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General Government Committee
Minutes
Date: March 29, 2021
Time: 9:30 a.m.
Location: Council Members (in Chambers or MS Teams) I Members of
the Public (MS Teams)
Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper,
Councillor J. Jones, Councillor J. Neal, Councillor C. Traill,
Councillor M. Zwart
Staff Present: A. Allison, J. Newman, L. Patenaude, G. Acorn, R. Maciver, S.
Brake, T. Pinn, G. Weir
Other Staff Present: L. Reck
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
New business item(s) were added to the New Business - Consideration section
of the agenda.
4. Adopt the Agenda
Resolution # GG-247-21
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the Agenda for the General Government Committee meeting of March 29,
2021, be adopted as presented.
Carried
5. Declaration of Interest
Councillor Hooper declared a direct interest in Item 18.1, BIA Social Media.
Councillor Neal declared an indirect interest in Item 10.3, Memo from Andy
Allison, CAO, Regarding Community Funding Program.
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6. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
Councillor Traill joined the meeting at 9:35 a.m.
7. Adoption of Minutes of Previous Meeting
7.1 Minutes of a Regular Meeting of March 8, 2021
Resolution # GG-248-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the minutes of the regular meeting of the General Government Committee
meeting held on March 8, 2021, be adopted.
Carried
8. Delegations
8.1 Janet Moher, Regarding a Request for a By-law to Regulate Feeding
Seagulls
Janet Moher was present via electronic means to request a by-law to regulate
feeding Seagulls. Ms. Moher explained that her neighbours feed the Seagulls
starting in spring until winter. She expressed her concerns regarding the flock,
the droppings all over her property and diseases the birds may carry. Ms. Moher
requested that Council create a by-law to prevent feeding Seagulls in residential
areas and answered questions from members of Committee.
Resolution # GG-249-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That Item 8.1, Delegation of Janet Moher, Regarding a Request for a By-law to
Regulate Feeding Seagulls and attached correspondence, be referred to the
April 19, 2021 General Government Committee meeting.
Carried
9. Communications — Receive for Information
Resolution # GG-250-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Communication Items 9.1 and 9.2, be received for information.
Carried
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9.1 Minutes of the Tyrone Hall Board dated January 20, 2021 and February 17,
2021
Resolution # GG-251-21
That Communication Item 9.1, Regarding Minutes of the Tyrone Hall Board dated
January 20, 2021 and February 17, 2021, be received for information.
9.2 Ralph Walton, Regional Clerk/Director of Legislative Services, Regarding
Response to Resolution #GG-029-21 Energy from Waste - Waste
Management Advisory Committee Terms of Reference
Resolution # GG-252-21
That Communication Item 9.2, Regarding Response to Resolution #GG-029-21,
Energy from Waste - Waste Management Advisory Committee Terms of
Reference, be received for information.
10. Communications — Direction
10.1 Memo from Stephen Brake, Director of Public Works, Regarding Whistle
Cessation Update — Cobbledick Road and Bennett Road Railway Safety
Improvement Program Application Funding Status
Resolution # GG-253-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Staff be directed to pursue contributions for the project under 2022-2023
RSIP-ITR funding cycle.
Carried
10.2 Memo from Stephen Brake, Director of Public Works, Regarding
Signalization of Highway 401 ramps at Duke Street and Baseline Road
Resolution # GG-254-21
Moved by Councillor Hooper
Seconded by Councillor Neal
That the status quo be maintained at this time; and
That Staff continue to review and consider other options that may help improve
traffic flow and vehicular safety at the Highway 401, Baseline Road and Duke
Street intersection.
Carried
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10.3 Memo from Andy Allison, CAO, Regarding Community Funding Program
Councillor Neal declared an indirect interest in Item 10.3, as he is a director on
Autism Home Base Durham. Councillor Neal muted his audio and video and
refrained from discussion and voting on this matter.
Resolution # GG-255-21
Moved by Councillor Hooper
Seconded by Councillor Traill
That Staff be directed to advertise and promote a second intake under the
Program with an application deadline of August 31, 2021.
Carried
Councillor Neal returned to the meeting.
