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Special Council Meeting
Minutes
Date: February 11, 2021
Time: 5:00 p.m.
Location: Council Members (in Chambers or MS Teams) I Members of
the Public (MS Teams)
Present Were: Mayor A. Foster
Present by Electronic Councillor G. Anderson, Councillor R. Hooper, Councillor
Means: J. Jones, Councillor J. Neal, Councillor C. Traill,
Councillor M. Zwart
Staff Present: J. Gallagher, M. Chambers
Staff Present by A. Allison, G. Acorn, S. Brake, F. Langmaid, R. Maciver, T. Pinn,
Electronic Means: G. Weir, R. Windle
1. Call to Order
Mayor Foster called the meeting to order at 5:00 p.m.
2. Moment of Reflection
Councillor Zwart led the meeting in a moment of reflection.
3. Land Acknowledgement Statement
Councillor Zwart recited the Land Acknowledgement Statement.
Suspend the Rules
Resolution # C-064-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That the Rules of Procedure be suspended to set a 7:00 p.m. curfew for the
meeting.
Carried
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4. Declaration of Interest
Councillor Hooper declared a direct interest in Item 2a of the Special General
Government Committee Report (Report FND-005-21 - 2021 Operating and
Capital Budget).
Councillor Zwart declared a direct interest in Item 2a of the Special General
Government Committee Report (Report FND-005-21 - 2021 Operating and
Capital Budget).
5. Committee Reports
5.1 Special General Government Committee Report of February 1 to 2, 2021
Resolution # #C-065-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the recommendations contained in the Special General Government
Committee Report of February 1-2, 2021 be approved on consent, with the
exception of Items 2, 2a, 2o, 2p, and 2w.
Carried
Item 2 - 2021 Operating and Capital Budgets
Resolution # C-066-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Report FSD-005-21 be received;
That Council approve the 2021 Operating and Capital budgets, including
"external agencies" as outlined in the 2021 Draft Budget Book, at an estimated
tax levy impact of 2.00 per cent, exclusive of tax policy impacts, as directed in
FSD-005-21;
That the 2021 Draft Budget Book be amended to increase the Committee of
Adjustment salaries and benefits by $3,153.96 to reflect four persons on the
Committee rather than one;
That the 2021 Draft Budget Book be amended to add a grant in the amount of
$115,000 to Clarington Hospice, to be funded from the Tax Rate Stabilization
Reserve Fund, to offset the local portion of development charges;
That the 2021 Draft Budget Book be amended to remove $40,000 from the
Municipal Election budget as per Staff's recommendation in Report LGS-006-21
($31,000 from postage, $5,000 from advertising expenses and $4,000 from
printing);
That reserve and reserve fund contributions and new reserve/reserve funds be
approved as shown in the 2021 Draft Budget Book;
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February 11, 2021 Special Council Minutes
That the amendments to the 2021 Operating and Capital Budget as outlined in
the 2021 Draft Budget Book, be approved as follows:
a) That Council approves the 2021 budgets for the Bowmanville BIA
(Attachment #1), Newcastle BIA (Attachment #2), and Orono District BIA
(Attachment #3); and
That the 2021 Draft Budget Book be amended to reflect the required tax
levy request from the three business improvement areas, and that the
three budgets, be approved.
b) That the Museum/Library funding "increase ask of 1.8%" be reduced to
zero.
c) That the $3,949 increase for the Visual Arts Centre (VAC), be deleted
from the 2021 Budget.
d) That the request from Newcastle Community Hall Board for 2021 funding
to offset COVID-19 impacts in the amount of $51,340, be included in the
2021 Budget and be funded through the Tax Rate Stabilization Reserve
Fund.
e) That the Region of Durham be asked to pay 50% of the $20,000 for the
"extension of air quality advisor services for additional environmental
projects including the DYEC expansion".; and
That $10,000 in revenue be added to the 2021 Budget at the discretion of
the Director of Financial Services.
f) That the Newtonville Community Hall Additional Funding, in the amount of
$2,000; be approved, and
That the Hampton Community Association Additional Funding, in the
amount of $2,000, be approved.
g) That the increased contribution to playground equipment reserve fund for
additional annual parks in the amount of $130,000, be included in the
2021 Budget.
h) That $100,000 for upgrades to Glenabbey Parkette, be included in the
2021 Budget to be funded through the tax levy.
i) That the increase of $4,200 for Communications - Materials and Supplies
for the Office of the CAO, be deleted.
j) That Extractor and Dryer for Station 3 for the Emergency Services
Department, in the amount of $35,000, be added to the 2021 Budget, to
be funded through the Tax Rate Stabilization Reserve Fund.
k) That the communication revenue be reduced from $45,000 to $15,000 and
the communications expense be reduced by $60,0000 with a net savings
of $30,000.
