, asking them
to urge Premier Ford to start implementing the required resolutions
immediately, as follows:
1. increasing hours for all part-time and casual labour
2. since the government provides funding for privately-operated homes, they
have an obligation to inspect these homes and see that they are being
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Joint Committee Minutes dated September 14, 2020
18
properly run, and that funds are being used for the benefit of the
residents and not the huge profitability of the operators, and
3. to end the neglect and unacceptable conditions being experienced, each
day, by our vulnerable seniors.
Carried
11.12 Dan Carter, Mayor, City of Oshawa, Containing Letters to the Prime Minister
and John Henry, Regional Chair, Regarding Mental Health for Police
Services
Resolution # JC-108-20
Moved by Councillor Hooper
Seconded by Councillor Zwart
That item 11.12 from Dan Carter, Mayor, City of Oshawa, regarding mental
Health for Police Services, be endorsed by the Municipality of Clarington.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Traill,
and Councillor Zwart
No (2): Councillor Jones, and Councillor Neal
Carried (5 to 2)
11.13 Andrew Evers, Manager, Environmental Assessment Branch, Ministry of
the Environment, Conservation and Parks, Regarding Proposed Recycling
and Anaerobic Digestion Facility
Resolution # JC-109-20
Moved by Councillor Traill
Seconded by Councillor Zwart
That Correspondence Item 11.17, be referred to Staff.
Motion Withdrawn
Resolution # JC-110-20
Moved by Councillor Traill
Seconded by Councillor Neal
That Staff be directed to proceed with a request to make a designation request to
the Ministry of Environment regarding the Region of Durham’s proposed
anaerobic digestion facility.
Referred
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Joint Committee Minutes dated September 14, 2020
19
Resolution # JC-111-20
Moved by Councillor Neal
Seconded by Councillor Traill
That Item 11.13, be referred to closed session at the end of the meeting.
Carried
11.14 Raymond Kiomall, Regarding Request for a Lighting Nuisance By-law
Resolution # JC-112-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Communication Item 11.14, be referred to staff to report back.
Carried
11.15 Letters from Robert Grimley, William and Donna Cooper, and Linda and
Serge Lafrance, Regarding Report FND-029-20 Whistle Cessation Funding
Options
Resolution # JC-113-20
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the item 11.15 be referred to the consideration of Report FND-029-20,
Whistle Cessation Funding Options.
Carried
11.16 Clayton Self, Regarding a Request for a Traffic Study at Richfield Sq. and
Nash Rd. Intersection and a Review of the Water Table at 1668 Nash Road
Resolution # JC-114-20
Moved by Councillor Neal
Seconded by Councillor Jones
That staff be directed to request a further traffic study to be undertaken when
schools are back in session.
Motion Withdrawn
Resolution # JC-115-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Communication Item 11.16, be referred to Staff.
Carried
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20
Recess
Resolution # JC-116-20
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 3:13 p.m. with Mayor Foster in the Chair.
11.17 Memo from Anne Greentree, Municipal Clerk, Regarding Appointment of
Department Liaisons - Change Departments
Resolution # JC-117-20
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the Members of Council be designated as a Department Liaison for the
remainder of the term as follows:
Planning & Development Department Councillor Anderson
Public Works Department Councillor Hooper
Emergency Services Department Councillor Margaret Zwart
Community Services Department Councillor Corinna Traill
Legislative Services Department Councillor Jones
Finance Department Councillor Neal
Corporate Services &Administration Mayor Adrian Foster
Motion Withdrawn
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Joint Committee Minutes dated September 14, 2020
21
Resolution # JC-118-20
Moved by Councillor Neal
Seconded by Councillor Zwart
That the Members of Council be designated as a Department Liaison as follows:
Planning & Development Department Councillor Anderson
Public Works Department Councillor Hooper
Emergency Services Department Councillor Margaret Zwart
Community Services Department Councillor Corinna Traill
Legislative Services Department Councillor Jones
Finance Department Councillor Neal
Corporate Services &Administration Mayor Adrian Foster
That this matter be reviewed at the November 30, 2020 General Government
Committee meeting.
Carried
14. Public Works Department Reports
14.1 PWD-001-20 Ice Skating Trail
Councillor Hooper chaired this portion of the meeting.
Resolution # JC-119-20
Moved by Councillor Traill
Seconded by Mayor Foster
That Report PWD-001-20, be referred to the General Government Committee
Meeting dated October 19, 2020.
Carried
15. Emergency and Fire Services Department Reports
No Reports for this section of the Agenda.
16. Community Services Department Reports
No Reports for this Section of the Agenda.
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22
17. Municipal Clerk’s Department Reports
Councillor Jones chaired this portion of the meeting.
17.1 CLD-012-20 Remote Meeting Participation Legislation – Allowing All
Members to be Remote (Bill 197 enacted as the COVID-19 Economic
Recovery Act, 2020)
Resolution # JC-120-20
Moved by Councillor Neal
Seconded by Mayor Foster
That Report CLD-012-20 be received;
That electronic participation in closed session for Council and Committee
meetings at any time (not just during emergency periods) be approved;
That, as per the new provisions set out in the Municipal Act, 2001, those
members participating electronically in a meeting, be counted towards quorum;
That the By-law attached to Report CLD-012-20, as Attachment 1, amending the
Procedural By-law to allow for electronic participation in closed session at
Council and Committee meetings, and to provide that those participating count
towards quorum, be approved; and
That all interested parties, and any delegations, be advised of Council’s decision.
Carried
17.2 CLD-013-20 Addressing Frivolous, Vexatious or Malicious Enforcement
Complaints
Resolution # JC-121-20
Moved by Councillor Traill
Seconded by Councillor Hooper
That the item 17.2, be referred to the next Regular Council Meeting dated
September 21, 2020.
Carried
18. Corporate Services Department Reports
No reports for this section of the Agenda.
19. Finance Department Reports
Mayor Foster Chaired this portion of the meeting.
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23
19.1 FND-027-20 2020 – 2021 Insurance Report
Suspend the Rules
Resolution # JC-122-20
Moved by Councillor Traill
Seconded by Councillor Jones
That the Rules of Procedure be suspended to extend the meeting until 6:00 p.m.
Carried
Resolution # JC-123-20
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Report FND-027-20 be received;
That the general insurance placement, in conjunction with the other member
municipalities of the Durham Municipal Insurance Pool, with the Frank Cowan
Company for an integrated pooling arrangement that includes integrated
insurance coverages and common self-retention deductible levels for the period
July 1, 2020 to June 30, 2021, at a cost to Clarington of $928,287 be confirmed;
and
That the purchase of cyber liability coverage through the Frank Cowan Company
at a cost of $20,000 be confirmed.
Carried
19.2 FND-028-20 BILD COVID19 Recommendations
Resolution # JC-124-20
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Report FND-028-20 be received; and
That all interested parties listed in Report FND-028-20 and any delegations be
advised of Council’s decision.
Carried
19.3 FND-029-20 Whistle Cessation Funding Options
Resolution # JC-125-20
Moved by Councillor Traill
Seconded by Councillor Jones
That the item 19.3, be referred to the General Government Committee Meeting
dated September 28, 2020.
Carried
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Joint Committee Minutes dated September 14, 2020
24
19.4 FND-030-20 2021 Budget Guidelines and Update
Resolution # JC-126-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Report FND-030-20 be received;
That Staff prepare a draft budget with a target municipal increase of 1.5 per cent;
That Staff include within the draft budget requests for funding from external
agencies up to a maximum limit of 1.5 per cent;
That the 2021 budget schedule, as outlined within the report, be approved;
That Staff develop a Determination of User Fee Revenue Policy, and review the
current user fees charged by the Municipality to determine if they are
appropriate; and
That all interested parties listed in Report FND-030-20, and any delegations be
advised of Council's decision.
Resolution # JC-127-20
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-126-20 for a second time.
Carried
Yes (3): Councillor Jones, Councillor Neal, and Councillor Traill
No (4): Mayor Foster, Councillor Anderson, Councillor Hooper, and Councillor
Zwart
Motion Lost (3 to 4)
Resolution # JC-128-20
Moved by Councillor Zwart
Seconded by Councillor Traill
That Report FND-030-20 be received;
That Staff prepare a draft budget with a target municipal increase of 3.55 per
cent;
That Staff include within the draft budget requests for funding from external
agencies up to a maximum limit of 1.80 per cent;
That the 2021 budget schedule, as outlined within the report, be approved;
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Joint Committee Minutes dated September 14, 2020
25
That Staff develop a Determination of User Fee Revenue Policy, and review the
current user fees charged by the Municipality to determine if they are
appropriate; and
That all interested parties listed in Report FND-030-20, 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 (5 to 2)
Recess
Resolution # JC-129-20
Moved by Councillor Jones
Seconded by Councillor Hooper
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 5:35 p.m. with Mayor Foster in the Chair.
19.5 FND-031-20 Funding Approval for South Bowmanville Recreation Centre
Resolution # JC-130-20
Moved by Councillor Traill
Seconded by Councillor Hooper
That Report FND-031 -20 be received;
That the Council commits to the completion of the South Bowmanville R ecreation
Centre and provides pre-budget approval up to $50,000,000;
That the project be funded to the extent possible from development charges;
That the By-law attached to Report FND-031-20, as attachment 1, be approved
with a target term length of ten years to a maximum of 20 years;
That the impact to the tax levy of the debenture be in addition to the budget
target as set by Council for the 2021 draft budget; and
That all interested parties listed in Report FND-031-20 and any delegations be
advised of Council’s decision.
Referred
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Joint Committee Minutes dated September 14, 2020
26
Resolution # JC-131-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Report FND-031-20, be referred to the 2021 Budget.
Yes (6): Mayor Foster, Councillor Hooper, Councillor Jones, Councillor Neal,
Councillor Traill, and Councillor Zwart
No (1): Councillor Anderson
Carried (6 to 1)
Suspend the Rules
Resolution # JC-132-20
Moved by Councillor Neal
Seconded by Councillor Traill
That the Rules of Procedure be suspended to extend the meeting for an
additional 5 minutes to 6:05 p.m.
Carried
Resolution # JC-133-20
Moved by Councillor Neal
Seconded by Councillor Hooper
That items 10.3, 11.13, 22.3, 22.4, 22.5, 23.1, 23.2, and 23.3, be referred to a
Special General Government Committee meeting to be held on September 21,
2020 at 5:00 p.m.; and
That the Rules of Procedure be suspended to extend the meeting until 6:15 p.m.
Carried
20. Solicitor’s Department Reports
No Reports for this section of the Agenda.
21. Chief Administrative Office Reports
No Reports for this section of the Agenda.
22. New Business – Consideration
22.1 Banning Confederate Flags
Resolution # JC-134-20
Moved by Councillor Anderson
Seconded by Councillor Traill
That confederate flags be banned in Clarington.
Referred
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Joint Committee Minutes dated September 14, 2020
27
Resolution # JC-135-20
Moved by Councillor Anderson
Seconded by Councillor Traill
That item 22.1, be referred to the same meeting as the Staff report regarding
hate symbols.
Carried
22.2 Diversity in Clarington
Resolution # JC-136-20
Moved by Councillor Hooper
Seconded by Councillor Anderson
Whereas the Municipality of Clarington engages with its Diversity Advisory
Committee on matters surrounding diversity in the community;
Whereas on June 9, 2020, the Municipality of Clarington along with its Diversity
Advisory Committee released a joint statement condemning racism and
discrimination;
Whereas Clarington is an employer partner of the Canadian Centre for Diversity
and Inclusion to support its employees;
Now therefore be it resolved that $20,000 be allocated from the Tax Rate
Stabilization Fund to support the work of Clarington’s Diversity Advisory
Committee to fund the development of its strategic plan as it supports the
Municipality of Clarington in the fight against anti-Black racism and all forms of
racism; and
That Clarington’s Diversity Advisory Committee report back to Council, through
staff, with updates on the development of the strategic plan.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Traill,
and Councillor Zwart
No (2): Councillor Jones, and Councillor Neal
Carried (5 to 2)
22.3 Residents in New Subdivisions Converting their Homes to Room Houses
Councillor Hooper withdrew his motion.
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Joint Committee Minutes dated September 14, 2020
28
22.4 Speeding in Subdivisions
Councillor Hooper withdraw his motion.
22.5 Long Grass
Councillor Hooper withdraw his motion.
22.6 Confidential Questions Regarding 110 Port Darlington Boulevard
Referred to the Special General Government Committee meeting dated
September 21, 2020 as per Resolution #JC-133-20.
22.7 Confidential Questions for the Acting Director of Planning and
Development Services
Referred to the Special General Government Committee meeting dated
September 21, 2020 as per Resolution #JC-133-20.
22.8 Confidential Question for the Municipal Clerk, Regarding a Personnel
Matter
Referred to the Special General Government Committee meeting dated
September 21, 2020 as per Resolution #JC-133-20.
23. Unfinished Business
23.1 OPD-006-20 Operations Needs Assessment (Referred from the July 6 -7,
2020 Council Meeting)
Referred to the Special General Government Committee meeting dated
September 21, 2020 as per Resolution #JC-133-20.
23.2 Confidential Memo from Faye Langmaid, Acting Director, Planning and
Development Services, Regarding Report PSD-023-20 3705 Bowmanville
Avenue
Referred to the Special General Government Committee meeting dated
September 21, 2020 as per Resolution #JC-133-20.
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Joint Committee Minutes dated September 14, 2020
29
23.3 Confidential Report PSD-023-20 Potential Acquisition - Future Works Yard
(Referred from the June 22, 2020 General Government Committee Meeting)
Referred to the Special General Government Committee meeting dated
September 21, 2020 as per Resolution #JC-133-20.
24. Confidential Reports
25. Adjournment
Resolution # JC-137-20
Moved by Councillor Zwart
Seconded by Councillor Neal
That the meeting adjourn at 6:19 p.m.
Carried
Mayor Deputy Clerk
Page 34
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
Special General Government Committee
Minutes
Present Were:
Present Via Electronic
Means:
Mayor A. Foster, Councillor R. Hooper, Councillor J. Jones,
Councillor M. Zwart
Councillor G. Anderson, Councillor J. Neal, Councillor C. Traill
Staff Present:
Present Via Electronic
Means:
A. Greentree, M. Chambers
A. Allison, G. Acorn, R. Albright, S. Brake, F. Langmaid,
R. Maciver, M. Marano, T. Pinn, G. Weir
_____________________________________________________________________
1. Call to Order
Mayor Foster called the meeting to order at 5:00 PM.
2. Land Acknowledgement Statement
Councillor Jones led the meeting in the Land Acknowledgement Statement.
3. Declaration of Interest
There were no disclosures of interest stated at this meeting.
4. Unfinished Business (Referred from the September 14, 2020 Joint Committee
Meeting)
4.1 OPD-006-20 Operations Needs Assessment (Previously Referred from the
July 6-7, 2020 Council Meeting)
Resolution # GG-301-20
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Report OPD-006-20 be received; and
That the Operations Needs Assessment, as prepared by Resource Planning Group
(RPG), be approved as the strategic guide for the development of the facility and
Date:
Time:
Location:
September 21, 2020
5:00 PM
Microsoft Teams
Page 35
September 21, 2020
Special General Government
Committee Meeting
2
site requirements for the future Public Works Department of the Municipality of
Clarington.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Traill, and Councillor Zwart
No (1): Councillor Neal
Carried on a recorded vote (6 to 1)
4.2 Elaine Baxter-Trahair, Chief Administrative Officer, Region of Durham,
Regarding Mixed Waste Pre-Sort and Anaerobic Digestion Project
Resolution # GG-302-20
Moved by Councillor Traill
Seconded by Councillor Jones
That Correspondence Item 4.2 from Elaine Baxter-Trahair, Chief Administrative
Officer, Region of Durham, regarding Mixed Waste Pre-Sort and Anaerobic
Digestion Project, be referred to the General Government Committee.
Motion Withdrawn
Resolution # GG-303-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Correspondence Item 4.2 from Elaine Baxter-Trahair, Chief Administrative
Officer, Region of Durham, regarding Mixed Waste Pre-Sort and Anaerobic
Digestion Project, be referred to outside Counsel for arbitration.
Motion referred, See following motion
Resolution # GG-304-20
Moved by Councillor Neal
Seconded by Councillor Traill
That the matter be referred to be considered during Closed Session of the
September 21, 2020 Council meeting.
Carried
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September 21, 2020
Special General Government
Committee Meeting
3
4.3 Andrew Evers, Manager, Environmental Assessment Branch, Ministry of the
Environment, Conservation and Parks, Regarding Proposed Recycling and
Anaerobic Digestion Facility
Resolution # GG-305-20
Moved by Councillor Neal
Seconded by Councillor Jones
That Correspondence Item 4.3 from Andrew Evers, Manager, Environmental
Assessment Branch, Ministry of the Environment, Conservation and Parks,
regarding Proposed Recycling and Anaerobic Digestion Facility, be referred to the
closed session of the September 21, 2020 Council meeting.
Carried
4.7 Confidential Questions for the Acting Director of Planning and Development
Services, from Councillor Traill
Councillor Traill enquired about the state of the waterfront at Port Darlington. She
asked if the permits have been pulled since Kaitlin has taken over the property.
4.4 Confidential Memo from Faye Langmaid, Acting Director of Planning and
Development Services, Regarding Report PSD-023-20 3705 Bowmanville
Avenue
4.5 Confidential Report PSD-023-20 Potential Acquisition - Future Works Yard
4.6 Confidential Question Regarding 110 Port Darlington Boulevard, from
Councillor Anderson
4.8 Confidential Question for the Municipal Clerk, regarding a Personnel Matter,
from Councillor Traill
Closed Session
Resolution # GG-306-20
Moved by Councillor Hooper
Seconded by Councillor Jones
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended,
the meeting be closed for the purpose of discussing four matters, which deal with,
a proposed or pending acquisition or disposition of land by the municipality
or local board;
a matter that deals with labour relations or employee negotiations; and
a personal matter about an identifiable individual, including municipal or
local board employees.
Carried
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September 21, 2020
Special General Government
Committee Meeting
4
Rise and Report
The meeting resumed in open session at 6:48 PM.
Mayor Foster advised that four items were discussed in “closed” session in
accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was
passed on a procedural matter and one resolution was passed to provide direction
to staff.
5. Adjournment
Resolution # GG-307-20
Moved by Councillor Hooper
Seconded by Councillor Jones
That the meeting adjourn at 6:50 PM.
Carried
Mayor Deputy Clerk
Page 38
Audit Committee
Minutes
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Date: July 14, 2020
Time: 2:00 PM
Place: Held Virtually via Microsoft Teams
Present were: Mayor A. Foster, Councillor J. Neal, Councillor R. Hooper
Staff present: T. Pinn, M. Marano, C. Carr, M. Pick, H. Lynch
1. Call to Order
Mayor Foster called the meeting to order at 2:00 PM.
2. Declarations of Pecuniary Interest
Councillor Hooper declared an interest on item 7.4, Financial Statements for the
Board of Management for Historic Downtown Bowmanville Business Improvement
Areas.
3. Adoption of Minutes of Previous Meeting(s)
3.1. None
4. Presentations
4.1. Melanie Dugard, Principal, Grant Thornton has been cancelled due to the final
financial statements not being reviewed.
Presentation will be rescheduled for next Audit Committee meeting.
5. Delegations
5.1. None
6. Communications – Receive for Information
6.1. Letter from Melanie Dugard, CPA, CA – Principal, Grant Thornton LLP “Report
to the Audit Committee strategy and results” dated July 9, 2020.
Item has been removed from agenda as no longer relevant. Revised letter
will be provided at next meeting.
Page 39
Page | 2
7. Items for Direction
7.1. Terms of Reference
Recommendation: That the Committee recommends to Council that the Terms
of Reference for the Audit and Accountability Committee be approved.
The following changes were suggested and agreed upon:
Length of term to be changed to 2 years;
Delegations at Committee meetings requires more verbage around who
can request to attend a meeting and whether other council members
need to submit a request to attend.
7.2. 2019 Consolidated Financial Statements for the Municipality of Clarington
Recommendation: That the Consolidated Financial Statements for the
Municipality of Clarington for the year ending December 31, 2019 be approved.
Item has been deferred to next meeting.
7.3. 2019 Financial Statements for the Municipality of Clarington Trusts
Recommendation: That the Financial Statements for the Municipality of
Clarington Trusts for the year ending December 31, 2019 be approved.
Item has been deferred to next meeting.
7.4. 2019 Financial Statements for the Board of Management for Historic
Downtown Bowmanville Business Improvement Area
Recommendation: That the Financial Statements for the Board of Management
for Historic Downtown Bowmanville Business Improvement Area for the year
ending December 31, 2019 be approved.
Item has been deferred to next meeting.
7.5. 2019 Financial Statements for the Board of Management for the Newcastle
Central Business District Improvement Area
Recommendation: That the Financial Statements for the Board of Management
for the Newcastle Central Business District Improvement Area for the year
ending December 31, 2019 be approved.
Item has been deferred to next meeting.
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Page | 3
7.6. 2019 Financial Statements for the Orono Central Business District
Improvement Area
Recommendation: That the Financial Statements for the Board of Management
for the Orono Central Business District Improvement Area for the year ending
December 31, 2019 be approved.
Item has been deferred to next meeting.
7.7. Internal Audit Policy
Recommendation: That Staff report back to the Audit and Accountability
Committee with an updated Internal Audit Policy for the role of the internal audit
function.
Committee agreed to staff’s recommendation to report back with an
updated policy, as soon as possible.
8. Other Business
Finance will be going out for RFP for audit services for the 2020 year end.
Committee requested that the DMIP appraise the Neil Newton photos at
Tyrone Community Centre, in conjunction with item 18(b) on the
Municipality of Clarington’s financial statements.
9. Adjournment
Moved by Councillor Neal
Seconded by Councillor Hooper
That the meeting adjourn at 3:17 PM.
Carried
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1
Audit and Accountability Committee
Terms of Reference
Committee Purpose
The Audit and Accountability Committee assists Council in fulfilling its due diligence,
fiduciary, financial reporting and audit responsibilities. The Committee approves,
monitors, evaluates and provides advice on matters affecting the external audit, internal
audit, risk management and the financial reporting and accounting control policies and
practices of the Municipality.
Committee Mandate
The Mandate of the Committee is to make recommendations directly to Council
regarding the following:
Financial Statements;
External Audit Function;
Internal Audit Function;
Corporate Control Framework;
Risk Management.
Financial Statements
The Committee is responsible for the following recommendations regarding financial
statements:
Review and recommend for approval the annual audited consolidated financial
statements and associated statements;
Review quarterly actual financial performance as per Budget Policy G14;
Review and discuss with management
o The appropriateness of accounting or other financial policies and financial
reporting practices
o Any significant proposed changes in financial reporting and accounting policies
and practices to be adopted by the Municipality
o Any new or pending developments in accounting and reporting standards that
may affect the Municipality
o Management’s key estimates and judgments that may be material to financial
reporting
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2
External Audit Function
The Committee is responsible for the following regarding the external audit function:
Confirm and ensure the independence of the external auditor, including the approval
and review of all additional audit, management consulting and other fees of the
external auditor;
Recommend the selection or dismissal of the external auditor to Council as required
including participation in the selection committee with staff, approval of the selection
process and annual evaluation of the external auditor’s performance;
Review the terms of engagement, scope and performance of the external audit
services provided;
Approve the fees for the audit;
Review any matters brought to the committee’s attention by the external auditor and
determine the appropriate disposition thereof;
Review and discuss with the external auditor the Management Letter, agree with
management on the proper course of action, and make recommendations to
Council, where necessary;
Discuss with the external auditor the annual evaluation of the internal control
systems, if appropriate, together with any related recommendations for
improvement;
Meet with the external auditor to discuss all material issues and ensure any matter
the external auditor brings forth has been given adequate attention, including any
appropriate action; and
Provide an open avenue of communication between the external auditor and
Committee, including the ability to meet in closed session, in the absence of
management, at Audit Committee meetings regarding matters deemed allowable
under the Municipal Act, 2001.
Internal Audit Function (Manager of Internal Audit)
The Committee is responsible for the following regarding the internal audit function:
Confirm and assure the independence of the Manager of Internal Audit ;
Review and approve the annual audit work plan, and subsequent significant
changes as recommended by the Manager of Internal Audit ;
Review audit reports issued and, where required, recommend the acceptance,
amendment or rejection of the report recommendations;
Review the adequacy of management responses to audit concerns in relation to
risks and costs involved;
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3
Review reports from the Manager of Internal Audit on the status and implementation
of approved audit recommendations; and
Provide an open avenue of communication between the Manager of Internal Audit
and Committee, including the ability to meet in closed session, in the absence of
Municipal management, at Audit Committee meetings regarding matters deemed
allowable under the Municipal Act 2001, c 25.
Corporate Control Framework
The Committee is responsible for the following regarding the corporate control
framework function:
Review and discuss with management their responsibility for:
o Reliability and integrity of financial and operating information and the processes
to identify, measure, classify and report such information,
o Internal control processes and systems to ensure compliance with policies,
plans, procedures, laws and regulations,
o Safeguarding Municipal assets, and as appropriate, verifying the existence of
those assets.
Obtain reasonable assurance on an annual basis, the information technology
systems are reliable and secure, and the systems of internal controls are adequately
designed and effectively implemented through discussions with and report from
management,
Review and discuss reports related to the investigation of significant non-
compliance, conflicts of interest, misconduct, or fraud and their resolution and
make recommendations to Council thereinunder the Municipal Act, 2001.
Risk Management
The Committee is responsible for the following regarding the risk management function:
Review and discuss with management their responsibility for assessing and
managing the Municipality’s exposure to risk,
Review policies governing risk management,
Review and discuss with management the Municipality’s significant emerging risk
exposures.
Responsibilities and Obligations of Members
All Committee members shall abide by the Terms of Reference for the Committee as
approved by Council. Members must be willing to commit to the time required to
understand and evaluate the information provided, as well as be open-minded to
various opinions and perspectives.
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4
The Chair or a spokesperson appointed by the Committee may speak on behalf of the
Committee to Council or the public. Other members shall not act or speak on behalf of
the Committee without prior approval of the Committee.
The Committee or its members will not use petitions, resolutions, or position papers on
behalf of the Committee, unless specifically authorized by Council resolution.
The Chair may ask any Committee member to leave a meeting if, in the opinion of the
Chair, that person is being disruptive or disrespectful. The Committee also has the right
to censure members that, in the Committee’s opinion, are misrepresenting the
Committee and may request Council to remove that person from the Committee.
Members who wish to resign shall notify the Chair in writing of their decision who, in turn
shall notify the Municipal Clerk in writing of the resignation. Council shall appoint new
members to the Committee to fill any vacancies as required.
Duty of Council
Council shall seek advice from the Committee on items within these terms of reference.
Council may assign other roles and responsibilities to the Committee; however, Council
must ensure that the Committee is still able to meet its legal responsibilities.
Committee Composition
The Committee shall be comprised of three members of Council each casting one vote
per member. Council shall appoint members to the Committee, one of which shall be
the Council liaison to the Finance Department. Where the Mayor is not appointed to the
Committee, he/she shall be an ex-officio member of the Committee.
It is important that Committee members have the following skills to effectively serve on
the Audit and Accountability Committee.
