HomeMy WebLinkAbout2021-02-16Clar*wn
General Government Committee
Post -Meeting Agenda
Date: February 16, 2021
Time: 9:30 a.m.
Location: Council Members (in Chambers or MS Teams) I Members of the Public (MS
Teams)
Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for
accessibility accommodations for persons attending, please contact: Lindsey Patenaude,
Committee Coordinator, at 905-623-3379, ext. 2106 or by email at Iatenaude@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
AudioNideo Record: The Municipality of Clarington makes an audio and/or video record of
General Government Committee meetings. If you make a delegation or presentation at a General
Government Committee meeting, the Municipality will be recording you and will make the recording
public by on the Municipality's website, www.clarington.net/calendar
Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law,
this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by
the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or
placed on non -audible mode during the meeting.
Copies of Reports are available at www.clarington.net/archive
The Revised Agenda will be published on Friday after 4:15 p.m. Late items added or a change to
an item will appear with a * beside them.
1. Call to Order
2. Land Acknowledgement Statement
3. New Business — Introduction
As outlined in Corporate Policy F-11 Transparency and Accountability, the
Municipality of Clarington is committed to ensuring that it is accountable to the
public for its actions, through responsible and transparent behaviours and the
manner in which the municipality will try to ensure that its actions are
transparent to the public. Accordingly, Members of Council will endeavour to
provide New Business resolutions in advance of the meeting.
4. Adopt the Agenda
5. Declaration of Interest
6. Announcements
7. Adoption of Minutes of Previous Meeting
7.1. Minutes of a Regular Meeting of January 25, 2021
7.2. Minutes of a Special Meeting of January 29, 2021
7.3. Minutes of a Special Meeting of February 1-2, 2021
8. Delegations
*8.1. Tenzin Shomar and Hannah Oegema, Clarington Youth Council,
Regarding Youth Engagement in Clarington
2��. Hannah Gegema, Glarington Youth Gauncil, Regarding Youth
Engagement in Glarington
9. Communications — Receive for Information
Pages
6
20
28
49
9.1. Minutes of the Bowmanville Business Improvement Area dated January 57
22, 2021
9.2. Minutes of the Newcastle Community Hall Board dated January 19, 2021 59
9.3. Minutes of the Newcastle Business Improvement Area dated January 26, 61
2021
Page 2
10
9.4. Ralph Walton, Regional Clerk/Director of Legislative Services, Region of
Durham, Regarding Regional Broadband Network, Applications for
Provincial and Federal Funding
9.5. Mark Majchrowski, CAO, Kawartha Conservation, Regarding 2020 Year
in Review and 2021 Preliminary Budget
Link to view 2020 Year in Review (Page 38) and 2021 Draft Budget
(Page 149)
Link to 2020 Annual Report
9.6. Gary F. Cole, President of the West Beach Association, Regarding The
West Beach Association Annual Progress Report
*9.7. Patrick McNeil, Chair, Board of Directors, Elexicon Corporation,
Regarding Elexicon's 2019 Financial Performance
9.8. Annette Simonian, Clerk, Township of Augusta, Regarding Ontario Fire
College Closure
Communications — Direction
10.1. Henry and Annette Zekveld, Regarding a Request to End the Lockdown
(Motion for Direction)
10.2. Stephen Brake, Director of Public Works, Regarding Proposed Closure
of Highway 401 Westbound On -ramp at Duke Street
(Motion for Direction)
*10.3. Wendy Bracken and Linda Gasser, Regarding Durham Region's Plan to
Potentially Use Bottom Ash from the Durham/York Incinerator in a Road
Reconstruction Pilot Project in Clarington
(Motion for Direction)
(Additional Correspondence Added)
10.4. Matthew Allott, Owner/President, Manantler Craft Brewing Company
Inc., Regarding Manufacturer's Limited Liquor Sales Licence
(Motion for Direction)
10.5. Chair Mayor Foxton, Top Aggregate Producing Municipalities of Ontario
(TAPMO), Regarding Aggregate Properties Assessment
(Motion for Direction)
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10.6. Erica Mittag, Staff Liaison to the Diversity Advisory Committee,
91
Regarding Resolution #GG-469-20 - Prohibition of Hate Symbols
(Suggested Motion from Councillor Hooper Attached)
11.
Presentations
12.
Public Works Department Reports
12.1. PWD-012-21 Road Rationalization
93
12.2. PWD-013-21 Speed Limit Reduction to 40 km/h on Neighborhood
97
Collector B Roads
12.3. PWD-014-21 Newcastle Community Garden
109
13.
Emergency and Fire Services Department Reports
14.
Community Services Department Reports
15.
Legislative Services Department Reports
15.1. LGS-008-21 Assumption of Road Widenings
119
15.2. LGS-009-21 Appointments to the Ganaraska Forest Recreational User
123
Committee and Property Standards Committee
(Confidential Attachment Distributed Under Separate Cover)
15.3. LGS-010-21 Board and Committees By-law Update to Allow Electronic
128
Participation
15.4. LGS-011-21 Courtesy Pass — 3 Hour Parking
177
16.
Financial Services Reports
16.1. FSD-007-21 Annual Leasing Report - 2020
182
16.2. FSD-008-21 2020 Annual Commodity Hedging
184
16.3. FSD-009-21 Newcastle BIA Wreath Request
187
17.
CAO Office Reports
18.
New Business — Consideration
*18.1. Civil Marriage Ceremonies (Councillor Neal)
191
Page 4
19
20.
21
*18.2.
Mileage for Council Members (Councillor Neal)
192
(Motion has been Revised)
18.3.
Darlington Boulevard Design (Councillor Neal)
193
18.4.
Adelaide Avenue Extension (Councillor Jones)
194
*18.5.
Snowmobile Trails (Councillor Neal)
195
*18.6.
Retiree Health Benefits (Councillor Neal)
196
*18.7.
Councillor's Offices and Former Edna Thompson Building
*18.8.
Cost to Improve Courtice Shores Road and Parking for Courtice
Waterfront
*18.9.
Lands South of Uplands
*18.10.
Cost for Snow Clearing on Trails
*18.11.
Wilmot Creek
Unfinished Business
19.1.
Resolution #GG-113-20, Regarding, Report EGD-006-20 - Cedar Crest
197
Beach Rd and West Beach Rd Berm Review and Estimates (Referred
from the January 4, 2021 General Government Committee Meeting)
Link to Report EGD-006-20
Confidential Reports
20.1.
Verbal Update from Rob Maciver, Director of Legislative
Services/Municipal Solicitor, Regarding the Acquisition of the
Bowmanville Zoo Property
*20.2.
Question for Director - Anaerobic Digestor
*20.3.
Adelaide Avenue Extension
Adjournment
Page 5
Clarington
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Accessibility Co-ordinator at 905-623-3379 ext. 2131
General Government Committee
Minutes
Date: January 25, 2021
Time: 9:30 a.m.
Location: Council Members (in Chambers or MS Teams) I Members of
the Public (MS Teams)
Present Were: Mayor A. Foster
Present Via Electronic Councillor G. Anderson, Councillor R. Hooper, Councillor J.
Means: Jones, Councillor J. Neal, Councillor C. Traill, Councillor M.
Zwa rt
Staff Present: J. Newman, J. Gallagher, L. Patenaude
Present Via Electronic A. Allison, R. Maciver, S. Brake, T. Pinn, G. Acorn
Means:
1. Call to Order
Mayor Foster called the meeting to order at 9:30 a.m.
2. Land Acknowledgement Statement
Councillor Hooper led the meeting in the Land Acknowledgement Statement.
3. New Business — Introduction
Councillor Jones asked that a new business item, regarding Insurance and Park
Permits on Municipal Land, be added to the New Business — Consideration
section of the agenda.
Councillor Neal asked that a new business item, regarding Budget Books and
Garbage Cans be added to the New Business — Consideration section of the
agenda.
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General Government Committee Minutes January 25, 2021
4. Adopt the Agenda
Resolution # GG-041-21
Moved by Councillor Hooper
Seconded by Councillor Jones
That the Agenda for the General Government Committee meeting of January 18,
2021, be adopted with the following additions:
• New Business Item regarding Insurance and Park Permits on Municipal Land
• New Business Item regarding Budget Books
• New Business Item regarding Garbage Cans
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.
Recess
Resolution # GG-042-21
Moved by Councillor Jones
Seconded by Councillor Zwart
That the Committee recess for 5 minutes.
Motion Withdrawn
7. Adoption of Minutes of Previous Meeting
7.1 Minutes of a Regular Meeting of January 4, 2021
Resolution # GG-043-21
Moved by Councillor Jones
Seconded by Councillor Traill
That the minutes of the regular meeting of the General Government Committee
meeting held on January 4, 2021, be approved.
Carried
8. Delegations
There were no delegations.
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General Government Committee Minutes January 25, 2021
9. Communications — Receive for Information
Resolution # GG-044-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Communication Items 9.2 and 9.3, with the exception of 9.1, be received for
information.
Carried
9.2 Minutes of the Solina Community Hall Board dated July 23, 2020 and
December 2020
Resolution # GG-045-21
That Communication Item 9.2, Minutes of the Solina Community Hall Board
dated July 12, 2020 and December 2020 be received for information.
9.3 Chris Arnew, Superintendent, Business and Corporate Services, Kawartha
Pine Ridge District School Board, Regarding Notice of Passing an
Education Development Charge By-law
I OMe 11t 1106 0 .WeZeaILRa04
That Communication Item 9.3, Chris Arnew, Superintendent, Business and
Corporate Services, Kawartha Pine Ridge District School Board, regarding
Notice of Passing an Education Development Charge By-law, be received for
information.
9.1 Minutes of the Bowmanville Business Improvement Area dated November
10, 2020 and January 12, 2021
Resolution # GG-047-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Communication Item 9.1, Minutes of the Bowmanville Business
Improvement Area dated November 10, 2020 and January 12, 2021, be received
for information.
Carried
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General Government Committee Minutes January 25, 2021
10. Communications — Direction
10.1 Memo from Rob Maciver, Director of Legislative Services/Municipal
Solicitor, Regarding Backyard Hens
Resolution # GG-048-21
Moved by Councillor Jones
Seconded by Councillor Neal
That Communication Item 10.1, Memo from Rob Maciver, Director of Legislative
Services/Municipal Solicitor, regarding Backyard Hens, be received for
information.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, and Councillor Neal
No (2): Councillor Traill, and Councillor Zwart
Carried on a recorded vote (5 to 2)
11. Presentations
11.1 Sheila Hall, Executive Director and Gord Wallace, Director on Clarington
Board of Trade (CBOT) (Present at the request of Council to answer
questions on the Q4 CBOT Update)
Sheila Hall, Executive Director and Gord Wallace, Director on Clarington Board
of Trade, were present via electronic means to respond to questions from
Members of Committee. Mr. Wallace introduced himself and noted they are here
to provide clarity on their Q4 report which was to provide Committee with a
snapshot of the economy in relation to the pandemic. Ms. Hall answered
questions regarding the tax split between residential and commercial/industrial
land, warehouse businesses, pre -servicing land, the appetite for tax increase in
the community, how many opportunities are lost due to limited land availability,
digital mainstream program involvement, hurtles they experience with large
businesses, upcoming results for survey on the COVID-19 impact on businesses,
pre -servicing on Lake Road, and Courtice west side servicing challenges.
Resolution # GG-049-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the Delegation of Sheila Hall, Executive Director and Gord Wallace, Director
on Clarington Board of Trade (CBOT) regarding Questions from Members of
Council on the Q4 CBOT Update, be received with thanks.
Carried
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General Government Committee Minutes January 25, 2021
11.2 Trevor Pinn, Director of Financial Services/Treasurer, Regarding Municipal
Investing Options and Regulations
Trevor Pinn, Director of Financial Services/Treasurer, was present via electronic
means regarding municipal investing options and regulations. Mr. Pinn discussed
the legislative environment, current investments, and options for the future. He
stated that the legal list and prudent investor are the two investing options
available to the municipality. Mr. Pinn explained the variety of investment
instruments that the Municipality may use which includes bonds, debentures,
promissory notes or other indebtedness. He added that corporate debt may only
be held if they are secured by the assignment to a trustee of payments. Mr. Pinn
outlined the ratings of deposit receipts, deposit notes, certificates of deposit or
investment for financial institutions and bonds, debentures, promissory notes, or
other evidence of debt guaranteed for financial institutions. He explained the
other securities and asset -backed securities that the municipality may invest
in. Mr. Pinn explained the difference between the two prudent investor options:
investment board and joint investment board and noted the requirements for
each. He outlined the investment options through the investment board and
noted the guidance and risk between an investment policy and investment plan.
Mr. Pinn noted the options which include remaining in the legal list with the
current investment policy, remaining in the legal list but review the investment
policy and adjust strategy, or transition to prudent investor. Mr. Pinn provided an
explanation for both the legal list and prudent investor options for the future and
answered questions from Members of Committee.
Resolution # GG-050-21
Moved by Councillor Hooper
Seconded by Councillor Neal
That the Presentation of Trevor Pinn, Director of Financial Services/Treasurer
regarding Municipal Investing Options and Regulations, be received for
information.
Carried
Recess
Resolution # GG-051-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:33 a.m. with Mayor Foster in the Chair.
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General Government Committee Minutes January 25, 2021
12. Public Works Department Reports
Councillor Hooper chaired this portion of the meeting.
Resolution # GG-052-21
Moved by Mayor Foster
Seconded by Councillor Neal
That Report Items 12.1 to 12.7 be approved in accordance with the Agenda.
Carried
12.1 PWD-004-21 Robinson Ridge Phase 5 Subdivision Street By -Law
Assumption
Resolution # GG-053-21
That Report PWD-004-20 be received;
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2542 (Attachment 1), be approved; and
That all interested parties listed in Report and any delegations be advised of
Council's decision.
12.2 PWD-005-21 Foster Creek Phase 2 Subdivision Street By -Law Assumption
Resolution # GG-054-21
That Report PWD-005-21 be received;
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2540 (Attachment 1), be approved; and
That all interested parties listed in Report PWD-005-21 and any delegations be
advised of Council's decision.
12.3 PWD-006-21 Foster Creek Phase 3 Subdivision Street By -Law Assumption
Resolution # GG-055-21
That Report PWD-006-21 be received;
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2567 (Attachment 1), be approved; and
That all interested parties listed in Report PWD-006-21 and any delegations be
advised of Council's decision.
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General Government Committee Minutes January 25, 2021
12.4 PWD-007-21 Courtice Woods Subdivision Street By -Law Assumption
Resolution # GG-056-21
That Report PWD-007-21 be received;
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2539 (Attachment 1), be approved; and
That all interested parties listed in Report PWD-007-21 and any delegations be
advised of Council's decision.
12.5 PWD-008-21 Mallory Heights Phase 2 Subdivision, Certificate of
Acceptance and Street Assumption By -Law, Final Works Including Roads
and Other Related Works
Resolution # GG-057-21
That Report PWD-008-21 be received;
That the Director of Public Works be authorized to issue a Certificate of
Acceptance for the Final Works, which includes final stage roads and other
related works constructed within Plan 40M-2553.
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2553 (Attachment 1), be approved; and
That all interested parties listed in Report PWD-008-21 and any delegations be
advised of Council's decision.
12.6 PWD-009-21 Northglen West Phase 2 By -Law Assumption
Resolution # GG-058-21
That Report PWD-009-21 be received;
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2560 (Attachment 1), be approved; and
That all interested parties listed in Report PWD-009-21 and any delegations be
advised of Council's decision.
12.7 PWD-010-21 Townes of Scugog Street By -Law Assumption
Resolution # GG-059-21
That Report PWD-010-21 be received;
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2526 (Attachment 1), be approved; and
That all interested parties listed in Report and any delegations be advised of
Council's decision.
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General Government Committee Minutes January 25, 2021
12.8 PWD-011-21 Sports Court Upgrades
Resolution # GG-060-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Report PWD-011-21 be received;
That Council approve the $300,000 for the resurfacing of the Stuart Park tennis
courts and basketball court;
That one of the Stuart Park tennis courts be re -configured to provide four
pickleball courts;
That the Guildwood Park tennis courts be resurfaced;
That the expansion of the pickleball courts in Stuart Park, be financed through
Development Charges;
That the lights at Stuart Park be funded from the parkland dedication fund;
That Staff be directed to work with Kawartha Pine Ridge District School Board on
the Courtice Secondary School courts; and
That all interested parties listed in Report PWD-011-21 and any delegations be
advised of Council's decision.
Referred
Resolution # GG-061-21
Moved by Mayor Foster
Seconded by Councillor Neal
That the foregoing Resolution #GG-060-21, regarding PWD-011-21, Sports Court
Upgrades, be referred to the 2021 Budget.
Carried
13. Emergency and Fire Services Department Reports
There were no Reports for this section of the Agenda.
14. Community Services Department Reports
There were no Reports for this section of the Agenda.
15. Legislative Services Department Reports
Councillor Jones chaired this portion of the meeting.
The Committee recessed for their one hour scheduled break as per the
Procedural By- law.
The meeting reconvened at 12:56 p.m. with Mayor Foster in the Chair.
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General Government Committee Minutes January 25, 2021
15.1 LGS-005-21 2020 Clarington Accessibility Annual Status Update
Resolution # GG-062-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report LGS-005-21 be received;
That Report LGS-005-21 be placed on the Municipal website; and
That all interested parties listed in Report LGS-005-21, and any delegations, be
notified of Council's decision.
Carried
15.2 LGS-006-21 Voters' List for Municipal Elections
Councillor Traill returned to the meeting at 1:09 p.m.
Resolution # GG-063-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report LGS-006-21 be received for information.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, Councillor Traill, and Councillor Zwart
No (1): Councillor Neal
Carried (6 to 1)
15.3 LGS-007-21 Active Transportation and Safe Roads Advisory Committee —
Appointments and Changes to Terms of Reference
Resolution # GG-064-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report LGS-007-21 be received;
That Section D of the Terms of Reference be updated to change the composition
of the Clarington Active Transportation and Safe Roads Advisory Committee
from:
"shall be comprised of up to 10 voting members who must be Clarington
residents, and one (1) voting member of Council."
TO
"shall be comprised of a minimum of eight voting members to a maximum
of ten voting members who must be Clarington residents, and one voting
member of Council, with quorum being five members."
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General Government Committee Minutes January 25, 2021
That Section D of the Terms of Reference be updated to change the composition
of the Clarington Active Transportation and Safe Roads Advisory Committee to
add the following words:
"Clarington's appointee on the Durham Active Transportation Committee
be appointed to the Clarington Active Transportation and Safe Roads
Advisory Committee as a voting member in addition to the resident
appointees and the Member of Council."
That the following members be appointed to the Clarington Active Transportation
and Safe Roads Advisory Committee for a term ending December 31, 2022 or
until a successor is appointed:
Jeanne Winters
Arnold Mostert
Rick Stockman
Bart Kreps
James Boate
Melissa Claxton-Oldfield
Richard Claxton-Oldfield
Councillor Janice Jones
That the following members, who recently resigned, be thanked for their
contributions:
Frank Barter
Angela Bramley
Jerry Petryshyn
That Staff be directed to advertise for the current vacancies; and
That all interested parties listed in Report LSD-007-21 and any delegations be
advised of Council's decision.
Carried
16. Finance Department Reports
There were no Reports for this section of the Agenda.
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General Government Committee Minutes January 25, 2021
17. CAO Office Reports
17.1 CAO-001-21 Strategic Plan Update
Resolution # GG-065-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Report CAO-001-21 be received; and
That staff be directed to pursue no further action in relation to the strategic goal
to establish and develop a unique Clarington brand for promoting our community.
Motion Withdrawn
Resolution # GG-066-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report CAO-001-21 be received;
That the Municipality of Clarington advertise for a Steering Committee regarding
municipal branding strategies;
That the Steering Committee be composed of local individuals who have a
connection to branding and marketing;
That the Steering Committee work in conjunction with the Tourism Advisory
Committee, Clarington Board of Trade, and Business Improvement Areas, to
assist in achieving a branding identity.
Carried
18. New Business — Consideration
18.1 Insurance and Park Permits on Municipal Land
Resolution # GG-067-21
Moved by Councillor Jones
Seconded by Councillor Neal
That Staff be directed to report back, at a future General Government Committee
meeting, regarding options for insurance and park permits for events on
Municipal Land including outdoor skating rinks.
Carried
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General Government Committee Minutes January 25, 2021
18.2 Budget Books
Resolution # GG-068-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Council receive a full line by line budget book.
Yes (3): Councillor Jones, Councillor Neal, and Councillor Traill
No (4): Mayor Foster, Councillor Anderson, Councillor Hooper, and Councillor
Zwart
Motion Lost Later in the Meeting on a recorded vote (3 to 4)
Resolution # GG-069-21
Moved by Councillor Traill
Seconded by Councillor Jones
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-068-21 for a second time.
Motion Lost
The foregoing Resolution #GG-068-21 was then lost on a recorded vote.
18.3 Garbage Cans
Resolution # GG-070-21
Moved by Councillor Neal
Seconded by Councillor Jones
That garbage cans be installed at postal boxes; and
That Staff be directed to review the fines for depositing dog waste on municipal
and private property, and report back at a General Government Committee
meeting.
Referred
Resolution # GG-071-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #GG-070-21 be referred to Staff.
Carried
19. Unfinished Business
19.1 Implementation of Phase 2 of Grant Thornton Report (Tabled from Closed
Session of September 28, 2020 General Government Committee Meeting)
This matter was considered later in the meeting.
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General Government Committee Minutes January 25, 2021
19.2 Appointment of Economic Development Liaison (as per Resolution #GG-
037-21 from January 4, 2021 General Government Committee Meeting)
Resolution # GG-072-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Unfinished Business Item 19.2 be referred to the General Government
Committee meeting dated June 21, 2021.
Yes (4): Mayor Foster, Councillor Anderson, Councillor Hooper, and Councillor
Zwart
No (3): Councillor Jones, Councillor Neal, and Councillor Traill
Carried Later in the Meeting on a Recorded Vote (4 to 3)
Resolution # GG-073-21
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 #GG-072-21 for a second time.
Carried
The foregoing Resolution #GG-072-21 was then put to a vote and carried.
20. Confidential Reports
Closed Session
Resolution # GG-074-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as
amended, the meeting be closed for the purpose of discussing with the following
matters that deal with:
• Personal matters about an identifiable, including municipal or local board
employees; and
• Labour relations or employee negotiations.
Carried
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General Government Committee Minutes January 25, 2021
Rise and Report
The meeting resumed in open session at 3:59 p.m.
Mayor Foster advised that two items were discussed in "closed" session in
accordance with Section 239(2) of the Municipal Act, 2001, as amended, and no
resolutions.
20.1 Implementation of Phase 2 of Grant Thornton Report (Tabled from Closed
Session of September 28, 2020 General Government Committee Meeting)
Lifted from the Table
Resolution # GG-075-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the matter of Item 19.1, regarding Implementation of Phase 2 of Grant
Thornton Report, be lifted from the table.
Carried
The Confidential Resolution #CGG-027-20, regarding Phase 2 of Grant Thornton
Report was now before Committee. The resolution was withdrawn.
21. Adjournment
Resolution # GG-076-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the meeting adjourn at 4.04 p.m.
Carried
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Clarington
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Special General Government Committee
Minutes
Date: January 29, 2021
Time: 9:30 AM
Location: Council Members (in Chambers or MS Teams) I Members of
the Public (MS Teams)
Present Were: Councillor J. Neal, Mayor A. Foster, Councillor G. Anderson,
Present Via Electronic Councillor R. Hooper, Councillor J. Jones, Councillor C. Traill,
Means: Councillor M. Zwart
Staff Present: J. Newman, L. Patenaude
Staff Present Via A. Allison, T. Pinn, G. Acorn, F. Langmaid, S. Brake, J.
Electronic Means: Gallagher, G. Weir, F. Langmaid, B. Radomski
1. Call to Order
Councillor Neal called the meeting to order at 9:31 a.m.
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. Presentations
4.1 Trevor Pinn, Director of Financial Services/Treasurer, Regarding 2021
Operating and Capital Budget
Councillor Traill joined the meeting at 9:33 a.m.
Trevor Pinn, Director of Financial Services/Treasurer, was present via electronic
means regarding the 2021 Operating and Capital Budget. Mr. Pinn provided a
brief overview of the 2021 Budget and highlighted the following:
External Factors
• COVID-19 Economic Recovery and Assessment Impacts
• Funding Opportunities
Trevor Pinn answered questions from Members of Committee.
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Special General Government Committee Minutes of January 29, 2021
Historical Trends
• 2021 Growth and Tax Levy (1 % equals $627, 474)
• Historical Assessment
• 2021 Assessment Mix
• How the Money is Spent 2020
• Municipal Budget Increases, Capital Support, and Capital Costs
Trevor Pinn answered questions from Members of Committee.
BMA Comparative Review
• Province Wide Municipal Study - BMA Consulting
• Socio-Economic Factors Overview
• Financial Indicators - Sustainability, Vulnerability, and Flexibility
• Comparing Levy and User Fees
• Property Taxes - 2020 Comparatives
• Detached Bungalow - 2015 to 2020
• Two -storey home - 2015 to 2020
• Comparison between Oshawa and Clarington
• Affordability of Taxes
Trevor Pinn answered questions from Members of Committee.
Citizen Engagement
• Videos posted on YouTube
Trevor Pinn answered questions from Members of Committee.
Asset Management
• Regulatory Requirements
• Asset Management in Clarington
• Capital Budget - Summary by Financing
• Capital Budget - Summary by Department
Trevor Pinn answered questions from Members of Committee.
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Special General Government Committee Minutes of January 29, 2021
Reserves and Reserve Funds
• Reserve Fund - Balances
• 2021 Reserve Fund - Contributions, and Withdrawals
• 2021 Reserves - Contributions and Withdrawals
Trevor Pinn answered questions from Members of Committee.
Recess
Resolution # GG-077-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:07 a.m. with Councillor Neal in the Chair.
Long-term Debt Management
• Debt Regulations
• Debt Servicing Costs vs Annual Repayment Limit
• Total Ending Balance for Existing Long-term Debt
Trevor Pinn answered questions from Members of Committee.
