HomeMy WebLinkAbout2021-03-29Clar*wn
General Government Committee
Post -Meeting Agenda
Date: March 29, 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.
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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.
Pages
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 March 8, 2021 6
8. Delegations
8.1. Janet Moher, Regarding a Request for a By-law to Regulate Feeding 18
Seagulls
(Correspondence Attached)
9. Communications — Receive for Information
9.1. Minutes of the Tyrone Hall Board dated January 20, 2021 and February 19
17, 2021
*9.2. Ralph Walton, Regional Clerk/Director of Legislative Services, Regarding 22
Response to Resolution #GG-029-21 Energy from Waste - Waste
Management Advisory Committee Terms of Reference
Link to Report 2021-WR-4
Page 2
10.
Communications — Direction
11
12
13.
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
(Motion for Direction)
10.2. Memo from Stephen Brake, Director of Public Works, Regarding
Signalization of Highway 401 ramps at Duke Street and Baseline Road
(Motion for Direction)
10.3. Memo from Andy Allison, CAO, Regarding Community Funding
Program
(That Staff be directed to take the necessary steps as recommended in
the Memo)
*10.4. Jeannette Whynot, Staff Liaison to the Accessibility Advisory
Committee, Regarding Service Ontario Bowmanville
(Suggested Motion Attached)
*10.5. Jon Pegg, Fire Marshal, Ministry of Community Safety and Correctional
Services, Regarding Fire Safety Grant Program
(That the Mayor and Clerk be authorized to execute the Fire Safety
Grant Transfer Payment Agreement)
Presentations
11.1. Jeff Haskins, East Division, Officer -in -Charge, Durham Regional Police
Service, Regarding a Community Safety Update
Public Works Department Reports
12.1. PWD-019-21 Courtice Shores Drive and Parking Lot
12.2. PWD-020-21 North Village External Servicing and Cost Sharing
Agreement
Emergency and Fire Services Department Reports
23
26
34
37
52
61
C101
Page 3
14. Community Services Department Reports
*14.1.
CSD-001-21 Community Services Department Rates and Fees
71
September 1, 2021 to August 31, 2022
(Section 2.9 of the Report and Page 6 of Attachment 1, regarding Bus
Fees was removed)
15.
Legislative Services Department Reports
15.1.
LGS-014-21 Appointment to the Energy from Waste — Waste
88
Management Advisory Committee (EFW-WMAC)
16.
Financial Services Reports
16.1.
FSD-014-21 2020 Annual Investment Report
91
16.2.
FSD-015-21 Traffic Sign Reflectivity Inspection
99
16.3.
FSD-016-21 RFP2021-2 Architectural Engineering Services 156 Church
107
St.
16.4.
FSD-017-21 LED Retrofit Budget Reallocations
112
16.5.
FSD-018-21 Grass Cutting and Median Maintenance Services
115
16.6.
FSD-019-21 CL2021-6 Supply and Delivery of Bulk Gas and Diesel
120
Fuels
17.
CAO Office Reports
18.
New Business — Consideration
18.1.
BIA Social Media (Councillor Zwart)
124
*18.2.
Hall Board Funding during COVID-19 (Councillor Traill)
125
*18.3.
Playgrounds (Councillor Traill)
126
*18.4.
Traffic Management Advisory Committee (Councillor Traill)
127
19.
Unfinished Business
Page 4
20. Confidential Reports
20.1. Confidential Memo from Andy Allison, CAO, Regarding a Human
Resources Matter
(Distributed under Separate Cover)
*20.2. Anaerobic Digestion Facility
21. Adjournment
Page 5
Clarington
If this information is required in an alternate format, please contact the
Accessibility Co-ordinator at 905-623-3379 ext. 2131
General Government Committee
Minutes
Date: March 8, 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 M. Zwart
Regrets: Councillor C. Traill
Staff Present: A. Allison, J. Newman, R. Maciver, S. Brake, T. Pinn, J.
Gallagher, L. Patenaude
Other Staff Present: R. Cowan
1. Call to Order
Mayor Foster called the meeting to order at 9:30 a.m.
2. Land Acknowledgement Statement
Councillor Neal led the meeting in the Land Acknowledgement Statement.
3. New Business — Introduction
Councillor Neal asked that a new business item, regarding Downtown
Bowmanville Parking, be added to the New Business — Consideration section of
the agenda.
4. Adopt the Agenda
Suspend the Rules
Resolution # GG-215-21
Moved by Councillor Hooper
Seconded by Councillor Neal
That the Rules of Procedure be suspended to add Ian Soutter as a delegation to
the Agenda.
Carried
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General Government Committee Minutes March 8, 2021
Resolution # GG-216-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the Agenda for the General Government Committee meeting of March 8,
2021, be adopted with the following additions:
• Delegation of Ian Soutter, Regarding Report PWD-017-21 Farewell Creek
Trail Phase 2B Status Update
• New Business Item regarding Downtown Bowmanville Parking
Carried
5. Declaration of Interest
Councillor Hooper declared a direct interest in New Business Item 18.1,
regarding Downtown Bowmanville Parking, if the matter is brought forward.
6. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
7. Adoption of Minutes of Previous Meeting
7.1 Minutes of a Regular Meeting of February 16, 2021
Resolution # GG-217-21
Moved by Councillor Zwart
Seconded by Councillor Jones
That the minutes of the regular meeting of the General Government Committee
meeting held on February 16, 2021, be adopted.
Carried
8. Delegations
8.1 Bob Clark, Clark Consulting, Regarding Report LGS-012-21 Regulation of
On -Farm Special Events
Bob Clark, Clark Consulting, was present via electronic means regarding Report
LGS-012-21 Regulation of On -farm Special Events. Mr. Clark provided an
overview of an application made by his client noting it started in 2015. He
explained that his clients have hired locally and had invited neighbours and
anyone interested to view their operation. Mr. Clark added that his clients have
held farm tours for schools at their farm. He stated that the objective of the
operation is to show how farming can fit in with the local rural community, to
provide locally grown, grass fed food, and a viable farm operation for future
family members.