A general understanding of the Municipality’s major economic, operating and
financial risks;
A broad awareness of the interrelationship of the Municipality’s operations and its
financial reporting; and
Understand the difference between the oversight function of the Committee and the
decision-making function of management;
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5
Committee Chair
The Council liaison to the Finance Department shall act as Chairperson for th e
Committee. The Committee shall select Vice-Chair from among its membership.
The Chair provides leadership to the Committee, ensures that the Committee carries
out its mandate, and acts as the Primary liaison between the Committee and Staff. The
Chair shall set the agenda for each meeting in consultation with the staff liaison.
If the Chair is temporarily absent, the Vice-Chair will assume the position and
responsibilities for the Chair in the interim. If the position of Chair becomes vacant, the
Vice-Chair shall assume the responsibilities of the Chair until a new Chair can be
elected. If the Vice-Chair becomes vacant, the Chair may appoint a member of the
Committee as Interim Vice-Chair until a new Vice-Chair can be elected. Election, when
required, will be held at the next meeting of the Committee.
Length of Term
Membership aligns with the term of Council or until their successors are appointed, with
consideration given to the member’s stated interest or desire to be on the committee.
Council shall conduct a review of the appointments to the Committee at the end of the
second year of the term of Council to enable Council to determine if any changes to the
appointments are desired. If Council makes any changes to the appointments, the term
of office of any new appointee shall be concurrent with the balance of the term of
Council.
Frequency of Meetings
The Committee will meet at least four times per year, with additional meetings at the call
of the Chairperson in order to properly discharge its responsibilities. Exceptions to this
may include:
During a municipal election year.
Where quorum is not reached
When circumstances warrant special consideration
Committee meetings shall generally be held at in the Clarington Municipal
Administrative Centre or virtually online if deemed necessary or appropriate by the
Chair.
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6
Quorum
A majority of voting members shall constitute a quorum. In the event that a quorum is
not met, the meeting may proceed but members cannot vote or make decisions.
Committee Resolutions
Recommendations and decisions reached by the Committee must be based on
consensus wherever possible. In the event that a consen sus cannot be reached and
there are different opinions on the issue, the Chair may call for a formal vote by show of
hands. Decisions will be carried by a simple majority of the voting members present.
Each member of the committee has one vote.
Recommendations are “carried” when supported by a majority. Only recommendations
as they appear in the adopted Minutes can be considered as officially representing the
position of the Committee.
Delegations at Committee Meetings
Any person(s) wishing to appear before the Committee as a delegation must submit a
request to the Finance Department, advising of the topic or item they wish to speak. All
requests for delegations must be received at least one week before the meeting to
ensure the topic is within the mandate of the Committee and that the delegation is
included in the agenda.
Any person wishing to address the Committee as a delegation, who has not previously
arranged to do so, may be granted permission to do so only by Comm ittee resolution.
All delegations will be limited to 10 minutes.
Council members, who are not members of the Committee, may attend meetings
without requesting to appear as a delegation. Council members who are not on the
Committee may speak for 10 minutes during the delegation section of the meeting.
They do not have the right to vote or comment during Committee meetings.
Staff Resources, Minutes and Agendas
The Finance Department Administrative Assistant shall provide clerical and
administrative assistance to the Committee, as deemed appropriate by the Director of
Finance to ensure the proper functioning of the Committee. Specifically, the Finance
Department Administrative Assistant will provide the following resources to the
Committee:
Preparing and forwarding meeting materials to members;
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7
Preparation of meeting minutes and Committee correspondence (including
assistance in drafting);
The Director of Finance and the Manager of Internal Audit will provide technical
assistance to the Committee. This will include the following resources to the
Committee.
Professional advice on matters within the mandate of the Committee; and
Assist the Committee in participating in events and activities related to its
mandate.
Staff resources are provided only to assist the Committee in undertaking their mandate.
Additional requests of staff resources shall be at the discretion of the Director of
Finance and within staff, time, and budget constraints.
The minutes of each Committee meeting will be amended as necessary and approved
at the following meeting. The unapproved minute s will be included in the next regularly
scheduled Council meeting.
Committee agendas will be prepared by the Manager of Internal Audit, with input from
the Committee Chair.
Absences
If a Committee member is absent for three consecutive meetings, they have forfeited
their membership unless their absence is justifiable.
Conflict of Interest
All members of the Committee must abide by the Municipal Conflict of Interest Act.
These Terms of Reference will be reviewed by the Committee at the beginning of each
term of Council.
Last updated: July 14, 2020
Page 48
Newcastle BIA MINUTES September 10, 2020
www.villageofnewcastle.ca
Attendance: Marni Lewis, Leslie Ray, Theresa Vanhaverbeke, Jane Black
Regrets: Greg Lewis, Helen Vatandoust, Granville Anderson, Janeen Calder, Donna Wood
1.Meeting called to order at 10:09 a.m.
2.Approval of July Minutes:
Leslie Ray Seconded by: Marni Lewis
3. Business Arising from Minutes: n/a
4. Council Report: n/a
5. President’s Report: n/a
6. Treasurer’s Report:
Our current bank balance is $41,461. Expenses to come out are advertising,
the holiday planter boxes, snow removal contract, Town Hall Lighting expense.
We have raised money from the Newcastle Proud t-shirts sales. These funds will be
split between the Harvest Festival, Santa Parade and Town Hall Lighting future
events. We will contact Hunters Sports to see how we get that money sent to us.
WE ARE IN NEED OF A NEW TREASURER FOR January 2021. If you know of
anyone that would be interested please let me know. Thank you to Leslie Ray for
volunteering your time to the BIA over the past 3 years.
7. Committee Reports:
Safety & Decor:
We are looking for someone to help with the holiday planters. Jane Black has the
birch trees and balls decor pieces in the storage unit.
We will need new banners for 2021, as the current ones are quite worn. Marni will
contact Bowmanville BIA to see where they got their street lamp holiday wreaths/
lights.
Advertising:
Facebook likes for the last 28 days – August > 1726 – last month 1712 – up 14
Post reach for June > 5731
Post engagements > 2318
Page 49
Top Posts
NEWCASTLE GEAR IS HERE!!!> reach of 904 > engagements of > 32
#Repost @newcastleart_ • • • • • • A Gift of Art We have a lot of amazing gift ideas for everyone
you love. Visit our Patio Art Show and support our local artists.
> reach of 1.2K > engagement of 8
Do you know where the Royal Oak tree is in Newcastle? .... it came all > reach of 2.7K >
engagement of 62
#Repost @newcastlehomedecor • • • • • • Newcastle Home Decor These gorgeous
vinyl mats arrived the other day. Ranging in sizes, starting at 44.95. > reach of 556
and > engagement of 11
This never gets old... have a safe and happy Labour Day Weekend... from the Village of
Newcastle BIA!!> reach of 2.5K and > engagement of 123
Shirt Sales – Newcastle Gear
To date we have 32 orders with a profit of $530
Special Events:
a) Town Hall Lighting - There is money in the 2020 budget to light the Town Hall
this Holiday season.
b) Breakfast with Santa- cancelled
c) Santa Parade - the committee is meeting and discussing alternative options for
the parade this year. They should have a decision in the next month.
d) Harvest Festival -RONA will be having a harvest drive by parade this year
8. CBOT:
Digital Main Street Project- A Durham College student (Tyler Simpson) will be in
the Newcastle area visiting businesses. Please take the time to invite our DSS
member into your business to learn how they can help you take your business
digital and increase your productivity with various tools and technologies. We
are offering this FREE service to you as a valued Clarington main street small
business.
We are continuing to focus on outreach to the business community and
collaborating with the BIAs across Durham.
Page 50
9. Chamber News:
The Chamber is trying to plan for 2021 events but is waiting to see what
happens over the next few months.
10. CIP:
The Municipality has grants for businesses to apply for any modifications made
to your business due to Covid. Please see the link for more information and see
if you qualify.
https://www.clarington.net/en/town-hall/resources/COVID-19-CIP-Grant-Pre-Application-
Form.pdf
11. New Business:
n/a
12. Next meeting, October 8th, 2020 at 10:00am IN PERSON AT THE TOWN HALL
13. Motion to adjourn meeting by Theresa Vanhaverbeke seconded by Jane Black
Page 51
Page 52
If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2097.
The Regional Municipality of Durham
Minutes
Special Energy From Waste – Waste Management Advisory Committee
Wednesday, July 15, 2020
A special meeting of the Energy From Waste – Waste Management Advisory
Committee was held on Wednesday, July 15, 2020 in Council Chambers, Regional
Headquarters, 605 Rossland Road East, Whitby, at 7:00 PM. Electronic participation
was permitted for this meeting.
1. Roll Call
Present: G. Rocoski, Oshawa, Chair
W. Bracken, Clarington
A. Burrows, Ajax
S. Elhajjeh, Clarington, Vice-Chair
T. Farrell, Brock
K. Meydam, Clarington
*all members of the committee except G. Rocoski participated
electronically
Absent: W. Basztyk, Brock
C. McLean, Ajax
H. Sukhu, Clarington
Non-Voting Members
Present: A. Burke, Senior Planner, Special Projects, Municipality of Clarington
Councillor Janice Jones, Local Councillor, Municipality of Clarington
M. Neild, Facility Manager, Covanta
D. San Juan, Environmental Health Specialist, Health Department,
Durham Region
Staff
Present: G. Anello, Director, Waste Management Services
A. Porteous, Supervisor, Waste Services
R. Inacio, Systems Support Specialist – Information Technology
L. Malyjasiak, Works Technician 3, Waste Services, Works
Department
S. Penak, Committee Clerk, Corporate Services – Legislative
Services
C. Tennisco, Committee Clerk, Corporate Services – Legislative
Services
R. Walton, Regional Clerk, Corporate Services – Legislative Services,
attended for part of the meeting
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Energy from Waste – Waste Management Advisory Committee Minutes
July 15, 2020 Page 2 of 6
2. Declarations of Interest
There were no declarations of interest.
3. Presentations
A) Angela Porteous, Manager, Waste Services, re: Durham Region’s
Long-Term Waste Management Plan
Christine Rourke, Project Manager, Senior Waste Planner, HDR,
Catherine Curak, Communications Coordinator, HDR, and Courtney
Semmler, Waste Planner, HDR, provided a PowerPoint presentation
regarding Durham Region’s Long-Term Waste Management Plan
(LTWMP). A copy of the presentation was emailed to the Committee
prior to the meeting.
Highlights of the presentation included:
Durham’s New Long-Term Waste Management Plan (LTWMP)
Durham Waste Management History
Waste Management Vision 2021-2040
Plan Development Timeline
Guiding Principles
Early Consultation
Current and Future Challenges Identified by Regional and Local
Staff
Policy
Programs
Promotion and Education
Vision and Objectives
Next Steps
C. Rourke advised that the next steps would include providing
opportunities for consultation and input from regional advisory
committees on vision, objectives and key considerations; engaging
with the public in a virtual open house; and developing an outline of
the LTWMP that incorporates input from consultation to present to
Council for endorsement.
Detailed discussion ensued. Concerns were raised regarding the lack
of detailed waste tonnage, project cost and municipal benchmarking
information posted directly on the LTWMP website for committee
members and members of the public in order to make informed
decisions and be able to provide valuable input to staff regarding
Durham Region’s LTWMP. Note: requested materials from committee
are publicly available on durham.ca. It was requested that all relevant
information be posted to the Region’s LTWMP website. Further
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Energy from Waste – Waste Management Advisory Committee Minutes
July 15, 2020 Page 3 of 6
concern was raised regarding Regional Council approving the LTWMP
in January 2019 and that other major waste management
infrastructure projects continue forward outside of the LTWMP.
In response to a question from the Committee regarding the plan
development timeline, A. Porteous advised that staff will be coming
back near the end of the year with a draft framework of the Waste
Plan and 5-Year Action Plan outline to present to Council.
In response to concerns expressed by the Committee, G. Anello
suggested that links to the requested information could be provided on
the project website instead of duplicating information from other waste
management websites where information requested from the
Committee is already posted. The Committee suggested that if links
were used, that a summary of each website be posted alongside the
link. G. Anello also advised that there are several staff reports that
summarize the requested information that could be posted to the
website such as a report that discusses future waste projections and
the annual waste report for committee and members of the public.
Moved by W. Bracken, Seconded by K. Meydam,
A) That the EFW-WMAC request that staff review Durham
Region’s long-term waste management website to
ensure all necessary and appropriate information,
including but not limited to: Durham’s current waste
programs; what work is being proposed; any financial
costs associated with the project; current and past
tonnage data, as well as future projections; and, any
related staff reports is posted and available to the
public, and where possible links to the external
websites with a summary; and
B) That the Works Committee be informed of the EFW-
WMAC request of staff.
CARRIED
C. Rourke and C. Curak responded to questions from the Committee
regarding whether there are statistics that state where in Durham
residents live when answering the survey; what topics would be
discussed during the virtual public open-houses; whether the
information being provided will be offered in multiple languages; and
how are the changes in the garbage stream being considered in the
future (i.e. increase in waste from online orders during the pandemic,
disposal of smart phones, and Keurig cups).
Additional comments from the Committee to the HDR Consultants
included:
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Energy from Waste – Waste Management Advisory Committee Minutes
July 15, 2020 Page 4 of 6
That the anaerobic digestion project be included in the LTWMP, as
well as the requested increase in the capacity at the Durham York
Energy Centre
That more user-friendly information should be made available to
committees and the public for better understanding of the process
That a survey be made available for the public to complete as a
good compliment for feedback as an in-person group gathering
may not feasible this fall
Using Durham Region’s Twitter feed to promote the LTWMP
In response to a question regarding the anaerobic digestion project, G.
Anello advised that the final business case will be completed once
results are received from the Request for Proposal (RFP). He advised
that there are several components of the anaerobic digestion and the
energy from waste facility will be included in the plan such as what the
future Green Bin composition will be, public education and potential
future diversion programs that could have impacts on capacity at the
energy from waste facility.
At the request of the Committee, G. Anello advised that he would
provide the Committee with a list of mixed-waste pre-sort facilities that
had been visited and links to their websites showing their process and
the facilities that have used the technology successfully. He also
advised that GHD Ltd. presented to the Works committee with regards
to mixed waste pre-sort, and the facilities that were operational, and
that GHD Ltd. performed audits on these facilities.
G. Anello advised that there will be two deliverables in the LTWMP:
the 20 year Waste Plan and a 5-Year Action Plans so that adjustments
can be made accordingly and will break the effort into manageable
pieces.
Further discussion ensued regarding updating the LTWMP website
with wording that public consultation will be forthcoming. A. Porteous
advised that there are plans to update the website with messaging
when the public platform is ready and functioning . She also explained
the strategic plan consultation process that occurred recently and the
YourVoiceDurham website that was available for members of the
public to provide their input.
Moved by K. Meydam, Seconded by W. Bracken,
A) That the EFW-WMAC request an opportunity for the
public to comment on Durham Region’s guiding
principles and primary goals, and how they are
consistent with provincial priorities; and
B) That the Works Committee be informed of the EFW-
WMAC request.
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Energy from Waste – Waste Management Advisory Committee Minutes
July 15, 2020 Page 5 of 6
CARRIED
Moved by W. Bracken, Seconded by K. Meydem,
That we recommend to the Works Committee for approval
and subsequent recommendation to Regional Council:
That the EFW-WMAC recommends that there be town hall meetings
where the public can provide comments and ask questions of
Durham Regional waste staff, and that it include at least one real time
question and answer period on the Long-Term Waste Management
Plan (LTWMP); and that the town hall meetings occur prior to the
Plan outline being developed and presented to the Works Committee
and Regional Council.
CARRIED
G. Anello advised that hosting more town hall meetings would be an
amendment to the contract with HDR Ltd., which would require a
budget increase. He advised that there is already a consultation plan
in place that has been approved and is being followed. In response to
a question from the Committee he further advised that the contract
with HDR Ltd. was approved during the procurement process.
C. Curak, Communications Coordinator, HDR, advised that as part of
this process after the consultation with staff and local municipalities,
they would then go to the public and host pop up kiosks when safe to
do so. She stated that community centres or open houses were
scheduled for consultation sessions but were put on pause because
of COVID-19. As a result, for 2020 online public consultation will
occur instead.
A. Porteous requested that the Committee provide feedback through a
survey with regards to key issues and considerations to the LTWMP.
The link to the survey was provided to Committee members
subsequent to the meeting.
4. Correspondence
A) Email Correspondence from Linda Gasser, Whitby Resident, dated
July 14, 2020, re: Durham Region’s Long-Term Waste Management
Plan
Moved by S. Elhajjeh, Seconded by W. Bracken,
That email correspondence dated July 14, 2020, from Linda
Gasser, regarding Durham Region’s Long-Term Waste
Management Plan, be received for information.
CARRIED
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Energy from Waste – Waste Management Advisory Committee Minutes
July 15, 2020 Page 6 of 6
5. Next Meeting
The next regularly scheduled meeting of the EFW-WMAC will be held
on Tuesday, September 22, 2020 in the Lower Level Boardroom (LL-
C), at 7:00 PM, Regional Headquarters, 605 Rossland Road East,
Whitby.
6. Adjournment
Moved by W. Bracken, Seconded by K. Meydam,
That the meeting be adjourned.
CARRIED
The meeting adjourned at 9:50 PM.
G. Rocoski, Chair, Energy from Waste –
Waste Management Advisory Committee
S. Penak, Committee Clerk
Page 58
September 17, 2020
The Corporation of the Town of Ajax
65 Harwood Ave S.
Ajax, ON L1S 2H9
Attention: Mr. Shane Baker
Chief Administrative Officer
shane.baker@ajax.ca
The Corporation of the City of Belleville
169 Front St
Belleville, ON K8N 2Y8
Attention: Mr. Rod Bovay
Chief Administrative Officer
rbovay@city.belleville.on.ca
The Corporation of the Municipality of
Clarington
40 Temperance Street
Bowmanville, ON L1C 3A6
Attention: Mr. Andy Allison
Chief Administrative Officer
aallison@clarington.net
The Corporation of the City of Pickering
1 The Esplanade S
Pickering, ON L1V 6K7
Attention: Ms. Marisa Carpino
Interim Chief Administrative Officer
mcarpino@pickering.ca
The Corporation of the Town of Whitby
575 Rossland Road East,
Whitby, ON L1N 2M8
Attention: Mr. Matt Gaskell
Chief Administrative Officer
gaskellm@whitby.ca
(collectively, the “Municipal Shareholders”)
Regarding: Elexicon Corporation Dividend Payment
I am writing in follow-up to my earlier correspondence advising you of Elexicon Corporation’s Board of
Directors’ deferrals of decisions in respect to the payment of the First and Second Quarter Advance
Payments.
I am pleased to advise that the Board of Directors approved the payment of the First Quarter Advance of
the Shareholder Dividends for 2020 totalling $2,827,500 million at its meeting on September 17, 2020.
The Board also decided to defer decisions with respect to the payment of the Second Quarter Advance
and the Third Quarter Advance until its December 17, 2020 Board meeting. The Board took these
decisions only after substantial discussion and deliberation and they are consistent with the
requirement in our Dividend Policy to consider current and future year financial positions.
Page 59
The Board’s decisions remain rooted in the continued uncertainty with respect to Elexicon Energy’s 2020
and 2021 financial position due to the COVID19 pandemic. While the impacts of COVID19 on Elexicon
Energy’s revenues remain modest to date, the Boards of Elexicon Corporation and Elexicon Energy are of
the view that paying the First Quarter Advance while deferring decisions with respect to the Second and
Third Quarter Advances is prudent. Elexicon Energy is required by the Independent Electricity System
Operator (IESO) Market Rules to compensate the IESO for all energy and related costs incurred by its
customers whether Elexicon Energy is able or unable to recover all the costs. In normal circumstances,
there is not a significant difference between the amount Elexicon Energy recovers from customers and
forwards to the IESO. These remain far from normal times and the potential for the difference to
become significant remains.
The Ontario Energy Board (OEB) has undertaken its consultation in respect to Local Distribution
Companies recovering their COVID19 related costs and is expected to issue guidance in December 2020.
The Board will also be reviewing the Corporation’s 5-year business plan at its December 17th meeting.
The Office of Elexicon’s Board Secretary is in the process of arranging a Shareholders Meeting in later
December to review the plan with you – assuming it is approved by the Board. Given the OEB guidance
is only expected to be received in December, the plan will be based on Elexicon Energy’s
Management’s assumptions on what the guidance may be. Depending on the guidance received, the
plan could require significant revision.
Kind Regards,
D. Patrick McNeil
Chair – Board of Directors
Elexicon Corporation
Cc:
Directors – Elexicon Corporation
Chair – Audit, Finance & Risk Management Committee – Elexicon Corporation
Chair – Board of Directors and President & CEO of Elexicon Energy
Chair – Board of Directors and Interim President & CEO of Elexicon Group
Chief Financial Officer – Elexicon Corporation
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Page 62
September 21, 2020
His Worship Adrian Foster
Mayor
Municipality of Clarington
mayor@clarington.net
Dear Mayor Foster:
The Prime Minister’s Office has forwarded to me a copy of your correspondence of
June 18, 2020, about supporting the green economy of municipalities.
This is an unprecedented time as the world tries to contain the COVID-19 pandemic and
limit its human and economic impacts. All levels of government are working together
regardless of political stripes to ensure all Canadians have the vital protection and support
they need when they need it and where they need it. Our government’s first priority is the
health of Canadians.
At the same time, climate change remains one of the most significant global issues.
We realize that combating climate change will require significant government leadership.
This is why the federal, provincial, and territorial governments adopted the Pan-Canadian
Framework on Clean Growth and Climate Change, which outlines how Canada will meet
its target of reducing our country’s emissions by 30 per cent from 2005 levels by 2030.
To date, the Government of Canada has also committed about $60 billion to reduce
emissions, adapt to a changing climate, and support clean technology innovation and the
transition to a clean growth economy.
My department, Natural Resources Canada, has committed a number of significant
investments in recent years in initiatives to combat climate change. Many of these investments
align with the actions that you suggested in your letter. These investments include:
$200 million to support the deployment of emerging renewable energy technology;
$220 million to support the development of renewable energy in rural and remote
communities;
$155 million to support the research, demonstration, and deployment of clean
technology in Canada’s natural resource sectors;
$100 million to support smart grids, storage, and clean electricity technology;
$182.5 million to support the development of buildings that are more energy
efficient;
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$312.5 million to support the demonstration and deployment of zero-emission and
electric vehicles, and alternative fuel infrastructure;
Making zero-emission vehicles eligible for a full tax write-off for businesses; and
Providing $950 million, in partnership with the Federation of Canadian
Municipalities, to help owners increase the energy efficiency of their homes and
buildings and support on-site energy generation, and help thousands of Canadians
reduce their energy costs.
On the important matter of improving the energy efficiency of homes and buildings, our
government recognizes that energy efficiency will play a key role in responding to the
economic impact of COVID-19, and looks forward to continuing to work collaboratively
with stakeholders to identify key opportunities to move towards a low-carbon building
sector while supporting economic recovery through initiatives such as support for home
and building retrofits and skills training in energy efficiency. To this end, we are working
to develop a strategy to implement our mandate commitments to make energy-efficient
homes more affordable, help lower monthly energy bills for Canadians, create jobs , and
reduce greenhouse gas emissions in order to meet Canada’s 2030 emissions reduction
targets and to be net-zero by 2050.
These actions will build on existing programming such as Natural Resources Canada’s
Smart Grid Program, which recently helped deploy a municipally-owned, $44 million,
12 MW solar photovoltaic facility with 4 MW/9 MWh integrated battery energy storage
systems and an intelligent distributed energy resource management system in Edmonton,
Alberta. Additionally, the Energy Innovation Program recently invested in a $3.8-million
wind turbine project in Toronto, Ontario, aimed at demonstrating the potential of a new
PowerCone® technology in increasing energy production while reducing load and acoustic
impacts of wind turbines.
We also remain steadfast in our conviction to decarbonize Canada’s transportation sector.
My department’s Zero Emission Vehicle Infrastructure Program, for example, is to support
the deployment of localized electric and alternative fuel charging infrastructure for
passenger vehicles and electric or hydrogen charging infrastructure for commercial transit
vehicles. We will launch a request for proposals for these special projects in winter 2021.
Programs such as the Green Infrastructure – Electric Vehicle Infrastructure Demonstration,
recently announced the launch of three projects, cumulatively valued at over $32 million,
with the City of Brampton, Newmarket Tay Power, and British Columbia’s Translink
agency under the Pan-Canadian Electric Bus Demonstration and Integration Trial. These
projects will show how different overhead bus chargers and electric buses from various
manufacturers can be installed and operate together to support the deployment and use of
electric buses in transit fleets.
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Regarding fossil fuel subsidies, so far, the federal government has phased out eight
inefficient subsidies, including changes to favourable capital cost allowances and
restricting the types of costs that are tax-deductible. Canada is on track to meet its targets
as a signatory to the G20 commitment to phase out inefficient fossil fuel subsidies by 2025.
You also mentioned the importance of supporting Canada’s forest sector and natural
habitats. Forests provide a wide range of economic, social, and environmental benefits for
Canadians and the communities they live in. Our government is committed to working with
all orders of government, Indigenous Peoples, industry, and stakeholders to deliver on our
commitment to using nature-based solutions to fight climate change and conserve and
restore natural areas, including the planting of two billion trees. This commitment will
create jobs, improve the sustainability of the forest sector, and increase forest and
community resilience to climate change through increased carbon sequestration.
Natural Resources Canada has a suite of forest sector programs, which serve to accelerate
Canada’s forest bioeconomy framework and reduce carbon emissions, positioning Canada
as an emerging leader in the world’s circular economy. For example, our programs support
the transformation of forest biomass residue into higher-value long-lived bioproducts and
develop innovative wood-based substitutions in place of emissions-intensive products.
Together, these actions will help Canada meet its 2030 greenhouse gas emissions reduction
goal, and will make an even greater contribution to achieving net-zero emissions by 2050.
I appreciate the time you took to provide us with your thoughts on accelerating the
low-carbon transition. As my department continues to develop and implement policies to
support the transition, we will refer to your thoughtful recommendations.
I trust that you remain safe and healthy.
Yours sincerely,
The Honourable Seamus O’Regan, P.C., M.P.
Page 65
September 24, 2020
Prime Minister Trudeau
Office of the Prime Minister
80 Wellington Street
Ottawa, Ontario
K1A 0A2
RE: Municipal Challenges Regarding On-Line Home-Sharing Platforms
Please be advised that City Council at a meeting held on May 25, 2020
considered Report CNCL-20-59 dealing with a Proposed Short-Term Rental
Licensing System for the City of Oshawa and adopted the following resolution:
1. That Licensing By-law 120-2005, as amended, and General Fees and
Charges Bylaw 13-2003, as amended, be further amended in a form and
content acceptable to the Commissioner of Corporate Services and Legal
Services to:
a. Establish standards as detailed in Report CNCL-20-59 “Proposed Short
Term Rental Licensing System”, dated May 20, 2020, and Attachment
1, to license Short-Term Rental Operators;
b. In relation to the proposed licensing system, limit the number of rooms
rented at any time to two (2) when renting by the room; and,
c. In relation to the proposed licensing system, limit the room occupancy
to no more than two (2) people per room when renting by the room.