2021 Budget Submission
• The Levy (proposed 2021 budget is below target at 2.50 per cent which
equals $38 for the average residential taxpayer)
• Council Strategic Plan
o Engaged Communities
o Strong Economy
o Sustainable Infrastructure Growth
o Legacy Projects
o Environmental Sustainability
• 2021 Corporate Wide comments
• 2021 Staffing Requests
• 2021 Budget Highlights for the Office of the CAO, Legislative Services,
Financial Services, Emergency and Fire Services, Public Works, Community
Services, and Planning and Development Services
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Special General Government Committee Minutes of January 29, 2021
External Agencies and Related Organizations
• Levies, BIA's
• Historical External Agency Support
Trevor Pinn answered questions from Members of Committee.
Next Steps
• Upcoming Meeting Dates February 1, 2021 Special General Government
Committee Meeting (Budget) February 8, 2021 Council Meeting with Budget
Ratification
o February 1, 2021 Special General Government Committee Meeting
(Budget)
o February 8, 2021 Council Meeting with Budget Ratification
• Unbudgeted Needs (B List)
Trevor Pinn concluded by answering questions from Members of Committee.
Suspend the Rules
Resolution # GG-078-21
Moved by Councillor Anderson
Seconded by Mayor Foster
That the Rules of Procedure be suspended to extend the meeting for an
additional 10 minutes until 12:10 p.m.
Carried
Resolution # GG-079-21
Moved by Councillor Zwart
Seconded by Mayor Foster
That the Presentation from Trevor Pinn, Director of Financial Services/ Treasurer
regarding 2021 Operating and Capital Budget, be referred to the 2021 Budget
deliberations on February 1, 2021.
Carried
The Committee recessed for their one hour scheduled break as per the
Procedural By- law.
The meeting reconvened at 1:00 p.m. with Councillor Neal in the Chair.
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Special General Government Committee Minutes of January 29, 2021
5. Delegations
5.1 Linda Kent, CEO, Clarington Library, Museums & Archives and Steven
Cooke, Chair, Public Library Board, Regarding the 2021 Operating and
Capital Budget
Linda Kent, Library Director, Clarington Public Library and Steven Cooke, Chair,
Clarington Public Library Board were present regarding the 2021 Operating and
Capital Budget. Mr. Cooke made a verbal presentation to accompany an
electronic presentation. He reviewed the Library and Museum 2021 municipal
budget request of $3,578,879.00 which will support joint operating costs. Mr.
Cooke advised the Committee that they are requesting capital funding of
$323,075.00. He noted that the capital funds will be used to purchase Library
Collection Materials and technology funds to support both the Library and
Museum operations. Mr. Cooke stated that the merger of the Library and
Museum in 2020 created immediate efficiencies in administration, health and
safety, and marketing. He added that the pandemic had a huge impact on the
Library and Museum and highlighted the way they have worked to keep people
connected to their services. Mr. Cooke noted that a new service called
PressReader has been released which provides digital access to Canadian,
American, and British newspapers and magazines. He noted that the 2020
electronic statistics have increased significantly compared to 2019. Mr. Cooke
outlined their virtual education programs noting they introduced "Tools for
School" which is a web portal that connects educators, home schoolers, and
caregivers directly to the Library educational resources. He provided the
Committee an overview on how they are staying connected with the Community
during the pandemic and concluded by thanking Linda Kent, CEO, Clarington
Library and Clarington Staff for their work in 2020. Mr. Cooke and Ms. Kent
answered questions from Members of Committee.
5.2 Angie Darlison, Executive Director and David Penney, President/Treasurer,
Bowmanville Older Adult Association, Regarding the 2021 Operating and
Capital Budget
Angie Darlison, Executive Director, and David Penney, Vice President,
Bowmanville Older Adult Association (BOAA) were present regarding the 2020
Operating and Capital Budget. Ms. Darlison made a verbal presentation to
accompany an electronic presentation. She provided the Committee with an
overview of the BOAA's strategic plan initiatives and highlighted their mission and
vision statements. Ms. Darlison outlined the comparison of 2019 to 2020, noting
2019 was a record -breaking year. She stated that when the pandemic started,
they shut the building down, laid off most staff and stopped in -person
programming. Ms. Darlison added that they pivoted their operations to allow for
online programming and more social media interaction. She provided an
overview of the average membership statistics and the average membership by
age range and location. Ms. Darlison explained the total monthly participation
comparison between 2019 and 2020.
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Special General Government Committee Minutes of January 29, 2021
She provided an update on the programs offered in -person and electronically, the
new monthly added programs, and outlined the testimonials received. Ms.
Darlison reviewed their 2021 revenue budget highlighting their municipal grant
request of $318,569.00 and would ask for support due to the uncertainty of
COVID-19. She provided an overview of their expense budget and answered
questions from Members of Committee.
5.3 Dionne Powlenzuk, Executive Director, Visual Arts Centre of Clarington,
Regarding the 2021 Operating and Capital Budget
Dionne Powlenzuk, Executive Director, Visual Arts Centre of Clarington (VAC)
was present via electronic means regarding the 2020 Operating and Capital
Budget. Ms. Powlenzuk made a verbal presentation to accompany an electronic
presentation. She advised the Committee that the VAC is requesting
$223,315.00 from the Municipality of Clarington which will support the quality and
consistency of the services they provide for the community. Ms. Powlenzuk
provided an overview of the 2020 exhibition artists and explained that the VAC
secured a project grant from the Canada Council of the Arts. She continued to
explain that in 2020, the VAC received operating funding from the Ontario Arts
Council and received a record number of student grants from the Young Canada
Works - Canadian Museum Association and Canada Summer Jobs
programs. Ms. Powlenzuk noted that all their programs were moved online due
to the pandemic. She explained that their 2021 programming is moving to a
community -centric focus of artistic -cultural programs through community -
engaged collaborative art experiences. Ms. Powlenzuk highlighted the loft gallery
commission, site -specific installations, fossilized sunshine, new sanctuaries, and
bodies in conflict. She concluded by highlighting their programs offered for online
engagement and answered questions from Members of Committee.
5.4 Veronica Breen, Coordinator for the Clarington Youth Centres and Patti
Harrington, Manager of Finance and Program Administration, John Howard
Society of Durham, Regarding the 2021 Operating and Capital Budget
Veronica Breen, Coordinator, and Patti Harrington, Finance Manager, Clarington
Youth Centres (John Howard Society), was present via electronic means
regarding the 2020 Operating and Capital Budget. She made a verbal
presentation to accompany an electronic presentation. Ms. Breen provided an
overview of their programs and services noting they saw an increase of youth
requiring support. She noted that due to the pandemic, they were not able to
meet their goal for 2020 due to building closures and added they are focused on
what they have accomplished and continue to do during the pandemic. She
reviewed their 2021 municipal budget request of $336,299.00 and the
comparison of their revenue from 2020 vs 2021. Ms. Breen reviewed their
programs and services offered in 2020 noting fulltime youth have received cell
phones which provides a direct contact and emergency number. She noted that
they have modified their programming and added that their social media received
over 3000 engagements. She provided an overview of the number of visits,
number of clients, age breakdown and average visits per day.
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Special General Government Committee Minutes of January 29, 2021
She explained that the values of the Clarington Youth Centres and their
importance is to provide youth with more opportunities to learn, develop, connect
with their community, and empower youth to get involved. Ms. Breen reviewed
their 2021 municipal budget request of $336,228.00 and provided an overview of
the request.
Suspend the Rules
Resolution # GG-080-21
Moved by Mayor Foster
Seconded by Councillor Jones
That the Rules of Procedure be suspended to extend the delegation for an
additional 2 minutes.
Carried
Ms. Breen concluded by highlighting the services provided to assist families
during the pandemic and noted they can't wait to see the opportunities 2021 will
bring.
Resolution # GG-081-21
Moved by Mayor Foster
Seconded by Councillor Anderson
That the following delegations be received with thanks and referred to the 2021
Budget deliberations on February 1, 2021:
• Linda Kent, CEO, Clarington Public Library, Museums & Archives and Steven
Cooke, Chair, Public Library Board;
• Angie Darlison, Executive Director and David Penney, President/Treasurer,
Bowmanville Older Adult Association;
• Dionne Powlenzuk, Executive Director, Visual Arts Centre; and
• Veronica Breen, Coordinator for the Clarington Youth Centres and Patti
Harrington, Manager of Finance and Program Administration, John Howard
Society of Durham.
Carried
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Special General Government Committee Minutes of January 29, 2021
6. 2021 Budget - External Agency Submissions (Previously Distributed to
Members of Council)
Resolution # GG-082-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That the 2021 Budget - External Agency Submissions, be referred to the 2021
Budget deliberations on February 1, 2021.
Carried
7. Adjournment
Resolution # GG-083-21
Moved by Councillor Anderson
Seconded by Mayor Foster
That the meeting adjourn at 2:42 p.m.
Carried
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Clarbgton
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
Date/Time: February 1, 2021 at 9:30 a.m. and continuing on February 2,
2021 at 7:00 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.
Zwa rt
Staff Present: J. Gallagher (February 1, 2021), J. Newman (February 2, 2021),
M. Chambers
Present by Electronic A. Allison, G. Acorn, F. Langmaid, R. Maciver, S. Brake, T. Pinn,
Means: G. Weir, B. Radomski, J. Gallagher (February 2, 2021)
1. Call to Order
Mayor Foster called the meeting to order at 9:30 a.m.
2. Land Acknowledgement Statement
Councillor Jones led the meeting in the Land Acknowledgement Statement.
3. Declaration of Interest
Councillor Hooper declared a direct interest in recommendations 3 and 4 of Report
FSD-005-21 - 2021 Operating and Capital Budget.
4. Delegations
None
5. Presentations
None
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Clarington
6. Communications - Receive for Information
February 1 to 2, 2021
Special General Government
Committee Meeting
6.1 Minutes of the Special Budget Meeting of the Bowmanville Business
Improvement Area Board of Management dated January 22, 2021
Resolution # GG-084-21
Moved by Councillor Anderson
Seconded by Councillor Zwart
That Communication Item 6.1 be received for information.
Carried
7. Staff Reports
7.1 FSD-006-21 - South Bowmanville Recreation Centre Partnership Opportunity
Resolution # GG-085-21
Moved by Councillor Traill
Seconded by Councillor Anderson
That Report FSD-006-21 be received; and
That Staff be directed to undertake a "market sounding" exercise for private -public
partnerships and report back to Council.
Motion referred, later in the meeting, see following motions
Resolution # GG-086-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #GG-085-21 be amended by:
1) Deleting the words "market sounding exercise" and replacing with the
words "request for information from qualified parties"
2) Inserting the word "a)" in front of "private -public partnerships"
3) Inserting the words "b) design build options " prior to "and report back to
Council"
Motion referred, later in the meeting, see following motions
Resolution # GG-087-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Resolution #GG-086-21 be referred back to staff to consider potential
alternative locations and to propose possible components.
Carried Later in the Meeting, see following motion
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Clarington
Resolution # GG-088-21
Moved by Councillor Neal
Seconded by Councillor Hooper
February 1 to 2, 2021
Special General Government
Committee Meeting
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-087-21 for a second time.
Carried
The foregoing Resolution #GG-087-21 was then put to a vote and carried.
Resolution # GG-089-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That the foregoing Resolution #GG-085-21 be referred back to Staff.
Carried, later in the meeting, see following motions
Resolution # GG-090-21
Moved by Councillor Anderson
Seconded by Councillor Jones
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-089-21 for a second time.
Carried
The foregoing Resolution #GG-089-21 was then put to a vote and carried.
Recess
Resolution # GG-091-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 10:43 a.m. with Mayor Foster in the Chair.
7.2 FSD-005-21 - 2021 Operating and Capital Budgets
Resolution # GG-092-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
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 2.50 per cent, exclusive of tax policy impacts, as directed in FSD-005-21;
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Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
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;
That the financing of capital projects, as outlined in the 2021 Draft Budget Book,
be approved;
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 (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Traill, and Councillor Zwart
No (1): Councillor Neal
Carried as amended, on a recorded vote, later in the meeting (6 to 1)
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Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
Councillor Hooper declared a direct interest in recommendation 3 and 4 of Report
FSD-005-21 - 2021 Operating and Capital Budgets as he owns a business in the
Bowmanville Business Improvement Area. Councillor Hooper muted his video and
audio and refrained from discussion on this matter.
Resolution # GG-093-21
Moved by Councillor Neal
Seconded by Councillor Zwart
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
Councillor Hooper returned to the meeting.
Resolution # GG-094-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That the Museum/Library funding increase ask of 1.8% be reduced to zero; and
transfer the increased ask amount to the general reserve fund for future staffing
needs.
Motion Withdrawn
Resolution # GG-095-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That the Museum/Library funding "increase ask of 1.8%" be reduced to zero.
Carried
Resolution # GG-096-21
Moved by Councillor Neal
Seconded by Councillor Traill
That $300,000 annualized, and net of the savings from contract positions, be
approved to replace the new staff positions, to be determined by the CAO.
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)
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Clarington
Resolution # GG-097-21
Moved by Councillor Traill
Seconded by Councillor Jones
February 1 to 2, 2021
Special General Government
Committee Meeting
That the $3,949 increase for the Visual Arts Centre (VAC), be deleted from the
2021 Budget.
Carried
Resolution # GG-098-21
Moved by Councillor Traill
Seconded by Councillor Anderson
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.
Carried
Resolution # GG-099-21
Moved by Councillor Neal
Seconded by Councillor Traill
That any conference and travel expenses for Mayor and Council, as well as Staff,
which are not online/virtual conferences, be removed from the 2021 Budget.
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 (3 to 4)
Resolution # GG-100-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #GG-099-21 be amended by adding the following
after the words "virtual conferences":
"with the exception of in -person conferences that are made available for
Staff".
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)
The foregoing Resolution #GG-099-21 was then put to a vote and lost on a
recorded vote.
The Committee recessed for their one hour scheduled break as per the Procedural
By- law.
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Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
The meeting reconvened at 1:00 p.m. with Mayor Foster in the Chair.
Resolution # GG-101-21
Moved by Councillor Traill
Seconded by Councillor Neal
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.
Carried
Resolution # GG-102-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
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.
Carried
Resolution # GG-103-21
Moved by Councillor Anderson
Seconded by Councillor Jones
That the increased contribution to playground equipment reserve fund for additional
annual parks in the amount of $300,000 be included in the 2021 Budget.
Motion Withdrawn
Resolution # GG-104-21
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the increase contribution to playground equipment reserve fund for additional
annual parks in the amount of $130,000, be included in the 2021 Budget.
Carried
Resolution # GG-105-21
Moved by Councillor Jones
Seconded by Councillor Neal
That $100,000 for upgrades to Glenabbey Parkette, be included in the 2021 Budget
to be funded through the tax levy.
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Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
Yes (4): Councillor Anderson, Councillor Jones, Councillor Neal, and Councillor
Traill
No (3): Mayor Foster, Councillor Hooper, and Councillor Zwart
Carried on a recorded vote (4 to 3)
Resolution # GG-106-21
Moved by Councillor Neal
Seconded by Councillor Jones
That all new staffing items be moved to the "Schedule B List" for consideration.
Motion Lost
Resolution # GG-107-21
Moved by Councillor Traill
Seconded by Councillor Neal
That the proposed full-time position of Corporate Policy Analyst, be deleted.
Motion Withdrawn
Resolution # GG-108-21
Moved by Councillor Traill
Seconded by Councillor Hooper
That the increase of $4,200 for Communications - Materials and Supplies for the
Office of the CAO, be deleted.
Carried
Resolution # GG-109-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
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.
Carried
Resolution # GG-110-21
Moved by Councillor Neal
Seconded by Councillor Traill
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.
Carried
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Clarington
Resolution # GG-111-21
Moved by Councillor Traill
Seconded by Councillor Neal
February 1 to 2, 2021
Special General Government
Committee Meeting
That Legislative Services - Admin - Contracted Services, be reduced by $10,000 to
a total of $10,800.
Carried
Resolution # GG-112-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the additional summer student for the Energy and Climate Change Team in
the amount of $11,100, be included in the 2021 Budget.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
and Councillor Zwart
No (2): Councillor Neal, and Councillor Traill
Carried on a recorded vote (5 to 2)
Resolution # GG-113-21
Moved by Councillor Anderson
Seconded by Councillor Zwart
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.
Yes (7): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Neal, Councillor Traill, and Councillor Zwart
Carried (7 to 0)
Recess
Resolution # GG-114-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 3:15 p.m. with Mayor Foster in the Chair.
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Clarington
Resolution # GG-115-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
February 1 to 2, 2021
Special General Government
Committee Meeting
That 0.5% of the tax levy ($315,000 for the 2021 Budget) be allocated, annually, to
an "arena reserve fund".
Yes (4): Mayor Foster, Councillor Anderson, Councillor Hooper, and Councillor
Zwart
No (3): Councillor Jones, Councillor Neal, and Councillor Traill
Carried Later in the Meeting, see following motion (4 to 3)
Resolution # GG-116-21
Moved by Councillor Zwart
Seconded by Councillor Traill
That the question now be put.
Carried
The foregoing Resolution #GG-115-21 was put to a vote and carried.
Resolution # GG-117-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the Municipal Law Enforcement Budget be reduced by $160,000 to a total of
$800,000.
Motion Withdrawn, later in the meeting, see following motions
Resolution # GG-118-21
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 #GG-117-21 for a second time.
Carried
Resolution # GG-119-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the meeting recess until February 2, 2021 at 7:00 p.m.
Carried Later in the Meeting, see following motions
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Clarington
Recess
Resolution # GG-120-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the Committee recess for 10 minutes.
Carried
February 1 to 2, 2021
Special General Government
Committee Meeting
The meeting reconvened at 4:16 p.m. with Mayor Foster in the Chair.
The foregoing Resolution #GG-119-21 was put to a vote and carried.
The Committee rose at 4:20 p.m. and recessed until February 2, 2021 at 7:00 p.m.
The Committee reconvened on February 2, 2021 at 7:00 p.m. with Mayor Foster in
the Chair.
Councillor Neal withdrew Resolution #GG-117-21.
Resolution # GG-121-21
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.
Carried
Resolution # GG-122-21
Moved by Councillor Traill
Seconded by Councillor Anderson
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.
Carried
Resolution # GG-123-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That St. Lighting-Urban/Rural, be reduced by $150,000 as agreed between the
Director of Public Works and Director of Financial Services.
Carried
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Clarington
Resolution # GG-124-21
Moved by Councillor Traill
Seconded by Councillor Anderson
February 1 to 2, 2021
Special General Government
Committee Meeting
That the $140,000 allocated for the sidewalk portion of road rehabilitation of
Parkway Crescent, be deleted.
Carried
Resolution # GG-125-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
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.
Carried
Resolution # GG-126-21
Moved by Councillor Neal
Seconded by Councillor Jones
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;
That the provision of lights for pickleball, tennis and basketball courts be funded
from the provision in the budget; 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.
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)
Resolution # GG-127-21
Moved by Councillor Neal
Seconded by Councillor Jones
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.
Carried
12
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Clarington
Resolution # GG-128-21
Moved by Councillor Traill
Seconded by Councillor Jones
February 1 to 2, 2021
Special General Government
Committee Meeting
That the position of the Development Review Technician in the Infrastructure
Division, be approved contingent on the implementation of a public GANTT Chart.
Motion Withdrawn, later in the meeting, see following motions
Resolution # GG-129-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-128-21 for a second time.
Carried
Resolution # GG-130-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the foregoing Resolution #GG-128-21 be amended by adding the following at
the end:
"or other publicly available measurement tool."
Motion Withdrawn
Councillor Traill withdrew Resolution #GG-128-21.
Resolution # GG-131-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
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.
Carried
Resolution # GG-132-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Park Forestry - Contract be reduced by $235,000 to a total of $465,000.
Motion Withdrawn
13
Page 40
Clarington
Resolution # GG-133-21
Moved by Councillor Traill
Seconded by Councillor Neal
February 1 to 2, 2021
Special General Government
Committee Meeting
Whereas on March 16, 2020 the Province recommended the closure of all
recreation programs, libraries, private schools, daycares and a state of emergency
was declared on March 17, 2020 which was extended every month until July, 2020;
Whereas in late March 2020 and into April 2020 at the beginning of the first
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 when the second lockdown was announced and the Provincial direction
was for employees to work from home where possible, the number of staff working
from home increased and the transition to appointments -only was made to reduce
the number of staff coming into the MAC;
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 which remains in effect as of this Motion,
February 2, 2021; and
Whereas notwithstanding the foregoing, Clarington's travel budget in 2020
increased by $17,895.00; from $256,792.00 in 2019 to $274,687.00 in 2020 and is
projected to be $246,222 in 2021, representing only a 10% reduction from 2020;
Now Therefore be it Resolved that:
Staff be directed to produce the General Ledgers by department to members of
Council for all non -discretionary travel expenses recorded in 2020 on or before
the February 8, 2021 Council meeting; and
The travel budget for all departments be reduced by a target of 75%, inclusive of
any reductions already made.
Motion Divided, see following motions.
Resolution # GG-134-21
Moved by Councillor Traill
Seconded by Councillor Neal
That recommendations 1 and 2 of the foregoing Resolution #GG-133-21, be
divided.
Carried
14
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Clarington
Resolution # GG-135-21
Moved by Councillor Traill
Seconded by Councillor Neal
February 1 to 2, 2021
Special General Government
Committee Meeting
That Staff be directed to produce the General Ledgers by department to Members
of Council for all non -discretionary travel expenses recorded in 2020 on or before
the February 8, 2021 Council meeting.
Motion Lost
Resolution # GG-136-20
Moved by Councillor Traill
Seconded by Councillor Neal
That the discretionary travel budget for all departments be reduced by a target of
75%, inclusive of any reductions already made.
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)
Recess
Resolution # GG-137-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 9:14 p.m. with Mayor Foster in the Chair.
Resolution # GG-138-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That Council approve the transfer from the RSRF of $100,000 to reflect the impact
of COVID-19 in 2021 and reduce the overall impact to the taxpayer.
Motion Withdrawn, later in the meeting, see following motions
Recess
Resolution # GG-139-21
Moved by Councillor Anderson
Seconded by Councillor Traill
That the Committee recess for 10 minutes.
Carried
15
Page 42
Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
The meeting reconvened at 9:40 p.m. with Mayor Foster in the Chair.
Councillor Hooper withdrew Resolution #GG-138-21
Resolution # GG-140-21
Moved by Councillor Hooper
Seconded by Councillor Traill
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;
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 rate stabilization reserve fund.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Traill, and Councillor Zwart
No (1): Councillor Neal
Carried on a recorded vote, later in the meeting (6 to 1)
Resolution # GG-141-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the foregoing Resolution #GG-140-21 be amended by adding the following:
"That the travel expenses for Regional Councillor Ward 1 and 2 be reduced
to $3000; and
That the travel expenses for Local Councillor Ward 3 be reduced to $3000."
Yes (2): Councillor Neal, and Councillor Traill
No (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
and Councillor Zwart
16
Page 43
Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
Motion Lost on a recorded vote, later in the meeting (2 to 5)
Recess
Resolution # GG-142-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 10:00 p.m. with Mayor Foster in the Chair.
The foregoing Resolution #GG-141-21 was then put to a vote and lost on a
recorded vote.
The foregoing Resolution #GG-140-21 was then put to a vote and carried.
Resolution # GG-143-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
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.
Carried
Resolution # GG-144-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the flat mileage allowances for Mayor and council be eliminated, and that it be
replaced with a mileage based system at the standard rate for the municipality, and
with all claims to be submitted to the Director of Financial Services monthly.
Yes (2): Councillor Neal, and Councillor Traill
No (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
and Councillor Zwart
Motion Lost (2 to 5)
Resolution # GG-145-21
Moved by Councillor Traill
Seconded by Councillor Neal
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;
17
Page 44
Clarington
February 1 to 2, 2021
Special General Government
Committee Meeting
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.
Carried
Resolution # GG-146-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Fleet OVHD-Trsf to RF be reduced by $500,000 to a total of $585,000.
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)
Resolution # GG-147-21
Moved by Councillor Traill
Seconded by Councillor Neal
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 there are some items in the 2021 budget that are discretionary expenses;
Whereas every dollar that taxpayers can keep in their pockets should stay in their
pockets;
Whereas some Clarington residents have lost their jobs who are relying on CERB
to survive, are struggling to put food on the table and may even be at risk of losing
their homes or apartments; and
Whereas when the economy has returned to normal after the pandemic,
discretionary account funding can be restored to 100% of pre-COVID-19 levels;
in
Page 45
Clarington
Now Therefore be it Resolved That:
February 1 to 2, 2021
Special General Government
Committee Meeting
• Staff be directed to produce a spreadsheet detailing all discretionary accounts
(i.e. vehicle replacement) on or before the February 8, 2021 Council meeting;
and
• Staff make recommendations to reduce discretionary expenses by 75%
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)
Resolution # GG-148-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the Community Services expenses be reduced by $700,000 to offset drop in
revenue from the budgeted revenue.
Yes (1): Councillor Neal
No (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Traill, and Councillor Zwart
Motion Lost, later in the meeting, see following motions (1 to 6)
Suspend the Rules
Resolution # GG-149-21
Moved by Councillor Anderson
Seconded by Councillor Traill
That the Rules of Procedure be suspended to extend the meeting until 11:30 p.m.
The foregoing Resolution #GG-148-21 was then put to a vote and lost on a
recorded vote.
Carried
Resolution # GG-150-21
Moved by Councillor Traill
Seconded by Councillor Jones
That the $300,000 allocated to restoration at the Shaw House, be funded through
the Tax Rate Stabilization Reserve Fund.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor Jones,
Councillor Traill, and Councillor Zwart
No (1): Councillor Neal
19
Page 46
Clarington
Carried on a recorded vote (6 to 1)
Resolution # GG-151-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the Tourism Budget be reduced by $50,000.
Carried
Resolution # GG-152-21
Moved by Councillor Traill
Seconded by Councillor Anderson
February 1 to 2, 2021
Special General Government
Committee Meeting
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 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 COVID-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
2. 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
3. That all interested parties be notified of Council's decision including the
Clarington Active Transportation and Safe Roads Committee.
Carried
20
Page 47
Clarington
Suspend the Rules
Resolution # GG-153-21
Moved by Councillor Hooper
Seconded by Councillor Traill
February 1 to 2, 2021
Special General Government
Committee Meeting
That the Rules of Procedure be suspended to extend the meeting until 12:00 a.m.