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General Government Committee Minutes March 8, 2021
Mr. Clark noted that he had monitored special events at other venues and added
that there were very few complaints from the neighbours. He expressed his
concern regarding the licensing by-law noting it would cause uncertainty. Mr.
Clark answered questions from Members of Committee.
Resolution # GG-218-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the delegation of Bob Clark, Clark Consulting, be referred to the
consideration of Report LGS-012-21 Regulation of On -farm Special Events.
Carried
8.2 Stacey Jibb, Manager, Agriculture & Rural Economic Development, Region
of Durham, Regarding Report LGS-012-21 Regulation of On -farm Special
Events
Stacey Jibb, Manager, Agriculture & Rural Economic Development, Region of
Durham, was present via electronic means regarding Report LGS-012-21
Regulation of On -farm Special Events. Ms. Jibb introduced herself and provided
an overview of the Agriculture & Rural Economic Development Department. She
explained that on -farm special events create long-term growth potential and jobs
in rural areas. Ms. Jibb added that on -farm events use on -farm resources in
different ways to generate income and jobs without additional land, and supports
other local businesses. She stated that they support on -farm special events as
they are proven to be successful. Ms. Jibb answered questions from Members of
Committee.
Resolution # GG-219-21
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the delegation of Stacey Jibb, Manager, Agriculture & Rural Economic
Development, Region of Durham be referred to the consideration of Report LGS-
012-21 Regulation of On -farm Special Events.
Carried
Alter the Agenda
Resolution # GG-220-21
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the Agenda be altered to consider Item 15.1, Report LGS-012-21, at this
time.
Carried
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General Government Committee Minutes March 8, 2021
15. Legislative Services Department Reports
15.1 LGS-012-21 Regulation of On -Farm Special Events
Resolution # GG-221-21
Moved by Councillor Anderson
Seconded by Councillor Neal
That Report LGS-012-21 Regulation of On -farm Special Events, be referred back
to Staff.
Motion Withdrawn
Amendment:
Resolution # GG-222-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the foregoing Resolution #GG-221-21 be amended by adding the following
at the end:
"and report back on what amendments should be made to "as of right"
zoning for agricultural uses and other permitted uses that are compatible
on prime agricultural areas".
Yes (4): Councillor Anderson, Councillor Hooper, Councillor Jones, and
Councillor Neal
No (2): Mayor Foster, and Councillor Zwart
Absent (1): Councillor Traill
Carried on a recorded vote (4 to 2)
The foregoing Resolution #GG-221-21 was then withdrawn.
Resolution # GG-223-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Report LGS-012-21 be received for information; and
That all interested parties listed in Report LGS-012-21 and any delegations be
advised of Council's decision.
Carried
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General Government Committee Minutes March 8, 2021
8. Delegations
8.3 Ian Soutter, Regarding Report PWD-017-21 Farewell Creek Trail Phase 2B
Status Update
Ian Soutter was present via electronic means regarding Report PWD-017-21
Farewell Creek Trail Phase 2B Status Update. Mr. Soutter made a verbal
presentation to accompany an electronic presentation. He requested that
Council share the Staff report with residents on Pinedale Crescent and defer
making any decisions for a reasonable period to allow for residents on Pinedale
Cres. to express their concerns. Mr. Soutter questioned if the property rights of
Pinedale Crescent property owners were forgotten when considering low impact
on their privacy, security and property value and explained how it directly effects
his property.
Resolution # GG-224-21
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the delegation of Ian Soutter be referred to the consideration of Report
PWD-017-21 Farewell Creek Trail Phase 2B Status Update.
Carried
Recess
Resolution # GG-225-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:38 a.m. with Mayor Foster in the Chair.
Alter the Agenda
Resolution # GG-226-21
Moved by Councillor Neal
Seconded by Councillor Jones
That the Agenda be altered to consider Report PWD-017-21 Farewell Creek Trail
Phase 2B Status Update, at this time.
Carried
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General Government Committee Minutes March 8, 2021
12. Public Works Department Reports
12.3 PWD-017-21 Farewell Creek Trail Phase 2B Status Update
Resolution # GG-227-21
Moved by Councillor Neal
Seconded by Councillor Jones
That Report PWD-017-21 Farewell Creek Traill Phase 2B Status Update, be
referred to the General Government Committee meeting dated March 29, 2021.
Motion Withdrawn
Resolution # GG-228-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-227-21 for a second time.
Carried
The foregoing Resolution #GG-227-21 was then withdrawn.
Resolution # GG-229-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That Report PWD-017-21 Farewell Creek Traill Phase 2B Status Update, be
referred to the next Council meeting dated March 22, 2021.
Carried
9. Communications — Receive for Information
Resolution # GG-230-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Communication Items 9.1-9.4, be approved as printed.
Carried
9.1 Minutes of the Newcastle Business Improvement Area dated February 11,
2021
Resolution # GG-231-21
That the minutes of the Newcastle Business Improvement Area dated February
11, 2021, be received for information.
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General Government Committee Minutes March 8, 2021
9.2 Minutes of the Orono Business Improvement Area dated February 11, 2021
Resolution # GG-232-21
That the minutes of the Orono Business Improvement Area dated February 11,
2021, be received for information.
9.3 Minutes of the Bowmanville Business Improvement Area dated February 9,
2021
Resolution # GG-233-21
That the minutes of the Bowmanville Business Improvement Area dated
February 9, 2021, be received for information.
9.4 Minutes of the Newcastle Community Hall Board dated February 16, 2021
Resolution # GG-234-21
That the minutes of the Newcastle Community Hall Board dated February 16,
2021, be received for information.
