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HomeMy WebLinkAbout2020-11-09 GGC Report to CouncilClarftwn Committee Report to Council If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Report Number: GGR-016-20 Date of Meeting: November 23, 2020 Report Subject: General Government Committee Meeting of November 9, 2020 Recommendations: 1. Receive for Information (a) 9.1 Minutes of the Bowmanville Business Improvement Area dated September 15, 2020 (b) 9.2 Minutes of the Newcastle Business Improvement Area dated October 8, 2020 (c) 9.3 Ralph Walton, Regional Clerk, Region of Durham, Regarding Natural Resources Canada Small Nuclear Reactor Action Plan 2020 (d) 9.4 Memo from Rob Maciver, Municipal Solicitor/Director of Legislative Services, Regarding Licensing of Payday Loan Establishments (e) 9.5 Sue Bernardi, CMO BA, MPS Team Leader, Municipality of Port Hope, Regarding the Transfer of Low Radioactive Waste Material from Port Granby Site to Port Hope Long -Term Waste Management Facility (f) 9.6 Confidential Memo from Ron Albright, Manager of Infrastructure, Regarding Potential Property Purchase (g) FND-028-19 Prudent Investor Standard for Municipal Investments — Update and Options Analysis Municipality of Clarington Page 2 Report GGR-016-20 2. Jim Boate, Regarding Snow Clearing on the Samuel Wilmot Nature Area, Valleys 2000, Soper Creek, and Farewell Creek Trails Whereas Outdoor exercise is beneficial, especially now during COVID-19 for our physical, mental health and general overall well being; And whereas there will be more residents in Clarington this winter as they will not be travelling; Now therefore be it resolved that the Public Works Department include snow removal on the following Clarington Trails (as listed in Communication 10.1 General Government Committee Meeting) for the 2020/2021 Winter Season: a. Bowmanville Valley 2000 Trail b. Soper Creek Trail Bowmanville c. Farewell Creek Trail Courtice; That Staff be directed to include the trails as a consideration for the 2021 Budget; That pre -budget approval be given for the 2020/2021 Winter Season for the following: a. Bowmanville Valley 2000 Trail b. Soper Creek Trail Bowmanville c. Farewell Creek Trail Courtice; and That all interested parties including the Clarington Active Transportation Safe Roads Committee be notified of Council's decision. 3. Delegation of Patrick McNeil, Chair of the Board of Directors, Elexicon Corporation, Lesley Gallinger, President & Chief Executive Officer, Elexicon Energy, and Karen Fisher, Interim President & CEO, Elexicon Group, Regarding Elexicon Update That the Delegation of Patrick McNeil, Chair of the Board of Directors, Elexicon Corporation, Lesley Gallinger, President & Chief Executive Officer, Elexicon Energy, and Karen Fisher, Interim President & CEO, Elexicon Group, regarding Elexicon Update, be received with thanks. 4. Orono Town Hall Elevator Project — Additional Funding That Report CSD-012-20 be received; and That additional funds as indicated in Report CSD-012-20 be approved. Municipality of Clarington Report GGR-016-20 5. December Parking That Report LGS-003-20 be received; That courtesy parking for Downtown Bowmanville be provided for the month of December 2020; That Staff will work with the Bowmanville BIA to develop a further parking recommendations for downtown Bowmanville; and That all interested parties listed in Report LGS-003-20 and any delegations be advised of Council's decision. 6. Investment Options Update That Report FND-038-20 be received; and Page 3 That the Director of Financial Services/Treasurer be directed to work with the ONE JIB to become a member of the joint investment board and adopt the prudent investor standard. 7. Request of Extension for Asset Management Regulation Implementation That Report FND-039-20 be received; That the letter dated October 22, 2020, from the Municipal Finance Officers Association of Ontario attached to report FND-039-20, as attachment 1, be received for information; That the draft resolution attached to report FND-039-20, as attachment 2, be approved as follows: Whereas the COVID-19 pandemic has had significant financial and operational impacts on Ontario municipalities; And whereas municipalities have had to divert resources towards addressing the immediate needs of the pandemic and maintaining service delivery standards despite evolving restrictions and limited funds; And whereas the Government of Ontario has delayed timelines with respect to several pieces of legislation; And whereas the Government of Ontario has regulated municipal asset management through O. Reg. 588/17: Asset Management Planning for Municipal Infrastructure under the Infrastructure for Jobs and Prosperity Act, 2015; Municipality of Clarington Report GGR-016-20 Page 4 And whereas O. Reg. 588/17 mandates that every municipality shall prepare an asset management plan in respect of its core municipal infrastructure assets by July 1, 2021, and in respect of all of its other municipal infrastructure assets by July 1, 2023; And whereas the key components of an asset management plan as required by the regulation are: 1. Infrastructure asset inventory 2.Levels of service 31ifecycle management and financial strategy And whereas there is a concern amongst Municipal Finance Officers' Association of Ontario (MFOA) members and their municipalities that current capacity challenges (redeployment of staff, and lack of available resources) will result in limitations for purposeful asset management planning; And whereas Ontario municipalities do not anticipate the current capacity challenges to be resolved in the short-term; Now therefore be it resolved that the Municipality of Clarington supports MFOA's letter to the Ministry of Infrastructure requesting a one-year extension of deadlines in O. Reg. 588/17: Asset Management Planning for Municipal Infrastructure under the Infrastructure for Jobs and