Carried
Resolution # GG-154-21
Moved by Councillor Neal
Seconded by Councillor Traill
That the electric cars be run on a common fleet base.
Motion Withdrawn
Resolution # GG-155-21
Moved by Councillor Neal
Seconded by Councillor Traill
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.
Carried Later in the Meeting, see following motion
Resolution # GG-156-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #GG-155-21 be amended by adding the following:
"That the Darlington Boulevard Project in the amount of $288,512 be placed
into a reserve fund and the issue be further investigated before any work is
done."
Motion Withdrawn
The foregoing Resolution #GG-155-21 was then put to a vote and carried.
The foregoing Resolution #GG-092-21 was then put to a vote and carried as
amended on a recorded vote.
8. Adjournment
Resolution # GG-157-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That the meeting adjourn at 11:59 p.m.
Carried
21
Clarington
Youth
Council
Ir
F3 i � tom= �•+ me
� • + � + _ i�' �
;i
Delegation to Clarington General
Government Committee
February 161 2021
Agenda
1. Youth in Clarington
2. What We Do
3. Who We Are
4. Relationship with Council
5. Youth Strategic Plan
6. Questions
n
n
n
Youth in Clarington
Lack of official youth representation at municipal
Level.
Youth don't know how to get involved in politics
Effects of COVI D-19
VOTE 410 �
Clarington Population Breakdown by Age (2016)
13.7%
1.8%
■ 0 to 24 = 25 to 64 65 and over
What We Do
• Bridge the gap between youth and their municipal government
• Act as a "shadow" Clarington Municipal Council
• Promote civic engagement amongst young people
Clarington
Youth
Council
Executive Director
Tenzin Shomar
Clarington
Youth
Council
Ward 1 Youth Councillors
Sawyer Kemp Hannah Oegema
Ward 2 Youth Councillors
Cameron Banton Tolu Sam!
Relationship with Clari ngton Cou nci l
• Advise Council on issues that matter to youth
• Encourage youth involvement on municipal issues
• Keeping Council updated on Youth Council's progress and events
Youth Strategic Plan
• Guiding document for the future
• Goal: establish framework that highlights youth priorities
• Community -wide consultation process
• Work with local schools, community organizations, and Council
• Timeline: - 4-5 months
Duestic
Email: claringtonyc@gmail.com
Website: www.claringtonyc.ca
Facebook, Twitter, Instagram: @ClaringtonYouth
�~ Clarington
Youth
Council
Historic Downtown Bowmanville Business Centre (BIA)
Board of Management Special Meeting Minutes
Friday January 22, 2021; 6:30pm
Virtual Meeting due to COVID-19 pandemic
Present: Edgar Lucas, Chair Absent: Justin Barry
Laura Holmes, Secretary Carrie Hooper
Gerri Lucas, Treasurer Erin Kemp
Cathy Holmes
Ron Hooper
Delegations Present: Trevor Pinn, Director of Finance - MOC
This special meeting was called to address the 2021 budget and corresponding levy request.
The meeting was called to order by the Chair.
Quorum confirmed.
Mr. Pinn shared with the Board of Management the definitions of the budget and the levy and explained
how they are distinct but related. He expressed his understanding of the Board's intention to have a 0%
change for the property owners and how this was tied to the levy request, not the overall budget. Mr.
Pinn provided options for how the 2020 surplus could be handled. The Board agreed that the budget
and levy request would require another look and promised to provide Mr. Pinn with the revised
approved budget and levy request as soon as possible.
Mr. Pinn offered to make himself available to the Board should additional questions arise or any
assistance be required. The Board thanked Mr. Pinn for his time. Mr. Pinn departed the meeting.
With the knowledge provided by Mr. Pinn, the Board considered its options related to budget and levy
keeping in mind the surplus funds from 2020. The Secretary presented a financial worksheet on screen.
Moved by L. Holmes seconded by C. Holmes
THAT the levy request for 2021 represent a 0% change from 2020.
CARRIED
Moved by C. Holmes, seconded by G. Lucas
THAT the revised budget be approved, as presented on screen.
CARRIED
A copy of the revised budget and corresponding levy request is enclosed in Appendix A.
Moved by C. Holmes, seconded by L. Holmes
THAT the meeting adjourn.
CARRIED
The meeting adjourned at 8:09pm.
Page 57
Historic Downtown Bowmanville Business Centre (BIA)
January 22, 2021
APPENDIX A
PROPOSED
2021
Administration
$78,200.00
Events
$70,000.00
Special Promotions
$2,951.00
Streetscape
$27,700.00
Capital Works
$20,300.00
Contingency Fund
$5,000.00
Website
$26,000.00
Office Expenses
$2,000.00
Total Budget $232,151.00
less surplus-$64,712.00
NET TOTAL = LEVY $167,439.00
Page 58
NEWCASTLE COMMUNITY HALL BOARD
Present Were: Barry Carmichael, Chair
Crystal Yaki
Janeen Calder
Henry Corvers
Regrets From:
January 19 2021
Zoom 7 pm
Granville Anderson, Regional Councilor
Marg Zwart, Local Councilor
Sierd DeJong
Also Present: Gabrielle Bell, Secretary
Zoom link was not received by board members so some were not able to attend. Zoom link was
sent out at meeting, those that were available signed on. Secretary apologizes for this glitch.
1. Board members introduced themselves and new members were welcomed.
2. Election of Chair tabled to February meeting.
3. MINUTES
Tabled to February meeting.
4. BUSINESS ARISING
a) Christmas Lights — J. Calder reported the lights would be removed this coming weekend.
Committee plans to expand on lighting in 2021. C. Yaki may be able to assist with putting up
lights on front of building. Lights to be stored at Newcastle Massage Therapy. Committee
plans to continue putting lights up themselves as the cost to hire a company has become
quite expensive. Cost this year was over $4000.00, we were able to purchase and put
ourselves for under $1500.00, which is within the BIA budget.
b) Security System — Chair B. Carmichael reported not further information has been received.
c) Hotel California — Chair B. Carmichael reported we have been in contact with company to
book Sept 24 2021 with added clause that if COVID19 continues to be a factor we will cancel
by May 24 2021 with full refund of deposit received for the cancelled 2020 event. As ticket
sales should begin in May it is looking unlikely that we will be able to proceed with event.
d) Chair B. Carmichael did not have any update on the restoration project.
5. FINANCIAL REPORT
Secretary reported that deposits of approximately $12,000.00 for 2020 are not reflected in year
end report. Close to $10,000.00 of balance are deferred sales for 2022. We have approximately
$4500.00 in refunds being requested at this time due to COVID19 continuing to effect clients
plans. Yearly tenants have been sending in their payments for 2021 and have all received their
new leases.
Page 59
6. INVOICES
J. Calder will submit invoice for $80.00 for staff Christmas gift.
G. Bell has offered to only submit 50% rather than 100% of cell phone invoice for 2020 to assist
with finances.
S. Fogg has offered to not submit invoice for 50% of cell phone for 2020 to assist with finances.
7. CORRESPONDENCE
a) Community Development sent email to office with minutes from a meeting held on
December 15 for Community Halls (see attached). We did not receive an invite to this
meeting through our office email. Chair has no record of receiving invite, although their
records indicate it was sent there. We have asked that our office email be included in all
correspondence going forward. As Community Halls have now fall under this department
they are setting up new communications forward.
b) Clarington Board of Trade membership — tabled to February meeting
c) Chamber of Commerce membership — tabled to February meeting
d) YMCA has requested use of hall for their evacuation site. We have been informed by
Community Development that Municipal sites are not available due to CoVid19 restrictions
at this time. YMCA contact has been informed.
8. RISK MANAGEMENT REPORT
Not received
9. CUSTODIAL
Chair B. Carmichael reported that along with S. Fogg, G. Bell and P. Thexton toured the building
on Saturday Jan 16 2021 to do a spring clear out. A list of items to be sent to the dump will be
compiled, as well as a list of items that are not of any use but could be sold at auction. B.
Carmichael will handle coordinating with auction house. We also have at least one item stored
at old Fire House in Newcastle that will need to be removed. These items will also be sent to
auction. An itemized list of things that need to be done in each room will be compiled for S.
Fogg to follow through on i.e. painting.
10. NEW BUSINESS
a) Secretary contacted Community Development regarding the insurance portal for clients
through the Municipality. It has been a year since we started the process, with no recent
contact with information for start-up. We have now received information that Newcastle
Community Hall will be added to the portal this week. All events will require insurance but
do not have to use the insurance company set up through the portal but must submit a
Certificate of Insurance covering all requirements.
b) CoVid19 cancellations covered under financial report. Consensus is we continue to refund
due to COVIDI9 if requested.
c) Lions Club are requesting use of the main kitchen for Chicken BBQ in May. This event will be
take-out only. Board has directed that secretary gather full information from Club on how
they see this event playing out in kitchen only. As they normally put out a good 300 dinners
logistically can this be done with just the use of the kitchen or will they need to expand prep
into the main hall which would affect what the fee will be set at.
Chair Secretary
Page 60
Newcastle Downtown Business Improvement Association 2021 Annual General Meeting
January 26, 2021 7:OOpm ZOOM Meeting
In attendance: Sheila Hall (CBOT), Greg & Marni Lewis (Desjardins Insurance), Theresa
Vanhaverbeke (Syvan Developments Limited), Masood & Helen Vatandoust (Keller
Williams), Donna Wood (Enovations Design), Karen Bastas, Joanna Bastas (Buddha
Belly Bakery), Mayor Adrian Foster, Janeen Calder (Newcastle Massage Therapy), Tracy
Yates (Lang Enterprises), Leslie Ray (Dodd & Company), Valentine Lovekin (Lovekin
Law), John Thistle (Newcastle Hearing Solutions), Councillor Granville Anderson, Krista
Klawitter (Newcastle Family Chiropractic)
Regrets: Jane Black, Ann Harley
Call to Order by the Chair — Valentine Lovekin
Presidents Remarks:
In the last year, I have seen an unprecedented response from our municipal
government. On your behalf, I thank the Mayor, the Members of Council and
Municipal staff for their support. I thank all business owners for their resilience,
and I thank you, the members of the BIA, for realizing that by teaming together,
we can ensure that Newcastle is a vibrant community to live and to work. I wish
us all every success in the year to come.
2. Welcome our Special guests - Mayor Foster, Councillor Anderson, Sheila Hall
Greetings from the Mayor -
The Municipality is always here to help, we realized the BIA is the backbone of
our community and we are always available and open to ideas. Thank you the
businesses.
3. Approval of 2020 Minutes
a. Moved: Karen Bastas
b. Seconded: Janeen Calder
c. Carried
Page 61
4. Approval of the Actions of the Board of Management
a. Moved: Masood Vatandoust
b. Seconded: Karen Bastas
c. Carried
5. Treasurer's Report and Approval of the 2021 Budget — Leslie Ray
Due to Covid our annual expenses were down. We have a surplus of $16,487.00
to carry over into 2021.
The 2021 levy of $40,000.00 remains the same as last year. Safety and Decor and
Advertising are the biggest part of our budget. All of our events generate their
own revenue and receive sponsorship funds.
Approval of the 2021 Budget as presented.
d. Moved: Helen Vatandoust
e. Seconded: Karen Bastas
f. Carried
6. Report on Safety and Decor — Theresa Vanhaverbeke
Flowers are ordered for 2 02 1. Planter boxes were maintained by 2 community
volunteers with summer flowers and Holiday decor. Troy Foster is contracted to
do the initial sidewalk clearing/snow removal. It is then the Businesses
responsibility to maintain and clear the sidewalk in front of their business. If not
they will be liable for any slip and falls that happen on their property. We have
received quotes from the company that Bowmanville BIA and Orono BIA used
to get their Christmas street lights from and we would like to go ahead and
replace our 10 year old wreaths with new lights.
Motion to request $25,000.00 to replace the current wreaths with new light
decor from the West End money.
a. Moved: Theresa Vanhaverbeke
b. Seconded by: Janeen Calder
c. Carried
Page 62
7. Report on Special Events
Town Hall Lighting - Janeen Calder
Due to the Facelift of the Town Hall this year the committee decorated the
parkette. The total cost was $1300.00 in lights. They are hoping to add more
lights next year and they have received a 12ft. tree to add to the display. The Hall
Board thanked the BIA and committee for making the space festive.
Breakfast with Santa - Marni Lewis
The Town Hall is booked for Saturday, November 27th, from Sam-1 lam. We hope
we will be able to hold the event this year and will wait for confirmation.
Santa Parade - John Thistle
The committee is very optimistic that they will be able to have the annual parade
this year.
8. Officer's of the BIA
President - Valentine
Lovekin Vice President -
available Tresurer - Marni
Lewis Secretary - Marni
Lewis
9. Motion to Adjourn
a. Moved: Tracy Yates
b. Seconded: Krista Klawitter
c. Carried
Page 63
January 27, 2021
The Honourable Laurie Scott
Minister of Infrastructure
777 Bay Street, 5th Floor
r - Toronto, ON M7A 2J3
r
Dear Minister Scott:
The Regional
Municipality
Regional Broadband Network RE: Re iApplications for Provincial
g�
of Durham
and Federal Funding (2021-COW-2), Our File: D02
Corporate Services
Department
Council of the Region of Durham, at its meeting held on January 27, 2021,
Legislative Services
adopted the following recommendations of the Committee of the Whole:
605 Rossland Rd. E.
Level 1
"A) That staff be directed to take the necessary steps to finalize and
PO Box 623
submit the Region's final application for broadband funding under
Whitby, ON L1N 6A3
Canada
the Province's Improving Connectivity for Ontario (ICON) program;
905-668-7711
B) That staff be directed to take the necessary steps to submit an
1-800-372-1102
Fax: 905-668-9963
application for broadband funding under the Federal Government's
Universal Broadband Fund (UBF) program, and to the extent
durham.ca
possible given eligibility criteria, seek stacked funding for a
Don Beaton, Bcom, M.P.A.
proposed project scope detailed in the ICON application;
Commissioner of Corporate
Services
C) That the Director of Legal Services be directed to examine the
implications of creating a Municipal Services Corporation for
Durham Region with a mandate of addressing the digital divide in
Durham Region through the delivery of a ubiquitous, affordable
and inclusive broadband network, supported by the procurement
of professional legal, debenture, tax and financial advisory
services at a value not to exceed $175,000; and that 2021
prebudget approval for the $175,000 be granted, and report back
prior to the 2021 summer Council recess;
D) That the Chief Administrative Officer be authorized to enter into a
Definitive Agreement between the Region and its broadband
funding co -applicant Oshawa Power & Utilities Corporation
(OPUC), to proceed with the proposed Regional Broadband
Network projects identified in the ICON and UBF applications,
subject to government funding being received and subject to
Regional Council committing the necessary funds to proceed with
the project(s);
If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097.
Page 64
Page 2 of 3
E) That the Regional Chair be authorized to share a summary of the
submitted applications in a letter to the Federal and Provincial
Governments highlighting the importance of broadband
connectivity with Durham's unserved and underserved
communities and advocating for program funding to ensure project
advancement;
F) That a copy of Report #2021-COW-2 be provided to the Area
Municipalities and all of Durham Region's MPPs and MPs; and
G) That staff be directed to report back to Council once the
broadband funding applications have been approved together with
recommendations to approve the project along with the financial
contributions required of the Region and OPUC to advance the
Regional Broadband Network."
Please find enclosed a copy of Report #2021-COW-2 for your
information.
2cap YV wa o-w
Ralph Walton,
Regional Clerk/Director of Legislative Services
RW/tf
c: A. Harras, Acting Clerk, Town of Ajax
B. Jamieson, Clerk, Township of Brock
J. Gallagher, Clerk, Municipality of Clarington
M. Medeiros, Clerk, City of Oshawa
S. Cassel, Clerk, City of Pickering
L. Fleury, Acting Clerk, Township of Scugog
D. Leroux, Clerk, Township of Uxbridge
C. Harris, Clerk, Town of Whitby
Jennifer O'Connell, MP (Pickering/Uxbridge)
Mark Holland, MP (Ajax)
Ryan Turnbull, MP (Whitby)
Dr. Colin Carrie, MP (Oshawa)
Erin O'Toole, MP (Durham)
Jamie Schmale, MP (Haliburton/Kawartha Lakes/Brock)
Philip Lawrence, MP (Northumberland -Peterborough South)
Peter Bethlenfalvy, MPP (Pickering/Uxbridge)
Rod Phillips, MPP (Ajax)
Lorne Coe, MPP (Whitby)
Jennifer French, MPP (Oshawa)
Page 65
Page 3 of 3
Lindsey Park, MPP (Durham)
Laurie Scott, MPP (Haliburton/Kawartha Lakes/Brock)
David Piccini, MPP (Northumberland -Peterborough South)
B. Bridgeman, Commissioner of Planning and Economic Development
S. Siopis, Commissioner of Works
Page 66
KAWARTH A
CONSERVATION
Discover • Protect •Restore
January 27, 2021
RE: 2020 Year in Review
Dear valued partners and stakeholders:
The Kawartha Conservation Board of Directors, at its meeting of January 21, 2021, adopted the
following recommendations:
RESOLUTION #11/21
MOVED BY:
SECONDED BY:
Ron Hooper
Pat Dunn
RESOLVED, THAT, the 2020 Year in Review and Strategic Plan accomplishments report be
received, AND
THAT, the staff report and attached Strategic Plan Accomplishments for 2020 be
forwarded to the Ministry of the Environment, Conservation and Parks, Ministry of
Natural Resources and Forestry, Conservation Ontario, Ontario Conservation
Authorities, and member Municipalities.
CARRIED
2020 was a year of successes and challenges. Please find enclosed a copy of our annual strategic
accomplishments to our Board of Directors touching on some of our programs, accomplishments and
successes that have contributed to protecting our community and which aim to strengthening our
watershed communities and relationships with our partners who we work to support.
Our annual report is also provided for your interest.
KAWARTHA CONSERVATION
277 Kenrei Road, Lindsay, ON K9V 4R1
705.328.2271 Fax 705.328.2286
KawarthaConservation.corn
�1
Our Watershed Pamers:
City of Kawartha Lakes • Region of Durham • Township of Scugog • Municipality of ClFkfgrge 1&7ship of Brock • Municipality of Trent Lakes • Township of Cavan Monaghan conservation
`^"may 9rTA !O
KAWARTH A
CONSERVATION
Discover • Protect •Restore
Sincerely,
Mark, Majchrowski
CAO
Enclosures.
C: R. Walton, Regional Clerk, Region of Durham
C. Ritchie, Clerk, City of Kawartha Lakes
E. Arthurs, Clerk, Township of Cavan Monaghan
B. Jamieson, Clerk, Township of Brock
A. Greentree, Clerk, Municipality of Clarington
J.P. Newman, Clerk, Township of Scugog
J. Clark, Clerk/Director of Corporate Services, Municipality of Trent Lakes
KAWARTHA CONSERVATION
277 Kenrei Road, Lindsay, ON K9V 4R1
705.328.2271 Fax 705.328.2286
KawarthaConservation.corn
�1
Our Watershed Pamers:
City of Kawartha Lakes • Region of Durham • Township of Scugog • Municipality of ClFkfgrge ltship of Brock • Municipality of Trent Lakes • Township of Cavan Monaghan conservation
`^"may 9rTA !O
Tk,l f�ZSt �e �C� 550G1�3flC]n
" ilc rs kel tcr JDq the lake, and INC love to dare it."
st. i J i 8, C_!arington's C}Ijest [_ommunittlAssocialion
1 I Casa!l venue, r)owrnanvi!!e, ()ntano j_1 C- 2A7 ,7oj-o2 -24o
.larivary 25, 2021
Municipality ofClarington
40 Temperance Street
Bowmanville, Ontario
L1C3AG
Dear Mayor and Councillors:
On behalf of the cottage community on the West Beach of Port Darlington, I all] again
taking the liberty of sending you our annual progress report on developments ill the
new park on our beach.
Recently, the lakefront seems to change every year. As you may recall, in 2017 the
water level was very high, in 2018 it was quite low, and in 2019 the water level was high
again. This year, 2020, the water level was again quite low making for a larger, flatter
and sandier beach which is better suited to our many visitors.
The COVID-19 Pandemic
As we all know, the last year has been one Canada has not seen since the Spanish Flu
Pandemic of 1919, just after the First World War. With the closing of most of the beaches
on Lake Ontario, including Cobourg Beach, Port Hope Beach, and Toronto's beaches,
people were looking for a place to go to cool off. We believe it was a wise decision by
our Council to not close Port Darlington Beach, and we, of course, along with most of
our neighbours supported this decision.
Due to the closings of the other beaches, our beach became pretty popular with
people coming fi-oni other parts of southern Ontario. This influx of people taxed the
limits of the facilities in our park. On a Saturday, or a Sunday, during July arid August We
would have close to two hundred people coming and going throughout the day. On one
day we had almost four hundred people and, as I said, this stressed our facilities beyond
their capacity. The biggest day was the Canada Day holiday oil July the I" when the
parking situation could only be described as chaotic, All the parking lots were full and
our Port -a -Potty. of course, did not have the capacity for all the people that wished to use
it.
However, after a personal visit by our good friend, Mayor Foster, things began to
improve. Soon three toilets were brought down to the beach. Under the direction of Brent
Pascoe of. tlie Public Works Department, the parking lot at the parkette at the west end of
the road increased from 12 spaces to 60 spaces, and two toilets were added there as well.
At this time several by-law officers arrived to patrol the beach and the parking lots.
Several individuals, who were parking illegally, were issued tickets. Tlie officers also
Page 69
stopped the use of illegal barbecues and ensured that visitors were obeying the 2-11letre
social distancing rides required by the pandemic.
After those measures had been taken the situation decidedly improved, and our
thanks go out to all those who worked so hard to rectify these problems. That said, it
must be stressed that the vast majority of people who came to the park were good, honest
people who only wanted a day at the beach and caused no problems. We were happy to
have them visit and enjoyed their company. We as a comrtunrity would like to thank the
Mayor, Council, the Durham Regional PS, Clarington Fire Services, the Public Works
Dept., and the By -Law Officers, for their efforts; they went "the whole nine yards" and
everyone was better for their efforts.
improvements
This year our community again made 111any itnprove111ents to our cottages, including
painting, upgrading, and other improvements. Sand was raked, grass cut, flowers planted,
and brush and gravel removed. Two of our members, Gail and Chuck MacDonald, went
out every morning and picked up any rubbish that had been left on the beach.
Fortunately, most of out- visitors are considerate and do not leave any garbage.
Nonetheless, it must be said that with larger crowds this year we did find more refuse on
the beach. Of course, all the improvements, especially the daily clean-up, slakes the
whole area more appealing to ourselves and the visitors to the park.
Social Events
During the summer our community enjoyed several gatherings that included
communal suppers and luncheons. As 1 reported last year, the West Beach City Council
still meets every afternoon at the MacDonald cottage to discuss and settle, at least to our
satisfaction, many West Beach, national and world problems. The annual Horseshoe
Tournament was postponed due to rain from the Civic Holiday Nwekend to the Labour
Day weekend. Twenty players participated in the tournament and up to fifty overall
attended with a number of our friends up the road watching and enjoying the games while
practicing social distancing.
During the summer our community was pleased and honoured to be visited several
times by Mayor Adrian Foster, COuneillors Granville Anderson and Margaret Zwart, and
former councillor, Willie Woo. Another frequent visitor was Mrs. Rebecca O'Toole, the
wife of our MP.. Erin O'Toole, who often comes to the beach with her children and the
family dog. Erin, who often comes too, was, of course, too busy this year and, as we all
know, is now the Leader of Her Majesty's Loyal Opposition. We are sure that next
summer, he too will come to enjoy the peaceful tranquility that our beach has to offer.
In closing, I would again like to stress how well this arrangement has worked out
since the park was created over twelve years ago, and how happy our community and the
general public are with the results. We are pleased that this dream park on the beach, that
we all love so much, has become such a wonderful reality.
I remain yours respectfully,
i
Gary F. Cole
President of the West Beach Association
P.S. If you have ally questions or comments, please contact me anytime at 905-623-2405.
Page 70
elexicon
February 12, 2021
June Gallagher
Municipal Clerk
The Corporation of the Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario
L1C 3A6
Delivered electronically
Re: Elexicon Your File # PG.25.06
Dear Ms. Gallagher,
I am writing in response to the Council of the Municipality of Clarington's request for additional
information in relation to Elexicon's 2019 financial performance.
Below are Elexicon Corporation's responses to the requested information.
A. "full explanation in the drop in revenue of $1.21VI to Clarington in 2019"
Response:
Elexicon Corporation has reviewed its records and those of Veridian LLC for calendar years 2019 and
2018. There was no decrease in revenues to the Municipality of Clarington from 2018 to 2019. The
total payments to the Municipality increased by $124,108 or approximately 11.9%.
Elexicon Corporation came into existence on April 1, 2019 as a result of the merger of Veridian LLC and
Whitby Hydro Energy Corporation.
Elexicon Corporation made
• promissory note payments of $257,743 ($85,914 in June 2019 and $171,829 in December 2019),
and
• dividend payments of $651,750 ($260,700 in June 2019, $260,700 in September 2019 and
$130,350 in December 2019). Please note that the December 2019 payment was 50% of the
fourth quarter advance of the target dividend for 2019. The Shareholders Agreement between
Elexicon Corporation and its Shareholders specifies that the remainder of the Fourth Quarter
Advance is to be paid after the Corporation's financial statements for the year are audited and
approved.
Veridian made
• total promissory note payments of $101,995 in March 2019; and,
• a dividend payment of $159,800 in March 2019.
1
Page 71
The total cash flowing to the Municipality of Clarington from Veridian and Elexicon Corporation was
$1,171,288 for the 2019 Calendar Year. This compares to the $1,047,180 the Municipality received from
Veridian for the 2018 Calendar Year (total promissory note payments of $407,980 and dividend
payments of $639,200).
B. "a pro -forma profit and loss statement for the non -regulated entity for 2019, as opposed to just a
top line revenue"
Response:
When the merger of Veridian LLC and Whitby Hydro Energy Corporation was under discussion, the
strategic underpinnings were:
The technologies for providing electric supply, distribution and use were expected to change
dramatically and would, over time, result in decreased earnings for the regulated distribution
entities and reduced shareholder dividends.
Significant synergies could be achieved by merging the distribution entities with the resulting
savings flowing to the municipal shareholders initially and their customers ultimately.