10. Communications — Direction
10.1 Memo from Stephen Brake, Director of Public Works, Regarding
Bowmanville Boat Launch Restoration
Resolution # GG-235-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the Memo from Stephen Brake, Director of Public Works, Regarding
Bowmanville Boat Launch Restoration be received;
That Staff be directed to restore the existing boat launch to a reasonable
standard; and
That the funds be drawn from the Parks/Maintenance Reserve Fund
(Bowmanville Boat Launch) to a maximum of $200,000.
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 Mayor Foster in the Chair.
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General Government Committee Minutes March 8, 2021
11. Presentations
11.1 Kevin Yaraskavitch, Account Manager and Natasha Dawood, Regional
Manager, MPAC, Regarding MPAC's 2020 Municipal Partnership Report
Kevin Yaraskavitch, Account Manager and Natasha Dawood, Regional Manager,
MPAC, were present regarding MPAC's 2020 Municipal Partnership Report. Mr.
Yaraskavitch introduced himself and provided an overview of the challenges they
faced in 2020 due to COVID-19. He provided an overview of MPAC and their
mandate, Ontario's property assessment, and Clarington's assessment
base. Mr. Yaraskavitch stated that they are unsure when the next evaluation
date will be, then provided an overview of the 2020 Municipal Partnership
Report. He explained that they invested in digitization to get information faster
and more efficient and how they are improving sharing data with municipal
Staff. Mr. Yaraskavitch stated that they have created an online tool that shows
property owners information and how they assess their property. He noted that
even though their offices are closed, they are still active in communities across
the province. Mr. Yaraskavitch and Ms. Dawood answered questions from
Members of Committee.
Resolution # GG-236-21
Moved by Councillor Hooper
Seconded by Councillor Neal
That the presentation of Kevin Yaraskavitch, Account Manager and Natasha
Dawood, Regional Manager, MPAC regarding MPAC's 2020 Municipal
Partnership Report, be received with thanks.
Carried
12. Public Works Department Reports
Councillor Hooper chaired this portion of the meeting.
Item 12.3 was considered earlier in the meeting after Item 8.3.
Resolution # GG-237-21
Moved by Councillor Neal
Seconded by Mayor Foster
That Items 12.1 and 12.2, be approved as printed.
Carried
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General Government Committee Minutes March 8, 2021
12.1 PWD-015-21 Rudell Rd. Subdivision, Plan 40M-2575 By -Law Assumption
Resolution # GG-238-21
That Report PWD-015-21 be received; and
That the draft By-law (Attachment 2), assuming certain streets within Plan 40M-
2575 (Attachment 1), be approved.
12.2 PWD-016-21 Highway 2 and Stapleton Road Land Exchange
Resolution # GG-239-21
That Report PWD-016-21 be received;
That the By-law attached to Report PWD-016-21, as Attachment 3, be approved;
and
That all interested parties listed in Report PWD-016-21 and any delegations be
advised of Council's decision.
13. Emergency and Fire Services Department Reports
Councillor Zwart chaired this portion of the meeting.
13.1 ESD-001-21 Emergency Services Activity Report — Q4 2020
Resolution # GG-240-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report ESD-001-21 be received for information.
Carried
14. Community Services Department Reports
15. Legislative Services Department Reports
Councillor Jones chaired this portion of the meeting.
Item 15.1 was considered earlier in the meeting after Item 8.2.
15.2 LGS-013-21 Appointment to the Clarington Active Transportation and Safe
Roads Advisory Committee and the Clarington Heritage Committee
Resolution # GG-241-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That Report LGS-013-21 be received;
That three additional members be appointed to the Active Transportation and
Safe Roads Advisory Committee;
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General Government Committee Minutes March 8, 2021
That the Committee consider the applications for appointment to the Clarington
Active Transportation and Safe Roads Advisory Committee (ATSRAC), and that
the vote be conducted to appoint the citizen representatives, in accordance with
the Appointment to Boards and Committees Policy;
That the resignation of Marina Ross be received with thanks and that Ms. Ross
be thanked for her efforts;
That the Clerk's Division be authorized to continue to advertise for the remaining
vacancy on the Clarington Heritage Committee; and
That all interested parties listed in Report LGS-013-21 and any delegations be
advised of Council's decision.
Carried
Active Transportation and Safe Roads Advisory Committee
That Philip Haylock, Belva Lukascovics, and Connor Houston be appointed to the
Active Transportation and Safe Roads Advisory Committee for a term ending
December 31, 2022 or until a successor is appointed.
Councillor Neal left the meeting at 1:45 p.m.
16. Financial Services Reports
In the absence of Councillor Neal, Mayor Foster chaired this portion of the
meeting.
16.1 FSD-010-21 2020 Council Remuneration
Resolution # GG-242-21
Moved by Councillor Hooper
Seconded by Councillor Jones
That Report FSD-010-21 be received for information.
Carried
16.2 FSD-011-21 2020 Annual Statement for Cash -in -Lieu of Parkland
Resolution # GG-243-21
Moved by Councillor Hooper
Seconded by Councillor Jones
That Report FSD-011-21 be received for information.
Carried
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General Government Committee Minutes March 8, 2021
16.3 FSD-012-21 High Float Resurfacing
Resolution # GG-244-21
Moved by Councillor Anderson
Seconded by Councillor Zwart
That Report FSD-012-21 be received;
That the Purchasing Manager in consultation with the Director of Public Works be
given the authority to extend contract CL2018-25 High Float Resurfacing for an
optional one-year term;
That Miller Paving Limited be awarded the optional one-year extension to their
contract CL2018-25 for High Float Resurfacing for an approximate value of
$3,942,300 (Net HST Rebate);
That pending satisfactory performance, the Purchasing Manager in consultation
with the Director of Public Works be given the authority to extend the contract for
a second optional one-year term;
That the estimated funds required for the first optional one-year term in the
amount of $3,942,300 (Net HST Rebate) be funded by the Municipality as
provided. The estimated funds required for the second optional one-year term will
be included in future budget accounts. The funding required for the first optional
one-year term will be funded from the following accounts:
Description Account Number Amount
Rural Roads Resurfacing 110-36-330-83680- $42,300
(2020) 7401
Rural Roads Resurfacing 110-36-330-83680- $3,900,000
(2021) 7401
That all interested parties listed in Report FSD-012-21 and any delegations be
advised of Council's decision.