Prosperity Act, 2015; so that all municipalities can focus on the immediate needs of the pandemic and engage in municipal asset management planning when capacity challenges are resolved.; and That all interested parties listed in Report FND-039-20 and any delegations be advised of Council's decision. Municipality of Clarington Page 5 Report GGR-016-20 8. Emergency Services Master Plan Update That Report FND-040-20 be received; That Pomax Consulting Inc. with a bid amount of $69,400.32 (net HST rebate), providing the lowest overall cost and meeting the passing threshold and all terms, conditions and specifications of RFP2020-8, be awarded the contract for the provision of Consulting Services as required to complete the Fire Master Plan Update; That the funds required for this project in the total amount of $69,400.32 (net HST rebate) is in the approved budget allocation as provided, be funded from the following account; and Description I Account Number I Amount EMS-Admin.-Consulting 100-28-280-00000-7160 $69,400 That all interested parties listed in Report FND-040-20 and any delegations be advised of Council's decision. 9. Bond Head Park Jetty — Erosion Analysis and Report That Report FND-041-20 be received; That WSP Canada Inc. with a bid amount of $37,638.99 (Net HST Rebate), providing the lowest overall cost and meeting the passing threshold and all terms, conditions and specifications of RFP2020-12 be awarded the contract for the provision of Consulting Services as required to complete the Bond Head Park Jetty — Erosion Analysis and Report; That the funds required for this project in the total amount of $37,638.99 (Net HST Rebate) is in the approved budget allocation as provided, be funded from the following account; and Description Account Number Amount Retaining Walls (2020 110-36-330-83438- $37,639 Budget) 7401 That all interested parties listed in Report FND-041-20 and any delegations be advised of Council's decision. Municipality of Clarington Page 6 Report GGR-016-20 10. Supply and Delivery of One All Wheel Drive Cargo Van That Report FND-043-20 be received; That Donway Ford Inc., with a bid price of $49,443.15 (Net HST Rebate) being the low compliant bidder meeting all terms, conditions and specifications of Q2020-23 be awarded the contract for the Supply and Delivery of One All -Wheel Drive Cargo Van as required by the Municipality; That the total funds required for this project in the amount of $57,443.15 (Net HST Rebate), which includes the vehicle cost of $49,443.15 (Net HST Rebate) and other costs including decals, stripping, beacon lights, radio equipment, cargo partitions and storage containers in the estimated amount of $8,000.00; That the approved budget of $35,000 and the over budget amount of $22,443.15 be funded from the Animal Services Fleet Replacement and the Animal Services Reserve Fund as provided from the following accounts: Description Animal Services Fleet Replacement Animal Services Reserve Fund Account Number Amount 110-19-388-81909- $35,000 7401 523-00-000-00000- $22,443 7418 That all interested parties listed in Report and any delegations be advised of Council's decision. 11. Bowmanville Trail Extension That Report FND-044-20 be received; That CSL Group Ltd. with a total bid amount of $1,260,376.26 (Net HST Rebate) construction costs and being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2020-21 and subject to a satisfactory reference check, be awarded the contract for the completion of the Bowmanville Trail Extension in accordance to the specifications of the bid document; Municipality of Clarington Page 7 Report GGR-016-20 That total funds required for this project in the amount of $1,560,757.75 (Net HST Rebate) include $1,260,376.26 (Net HST Rebate) construction costs and other costs such as design, material testing, inspection and contract administration, permits, contingencies in the amount of $300,381.49 (Net HST Rebate), the Public Works Department advises of the following funding exceeds the approved budget allocation and additional funds of $417,296 are required. The project will be funded by as follows: Description Account Number Amount Bowmanville Valley Trail (2020 110-32-325- $667,162 Budget) 83257-7401 Erosion Protection Work (2019 & 110-32-340- 444,300 2020 Budget) 83437-7401 Pedestrian Crossover (2020 110-32-331- 32,000 Budget) 83245-7401 Funding Shortfall to be funded as 417,296 follows: Development Charge Reserve 586-00-000- 101,365 Fund— Roads 00000-7418 Development Charge Reserve 584-00-000- 174,332 Fund — Parks 00000-7418 Municipal Capital Works Reserve 511-00-000- 141,599 Fund 00000-7418 That all interested parties listed in Report FND-044-20 and any delegations be advised of Council's decision. 12. Remuneration Freeze Whereas the COVID-19 pandemic continues to negatively impact economic realities for residents and businesses, now and into the foreseeable future; And whereas Clarington Council wishes to support residents and businesses throughout this crisis by continuing to provide critical programs and services to the community with minimal increases to service costs and property taxes. Now therefore be it resolved that Staff be directed to freeze Council Members' salary, travel allowance, and benefits for 2021 and 2022 at the approved 2020 rates. Municipality of Clarington Report GGR-016-20 Page 8 13. Proposal to Close and Convey a Portion of an Unopened Road Allowance (Found Farm) Situated Between Lot 34 & 35, Concession 1, Former Township of Darlington That Report PWD-003-20 be received; That Communication Item 10.4 from Steve Brake, Director of Public Works regarding Land Appraisal Value for Found Farm Right of Way be Closed and Conveyed as Part of Adjacent Development Proposals be received; and That the Municipality of Clarington retain the land situated between Lot 34 & 35, Concession 1, Former Township of Darlington, for possible future public purposes.