The evolving technologies would provide opportunities for an unregulated enterprise to utilize
the "historical" brand strengths of Veridian and Whitby Hydro Electric Corporation to capture
business that regulated distribution entities were precluded from pursuing by the Ontario Energy
Board. The successful growth of the unregulated enterprise would offset the decreased earnings
of the regulated subsidiary.
These underpinnings were reflected in the Business Case that was provided to Shareholders of Veridian
LLC and Whitby Hydro Energy Corporation in support of gaining their approval of the merger.
Elexicon Group was established on April 1, 2019 following the merger between Veridian LLC and Whitby
Hydro Energy Corporation. Unlike Elexicon Energy, which was created from two well established
existing regulated entities (Veridian Connections LLC and Whitby Hydro Electrical Corporation), Elexicon
Group is unregulated and is operating as a start-up entity building primarily on the unregulated activities
undertaken by Whitby Hydro Energy Services.
Elexicon Group's financial statements are unaudited and reported within Elexicon Corporation's Audited
Consolidated Financial Statements. The following pro -forma profit and loss statement is extracted from
those Consolidated Statements.
April 1 to December 31, 2019
Revenue
$142,000
Expenses
307 000
Income Before Income Taxes
($165,000)
Income Tax Expenses
$121,000
Income from Continuing Operations
($44,000)
Other Comprehensive Gain (Loss), net of tax
11 000
Total Comprehensive Income
($55,000)
Adjusted for Deferred Tax Expense (Recovery)
121 000
Adjusted Net Income
($176,000)
2
Page 72
C. "a breakdown of the 2020 year to date revenue"
Response:
Elexicon Corporation provided dividend and promissory note payments to the Municipality of Clarington
during the 2020 calendar year totalling $1,389,213.
• Dividend Payments totaled $1,045,555.
o $130, 350 in June 2020 for the True -Up Portion of Fourth Quarter Advance on the target
2019 Dividend (decision deferred from March 2020 due to COVID19 impact
uncertainty);
o $261,487 in September 2020 for the First Quarter Advance on the target 2020 Dividend
(decision deferred from June 2020 due to COVID19 impact uncertainty);
o $261,487 in December 2020 for the Second Quarter Advance on the target 2020
Dividend (decision deferred from September 2020 due to COVD19 impact uncertainty);
o $261,487 in December 2020 for the Third Quarter Advance on the target 2020 Dividend
(decision deferred from September 2020 due to COVID19 impact uncertainty); and,
o $130,644 in December 2020 for 50% of the Fourth Quarter Advance of target 2020
Dividend.
• Promissory Note Payments totaled $343,657.
o $171,829 in June 2020 as scheduled; and,
o $171,829 in Dec 2020 as scheduled.
I trust the responses provide the information requested by Council Resolution #GG-463-20.
Yours truly,
Patrick McNeil
Chair
Board of Directors
Elexicon Corporation
Cc: T. Pinn, Director Financial Services/Treasurer
Mayor Adrian Foster
K. Chandler, Elexicon Corporation
L. Lombardi, Elexicon Corporation
3
Page 73
TOWNSHIP OF AUGUSTA
Moved By: _7;�kU (//g J2�! Date: January 25, 2021
Seconded By: Resolution No:
WHEREAS the Ontario Fire College has been in existence since 1949; and
WHEREAS the Ontario Fire College is one of the primary sources of certified training
for Ontario Firefighters; and
WHEREAS the Ontario Fire College has built a reputation of integrity, credibility, and
reliability in providing some of the best training to our Fire Services within the Province
of Ontario; and
WHEREAS the Ontario Fire College has been used to train and certify both Volunteer,
Part -Time and Career firefighters throughout Ontario; and
WHEREAS the Ontario Fire College gives Ontario Firefighters another option other than
Regional Training Centers to obtain National Fire Protection Association (NFPA)
certifications; and
WHEREAS the Ontario Fire College is the most cost-effective method to certify
Firefighters to NFPA Standards in Ontario; and
WHEREAS the Ontario Government enacted and revoked O. Reg. 379/18: Firefighter
Certification in 2018; and
WHEREAS when the Ontario Government revoked O. Reg. 379/18: Firefighter
Certification, it was made known by the Office of the Solicitor General that the act would
be amended and brought back in the future; and
THEREFORE, BE IT RESOLVED THAT the Township of Augusta requests that the
Province of Ontario reverse their decision to close the Ontario Fire College as the OFC
is one of the best and most cost-effective methods for municipalities to train their
firefighters which assists us in protecting our residents; and
BE IT FURTHER RESOLVED THAT this Resolution is forwarded to the Honourable
Doug Ford Premier of Ontario, the Honourable Sylvia Jones; Ontario Solicitor General,
the Honourable Steve Clark, Minister of Municipal Affairs and Housing, the Ontario Fire
Marshal; Jon Pegg, and all municipalities within the Province of Ontario.
Page 74
RECORDED VOTE:
FOR AGAINST
Councillor Bowman
Councillor Henry
Mayor Malanka
Councillor Schapelhouman
Deputy Mayor Shaver
CARRIED: DEFEATED:
KAYO MAYOR
Declaration of pecuniary interest by:
Nature of interest:
❑ Disclosed His/Her/Their Interest
❑ Vacated His/Her/Their Seat
❑ Abstained from discussion and did not vote on the question
Page 75
RECORDED VOTE:
FOR AGAINST
Councillor Bowman
Councillor Henry
Mayor Malanka
Councillor Schapelhouman
Deputy Mayor Shaver
CARRIED: DEFEATED:
AYO
Declaration of pecuniary interest by: ____
Nature of interest:
❑ Disclosed His/Her/Their Interest
❑ Vacated His/Her/Their Seat
❑ Abstained from discussion and did not vote on the question
MAYOR
Page 76
Municipality of Clarington February 4, 2021
To the Honourable Mayor Adrian Foster and Municipal Council,
Concerning pandemic, lockdowns, and civil society
As citizens of Clarington, we are seeing the havoc that is being played out in the way
our country is dealing with the pandemic. We are requesting that municipal Council take
a stand for its citizens to end the lockdown and allow people to provide for their families
again, and that schools, small businesses, and churches be fully opened once more.
The World Health Organization has recommended not to use lockdowns long-term and
yet as a nation we continue on this path to our harm. It is time that our municipal
government take back their authority from the medical officers, analyze the statistics,
and take a rational approach to the pandemic including people's well-being spiritually,
physically, and mentally. We ask, for the sake of your constituents, that you would act
on this request to stop the lockdown and let our community flourish once again.
We were encouraged by your earlier actions, along with the rest of Durham's
municipalities under Regional Chair John Henry, that you did ask our Premier to have
the restrictions relaxed but more needs to be done. The restrictions should be lifted.
Open Durham for business.
Thank you for your attention to this matter,
Henry and Annette ekveld
6129 Acres Rd, manville
J
Page 77
Clarbgton
MEMO
If this information is required in an alternate format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131
To: Mayor and Members of Council
From: Stephen Brake, Director, Public Works
Date: February 9, 2021
Re: Proposed Closure of Highway 401 Westbound On -ramp at Duke Street
At the January 4, 2021, General Government Committee meeting, Council inquired with
staff about the unsafe operation of the two-way stop at the Baseline Road, Duke Street
and Highway 401 intersection. Due to the unusual configuration and allocation of the
right-of-way, this intersection has been a source of various complaints over the years
brought forward by residents and members of council.
The Ministry of Transportation (MTO) is fully aware of the intersection performance and
is exploring alternative design options that would mitigate the current issues. One of the
proposed long-term solutions involves a full closure of the Liberty Street interchange as
part of the ongoing Lambs Road interchange feasibility study. This solution would divert
the existing traffic to Bowmanville Avenue and the new Lambs Road interchanges
accordingly. This option is part of MTO's future highways improvements program.
Another, more interim solution proposed by staff involves the closure of the Duke Street
westbound on -ramp only. This would eliminate the free -flowing westbound left -turning
traffic, resulting in the removal of the eastbound STOP condition. The majority of
existing westbound traffic would continue along Baseline Road through the intersection
and utilize the Bowmanville Avenue interchange to access the westbound Highway 401.
The remainder of existing westbound traffic would be expected to divert from this area
altogether and re-route to the Bennet Road interchange earlier in their trip. This idea
was introduced to the MTO, however it requires further analysis for the following
reasons:
Detailed design for the rehabilitation of Bowmanville Ave, Bowmanville Creek,
Liberty Street and Soper Creek bridges along Highway 401 is underway, with
construction anticipated to start as early as summer 2021 and last for three
years. During construction, the operation on Highway 401 and Bowmanville Ave
and Liberty Street interchanges will be impacted at different construction
stages. All of the existing ramps should remain operational during this
construction project to alleviate the impacts unless the ramps are directly
affected by construction activities.
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON Ll C 3A6
1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net
Page 78
Clarftwn
MEMO
0 The design and construction of the Bennett Road bridge replacement has been
on hold since 2019 to provide Clarington opportunities to undertake a study for
a new interchange at Lambs Road. The MTO has been monitoring the
conditions of the Bennett Road bridge and is assessing if a holding strategy
(extension of the structure's operational life) is an option. When a holding
strategy or the ultimate replacement of the bridge is determined, ramps at
Liberty Street interchange will be required to remain open to alleviate traffic
impact during construction. Clarington's Lambs Road interchange feasibility
study is currently in the consultant acquisition stage.
The MTO's long-term improvement includes the reconfiguration of Highway
401/Liberty Street Interchange. Closing the existing westbound ramp prior to
the reconstruction of the interchange could have operational impacts to the
surrounding road network. Before the MTO would consider such a closure, they
will require the municipality to undertake a study similar to those for road,
highway or interchange improvements. The study should identify the needs and
justifications of the ramp closure. The study should also examine the impacts to
adjacent road networks caused by the closure as well as develop mitigation
measures to address the impacts (for example, improvements to adjacent roads
or interchanges to receive the additional traffic diverted from the ramps being
closed). Stakeholder and public consultation should also be part of the study.
The MTO will take the technical merits (with no negative impacts to the MTO),
positive public support and a formal municipal approval for the proposed closure
into consideration.
Staff seek direction from Council on whether to maintain the status quo or to obtain an
independent third -party traffic consultant to develop the traffic impact analysis costing
approximately $100,000. The study's scope would be to assess the feasibility of the
Duke Street westbound on -ramp closure, whereas the interim status quo solution would
involve the inclusion of the Liberty Street interchange operation in the future MTO and
Clarington projects.
Regards,
Stephen Brake
Director of Public Works
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6
1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net i www.clarington.net
Page 79
February 10, 2021
Dear Clarington Council Members,
I am writing to you today as I am extremely concerned to learn that Durham Region plans to
investigate/potentially use bottom ash from the Durham/York incinerator in a road reconstruction
pilot project in Clarington (Newtonville area on Regional Road 18 between Concession 5 and
Ganaraska Road) and has speculated there could be use in other roads in the future depending on
their results.
This is an outrageous bait -and -switch.
In Regional Report #2019-COW-31, November 13, 2019, Section 7.2 staff recommended, and
Council later endorsed, a $3.5 million dollar road building pilot project with regional waste
materials and referred to plastics, glass, crushed concrete, and recycled road ashphalt.
7.2 The proposed pilot will explore the reconstruction of a portion of Regional Road
18 in Clarington, assessing the option of incorporating waste material such as
single use plastics and other Blue Box materials (e.g. glass), crushed concrete
and/or recycled road asphalt. The beneficial and innovative use for materials
within Durham Region will ensure that these materials are used locally and not
exported for unknown uses elsewhere.
However, see the excerpts below from Report #2020-INFO-17, and see they have now added
bottom ash to be considered for the road construction materials. Note as well that the Region is
only assessing for structural impact and not environmental impact.
2.4 Phase 2 will involve reconstruction of the southerly section of the pilot road
segment using alternative waste materials. This will also utilize pulverizing but will
look to incorporate glass and potentially bottom ash in the granular base and
recycled plastics in the new asphalt. Testing planned for this winter will confirm
how these recycled materials will be incorporated as well as their quantities.
Bottom Ash
3.13 Bottom ash produced by the Regional Energy -From -Waste (EFW) Facility as an
incineration by-product is another waste material being considered for
incorporation into the granular road base. The Region's Materials Testing Lab will
be acquiring samples of this material, adding it to samples of standard granular
material in varying quantities, and then testing these mixtures to determine how
the material affects the structural and drainage properties. If the addition of this
material is found not to adversely affect these key properties, it will be incorporated
into the new road base.
This is outrageous. I urge you to ask Clarington's legal department to review whether this
violates the Host Community Agreement (the HCA bans the Regiona from depositing the
'�
incinerator bottom ash in landfills that have liners, so it is not acceptable to put it into our open
roads) and Clarington needs to express their environmental impact concerns to the Ministry.
The environmental issues are concerning and complicated. Please see the following link and
excerpts from it.
https:Hipen.org/sites/default/files/documents/After_ incineration_ the toxic_ ash problem_2015.2
df
After Inofneration: The Toxic Ash Problem — JPEN Dioxin, PCBs and Waste W
7.1.4 Bottom ash
In the Netherlands, the annual production of
bottom ash is approximately 1.200.000 tons.
The bottom ash production is quite steady
because the quantity of incinerated waste has
not been changed for the past few years.
In 2002, 770.000 tons were used for road
beddings, and hardening surfaces of industrial
sites. This is much lower compared to previous
years, when 820.000 up to 1.340.000 tons have
been dumped under roads. Waste incinerators
have storage facilities for periods during which
road building activity is lower. However, the
drop in 2002 is not a result of a small demand
for road works, but because of growing
concern about the negative environmental
Thank you for your consideration,
Wendy Bracken
impact of dumping bottom ash under roads.
Road constructors have been increasingly
reluctant to further use bottom ash for road
construction. In consequence of this growing
concern, the quantities in stock at incinerators
have increased to 1.028.000 tons by the end of
2002, which is almost as much as annual
production.69
Small quantities of bottom ash are landfilled
on common landfill sites and exported
respectively. In the past few years the annual
quantities landfilled ranged from 700 to 12.500
tons. In 2002 and 2003 3,200 and 2,300 tons of
bottom ash respectively were exported.
Similar with fly ash, the use of bottom ash as a
bedding for toads brings the ash easily into
contact with other (non hazardous) materials
used for road construction, like sand and
stones. But, inevitable, roads need to be
reconstructed, or repaired, and the old road
debris that need to he removed contains
elevated levels of toxic substances_ Mixture of
bottom ashes, fly ashes and other materials can
increase leachability of dioxins from these
materials as dissolved humic matters content
increases. 70
Page 81
Patenaude, Lindsey
From: Patenaude, Lindsey
Sent: Thursday, February 11, 2021 3:11 PM
To: Patenaude, Lindsey
Subject: FW: Incinerator Bottom ash considered for Reg Rd 18 Newtonville Road pilot
From: Foster, Adrian <mayorfoster@clarington.net>
Sent: Thursday, February 11, 2021 1:25 PM
To: Gallagher, June <JGaIlagher@clarington.net>; Allison, Andrew <AAllison@clarington.net>; Zwart, Margaret
<MZwart@clarington.net>; Traill, Corinna <CTraill@clarington.net>; Hooper, Ron <rhooper@clarington.net>; Jones,
Janice <Joones@clarington.net>
Subject: FYI: Incinerator Bottom ash considered for Reg Rd 18 Newtonville Road pilot
Good afternoon, Ms. Gasser:
Thank you for your email.
Report 2020-INFO-17 (https://www.durham.ca/en/regional-government/resources/Documents/Council/CIP/CIP-
2020/CIP12042020.pdf) in the Dec. 4th weekly CIP (which was completed/finalized earlier that week) was prepared as
follow-up to Mayor Collier's request at the Nov. 10th F&A. You are correct, unfortunately we couldn't have the response
("update memo") ready for Nov. 25th Council as we had to wait for some final inputs. Therefore, it was published a
week later.
I draw your kind attention to the following elements in the CIP report:
• Section 2.4 — "Phase 2 will involve reconstruction of the southerly section of the pilot road segment using
alternative waste materials. This will also utilize pulverizing but will look to incorporate glass and potentially
bottom ash in the granular base and recycled plastics in the new asphalt. Testing planned for this winter will
confirm how these recycled materials will be incorporated as well as their quantities."
• Section 3.3 — "Testing of alternative waste materials is being conducted using a combination of internal and
external resources and expertise. It should be noted that the use and quantity of these recycled materials in
this road reconstruction project will depend on the approval of the Ministry of the Environment, Conservation
and Parks (MECP)."
Section 3.8 - "Bottom ash produced by the Regional Energy -From -Waste (EFW) Facility as an incineration by-
product is another waste material being considered for incorporation into the granular road base. The Region's
Materials Testing Lab will be acquiring samples of this material, adding it to samples of standard granular
material in varying quantities, and then testing these mixtures to determine how the material affects the
structural and drainage properties. If the addition of this material is found not to adversely affect these key
properties, it will be incorporated into the new road base."
• As noted in section 4.2, with respect to Phase 2 (which will involved construction using alternative materials),
"adequate testing on the alternative recycled waste materials is underway. A follow-up memo will be provided
with an update on test results and overall status of the project.".
Therefore, the feasibility/application of bottom ash on the RR18 rehabilitation project is far from certain at this time.
Page 82
As for my presentation to Works Committee today where I did "NOT mention that INCINERATOR BOTTOM ASH (was)
being considered", I didn't because it is not as definite as the other recycled material we are considering. Also, I was
primarily speaking to the road infrastructure details, not intending to get into material specifications.
Rest assured that all due diligence is being undertaken with respect to this project. We are just at the early stages of
material testing. As noted in the CIP Report, we will update Regional Council on test results and overall status of the
project likely towards mid to end of 2021 before tendering the work.
I trust this addresses your questions/concerns.
Regards,
RAMESH JAGANNATHAN, M.B.A., P.ENG.
Director, Transportation and Field Services
Works Department
Regional Municipality of Durham
Phone: 905.668.4113, ext. 2183
Email: ramesh.iagannathan@durham.ca
From: Linda Gasser <gasserlinda@gmail.com>
Sent: February 3, 2021 11:05 AM
To: Don Mitchell <mayor@whitby.ca>; Tito -Dante Marimpietri <tmarimpietri@oshawa.ca>; Ted Smith
<tsmith@townshipofbrock.ca>; Bill McLean <bmclean@pickering.ca>; Dave Barton (Mayor of Uxbridge)
<dbarton@town. uxbridge.on.ca>; John Henry <John.Henry@durham.ca>; John Neal <ineal@oshawa.ca>; Marilyn
Crawford <marilyn.crawford@aiax.ca>
Cc: 'Joe Neal' <ineaI@clarington.net>; Mayor Shared Mailbox <mayor@clarington.net>; Granville Anderson
<ganderson@clarington.net>; Shaun Collier <shaun.collier@aiax.ca>; Joanne Dies <ioanne.dies@aiax.ca>; Sterling Lee
<sterling.lee@aiax.ca>; Wilma Wotten <wwotten@scugog.ca>; Bobbie Drew <bdrew@scugog.ca>; Kevin Ashe
<kashe@pickering.ca>; Gordon Highet <ghighet@town.uxbridge.on.ca>; Ramesh Jagannathan
<Ramesh.Jagannathan@Durham.ca>; Gioseph Anello <Gioseph.Anello@Durham.ca>; Susan Siopis
<Susan.Siopis@Durham.ca>; Zwart, Margaret <mzwart@clarington.net>; hones@clarington.net; Hooper, Ron
<rhooper@clarington.net>; ctraill@clarington.net
Subject: Incinerator Bottom ash considered for Reg Rd 18 Newtonville Road pilot
Good morning:
As well as sending this to Works Committee, I'm copying other councillors who indicated they were attending.
In today's presentation to you, Mr. Jagannathan mentioned Durham's Regional Rd 18 (Newtonville Rd in Clarington) pilot
and some recycled materials they are considering.
He mentioned glass, concrete, other, but did NOT mention that INCINERATOR BOTTOM ASH being considered for Reg
Rd 18 pilot- see attached 2020 INFO 117.
Though less toxic than fly ash, bottom ash is laced with toxic residues - it is not benign and highly variable depending on
waste burned. Some obvious potential risks including the leaching out of contaminants and toxics into
groundwater, surface water bodies and roadside vegetation and onto adjacent properties to name just a few.
From Nov. 10 F & A minutes: https.Ilcalendar.durham.calmeetingsIDetaiII2020-11-10-0930-Finance-and-
Administra tion-Committee-Meeting/cdb72662-16c9-4713-924c-ac7700b24118
Page 83
Councillor Collier asked for information with respect to the status of the road building pilot with Regional waste
materials. E. Baxter-Trahair advised that she will request a status update memo from the Works Department for the
November 25th Council meeting
I found nothing in Nov. 25.2020 Council agenda on this matter and found 2020 INFO 117 in December 4. CIP.
When staff pilot first came up in Nov. 2019, 1 spoke against this pilot raising multiple concerns even though from that
report I could not have known bottom ash would be considered for this pilot.
IF staff had stated in their 2019 report that they proposed using bottom ash in this road pilot, would some of you
have asked for more information?
Report: #2019-COW-31 from November 13, 2019. Extract below from page 5 of 2019 COW 31.
7. Road Building Pilot Project with Regional Waste Materials ($3.5 million)
7.1 In early 2019, Regional Council adopted principles of the Circular Economy and directed staff to ensure that all
diversion materials collected by the Region are considered as resources for making new products. Durham Region is
committed to the Circular Economy and is committed to finding innovative "made in Durham" solutions that support the
concept.
7.2 The proposed pilot will explore the reconstruction of a portion of Regional Road 18 in Clarington, assessing the
option of incorporating waste material such as single use plastics and other Blue Box materials (e.g. glass), crushed
concrete and/or recycled road asphalt. The beneficial and innovative use for materials within Durham Region will
ensure that these materials are used locally and not exported for unknown uses elsewhere
7.3 The section of Regional Road 18 between Concession Road 5 and Ganaraska Road (Regional Road 9), which is
approximately 4.6 kilometers in length, is in very poor condition with a Pavement Condition Index (PCI) of 4. This section
of road also has relatively low Annual Average Daily Traffic (AADT), however the pavement structure needs to be
strengthened to provide for increased commercial traffic, which makes this road segment a good candidate to pilot the
use of alternative material for road construction.
7.4 The opportunity to recycle plastics is especially appealing. Plastic types 1 (polyethylene terephthalate — bottles and
clam shell food containers) and 2 (high density polyethylene —jugs) are currently sorted and are relatively easy to
market for making new products. This proposed project will explore repurposing plastic categories 3 to 7 into the
pavement structure. Plastics have been used elsewhere in the world to extend and modify the asphalt binder to improve
crack and deformation resistance and to reduce moisture damage. This project will look at experimenting with this
pavement strategy in local Canadian winter conditions and with a local asphalt supplier.
7.5 Based on the learnings and outcomes of this pilot, the project would seek to develop a market, standards and
guidelines for use of recycled waste towards potential application to other Regional roads and beyond.
7.6 The proposed pilot will require engineering services to develop a project implementation plan including a study
regarding the reuse of materials, detailed design, waste preparation and process, and construction testing and
inspection
It's Covanta's responsibility and their cost to dispose of incinerator ash and if they want to explore possible reuse
options this would be their cost.
From Section 10.4 of Clarington's Host Community agreement
Durham shall ensure that the bottom and fly ash generated at the EFW Facility are dealt with
in a manner which complies with all applicable legal and regulatory requirements and approvals
.....No bottom ash or fly ash shall be disposed of in a landfill site in Clarington
Was Clarington informed that bottom ash is being considered as material for use in a road in their municipality?
Extracts from Report 2020 INFO 117 reference bottom ash staff.
2.4 Phase 2 will involve reconstruction of the southerly section of the pilot road segment using alternative waste
materials. This will also utilize pulverizing but will look to incorporate glass and potentially bottom ash in the granular
base and recycled plastics in the new asphalt. Testing planned for this winter will confirm how these recycled materials
will be incorporated as well as their quantities
3.3 Testing of alternative waste materials is being conducted using a combination of internal and external resources and
expertise. It should be noted that the use and quantity of these recycled materials in this road reconstruction project
will depend on the approval of the Ministry of the Environment, Conservation and Parks (MECP).
3.8 Bottom ash produced by the Regional Energy -From -Waste (EFW) Facility as an incineration by-product is another
waste material being considered for incorporation into the granular road base. The Region's Materials Testing Lab will
be acquiring samples of this material, adding it to samples of standard granular material in varying quantities, and then
testing these mixtures to determine how the material affects the structural and drainage properties. If the addition of
this material is found not to adversely affect these key properties, it will be incorporated into the new road base.
4.2 Phase 1 of this project has been tendered and adequate testing on the alternative recycled waste materials is
underway. A follow-up memo will be provided with an update on test results and overall status of the project.
Staff do not mention potential environmental impacts arising from the use bottom ash material in road beds.
You should also consider some of materials staff are proposing to study and use won't be under their management after
2024, when collection and processing of blue box recyclables transition to producer responsibility.
Works and Council need to keep a much closer eye on such proposed pilots and require more details around project
justification and require frequent updates.
Thank you for your attention.
Linda Gasser
Whitby
THIS MESSAGE IS FOR THE USE OF THE INTENDED RECIPIENT(S) ONLY AND MAY CONTAIN INFORMATION THAT IS
PRIVILEGED, PROPRIETARY, CONFIDENTIAL, AND/OR EXEMPT FROM DISCLOSURE UNDER ANY RELEVANT PRIVACY
LEGISLATION. No rights to any privilege have been waived. If you are not the intended recipient, you are hereby notified
that any review, re -transmission, dissemination, distribution, copying, conversion to hard copy, taking of action in
reliance on or other use of this communication is strictly prohibited. If you are not the intended recipient and have
received this message in error, please notify me by return e-mail and delete or destroy all copies of this message.
Page 85
MANANTLER
CRAFT BREWING CO.
BOWMANVILLE, ONTARIO
Municipality of Clarington,
Please accept this letter to notify you that Manantler Craft Brewing Company Inc. will be
moving locations from 182 Wellington St. to 160 Baseline Rd. E. We are happy to
announce we will be staying in Clarington and this move will help us scale up in size,
offering more jobs and a better local brewery experience for our community.