Carried
16.4 FSD-013-21 Farewell Creek Trail Phase 2A
Resolution # GG-245-21
Moved by Councillor Jones
Seconded by Councillor Anderson
That Report FSD-013-21 be received;
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General Government Committee Minutes March 8, 2021
That Ratcliff Excavating & Grading Inc. with a total bid amount of $ 1,150,694.96
(net HST Rebate) being the lowest compliant bidder meeting all terms, conditions
and specifications of Tender CL2021-2 and subject to a satisfactory reference
check be awarded the contract for the work required to complete the Farewell
Creek Trail Phase 2A project;
That the total funds required for this project in the amount of $1,360,100.00 (net
HST rebate), which includes the construction cost of $ 1,150,694.96 (net HST
rebate) and other costs such as material testing, utility daylighting, inspection and
contract administration, permits fees and contingencies in the amount of
$209,405.04 (net HST rebate) is within the approved project budget and will be
funded by as follows:
Description
Farewell Creek Trail Phase 2
Various Erosion Protection
Works
Account Number Amount
110-32-325-83288- $1,261,800
7401
110-36-340-83437- 98,300
7401
That all interested parties listed in Report FSD-013-21 and any delegations be
advised of Council's decision.
Carried
17. CAO Office Reports
18. New Business — Consideration
18.1 Downtown Bowmanville Parking
Councillor Neal was not present to move this New Business Item.
19. Unfinished Business
20.
21
Confidential Reports
Adjournment
Resolution # GG-246-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the meeting adjourn at 2.02 p.m.
Carried
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Patenaude, Lindsey
From: Patenaude, Lindsey
Sent: Wednesday, March 24, 2021 9:23 AM
To: Patenaude, Lindsey
Subject: FW: Att: Lindsey Pattineaud (Feeding Seagulls in a residential area)
From: Janet Moher <jmmoher@gmail.com>
Sent: March 24, 20218:43 AM
To: ClerksDepartment@clarington.net
Subject: Att: Lindsey Pattineaud (Feeding Seagulls in a residential area)
EXTERNAL
Dear Lindsey,
As per our conversation last week I am writing you regarding the problem I'm having with my neighbours feeding
seagulls. My neighbour lives at 85 Prospect St. and his daughter and son-in-law live at 76 Prospect St. My neighbour and
his daughter and son-in-law gather on his front porch at 85 Prospect every evening after dinner approximately 530 till
about 730 and visit as soon as the weather is nice in spring until late in the fall. At this time they are continually
attracting seagulls by throwing bread and various other foods like french fries, they even feed them by hand, it is a
nightly hobby! Consequently my driveway, home, deck and brand new car are splattered with seagull droppings. It is like
clockwork every evening the birds show up and circle the surrounding homes to reap the benefits. I am constantly
having to clean my car, scrub my deck and scrub my driveway. The uric acid in bird droppings is corrosive and will harm
the paint on my car, not to mention my dog walks in it and then comes in the house! The bird droppings are a breeding
ground for disease carrying parasites that can spread disease. The same birds also eat out of garbage pails and
dumpsters which means that they spread harmful bacteria. My neighbour is quite aware of my dissatisfaction with his
activity and doesn't seem to care because this habit is continuing on a daily basis. I am asking for this to be stopped.
I am asking for a By -Law to be passed in Clarington to prevent the feeding of seagulls in residential areas.
Respectfully Submitted,
Janet Moher
Page 18
Tyrone Community Centre
Minutes of Meeting —January 20th, 2021, 7:30pm
Attendees:
Danielle Carroll Kyle Young Alvina Hare
Marlene Raby Joy Vaneyk Lyndsay Luckhardt
Marlene Craig Greg Carroll Corinna Traill
Steve Hutchinson
Regrets:
Justin Vachon Corinne vandeGrootheveen Dave Taylor
Brian Glaspell Paul Rowan Larry Quinney
Cecile Bowers
Dianne Woodley
1. Motion to accept agenda. Motion from Dianne Seconded from Marlene R. Carried.
2. Motion to accept minutes from November. Motioned by Joy, seconded by Cecile. Carried.
3. Committee Reports:
4. Chair Report — Danielle — no report.
5. Promotions — Dianne Woodley —125 masks left out of the order of 500. Sales are still going
strong.
6. Maintenance Report — Kyle — % in depth inspection was completed today. Ice rink looks good.
Everything was good and the basement was dry. Some light bulbs need to be replaced. This will
be completed. Defib has been replaced, batteries and pads both.
7. Rentals — Joy — First rental is for April if we are allowed to have rentals. Presented to the Board a
summary of the requirements that needs to be met by renters. Some kind of guard is required
at the bar. It will be approx. $200 for a piece of plexiglass that will be secured to the wall using
brackets. Joy is willing to purchase this at this time and will submit the invoice once income
starts coming in. Motioned by Kyle to go ahead and purchase the plexiglass. Seconded by Cecile.
All in favor. Carried.
8. Treasurer Report— Brian Glaspell —we have $7937.30 in the chequing account, $15085.76 in the
savings account and $228.36 in the start me up account. The propane truck was in so there will
be a bill to be paid.
9. Ice Rink — Greg Carroll — the rink is frozen. Work has been underway with flooding and trying get
the rink skateable. The Keep Off signs are currently up due to the weather the past few nights
and the ice melting. Will work on it the next few nights as the weather is going to be colder. 5
are allowed on the ice at a time with masks on and the others must social distance on the
sidelines waiting their turn.