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February 11, 2021 Special Council Minutes
1) That Legislative Services - Admin - Contracted Services, be reduced by
$10,000 to a total of $10,800.
m) That the additional summer student for the Energy and Climate Change
Team in the amount of $11,100, be included in the 2021 Budget.
n) That rural road resurfacing (additional funding for surface treatment of
rural roads) in the amount of $350,000, be added to the 2021 Budget to be
funded through the Tax Rate Stabilization Reserve Fund.
o) That 0.5% of the tax levy ($315,000 for the 2021 Budget) be allocated,
annually, to an "arena reserve fund".
p) That Public Works - Cross/Guard Wages be reduced by $32,000 to a total
of $368,987.
q) That an accessible on-street parking spot in downtown Newcastle in the
amount of $10,000 be included in the 2021 Budget to be funded through
the Tax Rate Stabilization Reserve Fund; and
That temporary portable speed cushions (2) for speed reduction in the
amount of $13,000 be included in the 2021 Budget to be funded through
the Tax Rate Stabilization Reserve Fund.
r) That St. Lighting-Urban/Rural, be reduced by $150,000 as agreed
between the Director of Public Works and Director of Financial Services.
s) That the $140,000 allocated for the sidewalk portion of road rehabilitation
of Parkway Crescent, be deleted.
t) That the Patterson Road retaining wall, additional funds required in the
amount of $210,000 be included in the 2021 Budget and be funded
through the Tax Rate Stabilization Reserve Fund.
u) That the expansion of the Stuart Park tennis courts for pickleball courts be
included in DC charges as directed by the Director of Financial Services;
and
That Courtice Secondary School courts be included at the discretion of the
Director of Public Works of up to $50,000 to be financed by the Tax Rate
Stabilization Reserve Fund.
v) That the Mill St Orono repairs at 55 Mill St (ditching and road repairs) in
the amount of $14,000, be included in the 2021 Budget, to be funding
through the Tax Rate Stabilization Reserve Fund.
w) Whereas given the fact that many Clarington staff have been working from
home since March, 2020;
Whereas most conferences are only being held virtually, not requiring
expenses for food, travel, or lodging; and the manner of instruction of
almost all in person staff development classes has been changed;
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Whereas pursuant to the second provincial emergency under s 7.0.1 (1) of
the Emergency Management and Civil Protection Act (EMPCA) effective
January 14, 2021, a stay-at-home order was issued with the aim of limiting
people's mobility and reducing the number of daily contacts with those
outside an immediate household; and
Whereas the second provincial emergency order remains in effect as of
this Motion, February 2, 2021.
Now therefore be it resolved that Staff be directed to offset discretionary
department expenses including, but not limited to: conferences, travel,
office supplies, and furniture, with up to $150,000 from the Tax Rate
Stabilization Reserve Fund.
x) That Orono Gazebo (replace cedar shake roof) in the amount of $23,000
be added to the 2021 budget and be funded through the Tax Rate
Stabilization Reserve Fund.
y) Whereas Clarington Council realizes that due to COVID-19, there are
rough days ahead for Clarington taxpayers and that Council needs to
establish savings that are reasonable and do not compromise services
levels;
Whereas the last two winters had less snowfall, sleet and ice events than
usual, resulting in less salt, sand and brine being deployed and a smaller
budget being required;
Whereas the Public Works — Winter Control budget still calls for an
increase of $125,000 in funding over last year's budget of $2,010,000 for
sand/salt and brine;
Whereas the Director of Public Works maintains discretion to deploy salt,
sand and brine as required, even if this means exceeding the budgeted
amount since Winter Control is a required service, resulting in no risk to
taxpayers' safety as a result of a reduction in the proposed increase; and.