We are asking for the municipality to pass a resolution in support of our application for a
Limited Liquor Sales Licence, On -site retail store, and a "By the Glass" Licence, which
allows us to sell our packaged product to -go and also allow people to enjoy tastings on
site at our new location.
Pre-COVID we were hoping to keep both locations open, but due to the economic
landscape we currently find ourselves in, we have decided we will need to shut down
182 Wellington St. as soon as possible and open our new location across town.
I can be reached at 705-309-4767 or by email matt(a-manantler.com should you have
any questions or concerns.
Regards,
Matthew Allott
Owner / President
Manantler Craft Brewing Company
182 Wellington St. Bowmanville, ON
'�
Please forward to your Treasurer and Head of Council as answer required by February 24, 2021
Dear Mayors, Members of Council and Treasurers:
RE: TAPMO (Top Aggregate Producing Municipalities of Ontario)
Aggregate Properties Assessment. Time Sensitive Question
We are writing this letter as you are a current member of TAPMO or have been a member
of TAPMO in the past.
The Top Aggregate Producing Municipalities of Ontario (TAPMO) represents local
Municipalities across Ontario that have significant reserves and annual production of
aggregate, stone and sand materials. TAPMO's membership is diverse in its composition,
however, we share the common perspective that local Municipalities have a vital role to play
in ensuring a sustainable aggregate industry for Ontario and as an Association representing
aggregate rich communities.
TAPMO members seek to develop long-term best practices and constructive, sustainable
solutions that will ultimately benefit all stakeholders. In this capacity TAPMO plays a vital
role in interpreting legislation and Municipal priorities. TAPMO is also uniquely positioned to
lead and facilitate discussions.
Working with its partners, TAPMO will develop practical, long-term initiatives, solutions and
actions to promote and protect the sustainability of aggregate production in Ontario while
being mindful of the well-being of Member Municipalities and their residents.
A major concern of TAPMO is the extremely low assessment of Aggregate properties. A
review has been completed by the Sussex Strategy Group on behalf of the County of
Wellington. This review identified that in some Ontario municipalities the current
methodology of establishing an assessment valuation for Aggregate properties is much
lower than what should be assessed at. The implications are far reaching and shifts
the collection of property taxes to the residential base to fund on -going Municipal
operations.
TAPMO representatives have continuously brought this inequity in property taxation by
Aggregate properties to the Province of Ontario and specifically to the Minister of Finance
over the past 3 years. Unfortunately, no meaningful results or changes have arisen to
change current practices.
At this point, TAPMO has been approached by a Government Relations Firm which
believes they can demonstrate this issue to the Provincial Government, and of equal
importance, to the appropriate audience within the Government. The approach is to
Page 87
identify the inequity in the assessment model as well as potential methods for MPACs
review, with the intention of having an improved assessment approach adopted by MPAC
before the next Assessment valuation cycle.
TAPMO is also consulting with the Association of Municipalities of Ontario and Municipal
Finance Officers' Association of Ontario AMO in order to clarify the issue regarding the
assessment inequities.
At this time TAPMO is requesting your municipality's financial support for the retention of
Upstream Strategy Group. Your support will permit this initiative of compelling
communication with the Provincial Government and key partners The terms of the work
that Upstream Strategy Group will be undertaking on behalf of TAPMO is attached.
Your municipality is asked to commit $2,100 in 2021 to support this endeavor. A
response is requested either yes or no for this monetary commitment by February 24,
2021 to ddonald(ab-northdumfries.ca, in writing.
The Executive of TAPMO will be meeting again on March 1st to determine if there is
enough support in order to engage Upstream Strategy group, and if there is, a contract
outlining the terms of the engagement will be prepared, with an upset limit based on the
amount of commitments from TAPMO municipalities.
We thank you for your support.
Chair Mayor Foxton, TAPMO
Proposed Agreement with Upstream Strategy Group
A. Strategy
Assist TAPMO in the development of relationships and establish a measurable
footprint in landscape of the Provincial Government, influencers, policies, and future
issues of interest related to the mission of the organization;
Develop and propose a strategic advocacy and political engagement plan designed to
achieve legislative goals which shall include the review of the MPAC methodology to
determine land value assessment for aggregate operations and support for other
TAPMO priorities;
III. Communicate the goals, aspirations, and work of TAPMO to key influencers in the
legislative policymaking space through meetings, correspondence, and briefing
documents.
B. Advocacy
Support TAPMO by working on behalf of, and alongside the Executive Committee, by
being the day-to-day contact at Queens Park for MPPs, Cabinet Ministers and the
Premier;
Support TAPMO by working on behalf of, and alongside the Executive Committee, by
being the day-to-day contact with the senior levels of the Provincial bureaucracy on
matters pertaining to the aggregate file;
III. Work to pass and achieve TAPMO's legislative agenda by lobbying members of the
Legislature, their staff, and other Provincial Government officials;
IV. Track and attend committee and legislative hearings, coordinate and assist in the
preparation of testimony (if needed), submissions, and in -person testimony.
C. Relationship Building
Create a robust plan of introductory meetings with key MPPs and Cabinet Ministers,
regulatory agencies, and related policy organizations that are consistent with the
mission and scope of work of TAPMO;
Develop strong connections with other institutions, agencies, and membership
organizations (ie: AMO, ROMA, MFOA, etc) to support the mutual goals of TAPMO;
III. Conduct learning sessions with the Executive Committee on public policy and issues
of legislative action to share knowledge and build expertise and skills within TAPMO;
IV. Assist in positioning TAPMO in the legislative ecosystem as an authentic advocate on
matters related to aggregates.
D. Tracking and Reporting
Identify, track, and report on legislation and legislative proposals that may have an
impact on the member Municipalities of TAPMO and on issues related to the TAPMO's
legislative agenda;
Report the activities at a minimum through the following:
• Updates to the Executive Committee via video calls on pending issues as they arise;
• A monthly written status report on key actions, movement, and legislation;
• Track priorities and meetings with Government representatives;
• Provide a presentation to the TAPMO AGM in August 2021
E. Compensation
TAPMO will be compensating on a fixed fee schedule which includes all expenses /
disbursements including travel for the services outlined in this document. The compensation
for a six (6) month engagement will not exceed $ TO BE DETERMINED (plus
HST).
Page 90
Clarftwn
MEMO
If this information is required in an alternate format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131.
To: Mayor Foster and Members of Council
From: Erica Mittag, Staff Liaison to the Diversity Advisory Committee
Date: Thursday, February 11, 2021
Re: Resolution #GG-469-20 — Prohibition of Hate Symbols
On December 14, 2020, Council passed Resolution #GG-469-20 through which an Official
Statement condemning the display of symbols of hate in our community is to be released in
partnership between the Mayor, Members of Council of the Municipality of Clarington and
Clarington's Diversity Advisory Committee.
Subsequently, the Diversity Advisory Committee provided input to a draft statement at their
January 28, 2021 meeting.
While the Committee supports the spirit of the statement, they would like to see some
actionable items included to add weight to the message. As a result of their discussion, the
Committee passed the following resolution:
THAT the draft statement that condemns symbols of hate in our community be referred back
to Council for further discussion and consideration to include associated action items to
support the message such as amending the sign by-law to include the prohibition of symbols
of hate.
Erica Mittag
Name: Erica Mittag
Job Title: Community Development Coordinator, Diversity, Inclusion and Accessibility
Community Services Department
cc: Diversity Advisory Committee
Page 1 1
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6
1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net
Page 91
MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #
DATE: February 16, 2021
MOVED BY Councillor Hooper
SECONDED BY
Whereas the Municipality of Clarington engages with its Diversity Advisory Committee
on matters surrounding diversity in the community;
Whereas on December 14, 2020, the Municipality of Clarington passed a resolution that
the Mayor and Members of Council of the Municipality of Clarington, in partnership with
Clarington's Diversity Advisory Committee, release an Official Statement condemning
the display of symbols of hate in our community;
Whereas on December 14, 2020, the Municipality of Clarington also passed a resolution
that the Clarington Diversity Advisory Committee's request to prohibit public display of
hate symbols be forwarded to the newly formed Diversity, Equity, and Inclusion Group
at the Region of Durham, for their comments;
Whereas the Diversity Advisory Committee supports a joint message condemning
symbols of hate in our community and is recommending that the joint statement include
action items to support the message;
Now therefore be it resolved that the Diversity Advisory Committee be directed to
provide recommended action items that support the message of condemning symbols
of hate in our community that could be implemented while we await comments from the
Region of Durham.
Page 92
Clarington
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: February 16, 2021 Report Number: PWD-012-21
Submitted By: Stephen Brake, Director of Public Works
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Road Rationalization
Recommendations:
1. That Report PWD-012-21 be received; and
2. That all interested parties listed in Report PWD-012-21 and any delegations be
advised of Council's decision.
Page 93
Municipality of Clarington
Report PWD-012-21
Report Overview
Page 2
This report is to provide Council with an update of the road rationalization process with the
Region of Durham.
1. Background
1.1 The Region of Durham initiated a region -wide Road Network Rationalization Study in
2016 to identify roads that should be transferred from the Region to the Local Area
Municipalities (LAM), and vice versa. The Region of Durham information reports
#2018-INFO-31 and #2018-INFO-138 provide a more detailed description of the history
and study methodology and present the findings of the study.
1.2 An initial list of roads for consideration was developed through consultation with the
Region and the LAM. Each road was evaluated based on several criteria to determine
if it serves more of a local or regional function and character. The study considered the
current function as well as the future 2031 conditions.
1.3 Proposed Region to Local Transfer
Regional Road 17 / Main Street from Winter Road to Taunton Road in Orono.
1.4 Proposed Local to Region Transfer
Holt Road from Highway 401 to Highway 2
Boundary Road from Highway 35 to Highway 115
1.5 The roads identified to be transferred are shown on Attachment 1.
1.6 Staff from Clarington and the Region met on December 7, 2020 to discuss the process
for moving ahead with the transfers. It was agreed that Clarington staff would provide
this report to inform Council of the results of the road rationalization study and continue
to work with Regional staff to ensure that the transfers take place in an equitable
manner so Clarington does not take on additional capital or maintenance burden. It
was agreed that staff would work towards completion of the process by early 2022.
1.7 Staff will report back to Council with further details at a future General Government
Committee meeting.
Page 94
Municipality of Clarington
Report PWD-012-21
2. Concurrence
Not Applicable.
3. Conclusion
Staff will continue to work with staff from the Region of Durham to advance road
rationalization initiative.
Staff Contact: Sean Bagshaw, Manager of Infrastructure, 905-623-3379 ext. 2320 or
sbagshaw@clarington.net.
Attachments:
Attachment 1 — Key map
Interested Parties:
The following interested parties will be notified of Council's decision:
Page 3
Ramesh Jagannathan, M.B.A, P.Eng., Director, Transportation and Field Services, Region of
Durham
Page 95
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Clarington
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: February 16, 2021 Report Number: PWD-013-21
Submitted By: Stephen Brake, Director of Public Works
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Speed Limit Reduction to 40 km/h on Neighborhood Collector B Roads
Recommendations:
1. That Report PWD-013-21 be received;
2. That speed limits not be lowered to 40 km/h on all Collector roads;
3. That staff continue ongoing monitoring of the municipal road network and
researching alternate traffic management options and their suitability on individual
basis; and
4. That all interested parties listed in Resolution # C-462-20 and any delegations be
advised of Council's decision.
Page 97
Municipality of Clarington
Report PWD-013-21
Report Overview
Page 2
In response to Council's request to investigate lowering speed limits to 40 km/h on all
neighborhood Collector B roads, staff have reviewed the existing conditions, best practices,
provincial regulations and standards, and have provided their recommendations.
1. Background
1.1 During the Council meeting held on November 23-24, 2020, Council passed Resolution #
C-462-20, directing staff to report back on reducing speed limits to 40 km/h on
neighborhood Collector B roads.
1.2 As per the Clarington Official Plan (OP) and the Clarington Transportation Master Plan
(CTMP), roads have five classifications:
• Arterial Road Type A
• Arterial Road Type B
• Arterial Road Type C
• Collector Road
• Local Road
1.3 In line with the OP and CTMP, the Municipality's Collector roadways provide connections
between Local roads within the residential / commercial areas and the Arterial road
system. Compared to Arterial roadways, Collector roads generally carry lower traffic
volumes and have lower speed limits. However, Collector roads do provide a shared
priority of property access and increased traffic movement when compared to the Local
roads. A typical Collector road in Clarington will feature 10.0 meter pavement width, with
wider boulevards and sidewalks on both sides. It is typically expected to carry up to 6,000
vehicles a day, including heavier traffic such as delivery and maintenance trucks and
transit vehicles in a more free -flow fashion than a Local road.
1.4 Figures 1-3 below show the existing and proposed Collector roads within the boundaries of
the three largest urban areas in Clarington being Bowmanville, Courtice and Newcastle.
Although most of the Collector roads are within residential areas, property uses fronting
these Collector roads vary from institutional, residential, commercial, and green space. It is
also noted that Collector roads are only a small portion of the entire road network within a
residential area.
Municipality of Clarington Page 3
Report PWD-013-21
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Page 99
Municipality of Clarington
Report PWD-013-21
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Page100
Municipality of Clarington Page 5
Report PWD-013-21
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Figure 3: Newcastle Road Network
Page 101
Municipality of Clarington
Report PWD-013-21
2. Discussion
Page 6
2.1 The official and statutory speed limit in Clarington is 50 km/h, unless otherwise posted, as
per the Ontario Highway Traffic Act (HTA). This statutory speed limit of 50 km/h currently
applies to the majority of Clarington's urban areas. There is no requirement for the
statutory speed limit signs to be posted, however, Clarington, similar to many other
jurisdictions, uses gateway signage at key locations to raise awareness of the existing
conditions. Where the speed limit is different than the statutory limit, signs are required to
be posted at speed dependent intervals varying from 300 meters to 900 meters and
downstream of every intersection. Speed limit signs are also required at speed transition
locations.
2.2 Many studies and best practices conclude that an effective and appropriate speed limit
should be a function of variables such as road design, road purpose, surrounding
environment, road user type and should include existing operating, or 85t" percentile,
speeds as a main component. The 85t" percentile speed is the speed at or below which 85
percent of vehicles travel. Effective speed limits incorporate and respect these criteria, as
drivers will most often operate at speeds that they are comfortable with, or at speeds that
correspond to road users' knowledge of the surrounding environment. Artificially low speed
limits rarely achieve desired results as many drivers will develop comfort levels and habits
based on their repeat experience. Inappropriately lowered speed limits also put a strain on
police agencies by increased enforcement requests and expectations from the public.
Appropriately established consistent speed limits help to ensure that expectations are met
from all road users and enforcement agencies across the surrounding area.
2.3 Statutory speed limits in some jurisdictions are being reduced to 40 km/h as a means to
respond to vehicle speeding complaints. While it is recognized that this initiative may
provide a perceived improvement, studies undertaken "before" and "after" the revised
speeds have been implemented regularly confirm that there are no significant
improvements in average speeds. Speed reductions to 40 km/h prove to have the least
effect on Collector and Arterial roads since the design and service function of these types
of roadways generally support higher comfort levels for motorists which consequently
result in higher vehicle operating speeds. A review of neighboring municipalities' practices
did not produce any evidence of support for speed reductions on Collector roads only.
Page102
Municipality of Clarington Page 7
Report PWD-013-21
2.4 In a scenario where only the Collector roads within a subdivision were reduced to a speed
limit of 40 km/h, the change would result in most of the local residents originating their trips
within a 50 km/h Local road zone, transferring onto a 40 km/h Collector zone for a short
distance, and then continuing onto a 50 km/h or higher speed zone when exiting the
subdivision onto an Arterial road. This approach would result in a high level of non-
compliance by local residents and potential confusion to visitors. Another unintended
consequence is the increased speed differential between the compliant and the non-
compliant driver, which decreases safety and may introduce frustration among all road
users.
2.5 The Northglen neighborhood example in Figure 4 demonstrates that Northglen Boulevard
and Edwin Carr Street are the only Collector class roads in the neighborhood. This
equates to 1.33 km, or 13% of Collectors out of the total 10.1 km of all roads within the
subdivision. This design characteristic is typical to other residential areas across
Clarington and other jurisdictions.
Balance of page left intentionally blank.
Page103
Municipality of Clarington Page 8
Report PWD-013-21
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Figure 4: Northglen Subdivision Collector roads (dash lines) and Local roads (solid thick lines)
Page 104
Municipality of Clarington
Report PWD-013-21
Page 9
2.6 Another significant item to consider is signage associated with speed limit changes. Using
Northglen neighborhood in Figure 5 as an example, it has been estimated that a minimum
of 26 new speed limit signs would be required to effectively carry out the speed limit
reduction within this specific area. At an average installation cost of $200 per sign
including post and hardware, the Collector speed limit conversion would result in an
approximate cost of $5,200. Staff estimate that a municipal -wide conversion of all Collector
roads to any speed limit other than the current statutory speed limit would include
approximately 1,000 sign locations with an estimated initial cost of signing the changes of
approximately $200,000. Additional costs to the municipality, including on -going sign
maintenance associated with retro-reflectivity, replacement, boulevard maintenance and
increased risks during motor vehicle collisions are also worth considering.
Balance of page left intentionally blank.
Page 105
Municipality of Clarington Page 10
Report PWD-013-21
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Figure 5: Northglen neighborhood with a 40 km/h speed limit on Collector roads only — dots
represent new speed limit sign locations required for a 40 km/h Collector speed limit change
Page106
Municipality of Clarington Page 11
Report PWD-013-21
2.7 Over the last several years, staff have also collected speed data at various locations within
the Northglen Subdivision area by using in-house data collection equipment. Radar
Message Boards (RMB) are feedback signs that display speed information to drivers and
collect data for staff to analyze. Armadillos are stealth versions of the RMB and discretely
record the speed data without displaying it to drivers. The available results were collected
at the sign icon locations shown in Figure 6 below.
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Page107
Municipality of Clarington
Report PWD-013-21
Page 12
2.8 The RMB data indicates that average speeds along typical Local roads within the
Northglen neighborhood were 31-36 km/h and the 85th percentile speeds were 43-48 km/h.
Average speeds along Collector roads were 33-43 km/h and 85th percentile speeds were
44-53 km/h. It is worth highlighting that the data collected along William Fair Drive and
along Northglen Boulevard (prior to the All Way STOP installation at Edwin Carr Street)
were representative of their surrounding environment; William Fair Drive having average
and 851h percentile speeds lower than the Northglen Boulevard Collector road by several
km/h. These roads run parallel to each other and at the time of the data collection, both
were free flowing between Bowmanville Avenue and Middle Road. This shows that the
roads within the area are functioning as per their intended classification and design, and
within satisfactory speed levels.
3. Concurrence
Not Applicable.
4. Conclusion
It is anticipated that a speed limit reduction to 40 km/h along Collector type roads within
residential areas would result in greater levels of undesired driver behavior, lower speed
limit compliance and driver confusion. The costs associated with speed limit signage
changes, as required by the Ontario Traffic Manual and Provincial Regulations, would
amount to approximately $200,000. Staff do not recommend lowering speed limits to 40
km/h on Collector roads only. Staff recommend continuing the current approach of
investigation and on -going monitoring of the municipal road network and research of
alternate options and their suitability on an individual basis.
Staff Contact: Slav Potrykus, Traffic Engineering Supervisor, 905-623-3379 ext. 2315 or
SPotrykus@clarington.net.
Attachments:
Not Applicable
Interested Parties:
The following interested parties will be notified of Council's decision:
Dave Bass
Laurel Kahler
Clarington Active Transportation and Safe Roads Committee
Page108
Clarington
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: February 16, 2021 Report Number: PWD-014-21
Submitted By: Stephen Brake, Director of Public Works
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Newcastle Community Garden
Recommendations:
1. That Report PWD-014-21 be received;
2. That Council provide staff with direction to proceed with the establishment of a
Community Garden in Newcastle;
3. That the Director of Public Works be authorized to execute a Memorandum of
Understanding with the community garden association, in a form satisfactory to the
Municipal Solicitor; and
4. That all interested parties listed in Report PWD-014-21 be advised of Council's
decision.
Page109
Municipality of Clarington
Report PWD-014-21
Report Overview
Page 2
This report addresses the formal request of Mr. Evan King to establish a Community Garden
in Newcastle. Council is respectfully requested to provide staff with direction on the
execution of a Memorandum of Understanding for this purpose.
1. Background
1.1 In November 2020, the Public Works Department was approached by a resident of
Newcastle, Mr. Evan King, who is requesting that the Municipality provide land for the
establishment of a "Community Farm".
1.2 Over the past number of months, staff have been in regular contact with Mr. King to
downsize his original concept and to refine the initiative into a "Community Garden". A
site selection process has also occurred to identify a preferred site for the initiative that
takes into account proximity to the residents of Newcastle, ease of site preparation,
presence of fencing, availability of off-street parking and access to a potable water
source.
2. Discussion
2.1 Community gardens on public lands have recently become a popular alternative for
urban dwellers that do not have access to gardening space that is more readily
available in the countryside or in a larger private backyard setting. Community gardens
are parcels of public land that are subdivided into smaller plots for local residents to
grow their own vegetables, fruit or flowers for personal use.
2.2 Community gardens provide local residents with the opportunity to become engaged in
a healthy recreational activity while growing nutritious food, a venue to meet other local
residents, a learning opportunity and the ability to beautify open spaces.
2.3 At present, there are two other community gardens in Clarington that have been
successfully operating for approximately 10 years. These sites are referred to as the
Bowmanville Garden Allotments located on Haines Street south of Highway #2 in
Bowmanville and the Liberty Allotment Gardens on Liberty Street south of Baseline
Road also in Bowmanville. Each of these sites provide gardening opportunities for up to
50 local residents.
Page110
Municipality of Clarington
Report PWD-014-21
Page 3
2.4 The two existing community gardens have resulted in the formation of unincorporated
associations that have come together for the purpose of operating a community garden.
In the case of each garden, an executive has been established that is responsible for
developing and properly maintaining a membership application, rules of garden
operation and a current budget.
2.5 Appended to this report is a copy of the letter (Attachment 1) and the proposal
(Attachment 2) submitted by Mr. Evan King for the Newcastle Community Garden. The
proposal identifies specific objectives, an estimated cost structure for the rental beds
and the names of the executive. It has been reported by Mr. King that based on a
recent Facebook post he has been contacted by more than 50 residents that have
shown interest in establishing a Community Garden in Newcastle.
2.6 If this initiative is approved by Council, the Newcastle Community Garden will be
required to operate under the same principles and conditions as the other existing
community gardens. The Memorandum of Understanding used with the executive
membership of the other Community Garden associations is proposed to be adopted for
use by the Newcastle group.
3. Proposed Site
3.1 The Public Works Department has conducted a review of all vacant properties that are
owned by the Municipality of Clarington in Newcastle. The preferred site is depicted in
Figure 1 and its attributes are noted as follows:
Diane Hamre Recreation Complex
• 1780 Rudell Road, Newcaslte
• Level grassed area of approximately 0.35 hectares
• Accommodation for an estimated 70 individual garden beds
• Available off-street parking
• Access to potable water
Page111
Municipality of Clarington
Report PWD-014-21
Page 4
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Figure 1: Preferred site for Newcastle Community Garden
Page112
Municipality of Clarington
Report PWD-014-21
4. Concurrence
Page 5
This report has been reviewed by the Director of Community Services and the Director
of Legislated Services who concur with the recommendations.
5. Conclusion
It is respectfully recommended that Council provide staff with direction to proceed with
the execution of the land lease agreement for the Newcastle Community Garden.
Staff Contact: Stephen Brake, Director of Public Works, 905-623-3379 ext. 2903 or
SBrake@clarington.net.
Attachments:
Attachment 1 - Request letter from Mr. Evan King
Attachment 2 - Newcastle Community Garden Proposal
Interested Parties:
The following interested parties will be notified of Council's decision:
Mr. Evan King
Page113
Attachment 1 to Report PWD-014-21
To whom it may concern,
My name is Evan King and I am the Chair of the Newcastle Community Garden. I have
created an excellent board of directors to help guide this project to be successful.
Board Directors for the Newcastle Community Garden:
Evan King - Chair
Karen Cashin - Vice Chair
Adam Cranley - Treasurer
Greer Donaldson - Secretary
Jim Norwood - Director
Lloyd Johnson - Director
Sue Johnson - Director
Sarah Yarnell - Director
Having a community garden in Newcastle would be a great benefit to the community. It will
provide local people an opportunity to grow their own food, when they would normally not
have that opportunity given where they live or how they live. A poll was taken on the
Newcastle Facebook group and it showed over 50 people asking for a community garden to
be started. Since then we have had numerous interest from other people inquiring about it.
Without a doubt there is a need and a call for this community garden to be completed. I hope
we can count on the support and approval from our Mayor and Council on this matter.
Thank you,
Evan King
Page114
Attachment 2 to PWD-014-21
Newcastle Community Garden
11.19.2020
Overview
To create a sustainable and educational garden in Newcastle Ontario that provides organic
food and a space to teach new gardening techniques.
Page115
1
Goals 2021
1. Work with local officials to determine and select a spot of land to develop.
2. Come up with a plan that makes the space work efficiently.
3. Plant all perennials and create rentable beds.
4. Build compost bins.
5. Build a common building for storage and seed starting.
6. Develop basic website
Funding
Going to need start-up capital for perennials, fruit trees, bushes, flowers, shed, fence,
compost, etc. The amount is impossible to determine until a site is chosen and plan
developed.
Operations
1. Raised bed rentals
Local residents rent raised bed allotments, where they would be responsible for that
space and keeping it weed free. This target market is for people that have a desire
to garden but do not have the space to do so.
Educational
1. Work with local schools for field trips to teach about gardening techniques.
2. Local history and educational signs posted throughout the garden.
3. Run classes or courses for kids or adults to learn about how to grow, etc.
Charity
Work with the local food bank to ensure there is no waste of produce or food.
Page116
Garden Volunteer structure
Group of volunteers (Board) to decide the best course of action regarding the garden.
Based on a majority rule vote when comes time to make a decision. Positions will include
President, Vice President, Secretary, Treasurer, Volunteer Coordinator, Education
Coordinator, Data collector.
Fundraising:
Funds and materials will be needed to get this project off the ground. A list of local growers,
farms and businesses will be created and contact will be made to see what can be raised in
order to get this underway. Relatively low start up costs, but higher in labour.