10.4 Jeannette Whynot, Staff Liaison to the Accessibility Advisory Committee,
Regarding Service Ontario Bowmanville
Resolution # GG-256-21
Moved by Councillor Jones
Seconded by Councillor Anderson
That the following resolution from the Accessibility Advisory Committee,
regarding Service Ontario Bowmanville, be endorsed by the Municipality of
Clarington:
Whereas the current COVID-19 social distancing requirements have
impacted the number of people allowed inside businesses at one
time;
Whereas the current Service Ontario Bowmanville location lacks the
necessary indoor space to comply with current public health
guidelines on COVID-19 social distancing;
Whereas residents of Clarington, especially persons with disabilities,
cannot line up outside for hours on end for government services;
Whereas the Clarington Accessibility Advisory Committee supports
the need to make government services accessible to everyone,
especially people with disabilities;
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General Government Committee Minutes March 29, 2021
Now therefore be it resolved that Staff be directed to write to Members
of Provincial Parliament, Lisa Thompson, Minister of Government and
Consumer Services, Raymond Cho, Minister of Seniors and
Accessibility and Ministry staff, urging the privately operated Service
Ontario Bowmanville location to adopt available technology to
increase its accessibility to residents during these uncertain times,
including the adoption of appointment software and that they establish
protocols to address persons with disabilities who are required to
attend for in -person services.
Carried
10.5 Jon Pegg, Fire Marshal, Ministry of Community Safety and Correctional
Services, Regarding Fire Safety Grant Program
Resolution # GG-257-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That the Mayor and Clerk be authorized to execute the Fire Safety Grant
Transfer Payment Agreement.
Carried
11. Presentations
11.1 Jeff Haskins, East Division, Officer -in -Charge, Durham Regional Police
Service, Regarding a Community Safety Update
Jeff Haskins, East Division, Officer -in -Charge, Durham Regional Police Service,
was present via electronic means regarding a Community Safety Update. Mr.
Haskins made a verbal presentation to accompany an electronic
presentation. He introduced himself and provided background on the East
Division. He outlined the community safety priorities, programs, and crime
indicators. Mr. Haskins displayed a map of the east division jurisdiction noting
they are also responsible for the northwest part of Oshawa and displayed a photo
of their new facility. He provided an overview of the body warm camera program
noting Officers will be wearing them in late 2021 and answered questions from
Members of Committee.
Resolution # GG-258-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Presentation of Jeff Haskins, East Division, Officer -in -Charge, Durham
Regional Police Service, regarding a Community Safety Update, be received with
thanks.
Carried
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Recess
Resolution # GG-259-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:12 a.m. with Mayor Foster in the Chair.
12. Public Works Department Reports
Councillor Hooper chaired this portion of the meeting.
12.1 PWD-019-21 Courtice Shores Drive and Parking Lot
Resolution # GG-260-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Report PWD-019-21 be received;
That Courtice Shores Drive be improved with surface treatment from the south
limit to the tunnel under the CN Rail line;
That Staff be directed to proceed with the construction of identified parking
facilities on -street and the creation of parking facilities off-street at the Courtice
waterfront;
That the construction of the identified parking facilities be funded through the
Rate Stabilization Fund; and
That all interested parties listed in Report PWD-019-21 and any delegations be
advised of Council's decision.
Carried as Amended Later in the Meeting, See following Motion
Amendment:
Resolution # GG-261-21
Moved by Councillor Neal
Seconded by Mayor Foster
That the foregoing Resolution #GG-260-21 be amended by adding the following
at the end:
That Staff report back to a General Government Committee meeting after
determining the ownership and discussions with the owner identified.
Carried
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12.2
Amendment:
Resolution # GG-262-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the foregoing Resolution #GG-260-21 be amended by adding the following
at the end:
That Staff be directed to adjust the on -street parking vs. off-street parking
to accommodate large trees.
Carried
The foregoing Resolution #GG-260-21 was then put to a vote and carried as
amended.