Whereas when the economy has returned to normal after the pandemic,
salt, sand and brine funding can be restored to 100% of pre-COVID-19
levels;
Now therefore be is resolved that the proposed increase of $125,000 to
the Winter Control — Materials and Supplies budget line item be reduced
to $62,500.00.
z) That the $300,000 allocated to restoration at the Shaw House, be funded
through the Tax Rate Stabilization Reserve Fund.
aa)That the Tourism Budget be reduced by $50,000.
bb)Whereas at the regular General Government Committee Meetings on
November 23, 2020, and January 4, 2021, the Council of the Municipality
of Clarington approved Resolutions #GG -391-20 and #GG -032-21, that
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February 11, 2021 Special Council Minutes
directed the Public Works Department to provide winter maintenance on
various trails to encourage outdoor exercise in an effort to improve the
physical, mental health and general overall well-being of individuals due to
COVI D-19;
Whereas a popular section of the Waterfront Trail through the Samuel
Wilmot Nature Area between Cobbledick Road and Toronto Street in
Newcastle could not be included with this program due to the steep
grades on the trail system that may potentially create an unsafe
maintenance situation; and
Whereas the Samuel Wilmot Nature Area Advisory Committee has
requested that, due to a major increase in trail usage during the winter as
a result of the COVID-19 pandemic, that the flat portions of the Waterfront
Trail be cleared that go through the SWNA;
Now therefore be it resolved:
That Public Works Department be directed to provide snow removal
on the flat sections of the Waterfront Trail through the Samuel
Wilmot Nature Area from Cobbledick Road to approximately 350m
east and also from Toronto Street to 650m west; and
That approval be given to complete this additional work for the
2020-2021 Winter Season in an amount not to exceed $5,000.00;
and
That all interested parties be notified of Council's decision including
the Clarington Active Transportation and Safe Roads Committee.
cc) That the Bowmanville Boat Launch restoration in the amount of $200,000
be placed into a reserve fund and the issue be further investigated before
any work is done.
That any cash flow shortfall in the Development Charges Reserve Funds be
interim financed from the Municipal Capital Works Reserve Fund and General
Municipal Reserve Fund, to be repaid with interest, as cash flow permits;
That Report FSD-005-21 be adopted by resolution in accordance with provisions
of Ontario Regulation 284/09 of the Municipal Act, 2001;
That the appropriate by-laws to levy the 2021 tax requirement for Municipal,
Regional, and Education purposes be forwarded to Council for approval, once
final tax policy information is available; and
That all interested parties listed in Report FSD-005-21 and any delegations be
advised of Council's decision.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, and Councillor Zwart
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No (2): Councillor Neal, and Councillor Traill
Carried as Amended on a Recorded Vote, See following Motions (5 to 2)
Item 2a - BIA Budget Requests
Councillor Hooper declared a direct interest in Item 2a of the Special General
Government Committee Report (Report FND-005-21 - 2021 Operating and
Capital Budget) as he owns a business in the Bowmanville BIA. Councillor
Hooper muted his video and audio and refrained from discussion on this matter
Councillor Zwart declared a direct interest in Item 2a of the Special General
Government Committee Report (Report FND-005-21 - 2021 Operating and
Capital Budget) as she pays a BIA Levy. Councillor Zwart muted her video and
audio and refrained from discussion on this matter
Resolution # C-067-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Council approves the 2021 budgets for the Bowmanville BIA (Attachment
#1), Newcastle BIA (Attachment #2), and Orono District BIA (Attachment #3);
and
That the 2021 Draft Budget Book be amended to reflect the required tax levy
request from the three business improvement areas, and that the three budgets,
be approved.
Carried
High St and Odell St Reconstruction
Resolution # C-068-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the High St and Odell St reconstruction (detailed design) in the amount of
$30,000 be included in the 2021 Budget.
Carried
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New Staffing
Resolution # C-069-21
Moved by Councillor Neal
Seconded by Councillor Traill
February 11, 2021 Special Council Minutes
That the expense for new positions be reduced to $450,000, inclusive of benefits.
Yes (2): Councillor Neal, and Councillor Traill
No (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
and Councillor Zwart
Motion Lost on a recorded vote (2 to 5)
Item 20 - Arena Reserve Fund
Resolution # C-070-21
Moved by Councillor Traill
Seconded by Councillor Anderson
That 0.5% of the tax levy ($315,000 for the 2021 Budget) be allocated, annually,
to an "arena reserve fund".