Data collection:
A very important aspect of this garden that not a lot of community gardens offer is going to
be our data collection. From conception we are going to track and record numerous data
points. This will allow us to show a progression in certain points. This will show better
efficiencies over time and allow us to show our results.
Working with municipality:
With all the development in the near future at the community centre, it could be a great
opportunity to work with the municipality in planning and planting some beneficial
plants,trees and shrubs, bird houses, beneficial insect habitats etc, to enhance the
community.
Board of Directors:
Evan King - Chair
Karen Cashin - Vice Chair/ PR
Adam Cranley - Treasurer
Jim Norwood - Director
Greer Donaldson - Secretary
Sarah Yarnell - Director
Lloyd Johnson - Director
Susan Johnson - Director
Page117
3
Plots:
4' x 50' with a 1 to 2 foot path in between plots. Prices to be determined.
Start with 12 plots and have room to expand when needed.
Lease agreement between garden and plot owner.
Only organic gardening allowed.
Wood chip pathways to ease on weeding and preserve water and wood chip plots if
possible. Also core gardening would be ideal as well.
Page118
Clarington
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: February 16, 2021 Report Number: LGS-008-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Assumption of Road Widenings
Recommendations:
1. That Report LGS-008-21 be received;
2. That the By-law attached to Report LGS-008-21, as attachment 1, be approved;
Page119
Municipality of Clarington Page 2
Report LGS-008-21
Report Overview
Through development process, various road widenings and/or reserves have been
transferred to The Corporation of the Municipality of Clarington and require by-laws to have
the lands assumed as public highways.
1. Background
1.1 Through the development process, various road widenings have been transferred to
The Corporation of the Municipality of Clarington. When development conditions are
met by adjacent land owners, the widenings require by-laws to have them assumed as
public highways for permanent maintenance purposes.
1.2 In some instances, 0.3 metre reserves have been transferred to the Municipality. When
development conditions are met by developers, the 0.3 metre reserves require by-laws
to have them dedicated as public highways for public use. The reserves will become
part of the road widening and will be assumed by the Municipality when the subdivision
is complete.
1.3 Preparing by-laws on an individual basis is time consuming. As a cost saving measure,
the various lands to be dedicated and assumed for public use have bene permitted to
accumulate so that they could be combined in the attached by-law.
1.4 It is now appropriate for the Council to pass the attached by-law.
2. Conclusion
It is respectfully recommended that Council pass the by-law attached to this report.
Following its passage, the Municipal Solicitor will register it in the Land Registry Office.
Staff Contact: Joanne Barchard, Law Clerk, 905-623-3379 ext 2014 or
jbarchard(a)clarington.net.
Attachments:
Attachment 1 — By-law to Establish certain Lands as Public Highways.
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page120
Attachment 1 to Report LGS-008-21
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2021-XX
Being a by-law to establish certain lands as public highways
Whereas the lands set out in the attached Schedule "A" have been conveyed to The
Corporation of the Municipality of Clarington for road widening purposes.
Now Therefore Be It Resolved That the Council of The Corporation of the Municipality of
Clarington hereby enacts as follows:
1. The lands shown in Schedule "A" are hereby dedicated and assumed as public
highways.
2. This by-law shall come into effect on the date of passage.
BY-LAW passed this day of February, 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page 121
Attachment 1 to Report LGS-008-21
Schedule "A"
Part of Lot 33, Con 3
Pt 1, 40R-30727
(Darlington)
Municipality of Clarington
Part of Lot 17, Con 1
(Darlington)
Parts 1, 2, 3, 4 and 5, , 40R-18009
Municipality of Clarington
Regional Municipality of Durham
Part of lot 22, Con 3
(Darlington)
Part 3 on 40R-30804
Municipality of Clarington
Regional Municipality of Durham
Part of unnumbered Block P, Hannings Plan dated 1868
Village of Newcastle
Pts 1, 2, 3 and 4 on 40R-30861
Municipality of Clarington
Regional Municipality of Duram
Part of Lot 87, RCP713
Parts 8 & 9, 40R-27997
Municipality of Clarington
Regional Municipality of Durham
Part of Lot 31, Con 3
Part 1, 40R-20795
Municipality of Clarington
Regional Municipality of Durham
Rdal Btn Con 1 & 2, Clarke
Btn Regional Rd. No. 18 & Hwy 2
Municipality of Clarington
Regional Municipality of Durham
Part of Lot 33, Con 1
Parts 1 ,2 and 3 40R-21150
Municipality of Clarington
Regional Municipality of Durham
Page122
Clarington
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: February 16, 2021 Report Number: LGS-009-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Appointments to the Ganaraska Forest Recreational User Committee and
Property Standards Committee
Recommendations:
1. That Report LGS-009-21 be received;
2. That the resignation of Anthony Wood, from the Ganaraska Forest Recreational
User Committee and Property Standards Committee, be received and that Mr. Wood
be thanked for his volunteer efforts;
3. That the Committee consider the applications for appointments to the Ganaraska
Forest Recreational User Committee and Property Standards Committee, and that
the vote be conducted to appoint the citizen representatives, in accordance with the
Appointment to Boards and Committees Policy; and
4. That all interested parties listed in Report LGS-009-21 and any delegations be
advised of Council's decision.
Page123
Municipality of Clarington
Report LGS-009-21
Report Overview
Page 2
This report is intended to provide background information regarding the Council
appointments to both the Ganaraska Forest Recreational User Committee and the Property
Standards Committee.
1. Ganaraska Forest Recreational User Committee
Background
1.1 The purpose of the Ganaraska Forest Recreational User Committee (GFRUC) is to
carry out work and provide advice to the Full Authority on:
1. Development of standards and guidelines for each recreational use occurring in
the Ganaraska Forest;
2. User conflicts within the Forest;
3. User conflicts with landowners of property abutting the Forest;
4. Approval of groups use of the Forest in an effort to reduce conflicts, ensuring
safe use and reducing liability; and
5. New regulations or policies that pertain to recreational use.
1.2 The Terms of Reference states that the composition of the Committee shall be
comprised of a representative from the following organizations:
• Ontario Federation of Anglers and Hunters
• Ontario Trail Riders Association (equestrian)
• Ontario Nature
• Hike Ontario
• Ontario Federation of Snowmobile Clubs
• Ontario Federation of Trail Riders (off -road motorcycles)
• Canadian Cross Country Ski Association
• Orienteering Ontario
• Ontario Cycling Association
• Kawartha ATV Association
Page124
Municipality of Clarington Page 3
Report LGS-009-21
• Municipality of Port Hope
• City of Kawartha Lakes
• Township of Cavan/Monaghan
• Municipality of Clarington
Current Situation
1.3 Anthony Wood was appointed to the Ganaraska Forest Recreational User Committee,
January 15, 2019 for a term ending in December 31, 2022 or until a successor is
appointed. On December 27, 2020, the Municipal Clerk's Division received notification
of his resignation.
1.4 Currently, the Committee has one appointed member from the Municipality of
Clarington. Therefore, Council may appoint one member to the Ganaraska Forest
Recreation User Committee.
1.5 The following individuals have put forward an application for consideration:
• Belva Lukascovics
• Beverley Mawby
• Marven Whidden
2. Property Standards
Background
2.1 The Property Standards Committee is a quasi-judicial body appointed by Council to
consider appeals to order issued by Property Standard Officers. It is the Committee's
role to make an informal, impartial decision. The Property Standards Committee has
the following powers under the Ontario Building Code Act:
• Confirm the Order or Orders served by the Municipality; or
• Quash the Order; or
• Amend the Order or extend the deadline for compliance.
2.2 A Property Standards Committee member shall be familiar with general rules of the
procedure before the administrative tribunals, admissibility of evidence, and the relevant
provisions under the Ontario Building Code Act.
Page125
Municipality of Clarington Page 4
Report LGS-009-21
2.3 The Committee is comprised of six community members and are appointed for the
same term of Council.
Current Situation
2.4 Anthony Wood was appointed to the Property Standards Committee, January 15, 2019
for a term ending in December 31, 2022 or until a successor is appointed. On
December 27, 2020, the Municipal Clerk's Division received notification of his
resignation.
2.5 Currently, the Committee has five members appointed for a term ending December 31,
2022. Therefore, Council may appoint one member to the Property Standards
Committee for a term ending December 31, 2022 or until a successor is appointed.
2.6 The following have put forward an application for consideration:
• Philip Haylock
• Robert Genosko
• Sami Elhajjeh
• Rob Clement
I Advertising & Applications
3.1 The Municipal Clerk's Division placed an advertisement in the local papers and on the
Municipality's website, www.clarington.net/Committees, to fill the vacancy on the
Ganaraska Forest Recreational User Committee and Property Standards Committee.
3.2 In an effort to extend the reach of our advertisements for vacancies, the Clerk's
Department has created a profile on the www.claringtonvolunteers.ca website.
Vacancies on the Ganaraska Forest Recreational User Committee and the Property
Standards Committee were listed on the Clarington Volunteers website.
3.3 As per the "Appointment to Boards & Committees Policy", the applications have been
included in a confidential matrix, which has been attached at the front of each of the
applications for the respective Committee.
4. Concurrence
Not Applicable.
Page126
Municipality of Clarington
Report LGS-009-21
5. Conclusion
Page 5
It is respectfully recommended that Committee consider conducting the vote to make
the appointments to the Ganaraska Forest Recreational User Committee and Property
Standards Committee at this time.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
Patenaude@clarington.net.
Attachments:
Attachment 1 — Matrix and Applications
Interested Parties:
The following interested parties will be notified of Council's decision:
Anthony Wood
Ganaraska Forest Recreational User Committee
Property Standards Committee
Page127
Clarington
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: February 16, 2021 Report Number: LGS-010-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Board and Committees By-law Update to Allow Electronic Participation
Recommendations:
1. That Report LGS-010-21 be received;
2. That the By-laws attached to Report LGS-010-21, as Attachments 1-8, updated to
allow for electronic participation at various Boards and Committees, be approved;
3. That Terms of Reference for the various Boards and Committees, attached to
Report LGS-010-21, as Attachments 9-16, updated to allow for electronic
participation, be approved; and
4. That all interested parties listed in Report LGS-010-21 and any delegations be
advised of Council's decision.
Page128
Municipality of Clarington
Report LGS-010-21
Report Overview
Page 2
In 2017, the Municipal Act, 2001 was changed to allow electronic participation (i.e. telephone
or video participation) by Members of Council and local boards. Recent changes to the
Municipal Act, 2001 have allowed further electronic participation, including during routine
periods. This report provides information on the Boards and Committee's By-laws that
require amendments.
1. Background
1.1 At the July 2-3, 2020 Council meeting, Resolution #GG-230-20 was passed:
That Report CLD-011-20 be received;
That the Procedural By-law be amended to provide for electronic participation at
any meeting, including statutory Public Meetings under the Planning Act, for,
a. Members of Council, in accordance the provisions set out in the
Municipal Act, 2001,
b. Delegations and presentations, and
c. Members of the public
That Council authorize remote participation for local board meetings, and that
any local board resolving to take advantage of the opportunity to participate
electronically be directed to amend their procedural by-law accordingly;
That the Terms of Reference for all Council Advisory Committees be amended to
allow for electronic participation up to, and including, all members and members
of the public;
That once the LPAT has updated its procedural rules to provide for electronic
hearings, Staff (i.e. Planning Services Department and Municipal Solicitor) be
directed to undertake a review of the Committee of Adjustment By-law (83-83) to
bring it up to date, including provisions for the holding of electronic hearings, and
report back to Council with their findings and possible recommendations;
That the protocol for participating electronically shall be set out by the Municipal
Clerk and may be amended from time to time;
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Municipality of Clarington
Report LGS-010-21
Page 3
That the By-law attached to Report CLD-011-20, as Attachment 1, amending the
Procedural By-law to allow for electronic participation at Council and Committee
meetings, be approved with the following amendment:
"Subsection 2.5.8 - replace the word "him" with the words "the Member"
That all interested parties listed in Report CLD-011-20, and any delegations be
advised of Council's decision.
1.2 Subsequently, By-law 2020-046 was passed to amend the Procedural By-law to allow
for electronic participation at the General Government Committee, Planning and
Development Committee, and Council meetings.
1.3 Accordingly, Staff have proceeded to prepare by-laws to amend the following Boards
and Committee By-laws (Attachments 1-8), which are the ones where their terms of
reference resides in their by-laws:
• Bowmanville BIA
• Newcastle BIA
• Newcastle Village Community Hall Board
• Orono BIA
• Property Standards Committee
• Solina Community Hall Board
• Tyrone Community Hall Board
• Newcastle Memorial Arena Board
1.4 The attached draft by-laws have been forwarded to the Board and Committees. One
concern was brought forward and, after further conversation, the concerns were
addressed.
1.5 The remaining Boards and Committees will have their Terms of Reference updated, but
do not have the Terms of Reference within a by-law (Attachments 9-16):
• Accessibility Advisory Committee
• Agricultural Advisory Committee
• Active Transportation and Safe Roads Committee
• Clarington Task Force on Affordable Housing
• Diversity Advisory Committee
• Clarington Heritage Committee
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Municipality of Clarington
Report LGS-010-21
• Samuel Wilmot Nature Area Management Advisory Committee
• Tourism Advisory Committee
2. Concurrence
Not Applicable.
3. Conclusion
Page 4
It is respectfully recommended that Council approve the By-laws, and updated Terms of
Reference, attached to this report.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
Patenaude@clarington.net.
Attachments:
Attachment 1 —
Bowmanville BIA By-law
Attachment 2 —
Newcastle BIA By-law
Attachment 3 —
Newcastle Village Community Hall Board By-law
Attachment 4 —
Orono BIA By-law
Attachment 5 —
Property Standards Committee
Attachment 6 —
Solina Community Hall Board
Attachment 7 —
Tyrone Community Hall Board
Attachment 8 —
Newcastle Arena Board
Attachment 9 —
Accessibility Advisory Committee
Attachment 10
— Agricultural Advisory Committee
Attachment 11
— Active Transportation and Safe Roads Committee
Attachment 12
— Clarington Task Force on Affordable Housing
Attachment 13
— Diversity Advisory Committee
Attachment 14
— Clarington Heritage Committee
Attachment 15
— Samuel Wilmot Nature Area Management Advisory Committee
Attachment 16
— Tourism Advisory Committee
Interested Parties:
List of Interested Parties Available from Department
Page 131
Attachment 1 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2013-023, a by-law to
designate an area in the Bowmanville Central Business
District as an Improvement Area and to establish a Board of
Management for the Historic Downtown Bowmanville
Business Improvement Area
Whereas Council deems it necessary to allow the Bowmanville Business Improvement Area to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2013-023 be amended as follows:
That the following new section be added:
8.1 A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this X"d day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page132
Attachment 2 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 81-2, a by-law to designate
an area in the Village of Newcastle Central Business District
as an Improvement Area and to establish a Board of
Management for the Village of Newcastle Central
Bowmanville Business Improvement Area
Whereas Council deems it necessary to allow the Newcastle Business Improvement Area to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 81-2 be amended as follows:
That the following new section be added:
4.1 A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this X"d day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page133
Attachment 3 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2014-094, a by-law to
establish a municipal service board to control and manage
activities at the Newcastle Village Community Hall
Whereas Council deems it necessary to allow the Newcastle Village Community Hall Board to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2014-094 be amended as follows:
That the following new section be added:
15.1 A member of the Board is permitted to participate electronically in a
meeting and may be counted in determining whether, or not ,a quorum
of members is present at any point in time. Meetings can be held in
person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of
2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page134
Attachment 4 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2016-029, a by-law to
respecting the Business Improvement Area of Orono
Whereas Council deems it necessary to allow the Business Improvement Area of Orono to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2016-029 be amended as follows:
That the following new section be added:
25. A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page135
Attachment 5 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2020-OXX
Being a By-law to amend By-law 2007-070, a by-law for
prescribing standards for the maintenance and occupancy of
all property within the Municipality of Clarington.
Whereas Council deems it necessary to allow the Property Standards Committee to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2007-070 be amended as follows:
That the following new section be added:
5.15 A member of the Committee is permitted to participate electronically in a
meeting and may be counted in determining whether, or not, a quorum of
members is present at any point in time. Meetings can be held in person when
Public Health restrictions permit; and
For clarity, a Member of the Committee may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting,
and maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this X"d day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page136
Attachment 6 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2008-038, a by-law to
establish a Municipal Service Board to operate a Community
Hall in Solina in the former Township of Darlington, now in
the Municipality of Clarington
Whereas Council deems it necessary to allow the Solina Community Hall Board to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2008-038 be amended as follows:
That the following new section be added:
9.1. A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page137
Attachment 7 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2008-039, a by-law to
establish a Municipal Service Board to operate a Community
Hall in Tyrone in the former Township of Darlington, now in
the Municipality of Clarington
Whereas Council deems it necessary to allow the Tyrone Community Hall Board to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2008-039 be amended as follows:
That the following new section be added:
9.1. A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of )2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page138
Attachment 8 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2008-037, a by-law to
establish a Municipal Service Board to operate the
Newcastle Memorial Arena
Whereas Council deems it necessary to allow the Newcastle Arena Board to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2008-037 be amended as follows:
That the following new section be added:
5.2. A member of the Board is permitted to participate electronically in a
meeting and may be counted in determining whether, or not, a quorum of
members is present at any point in time. All, or some, members may participate
electronically in meetings. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page139
Clarbgtoa
Attachment 9 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext 2131
Accessibility Advisory Committee Terms of Reference
Committee Purpose
The Accessibility Advisory Committee (AAC) provides advice to Council on identifying,
preventing and eliminating barriers to people with disabilities in municipal programs,
services, initiatives and facilities. The Committee plays a pivotal role in helping
Clarington become a barrier -free community and ensuring obligations under the
Accessibility for Ontarians with Disabilities Act, 2005 (AODA) are met.
Committee Mandate
The Mandate of the Committee is to:
• Advise Council of the requirements and implementation of accessibility standards
and the preparation of accessibility reports and other such matters for which
Council may seek its advice;
• Provide advice to staff and Council on the development and implementation of
Clarington's Multi -Year Accessibility Plan;
• Provide feedback on Clarington's annual status update on accessibility;
• Participate in consultation requirements as described under the AODA and its
Standards;
• Review and provide feedback on municipal development and redevelopment
projects as required under the Design of Public Spaces (DOPS) Standard;
• Review and provide feedback on selected site plan applications as described in
section 41 of the Planning Act; and
• Promote awareness of accessibility and inclusion.
Definitions
Barrier means anything that prevents a person with a disability from fully participating in
all aspects of society because of his or her disability, including a physical barrier, an
architectural barrier, an information or communications barrier, an attitudinal barrier, a
technological barrier, a policy or a practice ("obstacle");
Disability means,
a) any degree of physical disability, infirmity, malformation or disfigurement that is
caused by bodily injury, birth defect or illness and, without limiting the
generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury,
any degree ofparalysis, amputation, lack of physical co-ordination, blindness or
Page 1 of 6
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Accessibility Advisory Committee Terms of Reference
visual impediment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or on a
wheelchair or other remedial appliance or device;
b) a condition of mental impairment or a developmental disability;
c) a learning disability, or a dysfunction in one or more of the processes involved
in understanding or using symbols or spoken language;
d) a mental disorder; or
e) an injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act,
1997 ("handicap");
Municipality refers to the Corporation of the Municipality of Clarington and may refer to
any agency, board or commission under its authority.
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.
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 Committee and its members will not act outside of the mandate and advisory
capacity of the Committee. Should the Committee wish to comment on an issue that is
within the mandate of another Council committee, the Chair shall consult with the
responsible Liaison(s) and the Chair of the other Committee.
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.
Page 2 of 6
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Accessibility Advisory Committee Terms of Reference
Duty of Council
Council shall seek advice from the AAC on the accessibility for persons with disabilities
to a building, structure or premises, or part of a building, structure or premises,
• That the Council purchases, constructs or significantly renovates;
• For which the Council enters into a new lease; or
• That a person provides a municipal capital facility under an agreement entered
into with the Council in accordance with section 110 of the Municipal Act, 2001.
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 7-10 voting members. The majority of the
Committee membership shall be held by persons with disabilities. The Committee shall
also include 1 member of Council. The Council representatives shall have full voting
privileges.
Personal support workers are welcome to attend meetings for the purpose of providing
support to a person with a disability. Personal support workers are not permitted to
participate in discussions on their own and they do not have voting rights.
Qualifications
• Must be a resident of the Municipality of Clarington
• Must be at least 16 years of age
• Awareness and knowledge of the AODA and its Standards
• Familiarity with Clarington's goods, services and facilities
• Awareness and knowledge of disability and accessibility issues
Committee Chair
The Committee shall select a Chair and Vice -Chair from among its membership.
Members of Council and municipal staff sitting on the Committee are not eligible to
assume the position of Chair or Vice -Chair.
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
Page 3 of 6
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Accessibility Advisory Committee Terms of Reference
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. Committee members may serve for 2
consecutive 4 year terms. A Committee member may be permitted to serve additional
terms at the discretion of Council.
Frequency of Meetings
The Committee will meet on the first Wednesday of the month or at the call of the Chair.
Exceptions to this may include:
• July and August
• During a municipal election, meetings may be cancelled in the last quarter of
the year
• Where quorum is not reached
• When circumstances warrant special consideration
Committee meetings shall generally be held at in the Clarington Municipal
Administrative Centre, although meetings may occasionally be held elsewhere in the
Municipality of Clarington if deemed necessary or appropriate by the Chair, the Mayor,
or relevant Liaison.
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.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open session
to closed session, and then rising and reporting, and maintaining minutes of both the
closed and open portions of the meeting).
Page 4 of 6
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Accessibility Advisory Committee Terms of Reference
Committee Resolutions
Recommendations and decisions reached by the Committee must be based on
consensus wherever possible. In the event that a consensus 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.
Public Participation and Delegations at Committee Meetings
All Committee meetings are open to the public.
Members of the public are not permitted to participate in Committee discussions but
may appear as a delegation
Any person(s) wishing to appear before the Committee as a delegation must submit a
request for the Municipal Clerk's 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 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 Committee resolution.
All delegations will be limited to 10 minutes.
The Chair may eject any member of the public from a meeting if, in the opinion of the
Chair, the person is being disruptive or disrespectful.
Staff Resources, Minutes and Agendas
The Accessibility Coordinator shall provide clerical, administrative and technical
assistance to the Committee, as deemed appropriate by the Municipal Clerk, to ensure
the proper functioning of the Committee. Specifically, the Accessibility Coordinator will
provide the following resources to the Committee:
• Preparing and forwarding meeting materials to members;
• Preparation of meeting minutes and Committee correspondence (including
assistance in drafting);
• Professional advice on matters within the mandate of the Committee; and
• Assist the Committee in participating in events and activities related to its
mandate.
Generally, Committee members are selected to be able to carry out the mandate of the
Committee. Staff resources are provided only to assist the Committee in undertaking
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their mandate. Additional requests of staff resources, such as original research, or
organization of events shall be at the discretion of the Municipal Clerk 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 minutes will be included in the next regularly
scheduled Council meeting.
Committee agendas will be prepared by the Accessibility Coordinator, 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.
Last updated: February, 2021
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Attachment 10 to Report LGS-010-21
ciffbooll
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Coordinator at 905-623-3379 ext 2131
Agricultural Advisory Committee of Clarington
Terms of Reference
Approved by Council April 17th, 2001
Amended March 25th, 2013
Amended February XX, 2021
1.0 Goal
1.1 To assist the Municipality of Clarington in its efforts to identify, review, discuss and
make recommendations to Council on agricultural and agricultural related issues.
2.0 Mandate
2.1 The Agricultural Advisory Committee of Clarington (AACC) is a volunteer advisory
committee established by the Municipality of Clarington Council in accordance with
these Terms of Reference. Committee members are bound by these Terms of
Reference and are ultimately responsible to the Municipality of Clarington Council.
3.0 Scope of Committee Activities
The scope of the AACC shall include activities such as:
a) To assist the Municipality in the implementation of its agricultural goals, objectives
and policies;
b) Provide advice, comments and recommendations on issues and concerns of
farmers and agricultural organizations;
c) Identify key issues of concern for farmers which can be addressed by municipal
government;
d) Provide advice, comments and recommendations on alternative solutions,
approaches, plans or studies dealing with agriculture and related rural issues which
are within the responsibilities and financial capabilities of the Municipality of
Clarington;
e) Monitor and report on changes within the agricultural industry including agricultural
land inventory;
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f) Identify and implement programs which encourage public awareness, land
stewardship and education of agricultural and rural issues;
g) Inform individuals, groups and businesses of the Municipality's agricultural goals,
objectives and policies;
h) Provide advice, comments and recommendations as requested by the Municipality
of Clarington Council on miscellaneous matters as they arise;
i) Consult with other community groups and committees on issues of mutual interest.
4.0 Committee Composition
4.1 The Agricultural Advisory Committee of Clarington shall consist of ten (10)
voluntary members who are appointed by Council for a term of four (4) years, to
coincide with the term of Council. A majority of the membership seven (7) shall
constitute a quorum.
4.2 Members of the Committee are appointed as voluntary representatives of a
particular interest group, agency or organization or as members at large, as
follows:
a) Municipal Council Liaison
b) Durham Federation of Agriculture Representative (1)
c) Ten agricultural representatives
4.3 The members shall possess expertise, experience and willingness to devote the
necessary time to the Committee. Members will be selected to provide an
appropriate representation of various farming interests (dairy, beef, apple,
greenhouse, cash crops, hog, poultry, etc.)
4.4 Openings for membership shall be publicly advertised. All residents and any
nominated representative of an organization involved in agricultural and rural
issues are invited to apply. Applicants will submit the required application form to
the Municipality of Clarington Clerks Department. Applicants shall possess
knowledge of agricultural issues within Clarington. Applicants may also possess;
relevant farm experience, technical training in an agriculture -based field, and/or
current involved in agricultural community activities. Members will be formally
appointed by Municipal Council.
4.5 A Chair and Vice -chair shall be appointed by the Committee and must be a
member of the Committee.
4.6 A recording secretary shall be appointed at the first meeting. Duties of the
recording secretary shall include the taking of meeting minutes and providing these
minutes to the Clerk for Council's information.