PWD-020-21 North Village External Servicing and Cost Sharing Agreement
Resolution # GG-263-21
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report PWD-020-21 be received;
That the Municipality of Clarington be authorized to enter into a Road
Construction Agreement with Smooth Run Developments Inc., Brookfield
Residential (ON) LP, and Go Home Investments Inc. for roadworks on North
Street, Grady Drive, and Regional Road 17;
That the estimated funds for the Municipality's share of the costs in the amount of
$1,139,057 (Net HST Rebate) be funded from the following accounts:
Description
North St Sidewalk (2017)
Account Number
110-32-331-83273-7401
Amount
$85,000
North St Reconstruction (2019, 2020)
110-32-330-83273-7401
$400,000
Structures Rehabilitation (2020)
110-32-330-83275-7401
$410,173
Reg. Rd. 17 Sidewalk (2020)
110-32-331-83428-7401
$160,819
Pavement Rehabilitation (2020)
110-32-330-83456-7401
$83,065
That all interested parties listed in Report PWD-020-21 and any delegations be
advised of Council's decision.
Carried
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The Committee recessed for their one hour scheduled break as per the
Procedural By- law.
The meeting reconvened at 1:00 p.m. with Mayor Foster in the Chair
13. Emergency and Fire Services Department Reports
14. Community Services Department Reports
Councillor Traill chaired this portion of the meeting.
14.1 CSD-001-21 Community Services Department Rates and Fees September 1,
2021 to August 31, 2022
Resolution # GG-264-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report CSD-001-21 be received; and
That Council approve the proposed rates and fees as outlined in Attachment 1 of
Report CSD-001-21 for the period September 1, 2021 to August 31, 2022.
Carried
15. Legislative Services Department Reports
Councillor Jones chaired this portion of the meeting.
15.1 LGS-014-21 Appointment to the Energy from Waste — Waste Management
Advisory Committee (EFW-WMAC)
Resolution # GG-265-21
Moved by Councillor Hooper
Seconded by Mayor Foster
That Report LGS-014-21 be received;
That the Committee consider the applications for appointments to the Energy
from Waste — Waste Management Advisory Committee, and that the vote be
conducted to appoint the citizen representatives, in accordance with the
Appointment to Boards and Committees Policy; and
That all interested parties listed in Report LGS-014-21 and any delegations be
advised of Council's decision.
Carried
Energy from Waste - Waste Management Advisory Committee
That Philip Haylock be appointed to the Energy from Waste — Waste
Management Advisory Committee for a term ending December 31, 2022 or until
a successor is appointed.
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16. Financial Services Reports
Councillor Neal chaired this portion of the meeting.
16.1 FSD-014-21 2020 Annual Investment Report
Resolution # GG-266-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report FSD-014-21 be received for information.
Carried
16.2 FSD-015-21 Traffic Sign Reflectivity Inspection
Resolution # GG-267-21
Moved by Mayor Foster
Seconded by Councillor Jones
That Report FND-015-21 be received;
That the Purchasing Manager in consultation with the Director of Public Works be
given the authority to extend contract CL2016-12 Traffic Sign Reflectivity
Inspection Program for an additional one-year term ending December 31, 2021;
That Advantage Data Collection be awarded the additional one-year extension to
their existing contract CL2016-12 for Traffic Sign Reflectivity Inspection for an
approximate value of $65,000 (Net HST Rebate);
That the estimated funds required for the additional one-year term in the amount
of $65,000 (Net HST Rebate) be funded by the Municipality as provided from the
following accounts:
Description Account Number Amount
Safety Devices/Traffic Signs/Misc. 100-36-384-10315-7112 $65,000
Oper. Supply
That all interested parties listed in Report FND-015-21 and any delegations be
advised of Council's decision.
Carried
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16.3 FSD-016-21 RFP2021-2 Architectural Engineering Services 156 Church St.
Resolution # GG-268-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report FSD-016-21 be received;
That the proposal received from Moon -Matz Ltd, being the most responsive
bidder meeting all terms and conditions and specifications of RFP2021-2 be
awarded the contract for the provision of architectural design, contract
administration and engineering services to complete the interior renovations at
The Shaw House, 156 Church St.;
That the total funds required for this project in the amount of $59,936.64 (Net
HST Rebate) be funded from the approved budget allocation as provided from
the following account:
Description
156 Church St. Renovations - 2020
Account Number Amount
110-36-370-83472-7401 $59,937
That all interested parties listed in Report FSD-016-21 and any delegations be
advised of Council's decision.