Page 19
10. Cleaning — Larry — no report given.
Old Business:
1. No Old Business.
New Business:
1. Corrina Traill asked if we were interested in an online booking platform for the skating rink.
Discussion was held and it was felt that this was not a good fit. It was felt that since it is a
Municipal rink and no one that is able to really police that the correct people are on the
rink. At this time, it was felt that this was not a good fit for us.
2. Larry has asked if we want the washroom doors to be painted as no one is in the hall and
no rentals are happening. A work order will be placed with the Municipality to see if they
will be willing to paint the doors since they installed them.
3. Brenda Metcalf reached out to plant a tree on the property in celebration of Beth M. It
would be up to Beth where the tree will be planted as long as it will not be planted
anywhere that conflicts with any of the sporting fields.
4. Danielle mentioned that there is still some pop and chips at the hall. She will check to see if
they have expired or not. If not, will try and sell during times when the rink is being used.
All members were in favor of this.
5. Joy mentioned that we are still waiting for the fencing to be installed between the parking
lot and the lower soccer field behind the net. Danielle will remind the Municipality about
this request that was supposed to be done several years ago.
6. Joy would like to bring the Tyrone Seniors back. She will reach out to the local seniors to
see if they are interested. Motioned by Marlene C so go ahead and reopen the Seniors.
Seconded by Alvina. All in favour.
Motion to Adjourn by Greg. Seconded by Marlene C.
Next meeting Feb 171h - AGM
Page 20
Tyrone Community Centre
Minutes of Meeting— February 17th, 2021, 7:30pm
Attendees:
Danielle Carroll Kyle Young Alvina Hare Marlene Raby
Joy Vaneyk Larry Quiiney Cecile Bowers Marlene Craig
Greg Carroll Dianne Woodley Steve Hutchinson Brian Glaspell
Regrets:
Justin Vachon Lyndsay Luckhardt Corinne vandeGrootheveen Dave Taylor
Paul Rowan Corinna Traill
1. Motion to accept agenda. Motion from Joy Seconded from Marlene R. Carried.
2. Motion to accept minutes from January. Motioned by Larry, seconded by Cecile. Carried.
3. Committee Reports:
4. Chair Report — Danielle — no report.
5. Promotions — Dianne Woodley —125 masks left out of the order of 500. Sales are still going
strong. Need to go to the mill and see what is left there
6. Maintenance Report — Kyle — Ice rink looks good. Everything was good and the basement was
dry. Some light bulbs need to be replaced. This will be completed. Sign has been updated
7. Rentals — Joy — First rental is for April if we are allowed to have rentals.
8. Treasurer Report — Brian Glaspell —we have $7937.30 in the chequing account, $15085.76 in the
savings account and $228.36 in the start me up account.
9. Ice Rink — Greg Carroll — the rink is frozen. Skating can happen, only five on the rink at one time
and mask must be worn, social distance on the sidelines waiting their turn.
10. Cleaning — Larry — no report given.
11. Tyrone Seniors are working on plans and coming up with some raffle ideas to raise money for
the hall. They are also trying to get a lottery license.
Old Business:
1. No Old Business.
New Business:
1. No new business
Motion to Adjourn by Greg. Seconded by Marlene C.
Next meeting March 171n
Page 21
March 24, 2021
J. Gallagher
Clerk
Municipality of Clarington
- 40 Temperance Street
Bowmanville ON L1 C 3A6
Dear June Gallagher:
The Regional
Municipality
of Durham RE: Municipality of Clarington Resolution #GG-029-21
Corporate Services Regarding Energy from Waste -Waste Management
Department Advisory Committee (EFW-WMAC) Terms of Reference
Legislative Services (2021-WR-4), Our File: C00
605 Rossland Rd. E.
Level 1
Council of the Region of Durham, at its meeting held on March 24, 2021,
PO Box 6
adopted the following recommendations of the Works Committee:
p owg
Wh
Whitby,ON L1 N 6A3
Canada
`A) That the motion (#GG-029-21) from the Municipality of Clarington to
905-668-7711
amend the Terms of Reference for the Energyfrom Waste -Waste
1-800-372-1102
Fax: 905-668-9963
Management Advisory Committee such that the Committee's
recommendations go to Regional Council instead of the Regional
durham.ca
Municipality of Durham's Works Committee not be approved; and
Don Beaton, BCom, M.P.A.
Commissioner of Corporate
B) That the Municipality of Clarington be notified of Regional Council's
Services
decision.,
Please find enclosed a copy of Report #2021-WR-4 for your information.
1zatpYv W aWa-w
Ralph Walton,
Regional Clerk/Director of Legislative Services
RW/sg
c: S. Siopis, Commissioner of Works
G. Anello, Director of Waste Management Services
M. Smart, Administrative Assistant
If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097.
Page 22
Clarftwn
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 of Public Works
Date: March 29, 2021
File No.: RR.60.42
Re: Whistle Cessation Update — Cobbledick Road and Bennett Road
Railway Safety Improvement Program Application Funding Status
During the July 6-7, 2020 Council meeting, Council passed resolution #C-349-20 directing
Staff to report back with potential funding options pertaining to safety improvements at the
Cobbledick Road and Bennett Road CN Rail grade level railway crossings in the pursuit of
whistle cessation at these crossings. As part of this resolution, Council directed Public
Works Staff to submit a Rail Safety Improvement Program — Infrastructure, Technology and
Research (RSIP-ITR) funding Application to Transport Canada for the proposed safety
improvements that would need to be implemented. Public Works Staff submitted an
application to the Program on July 31 st, 2020. The application was seeking contribution
funding in the amount of 80% of works that would remain Municipal assets and 50% of
works that remain railway assets. As per the preliminary design cost estimate that was
completed in support of the application, contribution funding of approximately $697,000 was
requested as eligible expenses under the RSIP-ITR program. Staff had requested funding
over a 2-year period due to the substantial amount of coordination that will be required with
CN Rail and the overall amount of work required. This was to provide a sufficient buffer in
the project's lifecycle to mitigate risk of not meeting constrained RSIP timelines and of
lapsed funding.