2. That references to the General Regulatory Objectives of health and safety,
consumer protection, nuisance control, and impact on housing and rental
supplies be included where appropriate in future Short-Term Rental
reports;
3. That Council approve the enforcement approach outlined in Section 5.3 of
Report CNCL-20-59 “Proposed Short-Term Rental Licensing System”,
dated May 20, 2020;
OSHAWA
ONTARIO, CANADA
MAYOR DAN CARTER
OFFICE OF THE MAYOR
CITY OF OSHAWA
50 CENTRE STREET SOUTH
OSHAWA, ONTARIO
L1H 3Z7
TELEPHONE (905) 436-5611
FAX (905) 436-5642
E-MAIL: mayor@oshawa.ca
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4. That staff be directed to investigate entering into Memorandums of
Understanding with participating Short-Term Rental Companies that
facilitate the booking of S.T.R.s located in the City of Oshawa and report
back to the Corporate Services Committee;
5. That the Mayor be directed on behalf of Council to send a letter to the
provincial and federal governments urging them to continue to seek multi-
level solutions to the accountability challenges for municipalities when
dealing with online home-sharing platforms.
In accordance with Part 5 of the above noted resolution, this correspondence,
outlining municipal challenges regarding online home-sharing platforms, has
been sent to your attention to urge that the Federal Government participate in the
development of multi-level solutions to these challenges.
The sharing economy, specifically home-sharing, is impacting municipalities both
large and small across Canada. Home-sharing, which is one of the fastest
growing sectors of the sharing economy, is generally understood to refer to
individuals renting out their residence, or part of their residence, for short periods
of time through internet-based platforms such as Airbnb, HomeAway and VRBO
(the latter two owned by the Expedia Group).
Home-sharing has both positive and negative impacts for municipalities. The
Province, Ontario’s Big City Mayors, the Association of Municipalities of Ontario
and other policy institutions have documented these impacts. The Federation of
Canadian Municipalities will also be releasing a toolkit this fall. Municipal
governments are a responsible and accountable level of government but are not
necessarily in the best position to address matters associated with home-sharing.
For example, there are limitations to the powers municipalities have to regulate
certain aspects of home-sharing platforms and owner/operators. Home-sharing,
what the City of Oshawa refers to as short-term rentals, has the following
implications for municipalities:
There is an increased need for municipal, including police, enforcement in
response to local complaints. In some cases, increased traffic, loud
parties, fights, assaults or criminal offences are taking place. Short-term
rentals that pose adverse impacts on residents and businesses challenge
police and municipal enforcement tools and capacity.
Licensing is a way municipalities gather information about business
operations to monitor and protect residents and measure impact, however,
complications arise when licensing short-term rental accommodation
platforms. Platforms like Airbnb reside outside of Canada leaving
municipalities with no effective recourse if there is non-compliance with
local licensing regulations. Memorandums of Understanding are being
used by some municipalities but have limitations as they rely on the good
will of the platform. A licensing system also taxes local capacity and, as
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Oshawa cannot count on the assistance of platforms, a third-party
compliance monitoring service will be needed.
There is an administrative burden and associated cost of enforcement and
licensing. Municipal governments need to ensure the costs of
administration are covered without establishing a burdensome licensing
fee that may discourage compliance with municipal licensing systems.
Reliable data is key to effectively regulate, monitor and assess the
impacts of home-sharing platforms. It is also essential for informed public
policy. While platforms indicate that they support the concept of data
sharing, in practice, concerns have emerged about their compliance and
transparency. As a result, collecting and maintaining records, involving
privacy and regular information sharing, becomes complicated.
Home-sharing has the potential to negatively impact the availability of
long-term rental housing and housing affordability specifically in instances
where home-sharing is undertaken in properties that are not an
individual’s principal residence. This would effectively reduce the number
of places for people to live, which poses a challenge for municipal
governments to plan for and respond to the housing needs of their
residents.
The impacts of economic activity outside of regular, tax-paying businesses
on a municipal tax base have not been quantified.
We do not know where the sharing economy, and home-sharing, in particular,
are going. What we do know, and the Federation of Canadian Municipalities has
confirmed, is that the impact of home-sharing on its Canadian municipal
members is significant. Home-sharing creates new opportunities for economic
participation by residents but to ensure the widest benefit, municipal government
action must balance regulation and free market operation appropriately.
Municipalities prefer the ability to develop locally-tailored solutions but in the case
of home-sharing this is resulting in different approaches, different requirements
for platforms and as a result, different outcomes. On one hand, this may make it
complicated for platforms operating across numerous jurisdictions to comply with
individual local regulations, but at the same time easier for them to stay within the
grey zone and not be held accountable.
In order for the City to continue to promote the best outcomes for residents by
protecting consumers, controlling nuisances, and ensuring adequate rental
supplies and housing affordability, the City requests that the Federal government
consider how it can contribute to multi-level solutions to the challenges faced by
municipalities from online home-sharing platforms. For your consideration, this
could include:
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4
Further research regarding municipal challenges and responses, platform
accountability and gaps in regulation, perhaps in collaboration with the
Federation of Canadian Municipalities. This should include further
research on out-of-province/country platform regulation. Studies indicate
that not enough research has been conducted on the overall impacts of
the sharing economy, and this is especially true for mid-sized cities and
smaller towns. The more data municipalities can draw on to better
understand the impacts of sharing initiatives the better they can develop
an appropriate local response.
Legislative and regulatory changes that provide consistency across
Canada, for example, in terms of information sharing or platform
disclosure requirements and tools to hold off-shore companies to account.
Additional education to help sharing economy platforms and users
(owners/operators and customers) understand their rights and obligations.
Thank you for your time and consideration. I would be pleased to answer any
questions you may have.
Sincerely,
Mayor Dan Carter
cc. Hon. Omar Alghabra, Parliamentary Secretary to the Prime Minister
Steven Guilbeault, Minister of Cultural Heritage
Hon. Bill Morneau, Minister of Finance
Colin Carrie, MP
Erin O’Toole, MP
Chair Henry, Region of Durham
Durham Area Municipalities (Clerks)
Bill Karsten, President, Federation of Canadian Municipalities
Page 69
MEMO
If this information is required in an alternate format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131
As requested by Council at the September 14, 2020 Joint Committee meeting,
staff provide the following summary of the costs for whistle cessation for the
communities of Belleville and Markham. On September 22, Councillor Traill
also requested that staff follow-up with the City of Oshawa for information on
their whistle cessation projects.
City of Belleville
City of Belleville staff confirmed they have not implemented whistle cessation at
their level railway crossings.
City of Markham
The City of Markham (Markham) partnered with the Region of York and
Metrolinx to complete whistle cessation for Markham. A summary report from
Markham staff is attached detailing the project, including issues they had with
extensive schedule delays and cost overruns. This project involved 13 level
crossings, seven on Markham’s roads and six on York Region’s roads. Initial
costs for the work were tendered at $6.2M and final overall costs totaled $7.2M.
The original schedule for all works was 95 days and the final schedule was 500
days. Based on final numbers, the average cost per crossing improvement was
just over $550,000 and required 38 days to complete . The scope of work at
each crossing was outlined in detailed assessment reports noting the
improvements required by Transport Canada to allow for the whistle cessation
by-law to be passed. The attached staff report provides a thorough outline of
the challenges encountered that resulted in the budget overruns and schedule
delays. In discussing some of the specifics related to the funding of Markham’s
share of the works, Markham staff provided the following:
• The portion of the costs required from Markham was funded from
Operating and Life Cycle Reserves.
To: Mayor and Members of Council
From: Ron Albright, P.Eng., Manager of Infrastructure
Date: September 25, 2020
Subject: Whistle Cessation Background for Belleville and Markham
File: RR.60.42
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MEMO
• Markham was not able to fund this project from DC’s as the existing
roads had been fully urbanized (i.e. existing boulevard and sidewalks).
• The project was eligible for funding from Transport Canada’s Rail Safety
Improvements Program. Markham applied for their share of the costs
and were not successful in receiving funding. However, the Region of
York were successful in getting funding from Transport Canada for their
share.
City of Oshawa
As the whistle cessation information for the City of Oshawa (Oshawa) is quite
old, it was not readily available and we are awaiting information from Oshawa
staff on this matter. It is important to note that at the time Oshawa implemented
whistle cessation, the safety standards where quite different and the level of
improvement necessary to implement a whistle cessation by-law would have
been much less onerous than they are today.
Should you have any questions regarding this matter, please feel free to contact
me.
Regards,
________________________
Ron Albright, P.Eng.
Manager of Infrastructure, Public Works Department
RA/kb
cc: Department Heads
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Report to: Council Meeting Meeting Date: April 28, 2020
SUBJECT: Whistle Cessation (Packages 1, 2 and 3) – Project and
Financial Update (Wards 3, 4, 5 & 8)
PREPARED BY: Alain Cachola, Senior Manager, Infrastructure and Capital
Projects, Ext. 2711
RECOMMENDATION:
1. That the Staff report entitled “Whistle Cessation (Packages 1, 2 and 3) – Project
and Financial Update (Wards 3, 4, 5 & 8)”, be received; and
2. That Purchase Order PD 18118 issued to Grascan Construction Ltd., for the
construction of Whistle Cessation Package 2 be increased by $877,259.88,
inclusive of HST, to cover the project overrun and delay claims for the project; and
3. That Purchase Order PD 18210 issued to Grascan Construction Ltd., for the
construction of Whistle Cessation Package 3 be increased by $102,194.95,
inclusive of HST, to cover the delay claim for the project; and
4. That the additional Engineering Department Capital Administration Fee in the
amount of $102,432.34, inclusive of HST, be approved to cover the additional
effort from Staff to administer the project; and
5. That the additional project costs in the amount of $1,081,887.17 ($877,259.88 +
$102,194.95 + $102,432.34) be funded from the following sources;
a. Project 16053 Anti-Whistling - Stouffville GO Line ($412.60)
b. Project 17038 Anti-Whistling 2017 (73,658.00)
c. Regional Municipality of York ($170,094.42)
d. Ramp Up Reserve ($837,722.15); and
6. That the 2017 Engineering Department Capital Account 17038 (Anti-Whistling
2017) be increased by $1,007,816.57, inclusive of HST, from $5,433,414.50 to
$6,441,231.07, as identified in recommendations 5c and 5d; and
7. That Staff continue to review the final cost sharing summary of the project with
Regional Municipality of York, and if required, the CAO be authorized to
approve the final project cost; and
8. That the Regional Municipality of York be requested to pay its share of the
project overrun and delay claim in the amount of $170,094.42; and further,
9. That Staff be authorized and directed to do all things necessary to give effect to
this resolution;
EXECUTIVE SUMMARY:
The whistle cessation project is a joint project between the City of Markham, the
Regional Municipality of York (“York Region”) and Metrolinx. In September 2015,
Markham Council authorized Staff to initiate the implementation of whistle cessation at
13 crossing locations along the Stouffville GO Line. Since that time, staff has reported at
least nine (9) times between 2015 to 2018 to Development Services Committee and
Council on budget, project progress and various challenges, authority to enter into MOU
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 2
and agreements, passing the whistle cessation bylaw, etc. Most of these meetings were
attended by the public and deputations were made.
The studies which identified the safety measures required for whistle cessation
implementation were completed in 2016 and the detailed design commenced thereafter.
The project was split into three (3) construction contracts, as identified further in this
report, with the construction work commencing in November 2017, and concluding in
September 2019. Whistle cessation was implemented as follows: (September 2018 – 7
locations, November 2019 – 4 locations and February 2020 – 2 locations).
There were a number of challenges encountered during the construction of the project
(i.e. work plan approvals, flagging availability, coordination with other Metrolinx
projects, etc.) which resulted in delays. In addition, extra effort was required by all parties
involved to navigate issues and challenges and deliver the project. As a result of the
delays and challenges, additional effort was required from City Staff, consultants,
contractors and Metrolinx. The details of the issues and challenges encountered during
the project are discussed further in this report.
This report identifies the additional efforts and associated costs required to complete the
project.
Staff request that the project budget be increased by $1,007,816.57, for the additional
costs associated with the whistle cessation project.
PURPOSE:
The purpose of this report is to obtain Council authority to:
Increase the PO PD 18118 for Grascan Construction Ltd., for the construction of
Whistle Cessation Package 2 in the amount of $877,259.88, inclusive of HST, to
cover the project overrun and delay claims for the project
Increase the PO PD 18210 for Grascan Construction Ltd., for the construction of
Whistle Cessation Package 3 in the amount of $102,194.95, inclusive of HST, to
cover the delay claims for the project
Approve the additional Engineering Department Capital Administration Fee in the
amount of $102,432.34, to cover the additional effort from Staff to administer the
project
Increase the 2017 Engineering Department Capital Account 17038 (Anti-Whistling
2017) in the amount of $1,007,816.57, inclusive of HST, for the additional costs
associated with the whistle cessation project, and to be funded from the following
accounts / reserves:
o Regional Municipality of York ($170,094.42)
o Ramp Up Reserve ($837,722.15)
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Report to: Council Meeting Meeting Date: April 28, 2020
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BACKGROUND:
On September 28, 2015, Council passed a resolution to provide safety measures to
implement train whistle cessation along the Uxbridge Subdivision (Stouffville GO Line)
for 13 crossings within the urbanized part of Markham. These 13 crossing locations are
listed below. Of these 13 crossings, 6 crossings are under the jurisdiction of York Region.
Package 1 Package 2 Package 3
Eureka Street *Hwy 7 Denison Street
*Major Mackenzie Drive *McCowan Road *16th Avenue
Main Street, Markham Bur Oak Avenue
Castlemore Avenue *Kennedy Road (South)
*Kennedy Road (North) Main Street, Unionville
Snider Drive
*York Region crossing locations
Budget and Cost Sharing
On November 21, 2016, Staff provided the updated cost estimate of the whistle cessation
project to Council, as well as the following proposed cost sharing model amongst the
City of Markham, York Region and Metrolinx:
Organization Share of Costs
City of Markham $ 2.30M
York Region $ 3.80M
Metrolinx $ 0.098M
Total: $ 6.198M
A Capital Budget was approved in 2016 (Account 16053) and in 2017 (Account 17038)
to fund the proposed work. A Memorandum of Understanding (MOU) was entered into
by the City of Markham, York Region and Metrolinx on January 1, 2018, which
stipulates the details of the proposed work and cost share.
Detailed Design and Contract Administration
In June 2016, the detailed design and contract administrations services for the whistle
cessation project was awarded to WSP Canada. The scope of work included the design
of the whistle cessation safety infrastructure required for the 13 grade crossings,
preparation of the tender documents, coordination with Metrolinx and its third party
reviewer (AECOM) to ensure that all design work was completed to the satisfaction of
Metrolinx (the owner of the railway corridor at the location of the crossings) and any
applicable standards, and secure all permits for construction. The scope of work also
included management and administration of the delivery of the whistle cessation project,
which includes site inspection, design changes, coordination with all approval agencies
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Report to: Council Meeting Meeting Date: April 28, 2020
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prior to and during construction, certification and preparing documentation and as-
constructed drawings.
Third Party Peer Reviewer
As part of the detailed design exercise, Metrolinx required the City to retain a Metrolinx-
approved third party peer reviewer to review the detailed design for the project. In
February 2017, AECOM was retained by the City for this purpose. AECOM approved
the detailed design on behalf of Metrolinx. In addition, AECOM also represented
Metrolinx during the construction and implementation of the whistle cessation project.
Construction was completed through Three Contracts
Upon completion of the detailed design, Staff reviewed the schedule of the delivery of
the proposed 13 locations. The construction work required to complete the project was
divided into three (3) different contracts, as follows:
Package 1 contract was awarded to Aquatech Solutions Inc. in September 2017.
The proposed work was mostly civil related which included construction of
sidewalks, signage, pavement markings, and maze barriers at five (5) locations as
shown in the table above.
Package 2 contract was awarded to Grascan Construction Ltd. in April 2018. The
proposed work was a combination of civil works (i.e. similar to Package 1) and
pedestrian gate installation at six (6) locations as shown in the table above.
Package 3 contract was awarded to Grascan Construction Ltd. in June 2018. The
proposed work was a combination of civil works and pedestrian gate installation.
The two (2) locations include Denison Street and 16th Avenue as shown in the
table above.
As part of the construction work, the contractors were required to submit work plans to
Metrolinx / AECOM in order to be allowed to work within the Metrolinx right-of-way.
There are stringent requirements for the work plan which resulted in multiple
submissions and delays to the project. The challenges during the construction work are
discussed further in this report. The governance structure of this project is shown in
Attachment ‘A’.
Metrolinx Flagging Requirements
One of the requirements for the construction work is for the contractor to request
approval for the flagging required to conduct the work within the Metrolinx right-of-way.
Flagging is a specialized type of work and Metrolinx had only two (2) approved
contractors who were able to provide the flagging services on the Metrolinx corridor.
The costs of the flagging was only an estimate at the time of award of the contracts and
the City issued payments to Metrolinx flagging based on the original schedule of work.
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 5
OPTIONS/ DISCUSSION:
Original Project Schedule
The project was designed as one project, but was divided into three (3) separate
construction contracts (“Package 1”, “Package 2” and “Package 3”) to expedite the project
schedule. The design for Package 1 was mostly civil work (i.e. maze barriers) and did not
require pedestrian gates installation and electrical signal work. Package 2 locations were
mostly for pedestrian gate works and Package 3 was for locations that require a more time
to design and obtain approval from Metrolinx / AECOM. When the construction tenders
were issued, the original schedule to complete the project was as follows:
Table 1 – Original Project Schedule
The dates as noted above were the estimated time lines identified by the consultant based
on information during the time of tendering, and did not accurately reflect delays due to
the project challenges and issues as described below.
Project Challenges and Issues
Prior to the start of construction for the project, Staff identified the following challenges
associated with the delivery of the project:
Material delivery for the pedestrian signal warning gate system – the materials
required by Metrolinx for the pedestrian crossings were not readily available and
had to be specially ordered from specific manufacturers in the United States. These
specialized orders required long lead time for ordering, manufacturing and delivery.
Design Review and Permit issuance and review process, by third party peer
reviewer (AECOM) and Metrolinx, required multiple steps. For example, the
approval of pedestrian signal design took over 4 months to finalize due to stringent
requirements from Metrolinx and its third party peer reviewer. There were a number
of requirements that had to be reviewed and resubmitted to ensure that the design
was compliant to Metrolinx’s requirements.
To further delay matters, flagging was limited due to other Metrolinx priorities on
their projects. In addition, during the construction of the three (3) packages,
Metrolinx had a number of major project improvements within the Stouffville GO
Line (i.e. Steeles Grade Separation, Double Tracking work, Track Improvements,
Station Improvements, etc.) which lead to delays. Metrolinx was also expanding
Project Name Original Schedule
Package 1 40 days
Package 2 40 days
Package 3 15 Days
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Report to: Council Meeting Meeting Date: April 28, 2020
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the rail system throughout its network and Metrolinx capital projects including any
emergencies, had priority for flagging over all other projects. Flagging is booked
on a weekly basis and any cancellation of flagging is a delay for at least one to two
weeks. On several occasions, flagging was confirmed for the whistle cessation
project, but was cancelled at the last minute to support other Metrolinx projects.
Service change from Metrolinx (i.e. frequenc y of trains) increased during the
timeframe of this project, including the introduction of weekend services. As result
of the additional service levels, some of the works required for the whistle cessation
had to be carried out during limited night-time hours (12am to 5am) as required by
Metrolinx. This created delays and extra time to complete the project.
Inclement weather during construction also meant that contractor was not able to
complete the work in a timely manner. In addition, due to these delays, some of the
works had to be completed during the winter months in order to deliver the project.
Completing the work during the winter months provided its own challenges (i.e.
reduced daylight, climate and personal protection, etc.) which resulted in additional
costs.
Design related issues also resulted in delays for the project. As-built information
for existing electrical signal system control boxes (bungalows) were found to be
different than what was constructed. The discrepancies were not revealed until the
construction had commenced, which resulted in the contractor being delayed, while
the consultant and Metrolinx confirmed the as-built information. As a result, the re-
design, review and approval processed had to be repeated. There were also a
number of new design requirements / clarifications, change of materials from
Metrolinx and their third party reviewer during the construction which resulted in
further delays.
Implementation requirements from Metrolinx, especially at locations with
pedestrian crossings, were delayed due to requirements from Metrolinx and their
third party reviewer. A number of inspections and modifications were required to
be completed to ensure that all safety requirements were confirmed prior to
implementation of whistle cessation.
During the construction period, the above challenges required substantial time and effort
from Staff, consultant and contractor to address these issues. The original schedules and
timelines as identified above were no longer valid as result of these challenges. The actual
dates required to complete the project are as follows:
Table 2 – Actual Project Duration
Project Name Original Schedule Actual Days
Package 1 40 days 200 days
Package 2 40 days 240 days
Package 3 15 days 60 days
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 7
Metrolinx Flagging Costs
As a part of the Metrolinx approval process, the City was required to issue payment to
Metrolinx, prior to start of the work, to cover the anticipated flagging costs for the
project. The amount issued to Metrolinx was based on the original construction schedule
for each project, as estimated by the consultant.
All three packages substantially exceeded the original estimated days for construction as
noted above.
Staff has reviewed and validated the submitted dates for the flagging, and the flagging
costs as shown in the Table 5 are accurate.
Consultant Fees (Design / Contract Administration and Third Party Peer Review)
The original scope of work for the design consultant (WSP) was to complete the detailed
design and administer the construction contract of the whistle cessation project. The cost
increase in the consultant fees are due to multiple design submissions to Metrolinx /
AECOM, and due to more time and effort required in administering the contract as well
as the inspections required for the work.
The original scope of work for the third party peer reviewer (AECOM) was to review and
approve the original design, on behalf of Metrolinx. During the design review, approval
and construction processes, a number of changes were required to the original design
which resulted in additional review and approval time by AECOM.
Staff has reviewed the additional AECOM and WSP consultant fees and have confirmed
that the additional fees are reasonable and proper supporting documentation has been
provided.
Package 1 – Construction
This contract was originally scheduled to be completed in 40 working days, as originally
estimated by the consultant. However, due to the challenges as noted above, particularly
with the work permit approval and flagging availability challenges of Metrolinx, the
project was delayed and the work took 200 days to complete.
Package 1 work was completed in September 2018, and whistle cessation was
implemented at the following crossing locations on September 24, 2018:
Eureka Street
Major Mackenzie Drive
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 8
Main Street Markham
Castlemore Avenue
Kennedy Road north
Package 2 – Construction
This contract was originally scheduled to be completed in 40 days, as originally estimated
by the consultant. However, due to the challenges as noted above, particularly with the
work permit approval and flagging availability, the project was delayed and the work took
240 days to complete. One of the major delays was the inspections and approvals required
from Metrolinx and their third party peer reviewer to implement whistle cessation on
crossings that have pedestrian gate signals. A number of technical requirements were
required to be clarified prior to whistle cessation being approved at these locations.
Package 2 work was completed in July 2019. The whistle cessation was implemented at
the following locations / dates:
Main Street Unionville (September 24, 2018)
Snider Drive (September 24, 2018)
Kennedy Road South (November 11, 2019)
Highway 7 (November 11, 2019)
Bur Oak Avenue (February 20, 2020)
McCowan Road (February 24, 2020)
Package 3 – Construction
This contract was originally scheduled to be completed in 15 days, as originally estimated
by the consultant. However, due to the challenges noted above, the project was delayed
and took 60 days to complete. Package 3 works were completed in September 2019. The
whistle cessation was implemented at the following locations on November 11, 2019:
Denison Avenue
16th Avenue
Contract Overruns and Delay Claims
As result of the delays in the project, the contractor (Grascan) for Package 2 and 3
projects submitted contract overruns and delay claims. The contractor completed the
work and ensured that all requirements from Metrolinx and its third party peer reviewer
were addressed. Staff has negotiated with the contractor on these claims and the
recommended amounts as shown on Table 5 are the result, and proper supporting
documentation has been provided.
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 9
FINANCIAL CONSIDERATION
Original Project Award Cost
The original award for the 3 packages was $4,177,636.23. The following table shows the
award amounts broken down by the three (3) construction packages and assessment of
costs by organization:
Table 3 – Award Costs and Cost Share Summary
Description Markham York Region Metrolinx *Award Amount
a b c d=a+b+c
Package 1 $ 774,982.47 $ 394,307.46 $ 1,300.00 $ 1,170,589.93
Package 2 $ 574,944.20 $ 1,500,804.65 $ 28,898.45 $ 2,104,647.30
Package 3 $ 776,254.94 $ 112,046.42 $ 14,097.64 $ 902,399.00
Total: $ 2,126,181.61 $ 2,007,158.54 $ 44,296.09 *$ 4,177,636.23
*Award amount includes all costs for the project, including but not limited to, construction, detailed design and
contract administration, peer review fees, flagging costs, capital admin istration fees, HST, etc.
Engineering staff prepared a cost summary and identified all of the cost overruns for the
project. Total final costs is $7,239,776.65 (see Table 4), which is $3,062,140.42 higher
than the original award cost of $4,177,636.23. These cost overrun have been reviewed
and negotiated by Engineering staff and the consultants / Metrolinx / contractors. The
amounts shown below represents the final negotiated amounts and assessment to each
organization.
Table 4 – Final Negotiated Costs and Cost Share Summary
Description Markham York Region Metrolinx Total Cost
a b c d=a+b+c
Package 1 $ 665,634.59 $ 616,219.63 $ 2,616.77 $ 1,284,470.99
Package 2 $ 1,512,277.22 $ 3,158,316.87 $ 26,060.92 $ 4,696,655.01
Package 3 $ 1,060,173.68 $ 186,351.96 $ 12,125.01 $ 1,258,650.64
Total: $ 3,238,085.49 $ 3,960,888.46 $ 40,802.70 $ 7,239,776.65
Engineering staff has been in discussions with York Region to confirm the final cost of
the project as well as its share of the works. York Region to issue their approval of their
share of costs upon completion of their review.
The total cost overrun for the project is $3,062,140.42. A portion of this amount,
$1,980,253.24 (see Table 5) was approved for costs associated with the consultant, peer
review, flagging costs and a portion of the construction cost during the construction of
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 10
the project. The approval was in accordance to the City’s Purchasing By-Law and
Expenditure Control Policy.
This report requests Council approval for the remaining cost overrun of $1,081,887.18
(see Table 5), which are related to the construction work (project overrun and delay
claim) and administration fees, as listed below:
Table 5 – Award Costs and Overruns
Description Supplier Award
Amount
Approved
Overrun
Remaining
Overrun Total Cost
a b c d=a+b+c
Consultant
Cost WSP $ 505,261.08 $ 309,301.02 $ 0.00 $ 814,562.09
Peer Review AECOM $ 287,461.82 $ 192,065.64 $ 0.00 $ 479,527.46
Flagging
Costs Metrolinx $ 344,355.84 $ 823,132.94 $ 0.00 $ 1,167,488.78
Construction Grascan $ 2,624,742.68 $ 655,753.64 $ 979,454.84 $ 4,259,951.16
Admin Fees Markham $ 415,814.81 $ 0.00 $ 102,432.34 $ 518,247.15
Total: $ 4,177,636.23 $ 1,980,253.24 $ 1,081,887.18 $ 7,239,776.65
The remaining cost overruns of $1,081,887.18 are broken down as follows:
Table 6 – Remaining Overruns
Description Supplier PO Number Original Amount Increase
Package 2 Contract Grascan PD 18118 $ 1,298,457.60 $ 877,259.88
Package 3 Contract Grascan PD 18210 $ 576,582.34 $ 102,194.95
Capital Admin Fees $ 415,814.81 $ 102,432.34
Total: $ 1,081,887.18
The recommended amount of increase was negotiated by Engineering staff and the
contractor (Grascan). The information as it relates to the cost overruns and delay claims
were reviewed and validated by Engineering staff. The recommended amount includes a
cost reduction as negotiated with the contractor. Engineering staff recommend that
Council approve the PO increase as noted above in order to settle the remaining cost of
the project with the contractor.