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5.0 Meetings and Reporting
5.1 The Agricultural Advisory Committee of Clarington shall determine the location and
frequency of meetings. Committee members, if absent for three consecutive
meetings without reason being given at least 24 hours in advance of the meeting,
will be considered to have lost interest in the Committee and will be informed of his
or her being removed from the Committee. If any member is dropped from the
Committee or resigns from the Committee, the Clerk of the Municipality of
Clarington shall be informed and a new member shall be appointed by Council.
5.2 The Committee, by resolution or through its Chair, may invite any individual,
interest group, agency or staff to appear at a meeting as a delegation or to submit
or present information that will assist the Committee in carrying out its mandate.
5.3 A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
5.4 For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
6.0 Communicating with the Municipality
6.1 Minutes of the Committee shall be submitted by the recording secretary to the
Municipal Clerk for inclusion in the Council agenda for information.
6.2 Recommendations from the Committee shall be submitted to the Municipal Clerk
for inclusion in Council agenda for direction.
6.3 The Council representative shall be the liaison person between the Committee and
Municipal staff.
6.4 Terms of Membership (adopted March 14, 2013; endorsed by Council March 25,
2013)
"Whereas the Agricultural Advisory Committee of Clarington was formed in 2001
and has provided valuable advice to Council and staff on numerous issues; and
Whereas the terms of reference for the committee identify that the membership be
drawn from the different agricultural sectors (dairy, beef, apple, greenhouse, cash
crops, hog, poultry, etc.); and that members should a/so possess relevant farm
experience, technical training in an agriculture -based field, and/or be currently
involved in agricultural community activities; and
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Agricultural Advisory Committee — Terms of Reference
Whereas the Agricultural Advisory Committee of Clarington has benefitted greatly
from members that have been on the committee for a number of years such that
the knowledge is transferred from one committee to the next; however, ii is a/so
recognized that there is the need of continual renewal within the membership and
the fostering of younger members; and
Whereas the Council Protocol for Advisory Committees sets out the term of
Advisory Committees to be the same as that of Council; and
Whereas the timing of the election in October combined with Council taking office
in December effectively meant Committee appointments were delayed until March;
Now therefore be ii resolved that:
The Agricultural Advisory Committee recommend Council stagger the terms of
members, by appointing half of the membership every two years, for four year
terms and that the work of the committee continue until the new members are
appointed."
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Clarbgtoa
Attachment 11 to Report LGS-010-21
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Active Transportation and Safe Roads Advisory
Committee Terms of Reference
A. Background
Through various surveys and consultations with the public, Clarington residents
have indicated a need to increase the number of recreational trails and cycling
facilities in the municipality. The Strategic Plan for 2015 - 2018 includes as its
fourth strategic priority the statement "Enable safe, efficient traffic flow and active
transportation". An advisory committee comprised of Clarington residents, staff and
a Council liaison will provide advice on Active Transportation and Safe Roads
issues.
B. Mandate of Committee
The Clarington Active Transportation and Safe Roads Advisory Committee ("the
committee") will advise Council on matters related to active transportation, trails,
cycling networks, pedestrian connectivity and transportation safety. The committee
will also provide input into the implementation of The Clarington Transportation
Master Plan and encourage, promote and participate in the planning of active
transportation policies, programs and facilities.
C. Scope of Activities of Committee
Serve as a liaison between the community and the Municipality on matters
pertaining to active transportation and safe roads;
2. Provide input into the implementation of active transportation components of
the Transportation Master Plan and to take action to influence the progress,
as necessary;
3. Advise staff in the development of transportation plans, policies, and
programs to promote and encourage safety for all road and trail users;
4. Advise on the development, delivery and maintenance of active
transportation policies, programs and facilities;
5. Educate residents and businesses regarding the environmental, social,
economic and health benefits of active transportation;
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6. Encourage citizens to use forms of active transportation through public
outreach, education programs and events (e.g. monthly walks, etc.);
7. Educate the public on the benefits, necessities and safety aspects of active
transportation and Safe Roads;
8. Support active transportation as an economic driver;
9. Collaborate with adjacent municipalities and the Region of Durham to
support and coordinate active transportation initiatives;
10. Promote and enhance continuous and integrated cycling and leisure trails
(i.e. trails, sidewalks, bicycle lanes) within Clarington and with its
neighbouring municipalities;
11. Encourage legislation and policy changes that support and strengthen active
transportation;
12. Provide an increased understanding of active transportation and Safe Roads
issues and concerns within Clarington;
13. Advise on new or improved transportation initiatives for all road users
including pedestrians and cyclists; and
14. Assist in monitoring the effectiveness of all transportation and safety
initiatives.
D. Membership and Representation
The committee shall be comprised of a minimum of eight voting members to a
maximum of ten voting members who must be Clarington residents, and one voting
member of Council, with quorum being five members.
Appointments will run concurrent with the term of Council or until their successors
are appointed. Clarington's appointee on the Durham Active Transportation
Committee be appointed to the Clarington Active Transportation and Safe Roads
Advisory Committee as a voting member in addition to the resident appointees and
the Member of Council.
Appointments may be revoked at any time at the discretion of Council. The citizen
appointments should represent a broad diversity of the community including,
cyclists, hikers, runners, seniors, etc.
Given the complexity of the potential concerns and solutions, stakeholder groups
could attend meetings as needed to provide expertise related to a specific topic, or
provide additional information regarding a topic of discussion.
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E. Staff Resources
The Public Works Department shall provide clerical, administrative and technical
assistance to the Committee, as deemed appropriate by the Department Head, to
ensure the proper functioning of the Committee. Specifically, Staff will provide the
following resources to the Committee:
• preparing and forwarding meeting materials to members;
• preparation of summary meeting minutes and Committee correspondence
(including assistance in drafting);
• professional advice on matters within the mandate of the Committee; and
• assist the Committee in participating in events and activities related to its
mandate.
Generally, Committee members are selected to be able to carry out the mandate of
the Committee. Staff resources are provided only to assist the Committee in
undertaking its mandate. Additional requests of resource staff, such as original
research or organization of events shall be at the discretion of the Director of Public
Works and within staff, time and budget constraints.
Public Works will be the lead department as most of the issues will relate to the
responsibilities of Public Works. Representatives from the Public Works
Department, and Planning and Development Services shall serve as staff liaisons
to the Active Transportation and Safe Roads Advisory Committee. Staff from other
departments and/or members of agencies that are not on the committee may
attend meetings to provide expertise, as required.
The committee may form sub -committees as necessary to investigate or report on
specific issues and then report back to the Active Transportation and Safe Roads
Advisory Committee. The members of the sub -committees would schedule their
meeting(s) as needed, at a time and location that is convenient for all members.
F. Committee Chair and Vice Chair
The Chair shall be elected by a majority of committee members for a two-year term
at the first meeting of every second calendar year. The Chair's role is to provide
guidance and leadership to the committee in the completion of its mandate and
conduct of meetings. The Chair shall set the agenda for each meeting in
consultation with the staff liaison.
The Vice -Chair shall be elected by a majority of committee members for a two-year
term at the first meeting of every second calendar year. The Vice -Chair acts in the
Chair's absence and assumes the role and responsibilities of the Chair. 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 position of Vacie-chair becomes
vacant, the Chair may appoint a member of the committee as Interim Vice -chair
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until a new Vice -chair can be elected. Elections, when required, shall be held at the
next meeting of the Committee.
If the Chair and Vice Chair is not present, members will select an acting Chair to
serve in the same capacity for the duration of the meeting.
Members of Council and municipal staff sitting on the committee shall not be
eligible to serve as Chair or Vice Chair.
G. Councillors
A member of Council shall be appointed to the Active Transportation and Safe
Roads Advisory Committee to fulfill the responsibility of acting as the liaison
between Council and the Committee; respond to Committee members' questions;
interpret Council's direction to the Committee; and to provide updates on Council
activities to the Committee.
H. Responsibilities and Obligations of Members
All Committee members shall abide by the Terms of Reference for the committee
as approved by Council. The Active Transportation and Safe Roads Advisory
Committee members shall contribute time, knowledge skill and expertise to the
fulfillment of the Committee's mandate; research issues relevant to their
Committee's mandate as required; work with staff to implement Council's decisions
relevant to the Committee's mandate and commit to attending regular meetings
during the year.
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 shall not issue petitions, resolutions or position
papers on behalf of the Committee, unless specifically authorized by Council
resolution.
The Committee and its members shall also not act outside of the mandate and
advisory capacity of the Committee. Should the Committee wish to comment on an
issue that is within the mandate of another Council committee, the Chair shall
consult with the responsible liaisons and the Chair of the other committee.
The Chair may eject any Committee member from a meeting if, in the opinion of the
Chair, that person is being disruptive or disrespectful. The Committee shall also
have 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.
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Members unable to attend a Committee meeting shall notify the staff liaison at least
24 hours in advance. Members unable to attend a meeting cannot send an
alternate. The Chair shall advise the Municipal Clerk in writing of any member who
is absent from the meeting for three successive meetings without being authorized
to do so by a resolution of the Committee, and may request that the member be
removed 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.
I. Decision Making and Voting
Where possible, decisions will be made by way of consensus. When a vote is
necessary, a motion must be moved and seconded prior to voting. A resolution is
deemed to be carried if the majority of members present vote in the affirmative.
Recorded votes shall not be permitted. The committee shall not reconsider a
previous motion, unless directed by Council.
J. Quorum
Quorum shall be a simple majority of the total number of committee members (i.e.
50% plus one). In the event that a quorum is not achieved, the meeting may
proceed but members shall not vote or make decisions.
Recommendations and decisions reached by the committee shall be based on
consensus, wherever possible. In the event that a consensus cannot be reached
and there are divergent opinions on an issue, the Chair may call for a formal vote
by a show of hands. Decisions shall be carried by a simple majority of the voting
members present. Each member of the Committee has a vote.
A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
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K. Conflict of Interest
Members of the Committee must abide by the Municipal Conflict of Interest Act.
L. Public Participation
All Committee meetings are open to the public. Members of the public are not
permitted to participate in Committee discussions but may appear as a delegation
before the Committee. Delegations shall be for a maximum of 10 minutes. Those
wishing to appear as a delegation at a Committee meeting must so advise the staff
liaison a minimum of five working days before the meeting.
The Chair may eject any member of the public from a meeting if, in the opinion of
the Chair, that person is being disruptive or disrespectful.
M. Reporting and Communications
The Committee is to serve as an advisory body to Council. The committee does not
have any delegated authority. Recommendations requiring implementation,
expenditures, reports or staff actions must be first considered by staff and/or
Council.
Reports regarding matters related to the mandate of the committee will be made to
the General Government Committee.
The draft minutes of all Committee meetings shall be reviewed by the staff liaison
and forwarded by memorandum to the Municipal Clerk for inclusion on the next
Council Agenda and, at the discretion of the Department Head may be posted on
the Municipal website.
The minutes of Committee meetings shall generally not attribute comments to a
specific member of the Committee.
N. Meetings
The Active Transportation and Safe Roads Advisory Committee shall establish the
regular meeting time and location at the first meeting of each term. It is expected
that the Active Transportation and Safe Roads Advisory Committee will meet
quarterly. Sub- committees may be formed with meetings scheduled as necessary.
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O. Budget
The Engineering Services Department shall be responsible for the Active
Transportation and Safe Roads Advisory Committee budget and will present a draft
budget for review by the committee on an annual basis, prior to submission to
Council for approval.
The citizen members of the Active Transportation and Safe Roads Advisory
Committee are strictly voluntary and remuneration would not be provided.
P. Term of Committee
The term of the Committee shall coincide with the term of Council or as otherwise
indicated in the specific Terms of Reference for the Committee. In general, a
Committee shall not meet between the time of the municipal Council elections and
the appointment of a new Committee by Council, unless considered necessary by
the relevant liaison.
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ciffbooll
Attachment 12 to Report LGS-010-21
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Coordinator at 905-623-3379 ext 2131
Terms of Reference
Clarington Task Force on Affordable Housing
Background
Following an Official Visit and Roundtable Discussion with the Lieutenant Governor
Elizabeth Dowdeswell on January 29, 2018, a Task Force on Affordable Housing was
formed.
Mandate
The Clarington Task Force on Affordable Housing shall provide advice, comments and
recommendations to Council on issues related to affordable rental housing for both low
and moderately -low income households and seniors housing needs to support and
address seniors both financially and physically.
Scope of Activities
• Assist with the support, creation and maintenance of affordable housing with
particular emphasis on affordable housing for seniors;
• Provide advice, comments and recommendations on issues related to affordable
housing;
• Build relationships between Municipal staff, Regional staff, developers and the
community;
• Foster a greater understanding of the need and commitment to address the issue
of providing suitable and affordable housing for our residents;
• Provide an opportunity to meet with various partners to raise awareness and
address barriers;
• Consult with other groups and/or Task Forces on issues of mutual interest.
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Membership and Representation
The Task Force shall be comprised of a maximum of 14 voting members including at least
2, but not more than 3, members of Council.
A maximum of 11 citizen members may be appointed. Citizen appointments should
represent a broad range of interests in the community.
Responsibilities and Obligations of Members
All Task Force members shall abide by these Terms of Reference. Members must also be
willing to commit the time required to understand and evaluate the information provided,
as well as be open-minded to various options and perspectives.
The Task Force and its members shall not act outside of the mandate and advisory
capacity of the Task Force. Should a Task Force member wish to comment on an issue
that is within the mandate of another Council Task Force, the Chair shall consult with the
responsible liaison and the Chair of the other Task Force.
Chair and Vice -Chair
The Task Force shall select a Chair and Vice -Chair from among its members.
The Chair shall provide leadership to the Task Force, ensure that the Task Force carries
out its mandate and act as liaison between the Task Force and staff. The Chair shall set
the agenda for each meeting.
In the Chair's absence, the Vice -Chair shall assume the position and responsibilities of the
Chair during this time.
The Chair may speak on behalf of the Task Force to Council or the public. Other members
shall not act or speak on behalf of the Task Force without prior approval of the Task
Force.
Conflict of Interest
Members of the Task Force must abide by the Municipal Conflict of Interest Act.
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Public Participation
All Task Force meetings are open to the public. Members of the public are not permitted
to participate in Task Force discussions but may appear as a delegation before the Task
Force. Delegations shall be for a maximum of 10 minutes. Those wishing to appear as a
delegation at a Task Force Meeting must advise the staff liaison.
The Chair may eject any member of the public from a meeting if, in the opinion of the
Chair, that person is being disruptive and disrespectful.
Meetings
Task Force meetings will generally be held in the Municipal Administrative Centre,
although meetings may occasionally be held elsewhere if deemed necessary or
appropriate by the Chair.
The Task Force will generally meet monthly. Additional meetings may be required based
on the work of the Task Force.
This is an ongoing advisory Task Force, therefore, no set timelines have been
established.
Quorum shall consist of a majority of sitting members.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the deliberations
are permitted to be conducted in closed session, moving from open session to closed
session, and then rising and reporting, and maintaining minutes of both the closed and
open portions of the meeting).
Staff Support
Heather Keyzers, Community Coordinator, Mayor's Office will liaise and attend Task
Force meetings to take minutes and assist further as needed. Minutes of the Task Force
meetings shall be provided to Council.
The CAO or designate shall be the liaison between the Task Force and the Region of
Durham's Affordable and Seniors' Housing Inter -Disciplinary Tactical Team.
Other members of Municipal staff will provide support as necessary
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Clarbgtoa
Attachment 13 to Report LGS-010-21
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Coordinator at 905-623-3379 ext 2131
Terms of Reference
Clarington Diversity Advisory Committee
Background
To promote community engagement, create an inclusive community and celebrate the
unique characteristics of our residents, an Advisory Committee comprised of Clarington
residents, staff and a Council liaison will provide advice, host events and foster awareness
of diversity in our community.
Mandate
The Clarington Diversity Advisory Committee ("the committee") shall provide advice,
comments and recommendations on issues affecting diversity in our community in an
effort to foster awareness, reduce barriers, promote inclusion and engage our residents.
The committee will also facilitate opportunities to educate and celebrate the different
aspects of diverse cultures and traditions through outreach activities.
Scope of Activities
• Serve as a liaison between the community and the Municipality on matters
pertaining to diversity and inclusion;
• Provide advice, comments and recommendations on issues concerning diversity in
our community;
• Serve as a resource to staff as they identify and work to remedy potential and
existing barriers within programs, services and policies;
• Foster a greater understanding of cultural and diversity issues in the community;
• Consult with other community groups and committees on issues of mutual interest;
• Provide the opportunity to meet with various community partners to raise
awareness and address barriers surrounding diversity;
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Build relationships with diverse community groups to understand their needs and
perspectives;
Facilitate opportunities to educate and celebrate the different aspects of diverse
cultures and traditions; and
Involve all community groups in the activities of the committee, especially those
representing diverse communities.
The Committee will provide an update to Council on their activities through an annual
report.
Committee Composition
The committee shall be comprised of eight voting members, all Clarington residents,
including two youth (ages 16 to 24 years) and one Member of Council to provide
continuity between the committee and Council. Appointments shall run in 4 year terms,
with the exception of 4 members of the inaugural committee who will serve a 2 year term.
This staggering will ensure continuity on the committee. Appointments may be revoked at
any time at the discretion of Council. The citizen appointments should represent a broad
range of the community including representatives of diverse groups (national origin,
ethnicity, language, race, colour, sexual orientation, gender identity, age, etc).
The committee members shall contribute time, knowledge, skill and expertise to the
fulfillment of the Diversity Advisory Committee's responsibilities; research issues relevant
to the Committee's responsibilities as required; work with staff to implement Council's
decisions relevant to the committee's responsibilities, and commit to attend regular
meetings throughout the year.
Other stakeholder groups including community partners and representatives of diverse
groups could attend meetings as needed to provide expertise related to a specific topic, or
provide additional information regarding a topic of discussion.
The committee will also request participation, as required, from groups such as:
• Diversity and Immigration — Region of Durham;
• Durham Regional Police Services;
• Clarington Public Library;
• PFLAG Durham;
• Visual Arts Centre of Clarington;
• Active 55+ (Clarington);
• Other organizations as needed; and
• Other municipal departments as required.
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Subcommittees
Subcommittees may be formed to complete tasks and address specific issues, but must
report through this committee. These subcommittees may draw upon members from the
committee as well as outside resource members (such as community partners, school
boards, etc.) as deemed necessary. The Chairperson of a subcommittee and/or working
group shall be a voting member of the committee.
Staff Support
Community Services staff will liaise and attend Committee meetings; assisting in any way
they are able.
Chairperson
A Chairperson and Vice Chairperson will be elected from committee members on an
annual basis at the first meeting of the new year to preside over meetings and committee
business. The Council representative shall Chair the first meeting of the committee. The
Chairperson, or their designate, will be responsible for setting meeting agendas and
recording meeting minutes, which will be forwarded for inclusion in Council Agendas.
Frequency of Meetings
The committee will meet monthly and the meeting schedule shall be established by the
committee at its inaugural meeting. Additional meetings may be required based on the
event planning and other work of the committee.
All meetings of the Committee shall be open to the public. As a formal advisory committee
to Council, the committee will be subject to the Municipality of Clarington Procedural By -
Law.
Quorum
A quorum shall consist of not less than 4 of the voting members.
Committee meetings may be held without a quorum present; however, a quorum will be
required for voting purposes.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
As of February 2021
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Clarington Diversity Advisory Committee — Terms of Reference
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the deliberations
are permitted to be conducted in closed session, moving from open session to closed
session, and then rising and reporting, and maintaining minutes of both the closed and
open portions of the meeting).
Decision Making and Voting
Where possible, decisions will be made by consensus. When a vote is necessary, a
motion must be moved and seconded prior to voting. A resolution is deemed to be carried
if the majority of the members present vote in the affirmative. Recorded votes shall not be
permitted. The committee shall not reconsider a previous motion, unless directed by
Council.
Budget
The Community Services Department shall oversee the Diversity Advisory Committee
budget. The committee will prepare and present a draft budget on an annual basis to staff
for inclusion in the budget process.
The participation of the citizen members of the Diversity Advisory Committee and
community partners is strictly voluntary and remuneration will not be provided.
Reporting and Communications
The committee is to serve as an advisory body to Council. The committee does not have
any delegated authority. Recommendations requiring implementation, expenditures,
reports or staff actions must first be considered by staff.
Reports regarding matters related to the mandate of the committee will be made to the
General Government Committee through the Community Services Department. The
committee, in cooperation with Community Services Department staff, will prepare an
annual report to Council with an update of the activities of the committee.
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Clarington Diversity Advisory Committee — Terms of Reference
Conflict of Interest
Committee members are expected to perform their task with a high sense of personal and
professional integrity. Accordingly, it is incumbent upon them to reveal any potential or
perceived conflict of interest in their role as a committee member and to excuse
themselves or abstain from participation if necessary. Municipal conflict of interest
requirements as defined by legislation will apply to the committee members.
Council Role
Council will review submissions and appoint committee members. Council can, with or
without the advice of the committee, make changes to membership composition to ensure
the committee's effectiveness.
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Clarbgtoa
Attachment 14 to Report LGS-010-21
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Clarington Heritage Committee - Terms of Reference
Approved by Council April 18, 2006, as amended January 4, 2019
Amended February XX, 2021.
Goal
1.1 To assist the Municipality of Clarington in its efforts to identify, review, discuss and
make recommendations to Council on properties and issues of cultural heritage
value or interest.
2 Mandate
2.1 The Clarington Heritage Committee is a volunteer advisory committee established
by the Municipality of Clarington Council in accordance with the provisions of the
Ontario Heritage Act. Committee members are ultimately responsible to the
Municipality of Clarington Council and are bound by the by-law appointing the
Committee and these Terms of Reference.
3 Responsibilities of the Committee
3.1 To prepare, evaluate, update and maintain a list of properties of cultural heritage
value or interest, and a list of cultural heritage landscapes.
3.2 To advise and assist Council on all matters relating to Part IV and Part V of the
Ontario Heritage Act, on all matters relating to properties of cultural heritage value
or interest, and on all matters relating to cultural heritage landscapes.
3.3 To represent cultural heritage issues on various municipal committees as
requested.
3.4 To conduct a fair and equitable analysis of all matters relating to cultural heritage
conservation prior to making a recommendation to Council.
3.5 To implement programs and activities, as decided by the Committee, which would
increase public awareness and education of cultural heritage conservation issues,
and promote community involvement.
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Clarington Heritage Committee — Terms of Reference
3.6 To utilize funds budgeted by Council and generated through fund raising activities
to conserve the Municipality's cultural heritage, increase public awareness and
education, conduct research, and provide for the general education and
administration of the Committee.
3.7 To prepare a periodic report to Council to advise Council of the Committee
activities.
4 Committee Composition and Obligations
4.1 The Clarington Heritage Committee shall consist of a minimum of five (5) voluntary
members who are appointed by Council for the term of Council. The Council may,
by resolution, replace members as members resign or as members are deemed to
be inactive. Council may appoint from time to time such new members as
considered desirable or as recommended by the Committee. The maximum
number of members is set at twelve (12).
4.2 The Committee is to consist of members that possess the expertise, experience
and willingness to devote the necessary time to the Committee. The Municipality
will seek to obtain the following as members:
• A municipal Council liaison
• A representative from the Newcastle Village and District Historical
Society
• A representative from the Clarington Museum and Archives; if staff, an
ex- officio member
• A representative from Architectural Conservancy Ontario — Clarington
Branch (added Jan 14, 2019)
• An architectural historian
• A building and design specialist
• Area residents from each of the municipal wards that are experienced in
heritage conservation matters
4.3 Openings for membership shall be publicly advertised. All residents and any
nominated representative of an organization involved in cultural heritage issues are
invited to apply. Applicants will submit the required application form to the
Municipality of Clarington Clerks Department. Applicants shall possess knowledge
of cultural heritage issues within Clarington. Applicants may also possess relevant
heritage conservation experience, technical training in a heritage planning field,
and/or current involvement in cultural heritage community activities.
4.4 The Committee shall, at the first meeting following their appointment, elect officers
from the appointed members. A Chair, a Vice -chair, and a Treasurer shall be
appointed by the Committee.
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Clarington Heritage Committee — Terms of Reference
4.5 A recording secretary shall be provided by the Municipality. Duties of the recording
secretary shall include the taking of meeting minutes and providing these minutes
to the Clerk for Council's information.
4.6 The Chair shall provide leadership to the Committee, ensure that the Committee
carries out its mandate, and act as the primary liaison between the Committee and
staff. The Chair shall set the agenda for each meeting in consultation with the staff
liaison.
4.7 The Vice -Chair shall assume the position and responsibilities of the Chair if the
Chair is temporarily absent. If the position of the Chair becomes vacant the Vice -
Chair shall assume the responsibilities until a chair is elected. If the position of
Vice -Chair becomes vacant, the Chair may appoint a member of the Committee
until a new Vice -Chair is elected.
4.8 A majority of the membership shall constitute a quorum. In the event that a quorum
is not achieved the meeting may proceed but members shall not vote or make
decisions.
4.9 The Chair or a spokesperson appointed by the Committee may speak on behalf of
the Committee to Council, the media, or the public. Other members shall not act or
speak on behalf of the Committee without the prior approval of the Committee.
4.10 The Committee or its members shall not issue petitions, resolutions or position
papers on behalf of the Committee unless specifically authorized by Council
resolution.
4.11 The Committee members shall not act outside of the mandate and advisory
capacity of the Committee. Should the Committee wish to comment on an issue
that is within the mandate of another committee of council the Chair shall consult
with the staff liaison and the chair of the other committee.
4.12 The Committee shall have 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.
4.13 Members who wish to resign shall notify the Chair in writing of their decision. The
Chair shall notify the Municipal Clerk in writing of the resignation.
5 Meetings, Reporting and Municipal Support
5.1 The Clarington Heritage Committee shall determine the location and frequency of
meetings. Committee members, if absent for three consecutive meetings without
providing regrets, will be considered to have lost interest in the Committee. The
Clerk of the Municipality of Clarington shall be informed and the Committee
member will be notified by the Clerk that they have been removed from the
membership. A new member may be appointed by Council.
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Clarington Heritage Committee — Terms of Reference
5.2 The Committee, by resolution or through its Chair, may invite any individual,
interest group, agency or staff to appear at a meeting as a delegation or to submit
or present information that will assist the Committee in carrying out its mandate.