Carried
16.4 FSD-017-21 LED Retrofit Budget Reallocations
Resolution # GG-269-21
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report FSD-017-21 be received; and
That the Director of Financial Services/Treasurer is authorized to reallocate up to
$235,000 from the "Various Streetlights Project" capital account to the "LED
Conversion Project" capital account to complete the necessary streetlight
conversions.
Carried
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16.5 FSD-018-21 Grass Cutting and Median Maintenance Services
Resolution # GG-270-21
Moved by Councillor Anderson
Seconded by Councillor Hooper
That Report FSD-018-21 be received;
That Howe's Your Yard with an estimated annual bid amount of $537,700 (Net
HST Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2021-5 be awarded the contract for an initial three-
year term for Grass Cutting and Median Maintenance Services, as required by
the Public Works Department;
That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works be given the authority to extend the contract for
this service for up to two additional one-year terms;
That the estimated funds required for the first -year term in the amount of
$537,700 (Net HST Rebate) be funded by the Municipality as provided. The
funds required for the second -year term and the third -year term in the estimated
amount of $1,075,400 (Net HST Rebate) will be included in future budget
accounts. The funding required for the initial one-year term will be funded from
the following accounts:
Description Account Number Amount
Parks Maintenance — Contract — 100-36-325-10115-7155 $537,700
Grass Cutting
That all interested parties listed in Report FSD-018-21 and any delegations be
advised of Council's decision.
Carried
16.6 FSD-019-21 CL2021-6 Supply and Delivery of Bulk Gas and Diesel Fuels
Resolution # GG-271-21
Moved by Mayor Foster
Seconded by Councillor Jones
That Report FSD-019-21 be received;
That W.O. Stinson & Son Ltd. with an estimated annual bid of $479,800 (Net
HST Rebate) being the lowest bidder meeting all terms, conditions and
specifications of CL2021-6 be awarded the contract an initial three-year term for
the Supply and Delivery of Bulk Gas and Diesel Fuels, as required by the Public
Works Department, Emergency and Fire Services Department, Legislative
Services Department and the Community Services Department;
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That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works and the Director of Emergency and Fire
Services be given the authority to extend the contract for this service for up to
two additional one-year terms;
That the funds required for the first -year term in the estimated amount of
$479,800 (Net HST Rebate) be funded from respective fleet approved operating
budgets as required. The funds required for the second and third -year term in the
estimated amount of $959,600 (Net HST Rebate) will be included in future
budget accounts; and
That all interested parties listed in Report FSD-019-21 and any delegations be
advised of Council's decision.
Carried
17. CAO Office Reports
18. New Business — Consideration
18.1 BIA Social Media (Councillor Zwart)
Councillor Hooper declared a direct interest in Item 18.1, BIA Social Media as he
is a member of the Bowmanville BIA. Councillor Hooper muted his audio and
video and refrained from discussion and voting on this matter.
Resolution # GG-272-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the Municipality of Clarington remit to the Bowmanville BIA a sum not to
exceed $30,000 funded from the Municipality's Safe Restart Program funding
received from the Province of Ontario, to cover 50% of the cost to perform social
media engagement for the Bowmanville BIA, the Newcastle BIA and the Orono
BIA and that the unfunded costs be negotiated between the Bowmanville BIA,
the Newcastle BIA and the Orono BIA.
Yes (4): Mayor Foster, Councillor Anderson, Councillor Traill, and Councillor
Zwart
No (2): Councillor Jones, and Councillor Neal
Carried on a recorded vote (4 to 2)
Councillor Hooper returned to the meeting.
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18.2 Hall Board Funding during COVID-19 (Councillor Traill)
Resolution # GG-273-21
Moved by Councillor Traill
Seconded by Councillor Anderson
Whereas many hall boards have little to no bookings due to COVID-19 and are
struggling to cover the costs of utilities and PPE; and
Whereas even before COVID-19 many boards struggled to cover their utilities,
maintenance and snow removal costs, significantly deterring volunteerism and
contributing to low morale.