In addition to the Purchase Order increase, Engineering staff is also recommending that
the budget be increased for the additional Capital Administration Fee (based on % of the
total project cost) in the amount of $102,432.34, inclusive of HST. Engineering staff
required additional time and effort to manage and administer the project until completion.
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 11
There is currently partial funding available in the amount of $74,070.60 in projects 16053
and 17038 to fund the identified overrun of $1,081,887.18. The remaining shortfall of
$1,007,816.57 ($1,081,887.18 - $74,070.60) will require additional funding. Table 7
below provides a financial summary of the budget as it relates to the original award and
subsequent cost overruns.
Table 7 – Financial Summary
The remaining shortfall of $1,007,816.57 will require additional budget/funding as
identified in Table 8 below.
Table 8 – Available Funding and Overruns
Account No. /
Description Markham York Metrolinx Total
a b C d=a+b+c
Account 16053 /
17038 Budget $2,367,805.67 $3,784,183.41 $79,971.00 $6,231,960.08
Final Project Cost $3,238,085.49 $3,960,888.46 $40,802.70 $7,239,776.65
Variance: ($870,279.82) ($176,705.06) $39,168.30 ($1,007,816.57)
Allocate Excess
Metrolinx Funds*: $32,557.67 $6,610.63 $39,168.30 $0
Variance (offset): ($837,722.15) ($170,094.42) $0 ($1,007,816.57)
*Metrolinx’s final cost will be $40,802.70. The excess funds of $39,168.30 will be allocated towards
offsetting Markham and York Region’s funding shortfall.
Out of the York Region’s final project share of $3,960,888.46, the Region has paid
$683,000.00 for their share of the works (2018 invoice). An invoice for the 2019 works
was issued in December 2019 in the amount of $2,028,530.02. The remaining
$1,249,358.44 will be issued as the final invoice.
Description Amounts
Budget (Projects 16053 & 17038) (A) $6,231,960
Original Award (B) ($4,177,636)
Balance Available (C=A+B) $2,054,324
PO Increases Previously Authorized (D) ($1,980,253)
Current Balance Available (E=C+D) $74,071
Increases Requested Through Report (F) ($1,081,887)
Shortfall Requiring Additional Funding (F=E+F) ($1,007,816)
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Report to: Council Meeting Meeting Date: April 28, 2020
Page 12
Based on the above and the principles as set out in the Memorandum of Understanding, it
is recommended that the budget for the project be increased by $1,007,816.57, inclusive
of HST, and to be funded from the Ramp Up Reserve ($837,722.15) and York Region
($170,094.42).
ALIGNMENT WITH STRATEGIC PRIORITIES:
The completed work for the Whistle Cessation Project was required to address the
growing concerns from the community as it relates to the nuisance of train whistles at
public grade crossing, and the increase in the train whistle along the Stouffville GO Line.
The recommendations align with the City’s Strategic Plan Goals of “Safe and Sustainable
Community’.
BUSINESS UNITS CONSULTED AND AFFECTED:
The Finance and Legal Departments were consulted and their comments have been
addressed in this report.
RECOMMENDED BY:
Brian Lee, P.Eng. Arvin Prasad, MCIP, RPP
Director of Engineering Commissioner, Development Services
ATTACHMENTS:
Attachment ‘A’ – Whistle Cessation Legislation & Governance Structure
Page 83
Ministry of the Environment,
Conservation and Parks
Environmental Assessment
Branch
1st Floor
135 St. Clair Avenue W
Toronto ON M4V 1P5
Tel.: 416 314-8001
Fax.: 416 314-8452
Ministère de l’Environnement,
de la Protection de la nature
et des Parcs
Direction des évaluations
environnementales
Rez-de-chaussée
135, avenue St. Clair Ouest
Toronto ON M4V 1P5
Tél. : 416 314-8001
Téléc. : 416 314-8452
357-2020-1700
September 22, 2020
Ms. Elaine Baxter-Trahair
Chief Administrative Officer
Regional Municipality of Durham
Email: elaine.baxter-trahair@durham.ca
Dear Ms. Baxter-Trahair:
Thank you for letter of July 15, 2020 to Minister Yurek about the Regional Municipality
of Durham’s proposed Mixed Waste Pre-sort and Anaerobic Digestion facility. I am
pleased to provide you with the following information on behalf of the Minister.
I understand from your letter that the Region was copied on the submission of a Council
Resolution, to this ministry, by the Municipality of Clarington regarding a concern that
the proposed facility is to be located within the municipality. I also understand that the
Region has been in discussions with the municipality to work towards addressing this
concern.
I would like to take this opportunity to invite the Region to meet with ministry staff to
further discuss the proposed facility and the approach the Region is taking to address
the municipality’s concerns. To arrange a meeting, please contact Gavin Battarino,
Special Project Officer, with the ministry’s Environmental Assessment Branch, at
gavin.battarino@ontario.ca.
…2
Page 84
Ms. Elaine Baxter-Trahair
Page 2.
Thank you again for writing and look forward to discussing this further.
Yours sincerely,
Andrew Evers, Manager
Environmental Assessment Services
Environmental Assessment Branch
c: Ms. Lindsey Park, MPP-Durham
Ralph Walton, Regional Clerk, Municipality of Durham
June Gallagher, Deputy Clerk, Municipality of Clarington
Gioseph Anello, Director Waste Management Services, Municipality of Durham
Susan Siopis, Commissioner, Works, Municipality of Durham
Ralph Walton, Regional Clerk, Municipality of Durham
Page 85
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: September 28, 2020 Report Number: ESD-006-20
Submitted By: Gord Weir, Director of Emergency Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: Emergency Services Activity Report – Q2 2020
Recommendation:
1. That Report ESD-006-20 be received for information.
Page 86
Municipality of Clarington Page 2
Report ESD-006-20
1. Fire Suppression and Emergency Response
1.1 Fire suppression services are delivered in both an offensive and defensive mode,
including search and rescue operations, forcible entry, ventilation, protecting exposures,
salvage and overhaul as appropriate. Emergency pre-hospital care is provided through
medical acts such as defibrillation, standard first aid and cardio pulmonary resuscitation .
1.2 Fire Suppression staff responded to 536 calls in the second quarter of 2020. Of the 536
incidents, 14 were property fires with an estimated dollar loss of $6,320,500.
1.3 The following is a summary of emergency incidents by response type (see Attachment 1
for description):
Response Type Q2
2019
Q2
2020 % Change % of Total
2020
Property Fires/Explosions 26 14 -46.15% 2.61%
Outdoor - No Loss Fires &
Burning - Controlled 54 112 +107.41% 20.9%
CO False Calls 25 42 +68% 7.84%
False Fire Calls 75 72 -4% 13.43%
*Medical/Resuscitator Calls 595 105 -82.35% 19.59%
Other Response 123 73 -40.65% 13.62%
Overpressure Rupture/Explosion
(No Fire) 0 4 n/a 0.75%
Pre Fire Conditions/No Fire 19 13 -31.58% 2.43%
Public Hazard 55 43 -21.82% 8.02%
Rescue 97 58 -40.21% 10.82%
*See Section 3
Report Overview
The Emergency and Fire Services Department is responsible for delivering fire suppression
and emergency response, fire prevention and public education programs in accordance with
the Fire Protection and Prevention Act (FPPA). This Report provides Council with an
overview of the activities associated with the Department’s Suppression and Fire Prevention
Divisions for Q2 of 2020.
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Municipality of Clarington Page 3
Report ESD-006-20
1.4 During Q2 the spread of COVID-19 was on the rise and Fire Chiefs throughout Durham
Region reviewed their Durham Region Medical Tiered Response Agreements with
Durham Region EMS to determine if the service level provided by Fire should be
reduced in order to minimize the risk of firefighters contracting the virus. Clarington’s
Agreement is for Level “C” - Acute Chest Pain and/or Shortness of Breath/Difficulty
Breathing regardless of EMS response time.
This Agreement has been temporarily downgraded to Level “A” Tiered Response:
A tiered response will be requested by the Central Ambulance Communications
Centre (CACC) within one (1) minute of EMS dispatch when the EMS response
time is anticipated to be greater than ten (10) minutes for the following
emergency requests for service:
Acute Chest Pain and/or Shortness of Breath/Difficulty Breathing (not on
calls originating from long-term care (LTC) facilities, medical facilities or
other locations with an available on-site Emergency First Responder
(EFR) program or higher level of care).
As a result, Medical/Resuscitator calls decreased by 82.35% over Q2 2019.
1.5 The Department saw an increase in Outdoor - No Loss Fires and Burning Controlled
calls. Approximately 78% of the calls were for illegal burning.
1.6 Call Volume by Geographical Area
(Generated by first vehicle dispatched according to geography)
Geographical Area Call Volume Call Volume %
Bowmanville and surrounding area 259 48.32%
Newcastle and surrounding area 93 17.35%
Orono and surrounding area 35 6.53%
Courtice and surrounding area 119 22.2%
Enniskillen and surrounding area 30 5.6%
1.7 Annual Total for Comparison at a Glance
Event Type 2016 2017 2018 2019 2020
Call Volume 3,736 3,675 3,929 4,268 1,565
Civilian Injuries 4 1 1 7 0
Firefighter Injuries 0 0 0 1 0
Fatalities 0 0 0 0 0
Dollar Loss $6,148,757 $4,244,699 $2,738,750 $3,317,011 $7,420,200
Page 88
Municipality of Clarington Page 4
Report ESD-006-20
2. Response Times
2.1 Fire Suppression staff responded to 14 property fires, 4 of which were for detached
dwellings. Below is a summary of the average response times for structural firefighting
in Clarington’s rural and urban areas for Q2 2020.
Rural Structural Fires – 1 incident
Response Objective per NFPA 1720 Time
Average Turnout Time 1:20 (80 sec)
(first responding truck enroute) 1.23 min
Average Dispatch to On Scene Min.
(first truck on scene) 7.14 min.
Average Total Personnel On Scene 12
Urban Structural Fires – 3 incidents
Response Objective per NFPA 1720 Average Time
Average Turnout Time 1:20 (80 sec)
(first responding truck enroute) 52 sec
Average Dispatch to On Scene Min.
(first truck on scene) 4.28 min.
Average Total Personnel On Scene 12
3. Medical/Resuscitator Calls
3.1 The following chart lists the medical call volume by geographical area.
Emergency Request Call
Volume
Call
Volume %
% of Q2
Calls
Bowmanville and surrounding area 42 40% 7.83%
Newcastle and surrounding area 25 23.81% 4.66%
Orono and surrounding area 6 5.71% 1.12%
Courtice and surrounding area 28 26.67% 5.22%
Enniskillen and surrounding area 4 3.81% 0.75%
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Municipality of Clarington Page 5
Report ESD-006-20
3.2 The following chart lists the total medical calls to long-term care (LTC) and medical
facilities.
LTC / Medical Facility Address
Total
Medical
Calls
% of
Medical
Calls
Glen Hill Marnwood 26 Elgin St.,
Bowmanville 0 0%
Seasons Clarington Retirement Home 65 Clarington Blvd.,
Bowmanville 2 1.9%
Glen Hill Strathaven 264 King St. E.,
Bowmanville 1 0.95%
Bowmanville Creek Retirement
Community
105 Queen Street,
Bowmanville 0 0%
Fosterbrooke Long Term Care 330 King Ave. West,
Newcastle 2 1.9%
WhiteCliffe Terrace Retirement
Residence
1460 Highway 2,
Courtice 3 2.86%
Bowmanville Clinic 222 King St. E.,
Bowmanville 0 0%
Walmart Clinic 2320 Highway 2,
Bowmanville 1 0.95%
Courtice Health Centre 1450 Highway 2,
Courtice 0 0%
Newcastle Urgent Care Clinic 50 Mill St. N.,
Newcastle 0 0%
3.3 1.67% of Q2 calls were for LTC/medical facilities. Crews arrived on scene prior to EMS
77.78% of the time, at an average of 2.87 minutes. The average time on scene was
15.93 minutes.
4. Fire Prevention Division
4.1 Fire Prevention staff continue to perform a variety of functions in accordance with the
FPPA and policies of the Department focusing on; creating a fire safe community.
These functions are implemented through public education programs and fire
inspections.
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Municipality of Clarington Page 6
Report ESD-006-20
4.2 The following is a summary of inspection services performed during the second quarter.
Fire Prevention Activity – Q2 Volume
Complaint Inspections 34
Requested Inspections 8
Self-initiated Inspections 3
Retrofit Inspections 0
Burn Permits 43
Fire Safety Plans Reviews 350
General Plans Reviews 35
Site Visits 5
Fire Investigations 2
FPPA Part 3 Charges Laid 0
FPPA Part 1 Charges Laid 0
4.3 Due to COVID-19 and the restrictions issued by the Chief Medical Officer, staff did not
provide or attend public education activities during the second quarter of 2020.
5. Concurrence
Not Applicable.
6. Conclusion
It is respectfully recommended that this Report be received for information.
Staff Contact: Gord Weir, Director of Emergency & Fire Services, 905-623-5126 ext. 2802 or
gweir@clarington.net.
Attachments:
Attachment 1 – Response Type Description
There are no interested parties to be notified of Council's decision.
Page 91
Attachment 1 to Report ESD-006-20
Response Type Description
Property Fires / Explosions: Instance or destructive and uncontrolled burning
involving structures, vehicles and open area fires, including explosion of combustible
solids, liquids or gasses which may or may not have resulted in a dollar loss.
Outdoor, No Loss Fires: Uncontrolled fires, outdoors, that did not result in a loss,
injury or fatality and is not suspected to be caused by arson, vandalism or children
playing.
Burning Controlled: Complaint call related to outdoor controlled burning, authorized
or unauthorized. Fire Department did not take suppression action.
CO (carbon monoxide) False Calls: A call where it is determined that the detection
equipment malfunctioned or there was a perceived emergency - no CO present.
False Fire Calls: Alarm activation or fire call that when investigated, is determined to
be as a result of equipment failure, malicious/prank, perceived emergency, accidental
activation of alarm by a person.
Medical/Resuscitator Call: Includes a response to a patient(s) suffering from
asphyxia, respiratory condition, convulsions, epileptic, diabetic seizure, electric shock,
traumatic shock, heart attack, stroke, drug related, cuts, abrasions, fractures, burns,
person fainted, nausea and pre-hospital care such as administering oxygen, CPR,
defibrillation, or first aid.
Other Response: Assistance to other Fire Departments, calls cancelled on route,
non-fire incidents where an illegal grow operation or drug operation was discovered.
Overpressure Rupture/Explosion (No Fire): Overpressure rupture/explosion with
no fire, e.g. steam boilers, hot water, bombs, dynamite and gas pipe.
Pre Fire Conditions/No Fire: Incidents with no fire that involve heat or potential pre
fire conditions, e.g. pot on stove, cooking - smoke or steam, lightening and fireworks.
Public Hazard: Includes a response for spills and leaks of a hazardous product such
as natural gas, propane, refrigerant, miscellaneous/unknown, gasoline or fuel, toxic
chemical, radio-active material, power lines down or arcing, bomb, explosive removal
standby, CO (carbon monoxide) or other public hazard.
Rescue: A call for a person in danger due to their proximity to the occurrence and
who is unable to self-evacuate and is assisted by Fire Department personnel, e.g.
vehicle accident, building collapse, commercial/industrial accident, home/residential
accident, persons trapped in elevator, water rescue or water/ice rescue.
Page 92
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: September 28, 2020 Report Number: FND-032-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: Award of Contracts During Council Recess
Recommendation:
1. That Report FND-032-20 be received for information.
Page 93
Municipality of Clarington Page 2
Report FND-032-20
1. Background
1.1 During periods when Council is in Recess, provision has been made for the approval of
contract awards in order to continue with business as usual. During the summer recess
of 2020 there were 10 contract awards that would normally necessitate a report to
Council.
2. Comments
2.1 In accordance with Purchasing By-Law 2015-022 S. 73 (2), the following contracts were
awarded during the Council Recess:
PS Report# Contract# Description
PS-014-20 CL2020-19 Electrical Services
PS-015-20 RFP2020-3 Engineering Services for Bridge and Culvert
Replacement
PS-016-20 CL2020-18 Intersection Accessibility Improvements
PS-017-20 CL2020-15 Bowmanville Ave Bridge Rehabilitation
PS-019-20 RFP2020-5 Bridge and Culvert Inspection Program
PS-020-20 CL2020-20 Toyota Trail
PS-021-20 CL2020-25 2020 Roadside Protection-Various Locations
PS-022-20 CL2015-30 Sidewalk Snow Clearing Contract Extension
PS-023-20 CL2020-27 Pavement Rehabilitation
PS-024-20 CL2020-26 Supply and Delivery of Winter Sand
2.2 A copy of the recommending Purchasing Services Reports for the above noted projects
are attached as Attachments.
Report Overview
To report to Council on the contracts awarded during Council Recess
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Municipality of Clarington Page 3
Report FND-032-20
3. Concurrence
Not Applicable.
4. Conclusion
The action taken by Staff as documented in the attached Report Memos be provided for
Council’s information.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - PS-014-20 Electrical Services
Attachment 2 - PS-015-20 Engineering Services for Bridge and Culvert Replacement
Attachment 3 - PS-016-20 Intersection Accessibility Improvements
Attachment 4 - PS-017-20 Bowmanville Ave Bridge Rehabilitation
Attachment 5 - PS-019-20 Bridge and Culvert Inspection Program
Attachment 6 - PS-020-20 Toyota Trail
Attachment 7 - PS-021-20 2020 Roadside Protection-Various Locations
Attachment 8 - PS-022-20 Sidewalk Snow Clearing Contract Extension
Attachment 9 - PS-023-20 Pavement Rehabilitation
Attachment 10 - PS-024-20 Supply and Delivery of Winter Sand
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 95
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-014-20 Meeting Date: December
31, 2020
Report Date: July 23, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-19
Report Subject: Electrical Services
Summer Recess Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That George Moore Electric Ltd. with a total bid amount, for the initial two year term, of
$99,238.38 (Net HST Rebate), and an estimated five year contract value of $248,100
(Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-19 be awarded the contract for the provision of
electrical services as required by the Municipality;
2. That the funds expended for these services, be funded from respective facilities
approved operating budget as required; and
3. That pending satisfactory service and pricing that the Purchasing Manager in
consultation with the Director of Public Works, the Director of Community Services and
the Director of Emergency and Fire Services be authorized to extend the contract for up
to three additional one-year terms.
Attachment 1 to FND-032-20
Page 96
Municipality of Clarington Page 2
Report Purchasing Services-014-20
1. Background
1.1 Tender specifications for the provision of electrical services for the various municipally
owned and operated facilities were drafted and reviewed by the various departments.
1.2 Tender CL2020-19 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality’s website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association’s
website.
1.3 The tender closed on July 10, 2020.
1.4 In view of the Summer Council Recess, authorization is requested to award the a bove
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 Twelve companies downloaded the tender document. Four submissions were received
by the stipulated closing time.
2.2 The Municipality reached out to the eight companies who chose not to submit pricing to
ask why they chose not to bid. Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• One company advised that they could not handle due to present workload;
• One company advised that they were unable to quote competitively; and
• Five companies contacted did not respond to the Municipality’s request for
information.
2.3 The four bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.4 The bid results were forwarded to the Public Works Department, Community Services
Department and Emergency and Fire Services Department for their review and
consideration.
2.5 After review, analysis and discussions the departments mutually agreed that the low
bidder, George Moore Electric Ltd., be recommended for the award of tender CL2020-
19.
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Municipality of Clarington Page 3
Report Purchasing Services-014-20
2.6 George Moore Electric Ltd. has successfully provided similar services to the Municipality
of Clarington in the past therefore no reference checks were completed.
3. Financial
3.1 The estimated annual cost is $49,619 (Net HST Rebate). This estimate was determined
by using the past number of hours an electrician was required by the Municipality. The
actual cost will vary depending on the types of calls and services which are required
throughout the year. The initial contract term is for two years. The value of the contract
for the two-year period is estimated to be $99,238 (net HST Rebate).
3.2 Pricing received is firm for the initial contract term of two years.
3.3 The Municipality has the option to extend the contract for up to three additional one-year
terms pending satisfactory service. The tender document stipulates that if the
Municipality elects to exercise the option to renew the contract for the additional optional
one-year terms, then pricing shall be adjusted only on the anniversary date of the
Contract award. Proposed price increases should not exceed the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI) All items –
Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract
year. The potential five-year contract value is estimated to be $248,100 (Net HST
Rebate).
3.4 The expended funds will be drawn from respective facilities approved operating budget.
3.5 Queries with respect to the department needs should be referred to the respective
Department Head.
4. Concurrence
This report has been reviewed by the Director of Public Works, the Director of
Community Services and the Director of Emergency and Fire Services who concur with
the recommendations contained with this report
5. Conclusion
It is respectfully recommended that George Moore Electric Ltd. with a total bid amount,
for the initial two year term, of $99,238.38 (Net HST Rebate), being the lowest
compliant bid, be awarded the tender for the provision of Electrical Services as per the
terms, conditions and specifications of Tender CL2020-19.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Page 98
Municipality of Clarington Page 4
Report Purchasing Services-014-20
Attachments:
Attachment 1
Municipality of Clarington
CL2020-19
Electrical Services
Bid Summary
Annual Cost
BIDDER Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
George Moore Electric Ltd. $55,099.93 $49,619.19
MDK Electric Ltd. $68,027.70 $61,261.05
EAMA Inc. $73,331.35* $66,037.15
Brooklin Electric Ltd. $84,083.30* $75,719.62
Note: ‘*” Denotes an addition error within the bid submission received.
Costs for Initial 2-year contract term.
BIDDER
Total Bid 2-year Term
(including HST)
TOTAL BID 2-year
Term
(Net HST Rebate)
George Moore Electric Ltd. $110,199.86 $99,238.38
MDK Electric Ltd. $136,035.40 $122,522.10
EAMA Inc. $146,662.70 $132,074.30
Brooklin Electric Ltd. $168,166.60 $151,439.24
Page 99
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-015-20 Meeting Date: December
31, 2020
Report Date: August 14, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: RFP2020-3
Report Subject: Engineering Services for Bridge and Culvert Replacement
Summer Recess Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the proposal received from CIMA+ having the lowest price meeting all terms,
conditions and specifications of RFP2020-3 be awarded the contract for the
provision of engineering services required for the bridge and culvert replacement;
2. That the funds required for this project in the amount of $303,509 (net HST rebate)
is in the approved budget allocation as provided, be funded from the following
account:
Description Account Number Amount
Structures Rehabilitation 110-32-330-83275-7401 $303,509
Attachment 2 to FND-032-20
Page 100
Municipality of Clarington Page 2
Report Purchasing Services-015-20
1. Background
1.1 The Municipality requires the assistance of a qualified engineering consulting firm to
provide the required skills and resources necessary to provide engineering services for
the replacement of one bridge and five culverts and for roadside protection of two
bridges within the Municipality.
1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a
qualified Consultant with the skills, resources and experience necessary to provide
engineering services as per the specifications provided by the Engineering Services
Department.
1.3 RFP2020-3 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington’s (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyer’s
Association website. The RFP was structured on the price – based two envelope RFP
system. Seventeen companies downloaded the document.
1.4 The RFP closed on June 11, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The RFP stipulated among other things, that bidders were to provide a description of
Firm/Consulting team, key qualifications, firm profile, highlight of past service and
experience of team members with projects of similar size, nature and complexity and a
demonstrated understanding of the Municipality’s requirements.
2.2 Five submissions were received (refer to Attachment 1) by the closing date and time.
All submissions met the mandatory requirements and moved forward to the first phase
of evaluation.
2.3 The Municipality reached out to the twelve firms, who had downloaded the RFP but
chose not to bid, to inquire as to why they chose not to bid. The responses received to
the Municipality’s inquiry are as follows:
One company was an association for distributing the tender document to its
members;
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Municipality of Clarington Page 3
Report Purchasing Services-015-20
Two companies advised that they were not able to take on additional work given
their current workload;
One company felt that they could not bid competitively so chose to bid at this time;
Two companies downloaded as sub-consultants for the project; and
Six companies did not respond to the Municipalities request for information.
2.4 Each submission consisted of a comprehensive proposal identifying
Qualifications and experience;
Experience of the proponent/sub-consultants with projects of similar nature, size
and complexity;
The proposed team who would be working with the Municipality;
The Proponent’s understanding and approach to complete the project;
Key project challenges and demonstrating that the Proponent has adequate
resources and an appropriate strategy for addressing the challenges.
An appropriate stakeholder and public consultation approach;
The proposed tasks and timelines; and
Identification of accessibility design, features and criteria.
2.5 The submissions were reviewed and scored in accordance with the established criteria
outlined in the RFP by an evaluation team consisting of staff from the Engineering
Services Department and the Purchasing Services Division. Some of the areas on
which submissions were evaluated were as follows:
Allocated roles and responsibilities of the proposed team members;
Proposed approach to completing the project;
Proposed timelines to complete the tasks required;
Highlights of services provided within the past five years only; and
The Proponent’s understanding of the Municipality’s requirements, the project and
any related issues or concerns.
2.6 Upon completion of the evaluation, the evaluation committee concluded that the
following two proponents met the pre-established threshold of 85% for Phase 1 and
moved on to the second phase information:
CIMA+
GHD
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Report Purchasing Services-015-20
2.7 It was deemed by the evaluation committee that presentations from the proponents who
made it to phase 2 were not required and their pricing envelopes were opened and
evaluated. The submission from CIMA had the lowest price.
3. Financial
3.1 The funds required for this project in the amount of $303,509 (net HST rebate) which
includes detailed design and tendering ($207,855 net HST rebate) and Inspection and
Contract Administration ($95,654 net HST rebate) is in the approved budget allocation
as provided, be funded from the following account:
Description Account Number Amount
Structures Rehabilitation 110-32-330-83275-7401 $303,509
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that CIMA+ having the lowest price and meeting all
terms, conditions and specifications of RFP2020-3 be awarded the contract for the
provision of Engineering Services as required for bridge and culvert replacement.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Summary of Proposals Received
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Report Purchasing Services-015-20
Summary of Proposals Received
Municipality of Clarington
RFP2020-3
Engineering Services for Bridge and Culvert Replacement
Bidder
CIMA+ Canada Inc.*
D.M. Wills Associates Ltd.
GHD *
Greer Galloway
Jewell Engineering
Note: Bidders with an asterisk (*) are the companies who were shortlisted.
Page 104
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-016-20 Meeting Date: December
31, 2020
Report Date: August 11, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-18
Report Subject: Intersection Accessibility Improvements
Summer Recess Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Ashland Construction Group Ltd. with a total bid amount of $220,481.14 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-18 be awarded the contract for the intersection
accessibility improvements.