5.3 A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
5.4 For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
5.5 All Committee meetings are open to the public. Members of the public are not
permitted to participate in Committee discussions but may appear as a delegation
before the Committee. Delegations shall be for a maximum of 10 minutes. Those
wishing to appear as a delegation must so advise the staff liaison a minimum of five
working days before the meeting.
5.6 The Chair may eject any member of the public from a meeting if, in the opinion of
the Chair, that person is being disruptive or disrespectful.
5.7 Minutes of the Committee shall be submitted by the recording secretary to the
Municipal Clerk for inclusion in the Council agenda for information. The minutes of
the Committee meetings shall generally not attribute comments to the specific
member of the Committee.
5.8 Recommendations and decisions reached by the Committee shall be based on
consensus, whenever possible. In the event that a consensus cannot be reached
the Chair may call for a formal vote by a show of hands. Decisions shall be carried
by a simple majority of the voting members present. Each member of the
Committee has a vote.
5.9 Recommendations from the Committee shall be submitted to the Municipal Clerk
for inclusion in Council agenda for direction.
5.10 The Planning Services Department shall provide clerical, administrative and
technical assistance to the Committee as deemed appropriate by the Department's
Director.
5.11 The Council through the Municipal Treasurer shall establish separate records on
behalf of the Committee.
5.12 The Council representative shall be the liaison person between the Committee and
Municipal staff.
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Clarington Heritage Committee — Terms of Reference
5.13 To meet monthly for a minimum of eight times per year.
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Page169
Clarftwn
Attachment 15 to Report LGS-010-21
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Samuel Wilmot Nature Area Management Advisory
Committee — Terms of Reference
Mandate:
The Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC) has
responsibilities for the following issues:
• Implementing the recommendations in the Samuel Wilmot Nature Area
Environmental Management Plan (EMP);
• Raising public awareness;
• Encouraging volunteerism to undertake capital projects and educational activities;
• Fund-raising; and
• Monitoring changes in the ecosystem.
The Committee:
The Advisory Committee shall be comprised of the following:
At the first regular meeting of the SWNAMAC, the members of the Committee shall
elect the Chair. Staff members and Council's representative are not eligible to
participate in selecting the Chair. The Chair shall report to the Municipality of
Clarington. This individual shall provide leadership and be responsible for carrying
out the mandate of the Advisory Committee. This individual shall be chosen by the
Committee members.
The Secretary shall be responsible for taking minutes and preparing the agenda it
consultation with the Chair. The Secretary shall deliver the minutes and agenda to
the Engineering Department Liaison for distribution prior to the next meeting.
Other Committee Members comprising of individuals who possess various skills
and will participate in the implementation of the EMP. The skills required are as
follows:
o Technical (2) — shall interpret the EMP, recommend the work plan on a yearly
basis and provide leadership during implementation of projects and monitoring.
o Public Relations (2) — shall create a public relations strategy focusing on public
awareness, education and promoting the site.
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Samuel Wilmot Nature Area Management Advisory Committee - Terms of Reference
o Fund-raising — shall create a fund-raising strategy aimed at soliciting private
funds, donations -in -kind and investigating charitable status.
o Volunteer Support — shall be responsible for soliciting volunteers and organizing
work programs.
o Staff Members — shall be from the Municipality of Clarington and the Ganaraska
Region Conservation Authority
o Council Member — one member of Clarington Council shall be appointed to sit
on the Committee.
Sub -committees may be struck from time to time to undertake special projects, including
monitoring, fund-raising, promotions, etc.
The Committee will be supported by volunteers, who can be any individuals from the
general public who possess various skills or who have an interest in the site and are
willing to participate in protection/enhancement projects or other aspects such as fund-
raising, writing, leading walking tours, tree planting, collecting litter, trail blazing, etc.
The Members of the Committee shall be appointed by Council. The term shall coincide
with the term of Council.
Quorum
The quorum of the Samuel Wilmot Nature Area Management Advisory Committee shall
consist of a majority (51 %) of the total members.
If a quorum is not present within fifteen minutes after the time appointed for a meeting, the
Chair may adjourn the meeting.
If a member is absent from three consecutive meetings without regrets, the Municipal
Clerk of the Municipality of Clarington may request the resignation of the individual.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the deliberations
are permitted to be conducted in closed session, moving from open session to closed
session, and then rising and reporting, and maintaining minutes of both the closed and
open portions of the meeting).
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Samuel Wilmot Nature Area Management Advisory Committee - Terms of Reference
Budgeting
The Committee, in consultation with the Municipality, will recommend to Council an annual
capital budget for improvements in the Nature Area and expenditures related to
communications. All projects must be approved by the Municipality of Clarington prior to
any expenditures. The Committee shall also be responsible for applying for grants from
various private sources and senior levels of government. The Clarington Operations
Department will budget for annual operating expenses.
There is no operating budget for the Advisory Committee as all members are volunteers.
Administrative and clerical assistance will be provided by Municipal Staff (photocopying,
mailing, etc.)
Meetings and Reporting
Meetings shall meet monthly for a minimum of eight times per year. Minutes of meetings
shall be recorded and distributed to the Committee members, Ministry of Natural
Resources and the Municipality of Clarington. The minutes will be placed on the Council
agenda for information. The Chair shall appear before the Municipality to inform them of
the Committee's progress on an annual basis.
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Clarbgtoa
Attachment 16 to Report LGS-010-21
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Terms of Reference
Tourism Advisory Committee
The committee will be known as the Tourism Advisory Committee or "committee" in this
document.
Purpose
The role of the Tourism Advisory Committee is to provide advice, comments and
recommendations to Council on tourism services, activities and initiatives to promote the
Municipality. The committee will represent a variety of Tourism stakeholders and will work
with staff to further tourism -focused strategic goals and initiatives as set out by Council.
Committee Scope
• Assist staff and Council in the development of a tourism -specific strategic plan.
• Assist in communicating with other stakeholders the clearly defined roles of
Clarington Tourism staff, including the scope of work as well as staff resources
and assistance that is available for stakeholders.
• Act as a sounding board for new tourism ideas and initiatives.
• Assist in gathering tourism -specific metrics and measurables to ascertain the
tourism- specific economic impact.
• Act as tourism ambassadors and assist staff in educating, reaching out, and
informing other tourism partners and visitors.
• Assist in the development and communication of a Clarington Tourism brand.
• Provide feedback for tourism campaigns and initiatives.
• Identify opportunities for new tourism initiatives for staff to explore.
• Serve as a stakeholder resource for staff to gain insight and advice from a
tourism business perspective.
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Tourism Advisory Committee — Terms of Reference
• Help build positive relationships between Clarington Tourism and all tourism
stakeholders.
• Assist in involving more stakeholders and securing increased support for
Clarington Tourism, the brand and initiatives.
• Identify new partnership opportunities with other major stakeholders including
Central Counties Tourism, Durham Tourism, Sport Tourism, as well as other
government agencies.
Committee Composition
• The committee will be comprised of a total of nine voting members, one of whom
will be a member of Council, a representative from Clarington Board of Trade (non-
voting) and a staff liaison (non -voting).
• All members must be tourism stakeholders with a tourism market -ready business in
Clarington.
• Members need to be representative of the various tourism sectors within the
community including restaurants, accommodations, adventure, large businesses
and BIAs.
• Appointments will run for a four-year term and coincide with the term of Council.
• Appointments may be revoked at any time at Council's discretion.
• Committee members will contribute time, knowledge and expertise to assist the
committee to fulfil its mandate.
• The committee will work with staff to fulfil Council's mandate.
Committee Meetings
• Committee will elect a chair and vice chair from committee members on a yearly
basis.
• Committee will meet quarterly at the Municipal Administrative Centre. The chair
may call additional meetings if needed. The meetings will be open to the public.
• The selected chair or in his/her absence vice chair will preside over all meetings
and committee business, except the inaugural meeting, which will be chaired by the
Member of Council until the chair and vice chair are elected.
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Tourism Advisory Committee — Terms of Reference
• The committee chair will work with the staff liaison on committee meeting agendas
and minute taking. The minutes will be included in Council agendas for all of
Council to review.
• A quorum consists of no less than five of the voting members.
• The committee may meet without a quorum but cannot vote on any matters.
• Whenever possible, committee decisions will be made by consensus. When a vote
is necessary, a motion must be moved by a member and have another committee
member second that motion prior to voting.
• A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
• For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
Budget and Communications
• Tourism staff will oversee the committee's budget.
• The budget will include money for education/communications/marketing materials
and will be included in the overall tourism budget.
• Participation in the committee is on a voluntary basis. Committee members will not
receive a salary for their time.
• The committee will serve Council in an advisory capacity and does not have any
delegated authority.
• Any reports on committee business will be done by Tourism Staff and submitted for
Council review at the General Government Committee meetings.
• The committee will work with staff to prepare an annual report that will include an
update of initiatives and activities for Council to review.
• Committee members will reveal any potential conflict of interest and will not use
this committee to further their own business interests. Municipal conflict of interest
requirements will apply to committee members.
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Tourism Advisory Committee — Terms of Reference
Staff role
• Liaise with the committee.
• Assist in preparing agendas and keeping minutes.
• Oversee committee's budget.
• Review all recommendations/expenditures prior to Council.
• Assist in writing an annual report.
• Attend meetings.
Council role
• Appoint committee members.
• Review submissions and recommendations.
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Page176
Clarington
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: February 16, 2021 Report Number: LGS-011-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Courtesy Pass — 3 Hour Parking
Recommendations:
1. That Report LGS-011-21 be received;
2. That the annual permitted uses for courtesy passes be increased to 14 uses per
vehicle; and
3. That all interested parties listed in Report LGS-011-21 and any delegations be
advised of Council's decision.
Page177
Municipality of Clarington
Report LGS-011-21
Report Overview
Page 2
A report on the extending of a three-hour parking maximum and increasing the permitted
times per year for courtesy passes.
1. Background
1.1 At the October 19, 2020 General Government Committee meeting, Committee passed
the following Resolution # GG-342-20:
That the delegation of Lisa Butson be referred to Staff to report back on whether
any changes can be made to the Traffic By-law including:
a. The potential to extend the three-hour time limit on residential street;
and
b. Increasing the number of temporary parking passes.
1.1 On -street parking has been an ongoing concern for residents, both as a matter of
safety, and the inability to accommodate all their parking needs. The Municipality has
attempted to balance these concerns by permitting apron parking and through a
managed, purchased on street parking pass and a courtesy on -street visitor pass.
1.2 On -street courtesy passes have been available since May 2017. The program was
intended for visitors and residents who, on occasion, require a temporary solution to
accommodate vehicles. The duration of a courtesy pass is 24 hours. There is no fee
associated and each licensed vehicle is permitted up to seven passes in a calendar
year. The use of these passes has been successful (Attachment 1). The usage of
purchased, on -street parking passes has remained relatively constant over the last four
years (Attachment 1) with no significant increases or decreases. These on -street
parking passes are for residents whose parking needs exceed their available parking.
1.3 The use of courtesy passes indicates that the majority of requests are for visitors and
driveway repairs, which was the intention of the program. Review of the usage statistics
suggests a trend towards the use of courtesy passes by multiple vehicles within one
household.
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Municipality of Clarington
Report LGS-011-21
2. Surrounding Municipalities
Page 3
2.1 Municipal parking by-laws are generally similar from municipality to municipality.
Various factors such as geography, population, residential and business needs can
contribute to minor variations of parking regulations.
2.2 Three-hour parking is a standard restriction throughout Durham Region. It is also very
common in cities such as Toronto and Peterborough. The three-hour restriction is to
assist in keeping vehicles off the roadway and moving; thereby decreasing traffic
congestion and habitual use of the street for parking.
2.3 Municipalities reduce the parking limit from three hours in areas which are posted
otherwise, such as one or two hour limits. Parking requirements beyond the three-hour
limit are managed through parking permits either in a managed fee system or a courtesy
pass. Extending the parking limit beyond three hours would impair enforcement efforts
due to the decreased ability to perform a follow-up visit during the same regular shift.
2.4 Within Durham Region, the municipalities of Oshawa, Pickering, Ajax and Whitby all
provide courtesy passes similar to Clarington. In Oshawa, 10 courtesy passes are
available per vehicle per year. In Pickering, the number of passes is 21. In Whitby,
courtesy passes area available for up to 7 days per year, and there are restrictions
placed on the number of vehicles available per residential address. Ajax currently issues
up to 12 courtesy passes per year, although there is a proposal to reduce this number to
5, and to permit up to 7 additional passes at a cost of $12 per day.
2.5 Managed on -street permits for residents that may not be able to accommodate all their
parking requirements are not available in surrounding Durham Region municipalities.
Whitby is currently reviewing the option of a managed permitting system similar to
Clarington's. In Toronto, a much more comprehensive permitting system is in place.
Designated areas are assigned for on street permit parking. In addition, fees are based
on a need over convenience for permits. In Toronto, where a residence does not have
a physical parking area, a parking permit is available for $19 per month for the first
vehicle, with an additional vehicle permit for $59 per month. Where there is access to a
garage or driveway, the permit is for considered for convenience with a cost of $83 per
month. Clarington permits one vehicle per household for a fee of $39 per a month.
Page179
Municipality of Clarington
Report LGS-011-21
3. Concurrence
Page 4
This report has been reviewed by the Director of Financial Services/Treasurer who
concurs with the recommendations.
4. Conclusion
The courtesy pass has been beneficial to residents looking for short term parking to
accommodate their needs, including visiting guests. As the courtesy pass is not
intended to provide a solution to a resident's long-term parking needs, an increase to
the number of courtesy passes available per year would assist in short term parking
requirements.
It is respectfully recommended that the annual permitted uses for courtesy passes be
increased to 14 uses per vehicle per year. It is recommended that the maximum
duration for vehicles without a permit not be extended to more than 3 hours.
Staff Contact: Duncan Anderson, Municipal Law Enforcement Manager, 905-623-3379 ext.
2110 or danderson@clarington.net.
Attachments:
Attachment 1 — Permit Use
Interested Parties:
List of Interested Parties available from Department.
Page180
Attachment 1 to Report LGS-011-21
Clarington Residential Passes
Year
Number of
Residential Passes
2017
296
2018
183
2019
300
2020
281
Total:
1060
Courtesy Passes Per Plate and Household
Year
Number of Days Issued
Passes Per
Vehicle
Passes Per
Individual
2017
5,601
1,765
1,193
2018
10,270
3,277
2,167
2019
14,165
4,752
3,193
2020
11,398
3,730
2,552
Courtesy Passes By Type
Type
Number of
Passeslssued
Driveway:
11,268
Function:
516
Other:
6,485
Visitor:
23,165
Total: 1 41,434
Page 181
Clarington
Staff Report
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Report To: General Government Committee
Date of Meeting: February 16, 2021 Report Number: FSD-007-21
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: Annual Leasing Report - 2020
Recommendation:
1. That Report FSD-007-21 be received for information.
Page182
Municipality of Clarington
Report FSD-007-21
Page 2
Report Overview
This report complies with the Municipal Act, 2001 annual reporting requirements on leasing,
under Regulation 653/05.
1. Background
1.1 Under Ontario Regulation 635/05, the Treasurer is required to report annually to Council
the details of existing material leases including the following.
• Confirmation of compliance with the lease policy;
• Summary of material leases;
• Estimated cost of material leases;
• Impact of the leases on the financing arrangements and the debt servicing levels.
1.2 As required by the Municipal Act, 2001, Council adapted a Statement of Lease
Financing Policies and Goals in report FND-021-03, on September 8, 2003. To date
Clarington has typically chosen to purchase or debenture (if necessary), rather than use
financial lease agreements. There is no impact on long-term financing or debt service
levels of the Municipality.
2. Lease Summary
2.1 The Municipality of Clarington did not have any material leases in 2020.
3. Concurrence
Not Applicable.
4. Conclusion
It is respectfully recommended that this report on annual leasing for 2020 be received
for information in compliance with Ontario Regulation 653/05.
Staff Contact: Michelle Pick, Manager of Financial Services / Deputy Treasurer, 905-623-3379
ext 2605 or mpick@clarington.net.
Interested Parties:
There are no interested parties to be notified of Council's decision.
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Clarington
Staff Report
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Report To: General Government Committee
Date of Meeting: February 16, 2021 Report Number: FSD-008-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: 2020 Annual Commodity Hedging
Recommendation:
1. That Report FSD-008-21 be received for information.
Page184
Municipality of Clarington
Report FSD-008-21
Page 2
Report Overview
This report complies with the annual reporting requirements to report to Council the status of
the existing commodity hedging agreements.
1. Background
1.1 Under the Ontario Regulation 635/05, the Treasurer is required to report annually to
Council the status of existing commodity hedging agreements, including a comparison
of the expected results to actual of using the agreements and confirmation that they
comply with the Municipality's policies and goals.
1.2 As required by the Municipal Act, 2001, Council adopted a Commodity Price Hedging
Agreement Statement of Policies and Goals in report COD-054-08, on Monday October
6, 2008. In this statement of policies and goals, the responsibilities are delegated as
follows: The Director of Financial Services/Treasurer or designate is responsible for the
financial administrative matters pertaining to commodity price hedging. The Director of
Corporate Services or designate is responsible for the procurement and contractual
administrative matters pertaining to commodity price hedging.
1.3 With the reorganization of the Municipality, purchasing has been moved to the Director
of Financial Services/Treasurer. In 2021, staff will be bringing a report to Council to
revise the hedging policy to reflect the administrative change throughout the
organization.
2. Comments
2.1 Through the Co-operative Buyers Group, Request for Proposal issued by the Region of
Durham and approved through Report COD-003-20, the Municipality has an existing
energy consulting agreement with Blackstone Energy Services Inc., Toronto, for the
provision of consulting and related services for the supply of natural gas. Blackstone
acts as an independent agent of the Municipality of Clarington to execute direct
purchase agreements (subject to the approval of the Corporate Service's Department).
2.2 The Municipality's energy consumption trends have been studied since 2008. Detailed
budget estimates are made based on these consumption trends and pricing projections
of the various utilities including natural gas for the Municipality's operating departments.
This information together with the procurement strategy aimed at reducing risk and
stabilizing cost continues to focus on the need for a stable natural gas supply contract.
2.3 Blackstone Energy Services Inc. on behalf of the Municipality of Clarington is authorized
to enter into fixed priced natural gas agreements as required, considering market
conditions at any given time. Previously natural gas was supplied from two pools —
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Municipality of Clarington
Report FSD-008-21
Page 3
Dawn (southwestern Ontario) and Empress (western Canada). All of the Municipality's
natural gas is now supplied from the Dawn hub.
2.4 The Municipality did not have any hedging contracts in fiscal 2020. At the date of this
report the Municipality has not entered any contracts for fiscal 2021, staff continue to
monitor.
2.5 Staff receive regular market intelligence and analysis from Blackstone Energy Services
on the natural gas market. With the information received from Blackstone, the
Municipality is able to proactively respond to the market conditions to ensure a secure
supply source and cost certainty where determined to be prudent.
2.6 To date the Municipality has not hedged electricity. The structure of electricity hedging
is different from natural gas. A significant portion of the large electricity accounts is the
Global Adjustment. Hedging of the electricity commodity does not reduce the Global
Adjustment charges. Electricity hedging could be explored in the future, but it is not
anticipated that the Municipality would be hedging electricity in 2021.
3. Concurrence
Not Applicable.
4. Conclusion
It is respectfully recommended that this annual commodity hedging report be received
for information in compliance with Ontario Regulation 635/05 of the Municipal Act, 2001.
Staff Contact: Trevor Pinn, CPA, CA Director of Financial Services/Treasurer, 905-623-3379
ext. 2602, tpinn@clarington.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
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Clarington
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: February 16, 2021 Report Number: FSD-009-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: Newcastle BIA Wreath Request
Recommendations:
1. That Report FSD-009-21 be received;
2. That the request from the Newcastle BIA for $25,000 from the Newcastle BIA Reserve
Fund (the "West End Money") for the purposes of replacing the current wreaths, as
attachment 1, be approved; and
3. That all interested parties listed in Report FSD-009-21 and any delegations be advised
of Council's decision.
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Municipality of Clarington
Report FSD-009-21
Report Overview
Page 2
The Municipality has received a request from the Newcastle BIA to access funds from the
"West End Money" which is being held in a Reserve Fund on their behalf. Staff are seeking
approval to release these funds.
1. Background
1.1 Staff recently received a letter, included on this agenda, from the Newcastle BIA dated
January 27, 2021 requesting $25,000 from the "West End Funds" as per a resolution of
the BIA dated January 26, 2021
1.2 The minutes of the meeting indicate that it was moved to "...request $25,000 to replace
the current wreaths with new light decor from the West End money." The "West End
money" is held in the Newcastle BIA Reserve Fund.
1.3 The Newcastle BIA Reserve Fund was established in 2007 through a compensation
payment from the Bowmanville West Developers to the Orono and Newcastle BIAs.
Provisions were included in the subdivision agreement that established the fund.
1.4 Subsequently, the Newcastle and Orono BIAs agreed on how the monies would be
distributed. The BIAs also made it clear that they did not want the funding to be used for
the CIP grant programs.
1.5 The only criteria for how the funding should be used is set out below:
"The Municipality shall deposit such funds in a reserve account for future disbursement
to the boards of management of any one or more Business Improvement Areas in the
Municipality to fund programs or to provide assistance to the Business Improvement
Area, and/or to fund or to assist in the funding of grant programs to implement the
provisions of Community Improvement Programs applicable to any one or more
business centres in the Municipality as the Council of the Municipality in its discretions
considers to be appropriate."
1.6 In 2007, $70,000 was deposited into the Reserve Fund, this was followed by five
payments of $17,550 from 2009 to 2013 for a total of $157,750. Since inception, the
reserve fund has earned over $33,300 in interest which stays within the Fund for the
use of the BIA.
1.7 To date, the BIA has utilized approximately $82,000 of funds for various projects to
enhance the downtown area of Newcastle.
Municipality of Clarington Page 3
Report FSD-009-21
2. Use of the Newcastle BIA Reserve Fund
2.1 Based on the above criteria, in paragraph 1.5, it would be acceptable for these funds to
be used to replace the existing wreaths. This is also consistent with past uses.
2.2 The Newcastle BIA Reserve Fund has approximately $110,000 available at December
31, 2020. There are sufficient funds in the Reserve Fund to accommodate this request
by the BIA.
3. Concurrence
This report has been reviewed by the Acting Director of Planning and Development
Services who concurs with the recommendation.
4. Conclusion
It is respectfully recommended that Council approve the release of funds to the
Newcastle BIA.
Staff Contact: Trevor Pinn, Director of Finance/Treasurer, 905-623-3379 ext. 2602,
tpinn@clarington.net
Attachments:
Attachment 1 — BIA Request Letter
Interested Parties:
The following interested parties will be notified of Council's decision:
a. The Newcastle Downtown Business Improvement Association
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Newcastle Downtown Business Improvement Association
20 King Ave. W. Unit # 10
Newcastle 4N L 1 B 1 H7
www.villa eofnewcastle.ca
"More than our history"
January 27, 2021
Mayor Foster and Members of Clarington Council:
Please accept this letter as a formal request from the Newcastle BIA to release funds from the
Newcastle BIA "West End Money" held in trust for us by the Municipality.
We would like you to release $25,000 per the motion unanimously passed at the January 26, 2021
meeting of the Newcastle BIA. A copy of said Minutes are attached.
With sincere thanks,
Valentine Lovekin, President
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MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #
DATE: February 16, 2021
MOVED BY Councillor Neal
SECONDED BY
That Staff be directed to no longer perform civil marriage ceremonies at any Municipality
of Clarington facility, effective March 31, 2021;
That Staff be directed to prepare a by-law to amend the Fee By-law, By-law 2010-142,
to remove "civil marriage ceremonies for $275 + tax" from Schedule "D"; and
That Staff take the necessary steps to end the agreement for contracting out of civil
marriage ceremonies.
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MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
RESOLUTION #
DATE February 16, 2021
MOVED BY Councillor Neal
SECONDED BY
That Staff be directed to report back on a suggested policy to change the current
travel/mileage policy for Members of Council to a per kilometer charge at the standard
municipal rate.
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MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
RESOLUTION #
DATE February 16, 2021
MOVED BY Councillor Neal
SECONDED BY
That staff report back to Council on the design for Darlington Blvd. prior to proceeding
with that work.
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MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
RESOLUTION #
DATE February 16, 2021
MOVED BY Councillor Jones
SECONDED BY Councillor Neal
Whereas the residents living in the vicinity of Townline Road North have seen traffic
increase due to new housing in Oshawa and Clarington;
Whereas the traffic studies for new development, such as 3 Lawson Road recognized
that the existing intersection at Adelaide Avenue and Townline Road will continue to
operate poorly and the current design is not optimal based on the projected traffic
levels;
Whereas the extension of Adelaide Avenue easterly to Trulls Road is within the
Region's forecasted budget for 2025;
Whereas as part of the Adelaide extension, Lawson Road will be closed at Townline
Road with a cul-de-sac, and a new north -south connection will be constructed between
Lawson Road and Adelaide Avenue; and
Whereas Clarington Public Works Department while having no objections to the
approval of the proposed development at 3 Lawson Road voiced concern regarding the
vehicle access and egress onto Townline Road given the existing conditions;
Now Therefore Be It Resolved That Clarington Council is requesting the Region of
Durham advance the timing of the Adelaide Avenue East Extension land acquisition,
design and construction from Townline Road easterly to Trull's Road as set out in the
Environmental Assessment dated November 2005, to ensure it is in place by or before
2025; and
That this motion be circulated to the City of Oshawa and Durham Region.
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MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
DATE February 16, 2021
MOVED BY Councillor Neal
SECONDED BY
RESOLUTION #
That Staff report back on why snowmobile trails are not open.
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MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
RESOLUTION #
DATE February 16, 2021
MOVED BY Councillor Neal
SECONDED BY
That Staff report back on the increased cost and coverage including out of country
travel coverage, for retiree health benefits.
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Unfinished Business Item 19.1
EGD-006-20 Cedar Crest Beach Rd and West Beach Rd Berm Review and Estimates
At the January 4, 2021 Council Meeting, Council referred the following resolution to the
February 16, 2021 General Government Committee meeting:
That Report EGD-006-20 be received;
That no further flood mitigation work be undertaken on West Beach Rd at
this time; and
That all interested parties listed in Report EGD-006-20 and any delegations
be advised of Council's decision.
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