On March 22, 2021 Public Works Staff received notice from Transport Canada that the
application for this project was not successful and that the Municipality would not be
receiving any funding for the proposed improvements. A copy of the e-mail notice received
has been appended to this memo for information. The RSIP-ITR application for projects for
the 2022-2023 implementation period is currently open with an application deadline of
August 1, 2021.
The 2021 Budget that was passed included funding in the amount of $1,194,000 in addition
to the approximate $140,000 that remains from the 2020 Budget. From the 2021 Budget
amount, $497,000 was to be funded from Rate Stabilization while the remaining $697,000
was contingent on being a successful recipient from the RSIP-ITR program. With the
majority of funding having not been received, Public Works Staff are unable to advance this
project as per the previous implementation timeline. It is Public Works' intention to resubmit
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 23
Page 2
the project application for 2022-2023 RSIP-ITR funding and it is anticipated that successful
applications would be notified in Spring 2022.
It is respectfully requested that Council provide Staff with confirmation to continue to pursue
contributions for this project under the 2022-2023 RSIP-ITR funding cycle OR that Council
decide if alternative funding arrangements should be approved in the interest of time OR if
the pursuit of whistle cessation at the grade level crossings at Bennett Road and Cobbledick
Road should be removed from the 2021 Budget and the allocated Rate Stabilization funding
released.
Should you have any questions or need any further information, please do not hesitate to
contact me.
Regards,
Stephen Brake
Director
Public Works
Attachment- RSIP-ITR 2020 Transportation Canada Response
cc: Sean Bagshaw, Manager of Infrastructure, Public Works
Robert Brezina, Capital Works Engineer, Public Works
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1C 3A6
1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net
Page 24
From:
TO: Brezina. Robert
Subject: RSIP-ITR 2020 Application Submission
Date: Mardi 22, 2021 7:55:21 AM
Attachments: innageml,i0o
EXTERNAL
Dear Recipient,
Thank you for submitting your application for the project shown in the table below for funding consideration under the Rail Safety Improvement Program (RSIP).
Transport Canada received numerous applications requesting federal contribution for this year. The applications were evaluated and ranked according to the degree of impact on improving rail safety. Regrettably, this project was not
selected for funding.
See table below for project information and status.
Applicant Name
Appliation
Mile Marker
Project Description
TIC Contribution
Application
Number
Date
The Corporation of the Municipality
3874
287.26
The application is to correct existing deficiencies along the Cobbledick Road and Service Road
$ 697,255.20
2020-07-31
of Clarington
road corridor approaches to the Canadian National Rail grade level crossing as well as to provide
proposed safety enhancements to the grade level crossing itself.
We encourage you to reapply immediately to be considered for the 2022-23 funding cycle as cost are made eligible, subject to approval, as of the date of the original application. Re -applying would give you the opportunity to make
changes in the scope and/or associated Project costs.
Please feel free to contact us at TC.RSIPITR-PASFITR TC(dtcacca should you have any questions.
Thank you again for your interest in RSIP
Sincerely,
id: image001.jpg@O1D705DA. E2FSADCO
0
Jonathan Farley
Director, Transportation and Infrastructure Programs
Transport Canada
Page 25
Clarftwn
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 of Public Works
Date: March 29, 2021
Re: Signalization of Highway 401 ramps at Duke Street and Baseline Road
At the regular General Government Committee meeting held on Monday, February 16,
2021, Council considered the option of investigating the full closure of the Highway 401
westbound on -ramp at Duke Street and Baseline Road in Bowmanville. As outlined in
staff's earlier correspondence, the Ministry of Transportation (MTO) has expressed
concerns with the proposal due to the upcoming maintenance work that has been scheduled
along Highway 401 as well as the planning process currently underway for the Lambs Road
and Bennett Road interchanges. As a result, further investigation of the proposal to close
the westbound ramp would require the completion of a full traffic impact study at an
estimated cost of $100,000.
After considering the option, Council passed resolution # GG-175-21 that instead referred
the matter back to staff to investigate the possibility of installing traffic lights at the
intersection. Although jurisdictional ownership and right-of-way responsibility for the
intersection was transferred to Clarington prior to 2010, this form of traffic control represents
a significant change to the transportation network that would require the support of both the
Region of Durham and the MTO. The responses received from the Transportation
Departments at both levels that dismisses the signalization proposal are outlined as follows:
Region of Durham Response
Traffic control signals are not recommended at the Highway 401 westbound on/off
ramp at Duke Street. The approximate 110 meters (centre line to centre line) spacing
between Liberty Street and the Highway 401 WB on/off ramp is significantly less than
the minimum distance of 215 meters recommended in Book 12 of the Ontario Traffic
Manual. The reduced distance will not allow motorists travelling eastbound or
westbound on Baseline Road sufficient time to recognize and react to each device. In
addition, the approximate 80 meters of distance between stop bars would not
accommodate left turn queues, let alone back to back left turn queues. Storage for
vehicles would spill back into the through lane and impede traffic flow and safe
access to the commercial property that is located on the north side of Baseline Road.
It is likely that queues would also spill through the Liberty Street intersection creating
a bottleneck.
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 26
Page 2
MTO Response
The MTO does not permit the installation of unwarranted traffic signals. The latest
traffic count analysis from 2017 for Duke Street at Baseline Road does not meet the
minimum requirements in Book 12 of the Ontario Traffic Manual. The MTO typically
conducts traffic counts every three years, however, due to the COVID-19 pandemic,
the 2020 review was postponed. The MTO plans to update their traffic counts in the
near future.
Staff have confidence that the responses provided by the Region of Durham and the MTO
are valid and appropriate. Staff will, however, 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.
Unless otherwise directed by Council, it is respectfully recommended that the status quo be
maintained at this time.