Now therefore be it resolved that Staff report back on eligibility criteria for hall
boards to apply for one-time funding from the Tax Rate Stabilization Reserve
Fund (which would be supported by the Safe Restart funds we got from the
Province) to each hall in addition to the $3000.00 grant they have already
received for an amount to be determined per hall board on the basis of need to
cover utilities, PPE and other expenses for the 2021 year; and
That Staff report back on long-term funding options for hall boards with respect to
ongoing snow removal, utilities and maintenance where the hall boards may be
struggling financially in order to ensure the long-term viability of the local boards.
Carried
18.3 Playgrounds (Councillor Traill)
Resolution # GG-274-21
Moved by Councillor Traill
Seconded by Councillor Anderson
Whereas there was extensive discussion during the 2021 budget about the
status of playgrounds across Clarington;
Whereas some older playgrounds in Clarington are in need of repairs and
upgrades;
Whereas there are innovative new options for playgrounds that include outdoor
gym equipment and ziplines which might be appropriate based on the character
of the neighbourhood and usage patterns; and
Whereas Council would like to ensure that the Municipality is providing safe and
accessible playground equipment for children;
Now therefore be it resolved that Staff conduct an assessment of all Clarington
playgrounds and report back to the General Government Committee in
November 2021; and
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That the assessment shall examine the state of all playgrounds with regard to the
following criteria: safety and accessibility; repairs and maintenance; the character
of neighbouring community, usage patterns, and innovation with respect to
equipment.
Yes (4): Mayor Foster, Councillor Anderson, Councillor Neal, and Councillor Traill
No (3): Councillor Hooper, Councillor Jones, and Councillor Zwart
Carried (4 to 3)
Recess
Resolution # GG-275-21
Moved by Councillor Traill
Seconded by Councillor Anderson
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 2:55 p.m. with Mayor Foster in the Chair.
Suspend the Rules
Resolution # GG-276-21
Moved by Councillor Traill
Seconded by Councillor Hooper
That the Rules of Procedure be suspended to add a New Business Item
regarding a Traffic Management Advisory Committee.
Carried
18.4 Traffic Management Advisory Committee (Councillor Traill)
Resolution # GG-277-21
Moved by Councillor Traill
Seconded by Councillor Hooper
That Staff report back in the fall of 2021 with a draft Terms of Reference for a
permanent Traffic Management Advisory Committee be formed with Council,
citizen and DRPS representatives modelled on the Traffic Management
Committee formed on December 6, 1999, through Report WD-48-99 to:
Meet quarterly either via Zoom or later, in -person, to review existing and
future traffic management practices and receive, review and if necessary,
take action on resident complaints, questions and concerns related to
traffic;
2. Review published Traffic Calming Guidelines and prepare a Municipal
policy on traffic calming, for Council's consideration and to facilitate
requests from the public for implementation of traffic calming measures as
set forth in the policy;
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3. Report back to Council in the spring of 2021 with the draft policy, which
shall include mechanisms to implement TMAC recommendations
(including, but not limited to: a reporting link on the Clarington website, a
monitored email account and a separate Facebook page) for the public to
engage directly with the Traffic Management Advisory Committee
("TMAC");
4. Present to Council bi-annually; and
That all interested parties be advised of Council's decision.
Motion Lost
19. Unfinished Business
20. Confidential Reports
20.1 Confidential Memo from Andy Allison, CAO, Regarding a Human
Resources Matter
Closed Session
Resolution # GG-278-21
Moved by Councillor Hooper
Seconded by Councillor Neal
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as
amended, the meeting be closed for the purpose of discussing the following
matters that deal with:
• personal matters about an identifiable individual, including municipal or local
board employees;
• labor relations or employee negotiations;
• litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board; and
• advice that is subject to solicitor -client privilege, including communications
necessary for that purpose.
Carried
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Rise and Report
The meeting resumed in open session at 4:06 p.m.
Mayor Foster advised that two items were discussed in "closed" session in
accordance with Section 239(2) of the Municipal Act, 2001 and one resolution
was passed to provide direction to Staff.
20.2 Anaerobic Digestion Facility
21. Adjournment
Resolution # GG-279-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the meeting adjourn at 4:07 p.m.
Carried
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