2.That total funds required for this project in the amount of $294,800 (Net HST Rebate),
which includes the construction cost of $220,481.14 (Net HST Rebate) and other costs
including material testing, above ground traffic signal works (to be completed by the
Region of Durham) and contingencies in the amount of $74,318.86 (Net HST Rebate) are
included in the approved budgets and will be funded from the following accounts:
Description Account Number Amount
King St at Scugog St. Intersection
Improvements (2017/2018 Budget)
110-32-335-83240-7401 $71,500
Accessible Signal Upgrade (2018) 110-32-332-83206-7401 94,500
Accessible Signal Upgrade (Clarington
Blvd at Stevens Rd) (2019 Budget)
110-32-332-83265-7401 55,100
Pavement Rehab (2020 Budget) 110-32-330-83212-7401 73,700
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Report Purchasing Services-016-20
1. Background
1.1 Tender specifications for the accessibility improvements, sidewalk removal and
replacement, drainage improvements, tactile plate installation, line paint, asphalt
paving, grading, concrete footings for accessible pedestrian signals at King Street and
Scugog Street intersection and Clarington Boulevard and Stevens Road Intersection
were prepared by Engineering Services.
1.2 Tender CL2020-18 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality’s website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association’s
website.
1.3 The tender closed on June 16, 2020.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 Nineteen companies downloaded the tender document. Four submissions were
received by the stipulated closing time.
2.2 The Municipality reached out to the fifteen companies who chose not to respond to
inquire as to why they chose not to submit a bid. Their responses are as follows:
One company was an association for distributing the tender document to its
members;
Three companies advised that after reviewing the document they could not take on
due to current workload;
One company advised that they felt they could not bid competitively;
Three companies advised that they downloaded the document with the interest of
being a sub-contractor for the project; and
Seven companies contacted did not respond to the Municipality’s request for
information.
2.3 The four bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.4 The bid results were forwarded to the Engineering Services Department for their review
and consideration.
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Municipality of Clarington Page 3
Report Purchasing Services-016-20
2.5 After review, analysis and discussions it was mutually agreed by Engineering Services
and Purchasing Services that the low bidder, Ashland Construction Group Ltd., be
recommended for the award of tender CL2020-18.
2.6 Ashland Construction Group Ltd. has successfully provided similar services to the
Municipality of Clarington in the past therefore no reference checks were completed.
3. Financial
3.1 The total funds required for this project in the amount of $294,800.00 (Net HST
Rebate), which includes the construction cost of $220,481.14 (Net HST Rebate) and
other costs including material testing, above ground traffic signal works (to be
completed by the Region of Durham) and contingencies in the amount of $74,318.86
(Net HST Rebate) are included in the approved budgets and will be funded from the
following accounts:
Description Account Number Amount
King St at Scugog St. Intersection
Improvements (2017/2018 Budget)
110-32-335-83240-7401 $71,500
Accessible Signal Upgrade (2018) 110-32-332-83206-7401 94,500
Accessible Signal Upgrade
Clarington Blvd, Stevens Rd. (2019)
110-32-332-83265-7401 55,100
Pavement Rehab. (2020 Budget) 110-32-330-83212-7401 73,700
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Ashland Construction Group Ltd. being the lowest
compliant bid be awarded the contract for the Intersection Accessibility Improvements in
accordance with all the terms, conditions specifications, and drawings of tender
CL2020-18.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Page 107
Municipality of Clarington Page 4
Report Purchasing Services-016-20
Not Applicable
Page 108
Municipality of Clarington Page 5
Report Purchasing Services-016-20
Municipality of Clarington
CL2020-18
Intersection Accessibility Improvements
Bid Summary
Bidder Total Bid
(including HST)
Total Bid
(Net HST Rebate)
Ashland Construction Group Ltd. $244,834.60 $220,481.14
Sanscon Construction Ltd. 274,813.43 247,478.01
Jeffrey G. Wallans Construction 303,227.70 273,065.94
Blackstone Paving & Construction Ltd. 394,833.01 355,559.35
Page 109
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-017-20 Meeting Date: December
31, 2020
Report Date: August 12, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-15
Report Subject: Bowmanville Ave Bridge Rehabilitation – Summer Recess Procedure
(Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1.That Alliance Verdi Civil Inc. with a total bid amount of $1,935,588.05 (Net HST
Rebate), being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2020-15 be awarded the contract for the Bowmanville
Bridge Rehabilitation, as required by the Public Works Department;
2.That the total funds required for this project in the amount of $2,461,000.00 (Net
HST Rebate), which includes the construction cost of $1,935,588.05 (Net HST
Rebate) and other costs including detailed design and tendering, fees payable to
CN, material testing, inspection, contract administration and contingencies in the
amount of $525,411.95 (Net HST Rebate) is in the approved budget allocation as
provided and will be funded from the following account;
Description Account Number Amount
Structures Rehabilitation (2019) 110-32-330-83275-7401 $2,461,000
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Municipality of Clarington Page 2
Report Purchasing Services-017-20
1. Background
1.1 The tender is for the Bridge Rehabilitation located on Bowmanville Ave between Energy
Drive and St Mary’s Cement entrance. Tender specifications were prepared by GHD
Limited in consultation with the Public Works Department and provided to the
Purchasing Services Division.
1.2 Tender CL2020-15 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.
1.3 The scope of work includes the replacement of the asphalt road surface, rehabilitation of
the bridge over the CN tracks and construction of the waterfront trail across the bridge.
1.4 The Tender closed July 22, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-22 Part 2, Section 73, Council
Recess Procedures.
2. Analysis
2.1 Thirty-six companies downloaded the tender document and eight submissions were
received in response to the tender call.
2.2 The twenty-eight companies who chose not to submit pricing were contacted to ask why
they decided not to bid. The responses are as follows:
four companies did not provide a submission due to current workload;
twelve companies were subcontractors;
one company advised the scope of work was outside of the services they provide;
one company was a construction association; and
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). All eight submissions were deemed compliant.
2.4 The results were forwarded to the Public Works Department for their review and
consideration.
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Municipality of Clarington Page 3
Report Purchasing Services-017-20
2.5 After review and discussion with the Public Works Department it is mutually agreed that
the low bidder Alliance Verdi Civil Inc., be recommended for the award of contract
CL2020-15.
2.6 Alliance Verdi Civil Inc. has not worked for the Municipality previously, references
supplied as part of the submission were contacted and proved to be satisfactory.
3. Financial
3.1 That the total funding required for this project in the amount of $2,461,000.00 (Net HST
Rebate), which includes the construction cost of $1,935,588.05 (Net HST Rebate) and
other costs including detailed design and tendering, fees payable to CN, material
testing, inspection, contract administration and contingencies in the amount of
$525,411.95 (Net HST Rebate) is in the approved budget allocation as provided and will
be funded from the following account;
Description Account Number Amount
Structures Rehabilitation (2019) 110-32-330-83275-7401 $2,461,000
3.2 Queries with respect to the department needs, specifications, etc. should be referred to
the Director of Public Works
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Alliance Verdi Civil Inc. with a total bid price of
$1,935,588.05 (Net HST Rebate) being the lowest compliant bid be awarded the
contract for the Bowmanville Ave Bridge Rehabilitation as per the terms, conditions and
specifications of Tender CL2020-15
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Attachment 2 – Memo to Purchasing from Public Works
Page 112
Attachment #1 to
Purchasing Service-017-20
Municipality of Clarington
CL2020-15
Bowmanville Ave Bridge Rehabilitation
Bid Summary
BIDDER TOTAL BID
(including HST)
TOTAL BID
(Net HST Rebate)
Alliance Verdi Civil Inc. $2,149,385.32 $1,935,588.05
Marbridge Construction Ltd. $2,313,110.00 $2,083,027.20
Bob Hendrickson Construction Ltd. $2,500,534.63 $2,251,808.88
Dufferin Construction Company $2,708,957.14 $2,439,499.81
Clearwater Structures Inc. $2,773,175.94 $2,497,330.83
HiTech Structures Inc. $2,850,455.40 $2,566,923.37
Elirpa Construction & Materials Inc. $3,330,540.02 $2,999,254.44
Dig-Con International Limited $4,167,314.54 $3,752,795.82
Page 113
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 Public Works Department has reviewed the submissions for CL2020-15 and offers
the following comments.
The project is located on Bowmanville Ave between the entrance to St Marys and
Energy Dr. The work includes replacement of the asphalt road surface, rehabilitation of
the bridge over the CN tracks, and construction of the waterfront trail across the bridge.
The low bidder on this contract was Alliance Verdi Civil Inc. Based on the references
provided for this contractor, we recommend award of the contract Alliance Verdi Civil
Inc. in the amount of $2,149,385.32 inclusive of HST, or $1,935,588.05, net of HST
rebate.
Including other project costs such as detailed design and tendering, fees payable to CN,
material testing, inspection and contract administration, contingencies and net HST
costs, the Public Works Department advises of the following funding:
To: David Ferguson, Purchasing Manager
From: Steve Brake, Director, Public Works
Date: Aug 7, 2020
Subject: CL2020-15 Bowmanville Ave Bridge Rehabilitation
File: CSR.2019.1
Attachment 2 to
Purchasing Services -017-20
Page 114
File No.: CSR.2019.1 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) $1,935,588.05
Other costs (net of HST) $525,411.95
Total Project Value $2,461,000.00
Allocated Financing:
Structures Rehabilitation
110-32-330-83275-7401
$2,461,000.00
Total Allocated Financing $2,461,000.00
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,
__________________
Stephen Brake
Director, Public Works
RA/SB
Pc: Trevor Pinn, Director of Finance
Ron Albright, Manager of Infrastructure, Public Works
S. Bagshaw, Capital Works Engineer, Public Works
Page 115
File No.: CSR.2019.1 Page | 3
Page | 3
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379
Page 116
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-019-20 Meeting Date: December
31, 2020
Report Date: August 17, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: RFP2020-5
Report Subject: Bridge and Culvert Inspection Program
Summer Recess Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1.That the proposal received from GHD having the lowest price, $36,811.68 (net HST
rebate), meeting all terms, conditions and specifications of RFP2020-5 be awarded the
contract for the provision of engineering services required for the bridge and culvert
inspection program;
2.That the funds required for this project in the amount of $36,811.68 (net HST rebate) is in
the approved budget allocation as provided, be funded from the following account:
Description Account Number Amount
Structures Rehabilitation 110-32-330-83275-7401 $36,812
3.That pending satisfactory service and pricing that the Purchasing Manager, in
consultation with the Director of Public Works, be authorized to extend the contract for up
to four additional one-year terms.
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Municipality of Clarington Page 2
Report Purchasing Services-019-20
1. Background
1.1 The Municipality requires the assistance of a qualified engineering consulting firm to
provide the required skills and resources necessary to provide engineering services for
the statutory inspection of bridges and culverts on a biennial cycle. Inspections are
completed on half of the inventory each year.
1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a
qualified Consultant with the skills, resources and experience necessary to provide
engineering services as per the specifications provided by the Public Works
Department.
1.3 RFP2020-5 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington’s (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyer’s
Association website. The RFP was structured on the price – based two envelope RFP
system. Seventeen companies downloaded the document.
1.4 The RFP closed on June 24, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The RFP stipulated among other things, that bidders were to provide a description of
Firm/Consulting team, key qualifications, firm profile, highlight of past service and
experience of team members with projects of similar size, nature and complexity and a
demonstrated understanding of the Municipality’s requirements.
2.2 Five submissions were received (refer to Attachment 1) by the closing date and time.
All submissions met the mandatory requirements and moved forward to the first phase
of evaluation.
2.3 The Municipality reached out to the twelve firms, who had downloaded the RFP but
chose not to bid, to inquire as to why they chose not to bid. The responses received to
the Municipality’s inquiry are as follows:
Two companies are associations for distributing the tender document to their
members;
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Municipality of Clarington Page 3
Report Purchasing Services-019-20
Two companies advised that they were not able to take on additional work given
their current workload;
One company felt that they could not bid competitively so chose not to bid at this
time;
Two companies downloaded as sub-consultants for the project; and
Five companies did not respond to the Municipalities request for information.
2.4 Each submission consisted of a comprehensive proposal identifying
Qualifications and experience;
Experience of the proponent/sub-consultants with projects of similar nature, size
and complexity;
The proposed team who would be working with the Municipality;
The Proponent’s understanding and approach to complete the project;
Key project challenges and demonstrating that the Proponent has adequate
resources and an appropriate strategy for addressing the challenges.
An appropriate stakeholder and public consultation approach;
The proposed tasks and timelines; and
Identification of accessibility design, features and criteria.
2.5 The submissions were reviewed and scored in accordance with the established criteria
outlined in the RFP by an evaluation team consisting of staff from the Public Works
Department and the Purchasing Services Division. Some of the areas on which
submissions were evaluated were as follows:
Allocated roles and responsibilities of the proposed team members;
Proposed approach to completing the project;
Proposed timelines to complete the tasks required;
Highlights of services provided within the past five years only; and
The Proponent’s understanding of the Municipality’s requirements, the project and
any related issues or concerns.
2.6 Upon completion of the evaluation, the evaluation committee concluded that the
following two proponents met the pre-established threshold of 85% for Phase 1 and
moved on to the second phase information:
AUE Structural; and
GHD
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Report Purchasing Services-019-20
2.7 It was deemed by the evaluation committee that presentations from the proponents who
made it to phase 2 were not required and their pricing envelopes were opened and
evaluated. The submission from GHD had the lowest price.
2.8 GHD has successfully provided similar services to the Municipality of Clarington in the
past therefore no reference checks were completed.
3. Financial
3.1 The funds required for this project in the amount of $36,811.68 (net HST rebate), which
includes lump sum cost to complete the scope of work $35,616 net HST rebate) as well
as additional structure inspections ($1,196 net HST rebate) is in the approved budget
allocation as provided, be funded from the following account:
Description Account Number Amount
Structures Rehabilitation 110-32-330-83275-7401 $36,811.68
3.2 Pending satisfactory service and pricing that the Purchasing Manager, in consultation
with the Director of Public Works, be authorized to extend the contract for up to four
additional one-year terms.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that GHD having the lowest price and meeting all terms,
conditions and specifications of RFP2020-5 be awarded the contract for the provision of
engineering services as required for bridge and culvert inspections.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Summary of Proposals Received
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Report Purchasing Services-019-20
Attachment #1
Summary of Proposals Received
Municipality of Clarington
RFP2020-5
Bridge & Culvert Inspection Program
Bidder
Art Engineering Inc.
AUE Structural Incorporated*
GHD *
Greer Galloway Group Inc.
Stephenson Engineering Limited
Note: Bidders with an asterisk (*) are the companies who were shortlisted
Page 121
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Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-020-20 Meeting Date: December
31, 2020
Report Date: August 25, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-20
Report Subject: Toyota Trail
Summer Recess Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Gray’s Landscaping and Snow Removal Inc. with a total bid amount of $209,923.99
(including HST) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-20 be awarded the contract for the construction of the
Toyota Trail.
2.That total funds required for this project in the amount of $277,700.00 (including HST),
which includes the construction cost of $209,923.99 (including HST) and other costs such
as design, public information material, material testing, contract administration,
contingencies in the amount of $67,776.01 (including HST) be funded from the following
account:
Description Account Number Amount
Toyota Trail 110-32-325-83379-7403 $277,700
Note: As this project is being funded by Toyota Canada as part of their site plan
requirements, the full HST has been applied to project costs.
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Municipality of Clarington Page 2
Report Purchasing Services-020-20
1. Background
1.1 This project is for the completion of a trail just north of the new Toyota Canada Eastern
Parts Distribution Centre with a run from Haines Road to Lambs Road. This work is a
requirement of the Toyota Canada site plan, however, the Municipality has been asked
to design, construct and manage the project on Toyota Canada’s behalf.
1.2 Tender specifications for the Toyota Trail were prepared by CIMA and the Public Works
Department.
1.3 Tender CL2020-20 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality’s website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association’s
website.
1.4 The tender closed on August 12, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 Thirty-two companies downloaded the tender document. Twelve submissions were
received by the stipulated closing time.
2.2 The Municipality contacted the twenty companies who chose not to respond to inquire
as to why they chose not to submit a bid. Their responses are as follows:
One company was an association for distributing the tender document to its
members;
Three companies advised that after reviewing the document they could not take on
the project due to current workload;
One company advised that due to current workload they were not able to complete
the submission by the deadline;
One company advised that they were unable to obtain the bonding required for the
project;
One company advised that they felt they could not bid competitively;
One company advised that they downloaded the document with the interest of being
a sub-contractor for the project; and
Twelve companies contacted did not respond to the Municipality’s request for
information.
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Report Purchasing Services-020-20
2.3 The twelve bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.4 The bid results were forwarded to the Public Works Department for their review and
consideration.
2.5 After review, analysis and discussions it was mutually agreed by Public Works and
Purchasing Services that the low bidder, Gray’s Landscaping and Snow Removal Inc.,
be recommended for the award of tender CL2020-20.
2.6 Gray’s Landscaping and Snow Removal Inc. has successfully completed work for the
Municipality in the past.
3. Financial
3.1 The total funds required for this project in the amount of $277,700.00 (including HST),
which includes the construction cost of $209,923.99 (including HST) and other costs
including such as design, public information material, material testing, contract
administration, contingencies in the amount of $67,776.01 (including HST) be funded
from the following account:
Description Account Number Amount
Toyota Trail 110-32-325-83379-7403 $ 277,700
Note: As this project is being funded by Toyota Canada as part of their site plan
requirements, the full HST has been applied to project costs.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Gray’s Landscaping and Snow Removal Inc. being
the lowest compliant bid be awarded the contract for the construction of the Toyota Trail
in accordance with all the terms, conditions, specifications and drawings of tender
CL2020-20.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments: Attachment 1 – Bid Summary
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Report Purchasing Services-020-20
Attachment 1: Bid Summary
Municipality of Clarington
CL2020-20
Toyota Trail
Bid Summary
Bidder Total Bid
(including HST)
Grays Landscaping Inc. $209,923.98
Royalcrest Paving & Construction 231,039.32
Dufferin Construction Company 236,506.74
Bond Paving & Construction Inc. 240,103.82
CSL Group Ltd. 280,680.00
Oak Springs Construction 296,356.11
Dave Boyle Excavating Ltd. 298,377.88
Ashland Construction Group Ltd. 301,289.08
Real Landscaping Plus Inc. 311,590.07
Dig-Con International Ltd. 318,771.68
M&S Architectural Concrete Ltd. 367,827.00
Forest Ridge Landscaping Inc. 382,964.07
Page 125
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-021-20 Meeting Date: December
31, 2020
Report Date: August 27, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-25
Report Subject: 2020 Roadside Protection – Various Locations
Summer Recess Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Peninsula Construction Inc. with a total bid amount of $484,481.90 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-25 be awarded the contract for the roadside protection
as required by the Municipality for various municipal locations.
2.That total funds required for this project in the amount of $533,000 (Net HST Rebate),
which includes the construction cost of $484,481.90 (Net HST Rebate) and other costs
including such as contingencies in the amount of $48,518.10 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following accounts:
Description Account Number Amount
Roadside Protection Program (2020 Budget) 110-32-330-83338-7401 $239,000
Rural Road Resurfacing (2019 Budget) 110-36-330-83680-7401 294,000
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Municipality of Clarington Page 2
Report Purchasing Services-021-20
1. Background
1.1 Tender specifications for the roadside protection for various locations were prepared by
the Public Works Department and provided to the Purchasing Services Division. The
work included the removal of roadside hazards for various locations within the
Municipality.
1.2 Tender CL2020-25 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality’s website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association’s
website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 The tender closed July 29, 2020.
2.2 Fifteen companies downloaded the tender document. Three submissions were received
by the stipulated closing time.
2.3 The Municipality contacted the twelve companies who chose not to respond to inquire
as to why they chose not to submit a bid. Their responses are as follows:
One company was an association for distributing the tender document to its
members;
Three companies advised that after reviewing the document they were not able to
take on the project due to their current workload;
One company advised that they felt that they were not in a position to bid
competitively;
One company advised that they downloaded the document with the interest of being
a sub-contractor for the project; and
Six companies contacted did not respond to the Municipality’s request for
information.
2.4 The three bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
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Report Purchasing Services-021-20
2.6 After review, analysis and discussions, it was mutually agreed by the Public Works
Department and the Purchasing Services Division that the low bidder, Peninsula
Construction Inc., be recommended for the award of tender CL2020-25.
2.7 Peninsula Construction Inc. has successfully completed work for the Municipality in the
past.
3. Financial
3.1 The total funds required for this project in the amount of $533,000.00 (Net HST Rebate),
which includes the construction cost of $484,481.90 (Net HST Rebate) and other costs
including such as contingencies in the amount of $48,518.10 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following accounts:
Description Account Number Amount
Roadside Protection Program (2020 Budget) 110-32-330-83338-7401 $239,000
Rural Road Resurfacing (2019 Budget) 110-36-330-83680-7401 $294,000
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Peninsula Construction Inc. being the lowest
compliant bid be awarded the contract for the 2020 Roadside Protection – Various
Locations in accordance with all the terms, conditions specifications, and drawings of
tender CL2020-25.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Bid Summary
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Municipality of Clarington Page 4
Report Purchasing Services-021-20
Attachment 1: Bid Summary
Municipality of Clarington
CL2020-25
2020 Roadside Protection – Various Locations
Bid Summary
BIDDER Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
Peninsula Construction Inc. $537,995.83 $484,481.90
Tower Construction $606,832.60 $546,471.55
Royal Fence Limited $609,274.81 $548,670.84
Page 129
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-022-20 Meeting Date: December
31, 2020
Report Date: August 17, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2015-30
Report Subject: Sidewalk Snow Clearing Contract Extension - Summer Recess
Procedure (Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1.That the Purchasing Manager in consultation with the Director of Public Works be
given the authority to extend contract CL2015-30 Sidewalk Snow Clearing for an
additional one year term;
2. That 2262728 Ontario Ltd. O/A BJ Flint & Sons be awarded a contract for the
2020-2021 winter season for an approximate value of $693,499.51 (Net HST
Rebate); and
3.That the funds required for the additional term be funded from the Municipality’s
respective operating accounts.
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Municipality of Clarington Page 2
Report Purchasing Services-022-20
1. Background
1.1 In 2015 Council approved the award of contract CL2015-30 for snow clearing
requirements at Municipal sidewalks, parking lots, bus stops, laneways and trails in
Bowmanville, Courtice and Newcastle (please refer to the link below.) The contract was
shared between B&D Tractor Services for the Bowmanville area and BJ Flint & Sons
for the Newcastle and Courtice areas.
(https://weblink.clarington.net/weblink/0/doc/76109/Page1.aspx)
1.2 Each contract was for an initial one-year term with the option to extended up to four
additional one-year terms, expiring April 2020.
1.3 Due to a number of delays including the retirement of a key staff member that had
responsibility for sidewalk snow clearing in the then Operations Department and issues
having the required snow removal maps updated, the proposed revised specifications
and maps were not prepared in time for the 2020-2021 winter season. As a result of
this delay and after consulting with the Director of Public Works, staff in the Purchasing
Division reached out to the incumbent snow contractors in an effort to obtain pricing for
this winter season.
During the initial review process, it was becoming evident that there are many locations
throughout the Municipality that we are currently clearing which are the responsibility of
the landowner as per By-Law 93-144. After reviewing all the current maps, it was
determined that approximately 14km of sidewalk could be removed from the
Municipalities responsibility and would require the assistance of Municipal By-law to
enforce these changes. This would present an annual cost savings of approximately
$36,000 per year.
1.4 B&D Tractor Services advised that they were not able to extend the Bowmanville area
contract for an additional term because of the investment required for them to purchase
needed equipment. BJ Flint & Sons agreed to the Newcastle and Courtice areas one-
year extension. BJ Flint & Sons was not interested in taking on the Bowmanville area
as part of their sidewalk snow clearing contract due to the investment required to
purchase the needed equipment.
1.5 The Purchasing Division then contacted three additional snow clearing companies in an
effort to obtain pricing for the Bowmanville area sidewalk snow clearing requirements
for this winter season. In summary, of the five companies that were contacted for
pricing:
Four companies (including the two incumbent providers) had already entered into
contractual agreements for the 2020-2021 winter season and were too small and/or
lacked capacity to take on our Bowmanville area contract and did not provide pricing;
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Report Purchasing Services-022-20
One company had already entered into contractual agreements for the 2020-2021
winter season and expressed a willingness to take on the work, however the price
quoted was not within Public Works’ snow clearing budget.
1.6 Based on these results, consideration was given to reduce the size of the Bowmanville
area sidewalk snow clearing contract or for the Public Works Department to take on
some or all of the work, however, after consultation with the Public Works Department
none of these options were feasible.
1.7 Staff again approached the two incumbent providers BJ Flint & Sons and B&D Tractor
Services for their consideration of the Bowmanville area snow clearing work. BJ Flint &
Sons advised that for them to take on the Bowmanville area work it would mean an
investment in additional equipment and staff. The other incumbent B&D Tractor
Services did not demonstrate any meaningful interest in taking on any of the work. With
the winter season approaching it was decided that the best course of action was to
negotiate with BJ Flint & Sons in an effort to secure a commitment for the 2020-2021
sidewalk snow clearing contract.
1.8 BJ Flint & Sons agreed to take on all parts of the Bowmanville area sidewalk snow
clearing contract except for the laneway work at a price within the Public Works’ snow
clearing budget. The laneway snow clearing portion of the Bowmanville area contract
will be completed internally by the Public Works Department with an approximate
savings of $35,000 annually.
1.9 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 This contract extension falls within the 2019-2020 snow clearing budget.
2.2 Staff have reviewed and given the constraints and the limited availability of snow
clearing companies who can manage a contract of this size, are of the opinion that the
price is fair and reasonable.
2.3 A new tender will be issued for a multi-year sidewalk snow contract in early 2021.
3. Financial
3.1 The estimated cost for this service is $693,500 (Net HST Rebate). The actual cost will
vary depending on the types and number of call outs required throughout the winter
season.
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Report Purchasing Services-022-20
3.2 The expended funds required will be funded from the Municipality’s respective
operating accounts.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that approval be granted to extend contract CL2015-30
Sidewalk Snow Clearing for an additional term and that this contract be awarded to BJ
Flint & Sons.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Not Applicable
Page 133
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Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-023-20 Meeting Date: December 31, 2020
Report Date: August 21, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-27
Report Subject: Pavement Rehabilitation - Summer Recess Procedure (Purchasing
By-Law 2015-022 S.73)
Recommendations:
1. That D. Crupi & Sons Limited with a total bid amount of $1,382,956.00 (Net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
Tender CL2020-27 be awarded the contract for the replacement of the asphalt road
surface or pavement preservation treatments as required by the Municipality for various
municipal locations.
2.That total funds required for this project in the amount of $1,472,059.70 (Net HST
Rebate), which includes the construction cost of $1,382,956.00 (Net HST Rebate) and
other costs including such as material testing, inspection and contract administration,
permits and contingencies in the amount of $89,103.70 (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 (2020
Budget)
110-32-330-83212-7401 $476,213
OCIF (2020 Budget) 110-32-330-83212-7401 845,847
Rural Road Rehabilitation Program (2020
Budget)
110-32-330-83680-7401 150,000
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Municipality of Clarington Page 2
Report Purchasing Services-023-20
1. Background
1.1 Tender specifications for the replacement of the asphalt road surface or pavement
preservation treatments and associated repairs for various municipal locations were
prepared by the Public Works Department and provided to the Purchasing Services
Division.
1.2 Tender CL2020-27 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality’s website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association’s
website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 The tender closed August 7, 2020.