Regards,
Stephen Brake
Director
Public Works
SB/SP
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 27
Clarftwn
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: Andy Allison, CAO
Date: March 29, 2021
Re: Community Funding Program
At its November 2, 2020 meeting, Council passed the following Resolution (#C-436-20):
That Report CSD-009-20 be received;
That the Community Funding Program, as outlined in Attachment 1 of Report
CSD-009-20, be approved;
That Council direct staff to review applications and recommend funding to the
CAO for approval following the recommendations made by the Funding Review
Committee;
That staff report annually to Council with the details on the funding provided to
the community agencies; and
That all interested parties listed in Report CSD-009-20 and any delegations be
advised of Council's decision.
I am pleased to attach a Memorandum dated March 22, 2022 from the Director of
Financial Services and Director of Community Services that outlines how the funds
have been allocated.
Report CSD-009-20 set out the composition of the Funding Review Committee. It
included three community representatives. The representatives who sat on the
committee were able to provide a different and very valuable perspective to the
discussion and ultimately to the recommended distribution of the funds. Staff look
forward to this community component being part of the success of this funding program
in the future.
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 28
A total of $72,500 was approved by Council for distribution under the 2021 Community
Funding Program. The attached memorandum shows how $34,420 of this amount was
awarded to successful applicants. Staff believe that there are unallocated funds
($37,580) for two reasons. First, this is the first year of the new Program. Second, many
of our community groups have not returned to a normal level of operation as the result
of the pandemic. For these reasons, it is staff's recommendation that we advertise and
promote a second intake under the Program with an application deadline of August 31,
2021.
Z4�---VA�
Andy Allison
CAO
cc: Department Heads
Funding Review Committee
Page 12
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 29
Clarington
MEMO
If this information is required in an alternate format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131.
To: Andrew Allison, Chief Administrative Officer
From: George Acorn, Director of Community Services I Trevor Pinn, Director
of Financial Services/Treasurer
Date: Monday March 22, 2021
Re: Clarington Community Funding Program Funding Recipients
The Clarington Community Funding Program Review Committee is pleased to present
the following recommendations on funding for your review and approval. Once
approved a memo will be drafted to share the information with Mayor and Council and
cheques will be prepared for successful applicants.
The Community Development team conducted a thorough review against the approved
criteria of all 16 funding applications. Two of the applications were deemed not eligible
and 14 applications were forwarded to the committee for consideration. The funding
review committee conducted a review of all eligible applications using a pre -approved
scoring rubric followed by an engaging discussion and debate. The Committee did
request additional information from three applicants prior to finalizing the decisions.
The recommended 2021 Community Funding Program recipients are:
Autism Home Base Durham Inc.- $4,000
Autism Home Base is requesting funding for new technology and program needs to
support services through the enhanced safety measures due to COVID-19.
Scientists in School- $5,000
Scientists in School is requesting funding to provide complimentary virtual STEM
workshops to the community, in collaboration with the Clarington Public Library.
Page 11
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 30
Durham Region Migrant Worker Ministry- $4,000
The Durham Region Migrant Worker Ministry is requesting funding to support
Temporary Foreign Workers with grocery delivery, personal protective equipment
("PPE") and program delivery that support local public health guidelines.
The Gathering Place- $3,000
The Gathering Place is requesting funding to expand their monthly meal delivery to
residents in need, in addition to a small group of migrant workers returning to Clarington
in early 2021.
Liberty Allotment Gardens- $500
Liberty Allotment Gardens is requesting funding to frame each individual plot which
allows for more residents to participate, therefore increasing local food security.
Big Brothers Big Sister of Clarington- $3,000
BBBS Clarington is requesting funding to support the implementation of Project Ignite- a
training program for staff and volunteers on the Developmental Relationship
Framework. This program provides an opportunity to respond effectively to the needs of
local children and families.
172 Clarington Royal Canadian Air Cadets- $3,300
172 Clarington Royal Canadian Air Cadets is requesting funding to increase their local
membership through a targeted media campaign.
Bowmanville Garden Allotments- $800
Bowmanville Garden Allotments is requesting funding to enhance the infrastructure of
their new location, therefore increasing membership, food security and social benefits.
Newcastle Village and District Historical Society- $1,500
Newcastle Village and District Historical Society is requesting funding to increase
access to their collection through digital enhancements, online access, a social media
campaign and in -person activity as public health guidelines allow. Page 2
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 31
Clarington Swim Club- $5,000
Clarington Swim Club has requested funds to be used to subsidize memberships for
families in need. With many residents feeling the financial implications of COVID-19,
they expect an increase in those requesting financial aid.
Clarington Martial Arts & Fitness- $4,320
Clarington Martial Arts & Fitness has requested funds for the creation of an internal
subsidized membership program. This program will use established criteria and a
committee to identify recipients.
There was $72,500 available through the 2021 Community Funding Program, of which
$34,420 was awarded to the successful applicants. As the new program was approved
by Council for one intake per year, with discretion sitting with the CAO, it is our
recommendation that the remaining funds be left for further decision as the impacts of
COVID-19 continue to be felt. Should a clear direction not be apparent by Summer
2021, we recommend another call for submissions.
The following groups were not awarded funding:
• Connect 4 Life
• Bowmanville Tennis Club
• Relay for Life Clarington
The groups that were disqualified were:
• Heroes 4 Wildlife
• Clarington Ravens
We are confident that the funding recipients are reflective of the program priorities
(Connection, Inclusion, Environment, and Innovation) and will strengthen our
community, particularly within the current challenges generated by COVID-19. A copy of
each complete application and scoring is available upon request.
With this being the first year within the new program, the Community Development
team, in conjunction with the Funding Review Committee are committed to continuous
improvement of the program. Next steps include identifying opportunities for growth
within the program priorities, deadlines and scoring criteria. There are also plans within
the Community Development team for capacity building initiatives within the community
that further strengthen the quality of applications over time. Page 13
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 32
Thank you for your time.