Yes (7): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, Councillor Neal, Councillor Traill, and Councillor Zwart
Carried on a recorded vote (7 to 0)
Public Works Reserve Fund Transfer
Resolution # C-071-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the Public Works Transfer to Reserve Fund be decreased by $500,000.
Yes (3): Councillor Jones, Councillor Neal, and Councillor Traill
No (4): Mayor Foster, Councillor Anderson, Councillor Hooper, and Councillor
Zwart
Motion Lost on a recorded vote (3 to 4)
Item 2p - Crossing Guard Wages
Resolution # C-072-21
Moved by Councillor Traill
Seconded by Councillor Neal
That Public Works - Cross/Guard Wages be reduced by $32,000 to a total of
$368,987.
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Yes (7): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, Councillor Neal, Councillor Traill, and Councillor Zwart
Carried (7 to 0)
Regional Councillor Ward 1 & 2 and Local Council Ward 3 Travel Budgets
Resolution # C-073-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the Regional Councillor Ward 1 and 2 and local Councillor Ward 3, Travel
Budgets be reduced to $3000 each.
Yes (3): Councillor Jones, Councillor Neal, and Councillor Traill
No (4): Mayor Foster, Councillor Anderson, Councillor Hooper, and Councillor
Zwart
Motion Lost on a recorded vote, Later in the Meeting, See following
Motions (3 to 4)
Resolution # C-074-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #C-073-21 for a second time.
Carried
The foregoing Resolution #C-073-21 was then put to a vote and lost on a
recorded vote
Request for General Ledgers for Certain 2020 Expenditures
Resolution # C-075-21
Moved by Councillor Traill
Seconded by Councillor Neal
Whereas in late March, 2020 and into April 2020 at the beginning of the first
COVID-19 shutdown, some Clarington staff who could work from home started
to do and by the end of August, 2020, 60% to 70% percent of the Municipal
Administrative Centre staff were working from home;
Whereas pursuant to the second provincial emergency under effective
January 14, 2021, a stay-at-home order was issued which remains in effect as of
this Motion, February 11, 2021;
Whereas, Clarington's travel budget in 2020 increased by $17,895.00 from
$256,792.00 in 2019 to $274,687.00 in 2020;
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Whereas the 2019 budget for Staff Development which includes conferences of
$256,100 increased in 2020 to $276,100, and has no budgeted reduction for
2021;
Whereas in 2020, $27,711.00 was spent on furniture, representing an increase of
$7,750.00 over the 2019 expenditure of $19,961.00; and
Whereas Clarington has "Transparency Policy F-11" which states that the
Municipality of Clarington actively "encourages and fosters stakeholder
participation, clarity and openness in the decision making process".
Now therefore be it resolved that Staff be directed to produce the General
Ledgers by department to members of Council at their earliest convenience for
all furnishings purchased in 2020, for all Staff Development in 2020 and for all
travel in 2020.
Yes (2): Councillor Neal, and Councillor Traill
No (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
and Councillor Zwart
Motion Lost on a Recorded Vote, Later in the Meeting, See following
Motions (2 to 5)
Resolution # C-076-21
Moved by Councillor Traill
Seconded by Councillor Anderson
That "furnishings purchased in 2020", be divided from the foregoing Resolution
#C-075-21.
Carried
Resolution # C-077-21
Moved by Councillor Traill
Seconded by Councillor Anderson
That Staff be directed to produce the General Ledgers by department to
members of Council at their earliest convenience for all furnishings purchased in
2020.
Yes (3): Councillor Anderson, Councillor Neal, and Councillor Traill
No (4): Mayor Foster, Councillor Hooper, Councillor Jones, and Councillor Zwart
Motion Lost on a recorded vote (3 to 4)
The balance of the foregoing Resolution #C-075-21 was then put to a vote and
lost on a recorded vote.
The foregoing Resolution #C-066-21 was then put to a vote and carried as
amended on a recorded vote thus resulting in an estimated tax levy impact of
2.04%.
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Confirming By-law
Resolution # C-078-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
February 11, 2021 Special Council Minutes
That leave be granted to introduce By-law 2021-026, being a by-law to confirm
the proceedings of the Council of the Municipality of Clarington at a special
meeting held on February 11, 2021; and
That the said by-law be approved.
Carried
Adjournment
Resolution # C-079-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That the meeting adjourn at 6:56 p.m.
Carried
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