2.2 Twenty companies downloaded the tender document. Four submissions were received
by the stipulated closing time.
2.3 The Municipality contacted the sixteen companies who chose not to respond to inquire
as to why they chose not to submit a bid. Their responses are as follows:
One company was an association for distributing the tender document to its
members;
One company advised that after reviewing the document they were not able to take
on the project due to their current workload;
One company advised that after reviewing the tender document that the project was
too far;
Five companies advised that they downloaded the document with the interest of
being a sub-contractor for the project; and
Eight companies contacted did not respond to the Municipality’s request for
information.
2.4 The four bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
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Municipality of Clarington Page 3
Report Purchasing Services-023-20
2.6 After review, analysis and discussions, it was mutually agreed by the Public Works
Department and the Purchasing Services Division that the low bidder, D. Crupi & Sons
Limited, be recommended for the award of tender CL2020-27.
2.7 D. Crupi & Sons Limited has successfully completed work for the Municipality in the
past, however, as the project was different reference checks were completed. Three
references were contacted and all provided satisfactory references.
3. Financial
3.1 The total funds required for this project in the amount of $1,472,059.70 (Net HST
Rebate), which includes the construction cost of $1,382,956.00 (Net HST Rebate) and
other costs including such as material testing, inspection and contract administration,
permits and contingencies in the amount of $89,103.70 (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 (2020
Budget)
110-32-330-83212-7401 $476,213
OCIF (2020 Budget) 110-32-330-83212-7401 845,847
Rural Road Rehabilitation Program (2020
Budget)
110-32-330-83680-7401 150,000
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that D. Crupi & Sons Limited being the lowest compliant
bid be awarded the contract for the 2020 Pavement Rehabilitation – Various Locations
in accordance with all the terms, conditions specifications, and drawings of tender
CL2020-27.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Bid Summary
Attachment 2 – Memo from Public Works re Award
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Municipality of Clarington Page 4
Report Purchasing Services-023-20
Attachment 1 – Bid Summary
Municipality of Clarington
CL2020-27
2020 Pavement Rehabilitation – Various Locations
Bid Summary
BIDDER Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
D. Crupi & Sons Limited $1,535,711.75 $1,382,956.00
Dufferin Construction $1,644319.94 $1,480,761.04
Coco Paving Inc. $1,652,264.81 $1,487,915.64
Ashland Construction Group Ltd. $1,864,106.65 $1,678,685.77
Page 137
Attachment 2
Page 138
Page 139
Page 140
Page 141
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-024-20 Meeting Date: December
31, 2020
Report Date: August 25, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-26
Report Subject: Supply and Delivery of Winter Sand - Summer Recess Procedure
(Purchasing By-Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1.That Kawartha Capital Construction with an estimated total bid amount of
$713,760 (Net HST Rebate) for the initial three-year term being the lowest
compliant bidder meeting all terms, conditions and specifications of CL2020-26
be awarded the contract for the Supply and Delivery of Winter Sand as required
by the Public Works Department;
2.That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works, be given the authority to extend the contract for
this service for up to two additional one-year terms; and
3.That the estimated funds required for the first-year term in the amount of
$237,920 (Net HST Rebate) be funded by the Municipality as provided. The
estimated funds required for the second and third-year terms will be included in
future budget accounts. The funding required for the initial one-year term will be
funded from the following account:
Description Account Number Amount
Winter Sand 100-36-383-10300-7112 $237,920
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Report Purchasing Services-024-20
1. Background
1.1 Tender specifications for the supply and delivery of winter sand were prepared by the
Public Works Department and provided to the Purchasing Services Division.
1.2 Tender CL2020-26 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.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By-Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 30, 2020.
2.2 Six plan takers downloaded the tender document. Four submissions were received by
the stipulated closing time.
2.3 The two companies who downloaded the tender document but chose not to submit
pricing did not reply with a response for our request for information.
2.4 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and all bids were deemed compliant. The results were forwarded to the
Public Works Department for their review and consideration.
2.5 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that the low compliant bidder, Kawartha Capital
Construction be recommended for the award of tender CL2020-26. The bid reflects a
significant reduction in pricing compared to previous years.
2.6 Kawartha Capital Construction has not completed work for the Municipality of
Clarington. References were checked and came back satisfactory.
3. Financial
3.1 The estimated funding required for the initial three-year term is $713,760 (Net HST
Rebate). The funding required for the first-year term is $237,920 (Net HST Rebate) and
is in the 2020 approved budget allocation as provided. The estimated funding required
for the second and third-year terms will be included in future budget accounts. The
funding required for the initial one-year term will be funded from the following account:
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Municipality of Clarington Page 3
Report Purchasing Services-024-20
Description Account Number Amount
Winter Sand 100-36-383-10300-7112 $237,920
3.2 Pricing submitted for the Supply and Delivery of Winter Sand is to remain firm for the
first year of the contract. As the contract is extended for additional years, the unit prices
would be adjusted on the anniversary date of the contract award by the annual
percentage change in the most recent issuance of the Consumer Price Index (CPI), All
Items, Ontario as published by Statistics Canada and the pricing will remain firm for the
contract year.
3.3 The total estimated contract for the three years plus two optional years is approximately
$1,189,600 (Net HST Rebate).
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Kawartha Capital Construction being the lowest
compliant bidder be awarded the contract for the supply and delivery of winter sand per
the terms and conditions of CL2020-26.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Bid Summary
Page 144
Municipality of Clarington Page 4
Report Purchasing Services-024-20
Attachment 1: Bid Summary
Municipality of Clarington
Summary of Bid Results
CL2020-26
Supply and Delivery of Winter Sand
Bidder
Three-Year
Total Bid
(Net HST Rebate)
Potential Five-Year
Total Bid
(Net HST Rebate)
Kawartha Capital Construction $713,759.90 $1,189,599.84
Glenn Windrem Trucking $956,976.48 $1,594,960.80
Halton Crushed Stone $991,167.84 $1,651,946.40
Central Sand & Gravel
$1,245,542.40 $2,075,904.00
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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: September 28, 2020 Report Number: FND-033-20
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 June 30, 2020
Recommendation:
1. That Report FND-033-20 be received for information.
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Municipality of Clarington Page 2
Report FND-033-20
1. Background
Quarterly Reporting
1.1 The Budget Policy outlines a requirement for the Treasurer to report to Council on a
quarterly basis each year starting with the second quarter. This report fulfills that
reporting requirement.
New Format for Quarterly Report
1.2 In an effort to improve the usefulness of the information, and consistency of format with
the annual budget, the quarterly report is attached to this report as Attachment #1. Each
department is broken down by sub-department with the expenses grouped together
similar to the requirements for financial reporting and the 2020 annual budget.
1.3 Where there are key variances, these have been identified and are expanded upon for
Council’s, and the public’s, information.
1.4 This report is solely for operating expenses, Finance will be reporting separately in
October/November on the capital budget. The capital budget will be reported on semi -
annually, once in the fall which captures the “construction season” to September 30th,
and once in the spring which summarizes the prior year’s activities.
2. Impact of COVID-19
2.1 Where appropriate, the impact of COVID-19 has been identified and discussed in
Attachment #1.
2.2 In August 2020, the Province of Ontario announced funding for the Safe Rest art
Program. The Municipality is receiving approximately $2.1 million through phase 1 of
Report Overview
The COVID-19 pandemic has had a lasting impact on the Municipality of Clarington. It has
changed the way in which we provide services (a strong movement towards online services),
work, and live. The Municipality’s most significant financial impact has been the reduction of
services in Community Services. This resulted in almost no revenue in the second quarter
as programs and facilities were shut down. The Municipality was able to mitigate these
losses and at the end of June 30, 2020 we are trending positively despite seeing reductions
in investment revenue.
The attached report provides information on the variances by service area with anec dotal
commentary where appropriate.
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Municipality of Clarington Page 3
Report FND-033-20
this program, additional funding would be through an application process due in the fall
2020. At September 16, 2020, details of the program are still forthcoming.
2.3 Currently, all we know from the funding announcement is that the funding under this
program is to provide support for expenses and pressures associated with COVID -19. If
the Municipality is unable to account for all of the funds received, it must be put into a
reserve fund and can be utilized in 2021 for COVID-19 related expenses and pressures.
2.4 Staff believe that the following may be an example of qualifying expenditures:
a. Incremental wage and benefit costs for hours directly related to COVID -19
responses. This may include by-law enforcement costs as a result of increased
enforcement of the Province of Ontario emergency orders;
b. Purchase of personal protective equipment to respond to the pandemic, in excess of
regular PPE;
c. Costs associated with increased cleaning of facilities and equipment;
d. Small capital purchases for the improvement of public safety (barriers at facilities for
customer service areas, or to restrict entry to areas not allowed open under the
emergency orders) or increase signage to communicate to the public (signs for
closures of parks, reminders of social distancing);
e. Lost penalties and interest from property tax waivers; and
f. Lost revenues for programs prohibited by Provincial Orders, or reduced capacity as
a result of restarting.
2.5 We are waiting on clarification if lost interest revenue from investments, which are a
result of the economic downturn, would be eligible. As well, it is uncertain if the
Municipality’s mitigation steps are to be considered before the attribution of the
Provincial funding or afterwards. This has a significant impact on how the funds can be
attributed.
3. Concurrence
Not Applicable.
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Municipality of Clarington Page 4
Report FND-033-20
4. Conclusion
It is respectfully recommended that the report be received for information.
Staff Contact: Trevor Pinn, Director of Finance/Treasurer, 905-623-3379 ext. 2602,
tpinn@clarington.net
Attachments:
Attachment 1 – Financial Update for the Period Ending June 30, 2020
Interested Parties:
There are no interested parties to be notified of Council's decision.
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Financial Update as at June 30, 2020
Attachment 1 to Report FND-033-20
Page 150
Financial Update for the period ending June 30, 2020
(unaudited)
This report is to provide Council with an update on the Municipality of Clarington’s financial activity through the first and
second quarter of 2020 and to compare it with the same period in 2019. This report will provide a financial overview of
budget variances as of June 30, 2020, and essential non-financial functions of the Municipality such as service level
achievements or deficits that have been realized within the reported quarter, a review of COVID -19 impacts and
department initiatives.
COVID-19 Implications
Since the beginning of the COVID-19 pandemic three reports have been provided to Council regarding the financial
impacts to the Municipality and the steps taken to provide financial support to the community. These include:
Property Tax Relief program Property Tax Relief - FND-007-20
Financial support program options Financial Support program Options - FND-008-20
Financial support program options-Update COVID-19 Financial Support Update - FND-018-20
The largest financial impact to the Municipality to the end of June 30, 2020 related to the closure of recreation facilities
and programming. Whereas some municipalities provide public transit, in Durham Region the transit system is an upper
tier responsibility and therefore did not directly impact the Municipality. Steps taken to date have mitigated the lost
revenue from recreation programming closures; it is anticipated that as the Municipality reopens that the financial impacts
of COVID-19 on the Municipality will be felt greater than in the early stages of the pandemic.
To the end of June 30, 2020, the Municipality provided approximately $200,000 in interest and penalty relief through the
waiving of interest and penalties in May and June. A $100,000 grant program for not -for-profit organizations was created
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and grants were provided in the third quarter. Not-for-profit organizations which rent facilities from the Municipality were
provided rent relief for the closure period to assist them in their cost containment measures, and to recognize the impact
that facility closures had on their operations.
The Province of Ontario and the Government of Canada have committed to providing $2.1 million in f unding to the
Municipality in the third quarter to mitigate COVID-19 expenses and pressures. While not identified, it is anticipated that
this will help offset the lost revenue anticipated as we reopen recreational programming. A second phase has been
promised; however, this phase will be application based and provided to those municipalities with the greatest needs.
Taxes Receivable/Collected
Taxes receivable looks a little different this year with the impact of COVID -19 affecting all aspects of our business
process. The first quarter tax revenue totaled $45,801,251 which is on trend with prior years. The second quarter saw
$45,736,690 in tax revenue. This amount is less than prior years’ as, per Council’s direction, the June installment of the
final tax bill was moved to July to provide COVID-19 relief to our taxpayers. Further tax relief efforts occurred in the
second quarter by waiving the May and June penalties.
At the end of the second quarter, the amount of taxes outstanding compared to what has been billed is in a unique credit
balance. This variance is primarily a result of the June installment being delayed to July while our monthly pre-authorized
payments (PAP) continued as normal. Accounts have more of a credit at June 30 this year, than in previous years;
however, by July 31, 2020 this would correct itself .
Grants
In the second quarter a grant from the Canadian Parks and Recreation Association (CPRA) was received to deliver
Women’s Learn to Play Pickleball. These funds will be used to pay for instructor wages and some supplies. As a result of
the COVID-19 pandemic impacting our ability to provide the program, an extension of the program due date was granted.
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Kendal Community Centre will see accessibility renovations with funds received as part of the Canadian government’s
Enabling Accessibility Fund. The grant funds will be used for the removal and replacement of the front doors and
installation of new power assist operators. This project will get start in the fall of 2020.
A grant from Federation of Canadian Municipalities (FCM) was received to support Clarington’s participation in the
Municipalities for Climate Innovation Program (MCIP). The MCIP supports municipalities in developing a response to
climate change that protects residents, the environment and the economy. Funds received from the program are
subsidizing the Climate Change Response Coordinator position, who is working with the Interdepartmental Climate
Change Working Group to develop the Clarington Climate Action Plan and other climate initiatives in the Municipality.
Development Charges Collected
Residential and non-residential development charges collected as of June 30, 2020, was $4,938,362.
As of June 30, 2020, residential municipal development charges collected were $4,599,750 compared to $2,840,164 in
2019. In the 2015 Development Charges Background Study, it was forecasted that the Municipality would be collecting
approximately 823 units in total for 2020, or about 412 units at the end of the second quarter. Development charges have
been collected for 295 units as at June 30, 2020.
The development charges are significantly higher compared to 2019 due to the increased volume of permits issued in
2020. It has been noted that deck and renovation permits have increased this year, possibly as a result of COVID-19.
Staff attribute this increase to taxpayers wanting to improve their homes/yards since they are spending more time at
home. There have been a few large permits issued for townhouses, stacked townhouses and single detached dwellings.
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Municipality of Clarington - Municipal Development Charges January 1 to June 30, 2020
Residential
2020 2019
Municipal
Development
Charges Paid
Number
of Units
Municipal
Development
Charges Paid
Number
of Units
Single/Semi- Detached
New construction $2,322,094 129 $611,332 35
Additions - - - -
Townhouse 2,277,656 166 525,440 40
Apartment - - - -
Total Residential $4,599,750 295 $1,136,772 75
Change in DC paid from prior year: 304.6% Change in DC units from prior year: 293.3%
Non-residential
2020 2019
Municipal Development
Charges Paid
Municipal Development
Charges Paid
Commercial
New construction $4,128 $255,269
Additions - -
Industrial
New construction 334,484
Additions - -
Agricultural - -
Government - -
Institutional - -
Total Non-residential $338,612 $255,269
Change in DC paid from prior year: 32.6%
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Municipal Development Charge Incentives
In the 2015 Development Charges By-law 2015-035, there are several incentives to encourage development in
Clarington. These incentives mainly relate to multi-residential, commercial and industrial development. Since July 2015,
there has been a total of $1,555,277 in development charge incentives given to 15 properties. The split is approximately
37% and 63% respectively between residential and non-residential properties. Note that discretionary incentives are
required to be covered by the Municipality’s tax base. There have been no new incentives given in 2020 as of June 30,
2020.
Investments
The Manager of Internal Audit provides a quarterly compliance memo to the CAO and the Treasurer. Below are the
highlights of this memo for the period ending June 30, 2020.
Investments by Institution
The compliance calculations include the reserve fund bank account as it’s not used for ongoing operations and is
considered available for investing. The general fund TD bank account is used for the ongoing operations and are
consider as “required immediately” and therefore are not eligible for investing, it is not included in the compliance
calculations.
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Table 1 Investments by institution
Total Funds % of Total Minimum Range Maximum Range
TD Bank - Savings $ 24,957,060 23.2% 0% 100%
ONE - HISA 10,051,986 9.3% 0% 100%
ONE - Equity 500,000 0.5% 0% 15%
ONE - Bond 4,234,327 3.9% 0% 15%
ONE - Corporate Bond - 0.0% 0% 15%
RBC 12,639,148 11.7% 0% 20%
RBC - HISA 71,129 0.1% 0% 100%
National Bank 8,805,845 8.2% 0% 20%
BNS 13,688,006 12.7% 0% 20%
BMO 17,081,384 15.8% 0% 20%
HSBC 5,543,553 5.1% 0% 20%
TD Bank 7,841,449 7.3% 0% 20%
Prov BC 2,369,686 2.2% 0% 20%
$ 107,783,572 100.0%
The Municipality was compliant with all restrictions on investment with individual institutions.
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Investments by Term
Table 2 Term of investment
Total Funds % of Total Minimum Range Maximum Range
90 Days $ 43,780,756 40.6% 20% 100%
90 Days to 1 Year 11,687,465 10.8% 51.5% 30% 100%
1 to 5 Years 38,994,171 36.2% 0% 85%
5 to 10 Years 8,479,731 7.9% 0% 50%
10 to 20 Years 4,841,449 4.5% 0% 30%
$ 107,783,572 100.0%
The Municipality was compliant with the stated term length restrictions. There is a significantly high component that is
less than 90 days, this is due to the One Fund HISA and TD reserve bank investments which are immediately accessible
and thereby highly liquid. Since the pandemic started, interest rates have dropped significantly to the point where GICs
have a lower return than the HISA. As it is not advisable to lock in funds for a lower return than liquid funds, the
Municipality has been increasingly utilizing HISA accou nts and the ONE Fund portfolios to invest.
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Investments by Type
Table 3 Type of Investment
Total Funds % of Total Minimum
Range Maximum Range
HISA $ 35,080,175 32.5% 0% 100%
Federal Debt - 0.0% 0% 100%
Provincial Debt 2,369,686 2.2% 0% 80%
Municipal Debt 299,454 0.3% 0% 35%
Financial Institutions 65,299,930 60.6% 0% 60%
Corporate Debt (non-financial) - 0.0% 0% 10%
ONE Investment Pools 4,734,327 4.4% 0% 25%
$ 107,783,572 100.0%
As of June 30, 2020, the Municipality was not compliant with the restrictions for the investment types as defined in the
Municipal Investment Policy. At the beginning of the pandemic in Ontario and as a result of emergency orders, there was
some uncertainty whether the One Fund investments would remain accessible. As a result, the bulk of the One Fund
HISA account ($23,700,000) was transferred to the TD general fund bank account. In the second quarter (April), business
started coming around to a new normal and the One Fund did remain accessible. On June 24, 2020 $10,000,0000 was
transferred back to the One Fund HISA and a subsequent transfer of $5,000,000 was completed on July 3. 2020. If the
transfer on July 3 of $5 million is included in the Type of Investment calculations, the percentages are within the allowable
ranges of the investment policy. This transfer back to the One Fund HISA brings the Municipality back into compliance as
of July 3, 2020.
It is the Treasurer’s opinion that while the funds were in the operating bank account they were not immediately required
and therefore should be included in the calculation of investable funds. Staff will be reviewing the wording of the
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investment policy and providing an update to Council with guidance on determining what fund s should be considered
available for investment.
Staffing Updates
There were 543 staff (including those on a leave – not COVID-19 related) as of June 30, 2020. Prior to COVID-19, there
were 809 employees which includes Mayor and Council (7), temporary staff, volunteer firefighters and employees on
leave (this does not include Library or Museum). On April 5, 2020 as a result of COVID-19, 339 part time staff (including
crossing guards) were placed on a declared emergency leave (DEL) as our facilities and schools were closed. Part-time
staff started returning at the end of June and July 2020. There were six retirements from January to June 2020.
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Municipal Operating Revenues and Expenses
Overview - Financial Results
This financial update report to Council has been redesigned to focus on (unaudited) overall budget variances for the
period ending June 30, 2020. The reporting has expanded to show budget to actual variances by sub -department. The
department summaries indicate the status of the Municipality’s operating accounts compared to the approved budget as
of June 30, 2020.
Many of the operations of the Municipality are impacted by seasonal trends such as ice rentals and winter control. The
timing of other activities can fluctuate from year to year such as legal and planning revenues. To best capture the trends,
the budget is allocated on a monthly basis based on the prior year’s actual monthly distribution. In cases where there is no
prior history, the monthly allocation is divided equally over the twelve months.
Due to timing differences, variations from quarter-to-quarter as well as year-to-year exist and therefore, this statement
cannot be used in isolation, nor can it be easily extrapolated to predict the whole year’s activities.
Each department is responsible for its budget. To assist with the management of the budget, monthly trial balances are
sent by the Finance Department to each department for regular review..
The Summary of Operating Revenues and Expenditures compares the Municipality’s budget to actual transactions as of
June 30, 2020, reflecting financial activity through the first and second quarters of 2020 and comparing it with the same
period in 2019. The tables below reflect the Municipality’s operating budget only and exclude the year to date financial
activities of the library, museum and BIA’s.
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Revenue and Expense Categories
Revenues and expenses are categorized based on their
purpose and similarities.
Revenues
Levies
Estimated taxation, supplementary taxation, and
payments-in-lieu of taxation received. These funds may
be collected on behalf of the Region of Durham, the
Province of Ontario or a school board and are remitted to
the specific agency.
Provincial Grants and Subsidies
Grants received from the Province of Ontario for specific
functions such as the Ontario Community Infrastructure
Fund or specific grant projects.
Federal Grants and Subsidies
Grants received from the Government of Canada for
specific functions such as the Federal Gas Tax Fund or
specific grant projects.
User Fees
Fees for services including, but not limited to, facility
rentals, cemetery fees, application for planning and
building permits, recreational programming.
Licensing and Lease Revenue
Licensing fees such as taxi licensing and lease revenues
for the long-term lease of municipal facilities and
property.
Investment Income
All investment income earned by the Municipality through
its investment holdings, bank account balances and
investment in Elexicon.
Contributions from Reserves
Contributions from reserves and reserve funds for
specific purposes, as identified within the budget. This is
an internal source of funding and may be originally
sourced from taxation, grants or user fees.
Other Revenues
Any revenue that is not otherwise categorized.
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Expenses
Salaries and Benefits
Compensation for all employees such as salaries, wages,
benefits, overtime, allowances and statutory benefits.
Materials
Includes items such as office supplies, salt and sand,
gravel, insurance costs, phone costs and other general
expenses.
Rent and Financial Costs
Bank charges, debit and credit card charges, cost of
rental equipment and facility rentals for the Municipality.
Purchase/Contracted Services
Items that are outsourced, such as professional services,
winter clearing and IT software as a service.
Debt Repayment
Interest on debt repayments to external parties
Grants and Transfer Payments
Grants provided to community groups, external boards
and agencies and levies from other organizations.
Contributions to Reserves and Reserve Funds
Contributions from the general fund for the Municipality’s
reserves and reserve fund
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Mayor and Council
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
100 Mayor
Expenditures
Salaries, Wages & Benefits $203,354 $141,318 $126,506 $250,702 43.6%
Materials & Supplies $26,128 $10,869 $35,512 $61,867 82.4%
105 Council
Expenditures
Salaries, Wages & Benefits $260,938 $202,719 $216,938 $433,124 53.2%
Materials & Supplies $2,544 $841 $6,507 $9,070 90.7%
106 Ward Council
Expenditures
Materials & Supplies $14,927 $15,168 $20,300 $38,300 60.4%
107 Regional Council
Expenditures
Materials & Supplies $14,857 $11,037 $12,952 $24,000 54.0%
Total Mayor & Council $522,748 $381,952 $418,715 $817,063 53.3%
Highlights
The annual AMO conference that Mayor and members of Council usually attend was held virtually this year due to
COVID-19. Costs for the AMO conference are included in the above table as the charges were not reversed until July
2020.
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Administration
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
000 Unassigned
Expenditures
Materials & Supplies $362,212 $360,600 $364,934 $366,600 1.6%
130 Admin
Expenditures
Salaries, Wages & Benefits $268,317 $301,900 $304,286 $594,903 49.3%
Materials & Supplies $14,544 $5,711 $18,359 $59,700 90.4%
Contracted Services $17,480 ($5,063) $64,889 $90,000 105.6%
170 Communication
Revenue
User Charges ($27,280) ($18,425) ($26,278) ($45,000) 59.1%
Expenditures
Salaries, Wages & Benefits $304,701 $307,817 $326,947 $645,631 52.3%
Materials & Supplies $60,758 $43,231 $73,876 $124,400 65.2%
Contracted Services $54,392 $38,829 $58,348 $102,725 62.2%
171 Tourism
Revenue
User Charges ($22,080)
Expenditures
Salaries, Wages & Benefits $110,266 $116,666 $123,558 $244,544 52.3%
Materials & Supplies $29,643 $21,908 $39,715 $80,750 72.9%
Contracted Services $5,456 $4,482 $1,727 $32,085 86.0%
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Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
385 Environmental
Revenue
User Charges ($39,730) ($59,202) ($41,750) ($83,500) 29.1%
Expenditures
Materials & Supplies $3,500 $3,500 100.0%
Contracted Services $25,457 $45,333 $34,164 $80,000 43.3%
Total Administration's Office $1,164,136 $1,163,787 $1,346,275 $2,296,338 49.3%
Highlights
Unassigned
The percentage of unexpended funds indicates that the materials and supplies actuals are reaching the end of their
budget allocations; however, there are only two accounts rolled up into this category for this sub-department. The full
value of the 2020 Operating Grant for the Board of Trade was distributed out of one of these accounts, while the full
balance of the budget for the Volunteer Recognition Program remains unspent. Due to COVID-19, this year’s volunteer
recognition event will not go forward but will likely continue in 2021.
Admin
Contracted Services under the Admin sub-department is not underspent by 5.6%, there was an accounting accrual at the
end of 2019 that overstated the actuals and this left 2020 understated. This is an isolated event and will not affect 2021.
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Legal Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
130 Admin
Revenue
User Charges ($26,805) ($27,228) ($23,461) ($58,000) 53.1%
Transfer between Funds ($35,000)
Expenditures
Salaries, Wages & Benefits $180,298 $191,685 $183,488 $358,991 46.6%
Materials & Supplies $21,734 $17,831 $18,848 $37,800 52.8%
Contracted Services $13,293 $31,744 $15,551 $165,000 80.8%
Total Legal Admin $153,520 $214,032 $194,426 $503,791 57.5%
Highlights
There were no items of interest to highlight for the period ending June 30, 2020 for Legal Services.
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Corporate Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
130 Admin
Revenue
User Charges ($201) ($12,000) 100.0%
Expenditures
Materials & Supplies $101,549 $87,107 $105,480 $224,850 61.3%
160 HR/Payroll
Expenditures
Salaries, Wages & Benefits $969,714 $553,554 $995,582 $1,542,249 64.1%
Materials & Supplies $5,096 $3,119 $5,215 $6,600 52.7%
Contracted Services $15,931 $14,404 $14,366 $81,500 82.3%
Rents/Financial Expenses $57,523 $52,506 $66,141 $130,000 59.6%
162 IT
Expenditures
Salaries, Wages & Benefits $681,608 $697,751 $722,766 $1,417,707 50.8%
Materials & Supplies $4,919 $1,030 $3,837 $5,000 79.4%
Contracted Services $7,115 $2,335 $2,979 $15,000 84.4%
Transfers from RES / RF / CAP Fund $110,000 $670,500 $670,500 $670,500
Reclass: CF (NON-TCA) to GF $358,454 $553,387 $317,648 $437,500 (26.5%)
163 Purchasing
Expenditures
Salaries, Wages & Benefits $313,136 $316,678 $320,555 $632,025 49.9%
Materials & Supplies $2,924 $1,924 $3,743 $4,890 60.7%
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Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
165 Health & Safety
Expenditures
Materials & Supplies $1,470 $3,367 $11,127 $18,075 81.4%
Contracted Services $2,656 $3,000 $3,000 100.0%
Transfers from RES / RF / CAP Fund $2,500 $2,500 $2,500
Total Corporate Services $2,631,894 $2,960,162 $3,245,439 $5,179,396 42.8%
Highlights
Information Technology (IT)
Capital fund to general fund transfers require a deferral entry that is not captured in the timing of this report. The
adjustment will be reflected in the next quarterly update.
Software maintenance account will move towards the edge of their budget in th e second quarter as there have been
several changes made regarding Microsoft licensing.
Additional IT costs related to COVID-19 have been seen in Council refurbishment for remote participation, refurbished
laptops, headsets for Teams meetings and large monitor purchases. It is anticipated that these expenditures will be
eligible for the COVID-19 funding provided by the Province of Ontario.
Deferred expense entries have not yet been processed , which explains the overage of 26.5% in the table above.
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Human Resources/Payroll
Legal expenses are less than expected due to a general reduction in grievances. Upcoming CUPE negotiations may
result in the use of these funds.
Travel has decreased due to COVID-19 with many meetings and conferences moving to virtual online events.
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Legislative Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
000 Unassigned
Revenue
User Charges ($200) ($200) 100.0%
130 Admin
Revenue
User Charges ($56,745) ($50,782) ($61,498) ($118,800) 57.3%
Expenditures
Salaries, Wages & Benefits $557,760 $477,902 $589,532 $1,163,744 58.9%
Materials & Supplies $29,729 $22,473 $42,732 $93,910 76.1%
Contracted Services $6,427 $13,110 $5,594 $10,800 (21.4%)
Transfers from RES / RF / CAP Fund $15,000 $19,500 $19,500 $19,500
190 Animal Services
Revenue
User Charges ($49,316) ($51,042) ($40,819) ($87,800) 41.9%
Expenditures
Salaries, Wages & Benefits $269,395 $186,720 $219,773 $433,420 56.9%
Materials & Supplies $22,541 $23,558 $25,546 $65,825 64.2%
Contracted Services $26,333 $35,963 $23,859 $55,000 34.6%
Transfers from RES / RF / CAP Fund $8,638 $8,429 $7,000 $7,000 (20.4%)
191 Municipal Law Enforcement
Revenue
User Charges ($35,252) ($11,270) ($24,478) ($28,000) 59.8%
Fines/Penalties on Interest ($14,122) ($8,725) ($10,869) ($25,000) 65.1%
Page 170
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
Expenditures
Salaries, Wages & Benefits $236,203 $364,803 $429,504 $845,402 56.8%
Materials & Supplies $7,102 $6,348 $21,227 $33,700 81.2%
Contracted Services $34,178 $16,353 $30,255 $54,100 69.8%
192 Parking Enforcement
Revenue
User Charges ($71,719) ($33,736) ($38,687) ($80,000) 57.8%
Fines/Penalties on Interest ($223,878) ($92,509) ($124,783) ($250,000) 63.0%
Expenditures
Salaries, Wages & Benefits $174,432 $182,141 $203,327 $409,462 55.5%
Materials & Supplies $5,528 $4,403 $8,492 $24,840 82.3%
Contracted Services $6,040 $3,933 $7,070 $10,000 60.7%
Rents/Financial Expenses $5,379 $3,466 $4,515 $10,000 65.3%
Transfers from RES / RF / CAP Fund $295,597 $126,245 $330,000 $330,000 61.7%
193 Election
Revenue
User Charges $529
Expenditures
Salaries, Wages & Benefits $271
Materials & Supplies $1,227
Contracted Services $3,943 $3,943 $69,000 $69,000 94.3%
Rents/Financial Expenses $1,755
Transfers from RES / RF / CAP Fund $125,000 $125,000 $125,000 $125,000
230 Grants
Revenue
Grants ($6,218) ($660) ($4,955) ($22,000) 97.0%
Page 171
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
250 Contributions
Revenue
Transfer between Funds ($442,231)
326 Cemetery
Revenue
User Charges ($66,900) ($75,860) ($155,078) ($258,100) 70.6%
Expenditures
Materials & Supplies $1,800 100.0%
388 Fleet
Expenditures
Materials & Supplies $16,611 $14,854 $18,964 $33,750 56.0%
Total Legislative Services $1,325,468 $872,329 $1,719,523 $2,926,353 70.2%
Highlights
Clerk’s (Administration)
It is notable here that the contracted services actuals are over budget by 21.4%, which can be narrowed down to
overages in the professional fees account. The budget requirements for this account differ from year to year as there are
many factors that can create variances. In 2020 there have been additional fees from eScribe with the remote webcasting
peak due to COVID-19; it is anticipated that these expenses would be eligible for Provincial funding . As well, a large
investigation through the Ombudsman and Integrity Commissioning occurred in the first half of the year.
Page 172
Clerk’s are on track to see savings in travel, miscellaneous operating supplies and office supplies.
Animal Services
The transfers to the reserve funds increased due to animal service donations, these donations are recorded as revenue in
the animal services cap reserve fund. This is a common practice and is seen year over year.
Parking Enforcement
There is a noted decrease of fines and meter revenue for the second quarter due to refocus of duties and leniency
provided throughout the pandemic. This trend will continue into the third quarter.
Cemetery
Cemetery revenues are lower than expected in the second quarter. Bondhead cemetery, however has seen an increase
in revenue.
Construction for the Hampton columbarium was delayed due to COVID-19. It is expected to be completed by late
September and the department is optimistic that there will be brisk sales once it is open.
Page 173
Finance and Unclassified Administration
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
000 Unassigned
Revenue
Fines/Penalties on Interest ($8,244) ($15,128) ($2,815) ($13,000) (16.4%)
130 Admin
Revenue
User Charges ($147,222) ($64,425) ($122,404) ($178,000) 63.8%
Fines/Penalties on Interest ($630,310) ($440,427) ($555,840) ($1,250,000) 64.8%
140 Internal Audit
Expenditures
Salaries, Wages & Benefits $77,771 $77,980 $151,831 48.8%
Materials & Supplies $300 $300 100.0%
210 Finance Admin
Expenditures
Salaries, Wages & Benefits $1,155,600 $1,149,382 $1,223,046 $2,411,937 52.3%
Materials & Supplies $56,560 $32,800 $65,638 $106,400 69.2%
Contracted Services $38,304 $56,523 $24,165 $49,000 (15.4%)
211 Unclassified Admin
Expenditures
Materials & Supplies $178,592 $123,955 $243,546 $405,900 69.5%
Contracted Services $1,063,110 $594,565 $1,032,729 $1,285,600 53.8%
Rents/Financial Expenses $48,642 $54,298 $39,164 $205,000 73.5%
Transfers from RES / RF / CAP Fund $4,077,547 $812,225 $812,225 $812,225 0.0%
Page 174
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
250 Contributions
Revenue
Transfer between Funds ($719,873)
Total Finance & Unclassified Admin $5,832,579 $1,661,666 $2,837,734 $3,987,193 58.3%
Highlights
Unassigned
Accounts receivable fines and penalties on interest are higher than budgeted and higher than the same period in 2019.
Finance Admin
The legal fees account is over budget due to the increased involvement of external solicitor regarding non-residential
assessment appeals such as Loblaws, Walmart, Shoppers Home Depot and Canadian Tire. These appeals have been
ongoing for several years and are being completed in 2020. The Municipality has been able to recognize savings in lost
revenue higher than the legal costs, this benefits the Municipality in the past as well as going forward with protecting its
commercial assessment base
Unclassified Admin
The professional fees account is over budget due to the development charges study, post-employment benefits and
insurance. The Development Charge Study will be funded from the development charges reserve fund as approved in the
2019 budget, entry to be posted in a subsequent quarter.
Page 175
Fines and penalties on interest are lower than budgeted and lower than in 2019. The difference of approximately
$200,000 is a result of the waiver of penalties and interest for two months as a result of COVID -19 to provide financial
relief to taxpayers throughout the Municipality.
Page 176
Emergency Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
130 Admin
Revenue
User Charges ($308,169) ($299,029) ($64,494) ($105,000) (184.8%)
Expenditures
Salaries, Wages & Benefits $457,267 $475,250 $476,988 $940,149 49.4%
Materials & Supplies $104,038 $79,102 $134,201 $239,650 67.0%
External Transfers to Others $5,000 $750 $5,000 $10,000 92.5%
Transfers from RES / RF / CAP Fund $638,731 $584,915 $553,925 $553,925 (5.6%)
280 Fire Prevention
Revenue
User Charges ($8,182) ($6,831) ($6,543) ($45,000) 84.8%
Expenditures
Salaries, Wages & Benefits $316,436 $359,233 $372,233 $735,643 51.2%
Materials & Supplies $8,585 $2,282 $9,096 $46,500 95.1%
Contracted Services $92,700 $92,700 100.0%
281 Fire Suppression
Expenditures
Salaries, Wages & Benefits $3,923,669 $4,142,307 $4,317,820 $8,443,560 50.9%
Materials & Supplies $17,132 $18,308 $31,946 $92,500 80.2%
Contracted Services $30,603 $20,497 $31,015 $70,000 70.7%
282 Fire Training/Technical Support
Expenditures
Salaries, Wages & Benefits $180,244 $185,153 $180,410 $350,680 47.2%
Page 177
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
Materials & Supplies $2,553 $867 $3,169 $6,500 86.7%
283 Fire Communication
Expenditures
Contracted Services $276,446 $299,002 $333,500 $587,000 49.1%
284 Fire Mechanical
Expenditures
Materials & Supplies $41,153 $36,622 $41,338 $120,000 69.5%
285 All Stations - P/T Admin
Expenditures
Salaries, Wages & Benefits $438,053 $384,666 $433,687 $867,380 55.7%
Materials & Supplies $15,427 $23,231 $20,189 $45,700 49.2%
Contracted Services $1,032 $1,722 $1,365 $6,500 73.5%
286 Municipal Emergency Measures
Revenue
User Charges ($10,000) 100.0%
Expenditures
Materials & Supplies $13,694 $13,602 $14,950 $26,950 49.5%
Contracted Services
287 Mechanical Technical Support
Expenditures
Salaries, Wages & Benefits $65,505 $68,038 $69,354 $135,524 49.8%
Total Emergency Services - Fire $6,219,217 $6,389,687 $7,051,849 $13,210,861 51.6%
Page 178
Highlights
Administration
User charges include an invoice to OPG for the 2020 annual payment as per the Memorandum of Understanding with the
Municipality of Clarington and OPG.
Fire Suppression
Personal Protection Equipment (PPE) has generally increased in prices due to COVID-19, it is expected that some of
these costs will be eligible for Province of Ontario funding.
Page 179
Engineering Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
000 Unassigned
Revenue
User Charges ($211) ($103) ($500) ($500) 79.4%
130 Admin
Revenue
User Charges ($270,007) ($129,293) ($45,975) ($50,500) (156.0%)
Expenditures
Salaries, Wages & Benefits $1,180,524 $1,163,347 $1,279,349 $2,513,421 53.7%
Materials & Supplies $21,392 $18,591 $20,896 $53,950 65.5%
Contracted Services $32,878 $139,064 $50,846 $150,250 7.4%
Debt Services (Principle & Interest paid) $466,423 $474,045 $473,550 $544,417 12.9%
Transfers from RES / RF / CAP Fund $3,632,054 $3,441,192 $3,415,536 $3,415,536 (0.8%)
250 Contributions
Revenue
Transfer between Funds ($543,200)
321 Building Inspections
Revenue
User Charges ($1,079,213) ($1,264,881) ($765,954) ($1,554,032) 18.6%
Fines/Penalties on Interest ($500) ($500) 100.0%
Expenditures
Salaries, Wages & Benefits $624,630 $580,542 $670,948 $1,329,648 56.3%
Materials & Supplies $39,662 $26,225 $47,276 $102,930 74.5%
Page 180
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
Contracted Services $53,639 $1,308 $84,409 $199,000 99.3%
324 Street Lighting
Expenditures
Transfers from RES / RF / CAP Fund $100,000 $100,000 $100,000 $100,000
325 Parks
Expenditures
Materials & Supplies $1,143 $151 $450 $500 69.8%
Contracted Services $6,360 $10,000 36.4%
327 Parking Lots
Expenditures
Debt Services (Principle & Interest paid) ($13,284) ($14,990)
330 Roads & Structures
Expenditures
Contracted Services $21,000 100.0%
334 Safe Roads
Expenditures
Materials & Supplies $201 $819 $200 $13,500 93.9%
Contracted Services $11,788 $503 $18,205 $50,000 99.0%
380 Road Maintenance
Expenditures
Contracted Services $6,500 $6,500 100.0%
388 Fleet
Expenditures
Page 181
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
Materials & Supplies $975 $2,277 $1,749 $5,600 59.3%
Total Engineering Services $4,802,594 $4,001,957 $5,356,985 $6,910,720 42.1%
Highlights
There were no items of interest to highlight for the period ending June 30, 2020, for Engineering Services.
Page 182
Operations
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
000 Unassigned
Revenue
User Charges ($84,486) ($51,264) ($79,690) ($208,800) 75.4%
Expenditures
Salaries, Wages & Benefits $59 $387 $90 $3,000 87.1%
Materials & Supplies $50,011 $59,668 $37,938 $107,400 44.4%
Contracted Services ($1,402) $1,497 $2,274 $3,000 50.1%
130 Admin
Revenue
User Charges ($27,405) ($34,915) ($36,060) ($125,000) 72.1%
Expenditures
Salaries, Wages & Benefits $1,366,542 $1,283,602 $1,199,898 $2,361,020 45.6%
Materials & Supplies $35,142 $31,682 $36,127 $74,700 57.6%
Contracted Services $1,596 $7,147 $6,395 $11,000 35.0%
Transfers from RES / RF / CAP Fund $2,265,000 $2,746,100 $2,746,100 $2,746,100 0.0%
324 Street Lighting
Revenue
User Charges ($2,212) ($111) ($7,321) ($15,000) 99.3%
Expenditures
Materials & Supplies $381,187 $322,436 $533,719 $1,050,000 69.3%
Contracted Services $102,004 $81,037 $135,556 $330,000 75.4%
Debt Services (Principle & Interest paid) ($19,745) ($22,281)
Page 183
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
325 Parks
Expenditures
Salaries, Wages & Benefits $363,834 $413,999 $580,539 $1,151,057 64.0%
Materials & Supplies $141,761 $159,973 $160,857 $515,750 69.0%
Contracted Services $109,192 $294,819 $568,600 $1,205,760 75.5%
Rents/Financial Expenses $6,458 $5,174 $6,686 $30,000 82.8%
Transfers from RES / RF / CAP Fund $100,000 $225,000 $225,000 $225,000
326 Cemetery
Revenue
User Charges ($68,313) ($62,413) ($63,332) ($143,000) 56.4%
Expenditures
Salaries, Wages & Benefits $60,891 $67,282 $114,569 $225,854 70.2%
Materials & Supplies $38,958 $65,808 $33,593 $95,700 31.2%
Transfers from RES / RF / CAP Fund $50,000 $5,000 $5,000 $5,000
350 Waste Collection
Revenue
User Charges ($15,940) ($5,950) ($12,013) ($22,500) 73.6%
Expenditures
Materials & Supplies $14,111 $12,830 $10,085 $22,500 43.0%
351 Recycling Collection
Revenue
User Charges ($1,652) ($439) ($891) ($1,500) 70.7%
Expenditures
Materials & Supplies $314 $385 $200 $1,500 74.3%
Page 184
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
370 Building & Property Service
Expenditures
Salaries, Wages & Benefits $475,434 $439,625 $499,146 $992,159 55.7%
Materials & Supplies $221,486 $235,409 $208,615 $549,265 57.1%
Contracted Services $83,739 $50,374 $61,562 $139,825 64.0%
Debt Services (Principle & Interest paid) $100,844 $101,019 $100,979 $107,799 6.3%
Transfers from RES / RF / CAP Fund $954,250 $1,325,000 $1,325,000 $1,325,000 0.0%
380 Road Maintenance
Revenue
User Charges ($14,875) ($18,111) ($12,677) ($19,500) 7.1%
Expenditures
Salaries, Wages & Benefits $241,140 $198,170 $195,699 $597,700 66.8%
Materials & Supplies $330,041 $266,231 $256,239 $846,275 68.5%
Contracted Services $282,176 $176,208 $497,947 $785,700 77.6%
381 Hardtop Maintenance
Expenditures
Salaries, Wages & Benefits $159,175 $204,813 $219,405 $429,000 52.3%
Materials & Supplies $105,568 $148,689 $130,091 $456,100 67.4%
Contracted Services ($3,648) $160,000 100.0%
382 Lsetop Maintenance
Expenditures
Salaries, Wages & Benefits $24,551 $26,308 $29,239 $72,500 63.7%
Materials & Supplies $72,033 $62,289 $75,729 $342,000 81.8%
Page 185
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
383 Winter Control
Revenue
User Charges ($73,347) ($842) ($80,906) ($90,000) 99.1%
Expenditures
Salaries, Wages & Benefits $781,990 $593,959 $652,839 $963,250 38.3%
Materials & Supplies $1,890,065 $1,317,441 $1,314,791 $2,010,000 34.5%
384 Safety Devices
Expenditures
Salaries, Wages & Benefits $81,776 $86,447 $76,747 $188,000 54.0%
Materials & Supplies $152,853 $132,656 $112,061 $349,400 62.0%
Contracted Services $242 $50,000 $50,000 100.0%
386 Storm Water Management
Expenditures
Salaries, Wages & Benefits $1,952 $6,459 $5,390 $20,000 67.7%
Materials & Supplies $1,005 $476 $1,100 $8,000 94.1%
Contracted Services $10,069 $92,000 $92,000 89.1%
387 Regional Roads
Expenditures
Salaries, Wages & Benefits $7,321 $6,690 $6,517 $9,000 25.7%
Materials & Supplies $32,782 $29,458 $21,841 $33,500 12.1%
388 Fleet
Revenue
User Charges ($807,711) ($803,700)
Page 186
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
Expenditures
Salaries, Wages & Benefits $256,359 $335,535 $442,880 $766,037 56.2%
Materials & Supplies $669,612 $563,654 $45,695 $92,000 (512.7%)
Transfers from RES / RF / CAP Fund $134,500 $185,000 $185,000 $185,000
440 Libraries
Expenditures
Materials & Supplies $838 $894 $1,189 $4,450 79.9%
Contracted Services $3,357 $1,955 $3,310 $7,350 73.4%
Debt Services (Principle & Interest paid) $74,537 $74,908 $74,893 $78,342 4.4%
460 Museum
Expenditures
Materials & Supplies $6,704 $7,774 $6,445 $17,800 56.3%
Contracted Services $1,477 $6,375 $7,699 $12,000 46.9%
Total Public Works $11,114,131 $11,377,685 $12,735,384 $21,153,493 46.2%
Highlights
Safety Devices
The special event budget has not been used due to the cancellation of events to reduce the risks of COVID-19.
Page 187
Waste and Recycling Collection
No sales were made at the Hampton Operations/Public Works Centre during the COVID-19 shut down resulting in lower
sales than would generally be seen in this quarter. The expense for the waste and recycling supplies are lower as well
resulting from no inventory being purchased for that timeframe.
Fleet
The Fleet Miscellaneous Operating Supply account is rolled up into the materials and supplies category making it look like
it is over budget however this account’s expenses are offset by fleet revenues.
Winter Control
Revenue for Winter Control is from January to April. This account is used for invoicing developers for winter
maintenance. Under the latest sub-division agreement, we no longer invoice for this, and developers now pay upfront for
this maintenance.
Page 188
Community Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
130 Admin
Revenue
User Charges ($40,915) ($13,527) ($32,403) ($63,500) 78.7%
Expenditures
Salaries, Wages & Benefits $485,471 $360,117 $489,174 $958,743 62.4%
Materials & Supplies $27,587 $17,199 $32,338 $69,070 75.1%
Contracted Services $6,002
Transfers from RES / RF / CAP Fund $737,200 $816,700 $816,700 $816,700
420 Recreation Services Admin
Revenue
User Charges ($2,308) ($178) ($982) ($1,230) 85.5%
Expenditures
Salaries, Wages & Benefits $450,283 $405,600 $511,394 $1,020,506 60.3%
Materials & Supplies $9,157 $3,835 $10,733 $26,942 85.8%
421 Facilities
Revenue
User Charges ($1,103,165) ($759,958) ($1,148,489) ($2,357,646) 67.8%
Expenditures
Salaries, Wages & Benefits $1,705,662 $1,577,313 $1,814,517 $3,604,093 56.2%
Materials & Supplies $1,233,774 $1,030,703 $1,183,799 $2,641,186 61.0%
Contracted Services $107,125 $92,711 $105,417 $157,434 41.1%
Debt Services (Principle & Interest paid) $2,031,328 $1,906,828 $1,904,315 $1,957,836 2.6%
Page 189
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
423 Concessions
Revenue
User Charges ($17,589) ($7,407) ($27,047) ($66,140) 88.8%
424 Aquatic Programs
Revenue
User Charges ($624,680) ($275,921) ($624,880) ($1,172,741) 76.5%
Expenditures
Salaries, Wages & Benefits $385,508 $226,752 $458,837 $912,481 75.1%
Materials & Supplies $21,247 $5,934 $27,968 $61,830 90.4%
425 Fitness Programs
Revenue
User Charges ($265,023) ($212,589) ($272,615) ($532,295) 60.1%
Expenditures
Salaries, Wages & Benefits $159,912 $99,431 $182,256 $364,173 72.7%
Materials & Supplies $6,060 $2,941 $10,758 $28,850 89.8%
Rents/Financial Expenses $450 $529 $2,000 100.0%
426 Recreation Programs
Revenue
User Charges ($162,215) ($76,608) ($156,654) ($566,015) 86.5%
Expenditures
Salaries, Wages & Benefits $128,233 $81,116 $254,237 $501,408 83.8%
Materials & Supplies $17,373 $2,798 $16,887 $68,830 95.9%
Contracted Services $16,524 $13,838 $16,653 $47,300 70.7%
Rents/Financial Expenses $771 $173 $2,065 $2,800 93.8%
Page 190
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
427 Community Development
Revenue
User Charges ($122,845) ($67,157) ($108,789) ($191,903) 65.0%
Expenditures
Salaries, Wages & Benefits $255 $139 $4,063 $8,448 98.4%
Materials & Supplies $90,038 $34,123 $81,200 $197,675 82.7%
Contracted Services $21,928 $9,968 $27,651 $34,700 71.3%
428 55+ Active Adults
Revenue
User Charges ($66,772) ($41,257) ($85,560) ($162,231) 74.6%
Expenditures
Salaries, Wages & Benefits $59,877 $38,747 $71,617 $142,812 72.9%
Materials & Supplies $12,249 $7,819 $11,627 $25,400 69.2%
Contracted Services $9,066 $3,665 $9,530 $16,550 77.9%
Rents/Financial Expenses $560 $3,000 $3,000 100.0%
429 Customer Service
Revenue
User Charges ($8,516) ($19,589) ($8,316) ($15,675) (25.0%)
Expenditures
Salaries, Wages & Benefits $436,092 $334,103 $466,923 $926,556 63.9%
Materials & Supplies $67,304 $50,795 $68,346 $132,736 61.7%
450 Client Services
Expenditures
Salaries, Wages & Benefits $178,673 $188,919 $226,645 $444,740 57.5%
Materials & Supplies $4,726 $941 $6,371 $12,840 92.7%
Page 191
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
470 Municipal Grants - Recreation Groups
Expenditures
External Transfers to Others $3,000
473 Community Grant Program
Expenditures
External Transfers to Others $57,000 $60,000 $60,000 100.0%
480 Municipal Sponsorships
Expenditures
External Transfers to Others $31,300 $8,000 $35,000 $35,000 77.1%
Total Community Services $6,087,707 $5,847,017 $6,444,815 $10,153,263 42.4%
Highlights
Administration
As of March 13, all recreation facilities were closed, and all programs were cancelled until the end of the second quarter.
The greatest impact on revenues during this period was in the facility rentals and the aquatic/fitness/recreation programs.
Total revenues in these areas are approximately $1 million less than budgeted. With the gradual reopening of facilities
and the commencement of programs, Community Services is expecting to see improvement in revenues in subsequent
quarterly reports. The 2020 budgeted revenues for the department will not be achieved by year-end.
Page 192
Community Services was forced to make difficult decisions regarding staffing i n order to mitigate the loss of revenues for
the department. On April 6, 2020 approximately 300 part-time staff were put on a Declared Emergency Leave (DEL). This
included part-time staff working in all areas of the department. A significant component of all services provided by the
department is staffing costs. The total department cost of part-time wages (year to date) is $800,000, which is
approximately $800,000 lower than budgeted for the same period. In order to effectively plan for the gradual reopening of
facilities, some part-time staff from DEL were recalled in the last weeks of June. Sixteen facility operators were
redeployed to the Operation Department on May 4, 2020, and some full-time clerical staff were reassigned to other
departments. Those staff costs continued to be through the Community Services accounts, so no savings were
realized. The filling of staff vacancies is delayed until reopening plans warrant it. This results in Administration Full-Time
Salaries accounts reporting year to date actuals less than budgeted for the same period.
With the closure of all indoor recreation facilities in the second quarter, the cost of utilities was reduced across all facilities.
It is expected the total cost for heat, hydro and water for all indoor recreation facilities will be less than the total budg eted
for 2020.
Many of the operating costs for Materials and Supplies, in various accounts, have seen a significant decrease in these
costs due to the COVID-19 risk mitigation events by the department.
Page 193
Planning Services
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
000 Unassigned
Expenditures
Salaries, Wages & Benefits $224,697 $133,039 $219,295 $438,591 69.7%
Materials & Supplies $14,298 $60,927 $117,151 $238,750 74.5%
Transfers from RES / RF / CAP Fund $696,728 634,717 $634,717 $634,717 0.0%
130 Admin
Revenue
User Charges ($307,087) ($235,441) ($573,661) ($862,300) 72.7%
Expenditures
Salaries, Wages & Benefits $1,479,302 $1,428,564 $1,600,025 $3,145,792 54.6%
Materials & Supplies $45,965 $27,961 $50,753 $114,750 75.6%
Contracted Services $43,051 $4,031 $7,625 $186,000 97.8%
Transfers from RES / RF / CAP Fund $12,500 $12,500 $12,500 $12,500 0.0%
250 Contributions
Revenue
Transfer between Funds ($123,695)
385 Environmental
Expenditures
Contracted Services $123,695 $123,695 100.0%
430 Smallboards
Expenditures
Materials & Supplies $1,500 $1,500 $1,500 100.0%
Page 194
Description
2019
YTD
Actuals
2020
YTD
Actuals
2020
YTD
Budget
2020
Final
Budget
2020 Total
Unexpended
%
502 Development Review
Revenue
User Charges ($316,070) ($365,736)
Expenditures
Materials & Supplies $12,262 $25,190
Contracted Services $262,003 $413,517
Total Planning Services $2,169,149 $2,015,574 $2,193,600 $4,033,995 50.0%
Highlights
There were no items of interest to highlight the 2020 second quarter for Planning Services
Page 195
Looking forward to the 3rd Quarter
2020 Development Charge Study Update and Presentation
On September 18, 2020, the Province of Ontario proclaimed the remaining amendments to the Development Charges Act
(the DCA) and the Planning Act which where outlined in the More Homes, More Choice Act and the COVID-19 Economic
Recovery Act. This sets forth a two year period to implement a Community Benefits Charge if the Municipality so chooses.
The changes also approve the changes to eligible services under the DCA and removes the 10 per cent required
deduction.
The Municipality will be publishing the draft DC study and by-law by October 15, 2020 with a public meeting held on
November 9, 2020. The planned ratification of the new by-law would be at the December 14, 2020 Council meeting. Staff
continue to invite those interested parties to contact the Municipality to provide input on the ongoing DC review.
Continuous Improvement/Key Performance Indicators
As this report is constantly evolving and improving, we hope the third quarter report will include upcoming continuous
improvements within the Municipality and focus on key performance financial indicators that will be used to benchmark
existing service levels.
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: September 28, 2020 Report Number: FND-034-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: RFP2020-6 By-law Number:
Report Subject: Design and Build Newcastle Skate Park
Recommendations:
1. That Report FND-034-20 be received;
2. That the proposal received from Transition Construction and Scatliff + Miller +
Murray having the highest rank proposal and a bid of $290,016.00 (net HST rebate),
meeting all terms, conditions and specifications of RFP2020 -6 be awarded the
contract for the design and build services for the Newcastle Skate Park;
3. That the funds required for this project including a 5% contingency allowance in the
total amount of $305,000.00 (net HST rebate) is in the approved budget allocation
as provided, be funded from the following account:
Description Account Number Amount
Newcastle Community Park 110-32-325-83436-7401 $305,000
4. That all interested parties listed in Report FND-034-20 and any delegations be
advised of Council’s decision.
Page 197
Municipality of Clarington Page 2
Report FND-034-20
1. Background
1.1 The Municipality requires the assistance of a qualified firm to provide the required skills
and resources necessary to design and build a skate park in Newcastle.
1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a
qualified company with the skills, resources and experience necessary to provide
services as per the specifications provided by the Public Works Department.
1.3 RFP2020-6 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington’s (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyer’s
Association website. The RFP was structured on the two envelope RFP system with
award to the highest ranked proposal (Resolution C-314-20). Ten companies
downloaded the document.
2. Analysis
2.1 The RFP closed on August 10, 2020.
2.2 Three submissions were received (refer to Attachment 1) by the closing date and time.
All submissions met the mandatory requirements and moved forward to the first phase
of evaluation.
2.3 The Municipality contacted the seven firms who had downloaded the RFP but chose not
to bid, to inquire as to why they chose not to bid. The responses received to the
Municipality’s inquiry are as follows:
One company is an association for distributing bid documents to their members;
One company felt that they could not bid competitively so chose not to bid at this
time; and
Five companies did not respond to the Municipalities request for information.
2.4 Each submission consisted of a comprehensive proposal identifying:
Qualifications and experience;
Experience of the proponent/sub-consultants with projects of similar nature, size
and complexity;
The proposed team who would be working with the Municipality;
Report Overview
To request authorization from Council to award the Request for Proposal RFP2020 -6 for the
design and build of the Newcastle Skate Park.
Page 198
Municipality of Clarington Page 3
Report FND-034-20
The Proponent’s understanding and approach to complete the project;
The proposed skate park design including items such as proposed components,
and warranty,
Past projects of parks completed.
The proposed tasks and timelines; and
Identification of accessibility design, features and criteria.
2.5 The submissions were reviewed and scored in accordance with the established criteria
outlined in the RFP by an evaluation team consisting of staff from the Public Works
Department and the Purchasing Services Division. Some of the areas on which the
submissions were evaluated were as follows:
Allocated roles and responsibilities of the proposed team members;
Proposed approach to completing the project;
Proposed timelines to complete the tasks required;
Highlights of services provided within the past five years only;
The proposed type of skate park and flow between components; and
The Proponent’s understanding of the Municipality’s requirements, the project and
any related issues or concerns.
2.6 Upon completion of the evaluation, the evaluation committee concluded that the
following two proponents met the pre-established threshold of 75% for Phase 1 and
moved on to the second phase information:
New Line Skateparks Inc.; and
Transition Construction and Scatliff + Miller + Murray
2.7 It was deemed by the evaluation committee that presentations from the shortlisted
proponents were not required and their pricing envelopes were opened and evaluated.
The submission from Transition Construction and Scatliff + Miller + Murray was the
highest ranked proposal.
2.8 Transition Construction and Scatliff + Miller + Murray have not worked with the
Municipality in the past; therefore, reference checks were completed. Reference checks
came back satisfactory.
Page 199
Municipality of Clarington Page 4
Report FND-034-20
3. Financial
3.1 The proponent being recommended to complete the public consultation, design and
construction has a bid price of $290,016 (net HST rebate).
3.2 Based on the type of work involved in this project it is recommended that a contingency
of approximately 5% inclusive of net HST be carried for this project amounting to
$14,984.00.
3.3 The funds required for this project in the total amount of $305,000.00 (net HST rebate)
is in the approved budget allocation as provided and will be funded from the following
account:
Description Account Number Amount
Newcastle Community Park 110-32-325-83436-7401 $305,000
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Transition Construction and Scatliff + Miller +
Murray having the highest ranked proposal and meeting all terms, conditions and
specifications of RFP2020-6 be awarded the contract for the design and build of the
Newcastle Skate Park.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379, ext. 2209, or
dferguson@clarington.net
Attachments:
Attachment 1 – Summary of Proposals Received
Interested Parties:
List of Interested Parties available from Department.
Page 200
Municipality of Clarington Page 5
Report FND-034-20
Attachment #1 to Report FND-034-20
Summary of Proposals Received
Municipality of Clarington
RFP2020-6
Design and Build of Newcastle Skate Park
Bidder
Canadian Ramp Company
New Line Skateparks Inc. *
Transition Construction and Scatliff + Miller +
Murray *
Note: Bidders with an asterisk (*) are the companies who were shortlisted
Page 201
MUNICIPALITY OF CLARINGTON
General Government Committee
RESOLUTION #_________________
DATE: Monday, September 28, 2020
MOVED BY: Councillor Traill
SECONDED BY: Councillor
W hereas by Resolution #GPA-468-13, Clarington amended the Traffic and Parking By-
law to permit parking on the paved portion of the boulevard apron provided that the
vehicle does not encroach on the sidewalk, or the travelled portion of the roadway;
Whereas since this By-law amendment was enacted, residents have received
thousands of tickets for varying degrees of encroachment on the sidewalk while taking
advantage of the By-law amendment to allow boulevard parking; and
Whereas nearly all trucks, full-size SUVs and minivans do not fit on the paved portion of
the boulevard apron without some encroachment on either the sidewalk of the roadway;
Now Therefore Be It Resolved that;
Staff report back on allowing a maximum amount of encroachment on the sidewalk or
the travelled portion of the roadway to as to give clar ity to residents and to enhance the
existing By-law.
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30407215.3
September 11, 2020
Public-Private Proposal
for
Uxbridge Municipal Park and Trail System Linkage
Summary
1.Proposal
That the Province lead a public-private initiative to help drive economic activity/recovery for businesses
in the Uxbridge area by completing the missing link in the Uxbridge trail system and committing over
1,200 acres to conservation and passive public recreation in the form of an Uxbridge municipal park (the
“Park”).
Key considerations:
The Park will help drive economic activity/recovery for businesses in the Uxbridge area, as well
as outdoor recreation and mental health benefits for the region while promoting and protecting
environmental values, by completing the missing link in the Uxbridge trail system and connecting
to the town over 300 kilometers of existing trails.
Next step in efforts to steward the Oak Ridges Moraine in the interests of present and future
generations of Ontarians.
Commitment of over 1,200 acres of non-development lands to conservation and passive public
recreation in a new municipal park.
Innovative public-private partnership and self-funding model.
2.The Park
The Park would be comprised of properties contributed by the Province and John McCutcheon, a resident,
and proposed connections. Lafarge Canada has also been approached to contribute certain restored land.
The Park is demarcated on the attached Map and the major components are described below.
(a)Provincial lands
The Province owns 6 properties (comprised of various legal parcels) aggregating approximately 1330
acres south/west of the town of Uxbridge. These are non-development lands within the Oak Ridges
Moraine/Greenbelt which carry the highest environmentally-sensitive designation of “core”. The lands are
largely vacant/wild (very limited farming and maple syrup production) and the few structures on them are
deteriorating.
(b)McCutcheon property
Mr. McCutcheon owns 73 acres of land adjacent to one of the Provincial properties. The property
includes a residence, and is subject to an existing conservation easement in favour of Oak Ridges Moraine
Land Trust. Conditional on the Province’s participation, Mr. McCutcheon would commit his property to
the Park by donating it to Uxbridge subject to a life interest in his favour.
Page 224
30407215.3
- 2 -
(c)Lafarge Canada property
Lafarge Canada owns more than 400 acres of land adjacent to one of the Provincial properties. The
property runs east/west from Concession 6 to Concession 7. The western end of the property, in the order
of maybe 200 acres, is no longer in use and the land has been restored. Lafarge Canada has been
approached to commit this restored land to the Park, with a consequential increase in the size of the Park.
(d)Self-funding flexibility
It is anticipated that Uxbridge will have the flexibility to sell a small percentage of the perimeter land not
core to the Park consistent with the Uxbridge model of engaging residents in the stewardship of the trail
system - so long as the proceeds are used to fund the development and maintenance of the Park and
subject to compliance with applicable legal requirements and to typical residential conservation
easements. In the case of the properties contributed by the Province, these sales could not exceed 10% of
the acreage.
3.Uxbridge Management of the Park
This Proposal includes the benefit of bringing the Provincial lands under active management by
Uxbridge. Uxbridge has a proven track record of managing park land effectively and efficiently in
collaboration with regional and conservation bodies, and community partners and residents.
The transfer of title for the properties committed to the Park is expected to provide flexibility for title to
be held in the name of Uxbridge, a special purpose vehicle and/or regional and conservation bodies.
4.Timing
Uxbridge is urgently pursuing economic recovery initiatives. In addition, Mr. McCutcheon’s donation is
conditional on the Province’s participation. He is 88 years old and seeks resolution of these matters in
2020 to put his affairs in order.
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September 18, 2020
Mayor Barton
The Township of Uxbridge
51 Toronto St.
Uxbridge, ON L9P1L2
Dear Mayor Barton:
Re: Public-Private Proposal for Uxbridge Municipal Park and Trail System Linkage
I am writing to express support for the proposal you have shared to develop a plan to transfer roughly
1,200 acres of provincially owned lands to the Township of Uxbridge for management and use. I offer my
support from the vantage point of several of my current roles: as Chairman and CEO of The Regional
Municipality of York, as Chair of the Board of Directors of Conservation Ontario and as Chair of the Board
of Directors of Lake Simcoe Region Conservation Authority (LSRCA).
This area is situated close to Stouffville, Georgina, and East Gwillimbury, all communities undergoing
growth now and for the foreseeable future. Residents of these communities will benefit greatly from
increased access to nearby nature. Trails can be enjoyed by every age group and ability level. More
greenspace will increase opportunities for families to get outside and get active, beneficial for both
physical and mental health.
From a conservation perspective, these lands protect drinking water sources and biodiversity, and will
provide opportunities for re-forestation. Developing a plan for these lands is important to balance the goal
of more greenspace for recreation with protection of natural habitat and nature corridors. LSRCA would
be a willing partner to develop such a plan. As outlined in the summary you provided, funding to develop
a plan would be part of this initiative. In earlier efforts to transfer these lands from the province, adequate
funding to develop a plan has been the stumbling block.
Conservation areas are beloved by the public, and we have seen visitors flock to use our trails during the
COVID-19 pandemic. Cars have filled parking areas and have lined the roads near every entrance to our
LSRCA properties since re-opening them in late May of this year. The timing of this initiative couldn’t be
better.
On behalf of York Regional Council, I support this proposal for an Uxbridge municipal park and trail
linkage system.
Yours sincerely,
Wayne Emmerson
Chairman and CEO
Page 227
The Regional
Municipality of
Durham
Office of the Regional
Chair
605 Rossland Rd. E.
PO Box 623
Whitby, ON L1N 6A3
Canada
905-668-7711
1-800-372-1102
durham.ca
September 22, 2020
Mayor Dave Barton
The Township of Uxbridge
51 Toronto Street
Uxbridge, Ontario L9P 1L2
RE: Uxbridge Municipal Park and Trail System Linkage
Proposal
I was pleased to read the proposal for the Uxbridge Municipal Park
and Trail System which includes Provincial, Municipal and Private
commitments beneficial to current and future generations of
Ontarians and the environment in which they live.
The proposal includes the completion of a trail system that would
connect businesses and the community to over 1,200 acres of
conservation and passive recreation in a new municipal park. It
encourages growth and harmony, a healthy lifestyle, which ultimately
strengthens the attractiveness of the area/economic development.
The Township of Uxbridge has made a commitment to manage the
park land in collaboration with regional and conservation bodies, and
community partners and residents.
A local resident will commit 73 acres of land located adjacent to
Provincial properties, pending Provincial participation; and there is
potential of another 200 acres of land being donated from a local
business.
In closing, I applaud the Public-Private Proposal for Uxbridge
Municipal Park and Trail System Linkage. It preserves and promotes
environmental values, encourages positive economic development by
connecting the community, and providing an attractive area to work
and live.
I hope that kind and timely consideration will be provided by the
Province and look forward to a positive outcome for the Uxbridge
community.
Sincerely,
John Henry
Regional Chair and CEO
If you require this information in an accessible format, please contact accessibility@durham.ca at 1-800-
372-1102 ext. 2009.
Page 228
If this information is required in accessible format, please contact 1-800-372-1102, ext. 2009.
The Regional
Municipality of Durham
Office of the Chief
Administrative Officer
605 Rossland Rd. E.
Level 5
PO Box 623
Whitby, ON L1N 6A3
Canada
905-668-7711
1-800-372-1102
Elaine.baxter-
trahair@durham.ca
durham.ca
Elaine Baxter-Trahair
B.M. Edu, MBA
Chief Administrative Officer
July 15, 2020
The Honourable Jeff Yurek, M.P.P.
Minister of Environment, Conservation and Parks
Via E-Mail: minister.mecp@ontario.ca
Dear Minister Yurek:
RE: Mixed Waste Pre-Sort and Anerobic Digestion Project
Regional Municipality of Durham__________________
The Regional Municipality of Durham (the Region) was copied on a letter
sent to you from the Municipality of Clarington (Clarington) dated July 9,
2020. In that letter Clarington requests an order from your office
prohibiting the Region from proceeding with a Mixed Waste Pre-sort and
Anaerobic Digestion facility (Project) until an a “full and proper
Environmental Assessment can be conducted”.
As background information, the Region has approved a Project that
includes:
A Mixed Waste Pre-sort, that will remove organics, recyclables and
non-combustibles from the curbside and multi-residential garbage
steams;
A wet anaerobic digestor that will process both the Source
Separated Organics along with the Facility Separated Organics from
the Mixed Waste Pre-sort; and
The treatment of the resultant biofuel to create a Renewable Natural
Gas suitable for injection into the grid.
The residual waste from this Project will be processed at the Durham
York Energy Centre (DYEC) located immediately adjacent to the Project
site.
In preparation for the Project, the Region had several conversations with
Ministry of the Environment, Conservation and Parks (MECP) staff
and provided written correspondence to Ministry staff (September 25,
2019), regarding the Environmental Assessment Act (Act) requirements
for the Project. The Ministry of the Environment, Conservation and
Parks (MECP) responded to that inquiry through a letter dated March 20,
2020 and stated that:
“In accordance with subsection 11(1)4 of O. Reg. 101/07 (Waste
Management Projects) made under the Act, the establishment of a new
waste disposal site at which waste would be handled, treated or
processed and that would transfer less than 1,000 tonnes of waste per
Page 229
If this information is required in accessible format, please contact 1-800-372-1102, ext. 2009.
The Regional
Municipality of Durham
Office of the Chief
Administrative Officer
605 Rossland Rd. E.
Level 5
PO Box 623
Whitby, ON L1N 6A3
Canada
905-668-7711
1-800-372-1102
Elaine.baxter-
trahair@durham.ca
durham.ca
Elaine Baxter-Trahair
B.M. Edu, MBA
Chief Administrative Officer
day for final disposal does not trigger provincial environmental
assessment requirements.”
The Region’s Project will not exceed 1,000 tonnes of waste per day for
final disposal.
The Region is proposing a fully integrated waste management system
that will manage and divert our municipal waste, specifically organic
waste materials, effectively from final disposal. The implementation of
this project will provide Durham Region with capacity to manage our
organic waste, meet the waste disposal requirements of our growing
population, delay the need for a DYEC expansion into the future,
increase diversion, facilitate a circular economy and improve our climate
change performance.
We appreciate the Ministry’s support of this project and look forward to
showcasing this Project, the first of its kind in terms of the full integration
of a waste management system in Ontario.
We have been in discussions with the Municipality of Clarington to
understand the concerns and provide mitigation where possible. We will
continue those discussions in an effort to resolve any perceived issues
with the Project. The Region can confirm that through design, the facility
will be compatible with other land uses in the Energy Park and through
strict operating standards, all potential environmental impacts will be
negated.
Durham Region is available to meet with the MECP to further discuss
the project. Should you require additional information, please do not
hesitate to contact me directly at 905-668-7711, extension 3000 or
Gioseph Anello at extension 3445 or Gioseph.anello@durham.ca.
Sincerely,
Elaine Baxter-Trahair
Chief Administrative Officer
Cc Lindsay Park, MPP Durham
June Gallagher, Deputy Clerk, Municipality of Clarington
Susan Siopis, Commissioner, Works, Region of Durham
Ralph Walton, Regional Clerk, Region of Durham
Page 230
From:Patenaude, Lindsey
To:Patenaude, Lindsey
Subject:FW: EA Designation Request - Durham Anaerobic Digester
Date:Wednesday, September 23, 2020 1:17:53 PM
From: Battarino, Gavin (MECP) <Gavin.Battarino@ontario.ca>
Sent: Wednesday, September 23, 2020 11:16 AM
To: Maciver, Rob <RMaciver@clarington.net>
Cc: Langmaid, Faye <flangmaid@clarington.net>; Burke, Amy <ABurke@clarington.net>
Subject: Re: EA Designation Request - Durham Anaerobic Digester
EXTERNAL
Mr. Maciver,
Pursuant to our conversation of August 26, 2020, I would like to confirm that
the Municipality of Clarington was advised that the submission of the
Clarington Council Resolution #GG-244-20, which states that the Minister of
the Environment, Conservation and Parks be requested to pass an order
prohibiting the Region of Durham from proceeding with the planned
recycling plant and anaerobic digestion facility until an Environmental
Assessment is completed to the satisfaction of Clarington Council, did not
include sufficient supporting information in order for ministry staff to make
an informed opinion as to whether the request has merit. The Municipality
was therefore advised to revise and resubmit a request for designation that
includes the rationale that would support having the proposed projects
made subject to the requirement of the Environmental Assessment Act
(EAA).
During our conversation it was explained that the Minister of the
Environment, Conservation and Parks may recommend to Cabinet that a
proposed project be made subject to the requirements of the EAA. That
recommendation depends on an understanding and assessment of the
following:
The nature of the proposed project;
The potential for significant effects; and,
The level of public interest.
Anyone may submit a designation request to the ministry asking that a
project be made subject to the requirements of the EAA. The request,
however, should include sufficient information about a project, its potential
Page 231
impacts, and a clear rationale to support why the project should be made
subject to the requirements of the Act. This is because the ministry
assesses merits of each request based on the supporting information when
making a decision about a designation request.
Accordingly, based on the above noted expectations, the Municipality of
Clarington was advised to revise and resubmit a request for designation that
includes the reasons or concerns that would warrant having the planned
recycling plant and anaerobic digestion facility made subject to the
requirements of the EAA. This is because the Council Resolution did not
include the necessary supporting information and rationale in order for
ministry staff to make an informed opinion as to whether the request has
merit.
In addition, the Municipality of Clarington was also advised to continue
discussions with the Region of Durham about the municipality's concerns
regarding the planned recycling plant and anaerobic digestion facility. The
purpose of which is to demonstrate that reasonable efforts have been made
to attempt to identify and raddress any issues or concerns about the
proposed projects; and, that should the discussions not result in a
meaningful resolution, to cite these efforts in support of a designation
request. This is because the first step in assessing the merit of a
designation request often includes trying to determine if the issues and
concerns cited in a request can be addressed or resolved without the need
to complete an Environmental Assessment process. It must be determined
that the designation of a project subject to the requirements of the EAA is
warranted due to the nature of the outstanding issues and concerns,
including confirmation that they have not been adequately considered as
part of a previous project planning process; and, that the completion of an
Environmental Assessment process is the most appropriate way to address
the unresolved issues and concerns raised.
At the conclusion of our discussion, the Municipality of Clarington was
advised that, at such time that the Municipality is of the opinion that all
reasonable efforts have been made to attempt to address the Municipality's
concerns about the proposed planned recycling plant and anaerobic
digestion facility with the Region, that the Municipality advise the ministry
accordingly. In response, the ministry will work with the Municipality to provide
advice and guidance on how to prepare a request for designation that includes the
Page 232
appropriate information and rationale in support of the Municipality's request to have
the the planned recycling plant and anaerobic digestion facility made subject
to requirements of the EAA. Upon submission, the ministry will assess the
merits of the request, and the supporting information, and make a
recommendation to the Minister based on this assessment.
Should you have any questions or concerns please feel free to contact me
at your earliest convenience.
Thank you,
Gavin
Gavin Battarino| Special Project Officer
Environmental Assessment Services Section
Environmental Assessment Branch
Ontario Ministry of the Environment, Conservation and Parks
135 St. Clair Avenue West, 1st Floor
Toronto ON M4V 1P5
If you have any accommodation needs or require communication supports
or alternate formats, please let me know.
Si vous avez des besoins en matière d’adaptation, ou si vous nécessitez
des aides à la communication ou des médias substituts, veuillez me le faire
savoir.
From: Maciver, Rob <RMaciver@clarington.net>
Sent: Tuesday, September 22, 2020 2:33 PM
To: Battarino, Gavin (MECP) <Gavin.Battarino@ontario.ca>
Cc: Langmaid, Faye <flangmaid@clarington.net>; Burke, Amy <ABurke@clarington.net>
Subject: EA Designation Request - Durham Anaerobic Digester
CAUTION -- EXTERNAL E-MAIL - Do not click links or open attachments unless you recognize the
sender.
Dear Mr. Battarino,
You will recall our telephone conversation of August 26 in which we discussed the
process for the Municipality to submit a request to designate the Region of Durham’s
Anaerobic Digestion proposal as a project subject to the requirement of a full
Environmental Assessment approval.
Page 233
Would you kindly confirm my understanding of your comments that the MOECP will
not accept Clarington’s formal request for EA designation until it has been
demonstrated that the Region and Clarington have exhausted all avenues of
resolution? If so, can you also indicate what the MOECP would accept as sufficient
evidence that all other avenues have been exhausted?
Thank you,
Robert Maciver, LL.B., MBA, CS
Municipal Solicitor
Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6
905-623-3379 ext. 2013 |1-800-563-1195
www.clarington.net
Page 234
Presentations
and
Handouts
-1-
Port Granby Project Update
Municipality of Clarington
Scott Parnell, General Manager
Historic Waste Program Management Office
2020 September 28
-2-
Phased Return to Field Work
-3-
Port Granby Project LTWMF
-4-
Excavation Complete
Remediation of approximately 1.3M tonnes LLRW
LEGACY WASTE MANAGEMENT FACILITY
LAKE ONTARIO
LONG-TERM WASTE MANAGEMENT FACILITY
Hydroseeding
-5-
Long-Term Waste Management Facility
Lake Tanks
ABOVEGROUND STORAGE MOUND
WASTE WATER
TREATMENT PLANT
Cell 2
Cell 1
-6-
Port Granby Bluffs
•~ 800 m3 marginally contaminated soil in
bluffs (outside project boundary)
•Required significant, difficult remediation
and removal of large area of trees/brush
•2019 risk assessment confirmed no
predicted environmental hazard or risk if
left in place
•In consultation with Municipality of
Clarington -decision to leave material in
place
-7-
Port Granby Project –Current Work
•Installation of the East Gorge Groundwater
Collection (EGGC) system
•Topsoil/seeding south site complete
mid-September
•Cell 1 waste grading/shaping/closure
anticipated this fall
Installation of EGGC system
Cell 1 grading/shaping underway
Topsoil/seeding –south site
-8-
PGP Waste Water Treatment Plant
Summer 2020
•Lake tanks removed
•Bioreactor clean out
•Equalization pond clean out
Lake tanks removedProcessing (since inception)
•~720,000 m3 (clean water released)
•2,520,000 kgs. (solids sent to another
licensed facility, meeting regulatory
requirements)
EQ Pond cleanout
Port Granby Project RVSOP Map (as of September 2020)
Remediation Verification
Look Ahead
•Continuation of capping layers progressing through 2021 field season
•Removal of detour/realignment of Lakeshore Road –summer 2021
•Internal site roads, final landscaping, demobilization -summer 2022
Installation of cap materials
Lakeshore Road realignment
Port Granby Project Timeline (2015-2021)
Updated 2020 September
Recent
•Durham Nuclear Health Committee
•Durham Region Association of Realtors
•Agreement Monitoring Group meeting # 105
•Port Granby Project newsletter
•Media Release: “Remediation Complete” –newswire
•Port Granby Citizen Liaison Group meeting
Upcoming
•Project Overview –Ontario Tech University
•Project Overview –Fleming College
Public Information Program
Community Outreach Activities
Long-Term Monitoring Phase
Installation of East Gorge groundwater collection system High-volume air monitors
Equalization pond cleanout Continued safety oversight
Port Hope Project
Application to Amend CNSC Licence
-15-
Application to Change Cleanup Criteria
•CNL application to CNSC to change PHAI Cleanup Criteria for arsenic/uranium
•Field experience resulting in:
o Longer than anticipated cleanup times
o Greater impact to property features
o Ongoing concern from property owners and general public about current and
potential project impact
•Ongoing discussion with MECP,
HKPR Health Unit, MPH
•Final decision after CNSC review,
requires acceptance from all parties
-16-
Benefits to Revised Cleanup Criteria
•Better aligned with current industry standards
•Reduces:
o Number of private property cleanups
required overall
o Individual property cleanup times
o Unintended environmental impact (trees)
o Partial remediation/special circumstances
(in some cases)
o Overall Port Hope Project schedule
o Additional cost to Canadian taxpayers
•More property owners qualify for Compliance
Letter without significant impact to property
features
-17-
Public Engagement
We Want Your Input
•PHAI.ca
•info@phai.ca
•905.885.0291
Thank You
Questions?
Historic Waste Program Management Office
25 Henderson Street, Port Hope, L1A 2G3
PHAI.ca