Name: George Acorn
Job Title: Director, Community Services
Department: Community Services
Name: Trevor Pinn
Job Title: Director, Financial Services/Treasurer
Department: Financial Services
Cc:
Stephen Brake, Director of Public Works
Lee -Ann Reck, Manager of Client Services
Erica Mittag, Community Development Coordinator
Vanessa Bilenduke-Guppy, Temporary Community Development Coordinator
Page 14
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 33
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: Jeannette Whynot, Staff Liaison to the Accessibility Advisory Committee
Date: Wednesday March 24, 2021
Re: Service Ontario Bowmanville
Throughout the Covid-19 Pandemic, concerns have been brought forward from the
community regarding the accessibility of Service Ontario Bowmanville. Municipal staff spoke
with the Ministry about the community's concerns and were advised that appointment
booking software/programs are available. However, the Government does not require
private service providers to utilize this technology.
Therefore, at their March 3, 2021 meeting, the Accessibility Advisory Committee passed the
following motion:
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;
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 34
K
March 24, 2021
Now therefore be it resolved that the Council of the Municipality of Clarington 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.
Jeannette Whynot
Name: Jeannette Whynot
Job Title: Accessibility Coordinator
Community Services Department
cc: Accessibility Advisory Committee
Page 12
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 35
MUNICIPALITY OF CLARINGTON
General Government Committee
RESOLUTION #
DATE March 29, 2021
MOVED BY Councillor Jones
SECONDED BY
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;
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.
Page 36
Ministry of Ministere de la
Community Safety and S6curite communautaire et
Correctional Services des Services correctionnels Data ri
Office of the
Fire Marshal and
Emergency Management
25 Morton Shulman Avenue
Toronto ON M3M OB1
Tel: 647-329-1100
Fax: 647-329-1143
March 24, 2021
Bureau du
commissaire des incendies et
de la gestion des situations d'urgence
25, Avenue Morton Shulman
Toronto ON M3M OB1
Tel.: 647-329-1100
Telec.: 647-329-1143
Gordon Weir
Municipality of Clarington
40 Temperance St.
Bowmanville, ON L1 C3A6
Dear Gordon Weir,
Further to ongoing discussions regarding the Fire Safety Grant Program, I am writing to confirm
that the fire service has agreed (in principle) to utilizing its grant allocation to support its intended
purpose as outlined below.
The Municipality of Clarington will be provided a total of $27,200.00 to support:
- Increased training opportunities
This aligns with the intended purpose of Fire Safety Grant Program.
As part of this process, formalization of the grant allocation and the Transfer Payment Agreement
is required and will be tabled by you for your municipal council at its next meeting.
The Office of the Fire Marshal will reach out to finalize and execute the Transfer Payment
Agreement once municipal council has had the opportunity to approve your proposal for spending
the funds provided.
Sincerely,
Jon Pegg
Fire Marshal
Instructions to the Municipal Representative:
Please complete and submit a copy of this document to our office at ofmC@_ontario.ca by no later
than March 31 st, 2021.
I hereby accept the grant allocation and proposed strategy for utilization, pending approval by
Municipality of Clarington as outlined above.
Print Name: I Title: I Signature: I Date:
Page 37
FIRE SAFETY GRANT TRANSFER PAYMENT AGREEMENT
THE AGREEMENT, effective as of the Click or tap here to enter text day of Click or tap here to
enter text, 20uiicK or tap nere to enter tex, (the "Effective Date")
BETWEEN:
Her Majesty the Queen in right of Ontario
as represented by the Office of the Fire Marshal
(the "Province")
-and -
Municipality of Clarington
(the "Recipient")
CONSIDERATION
In consideration of the mutual covenants and agreements contained in this Agreement
and for other good and valuable consideration, the receipt and sufficiency of which are
expressly acknowledged, the Province and the Recipient agree as follows:
ii4 0 1110 1 N =V_1WN44Lyi1401111
1.1 The agreement, together with:
Schedule "A" - General Terms and Conditions
Schedule "B" - Project Specific Information and Additional Provisions
Schedule "C" - Project
Schedule "D" - Budget
Schedule "E" - Reports, and
any amending agreement entered into as provided for in section 3.1,
constitutes the entire agreement between the Parties with respect to the subject matter
contained in the Agreement and supersedes all prior oral or written representations and
agreements.
2.0 CONFLICT OR INCONSISTENCY
2.1 In the event of a conflict or inconsistency between the Additional Provisions and
Schedule "A", the Additional Provisions will prevail.
Page 38
3.0 AMENDING THE AGREEMENT
3.1 The Agreement may only be amended by a written agreement duly executed by
the Parties.
4.0 ACKNOWLEDGEMENT
4.1 The Recipient acknowledges that:
(a) the Funds are:
(i) to assist the Recipient to carry out the Project and not to provide
goods or services to the Province;
(ii) funding for the purposes of the Public Sector Salary Disclosure
Act, 1996 (Ontario);
(b) the Province is not responsible for carrying out the Project; and
(c) the Province is bound by the Freedom of Information and Protection of
Privacy Act (Ontario) and that any information provided to the Province
in connection with the Project or otherwise in connection with the
Agreement may be subject to disclosure in accordance with that Act.
The Parties have executed the Agreement on the dates set out below.
HER MAJESTY THE QUEEN IN RIGHT OF
ONTARIO as represented by the Office of the Fire
Marshal
Click or tap here to enter text. ClicK or tap here to enter text.
Date Name:
Title:
Municipality of Clarington
Click or tap here to enter text. Click or tap here to enter text.
Date Name:
Title:
Click or tap here to enter text.
TP Agreement — Shortened
Page 2 of 14
I have authority to bind the Recipient.
Page 39
SCHEDULE "A"
GENERAL TERMS AND CONDITIONS
A1.0 DEFINITIONS
A1.1 Definitions. In the Agreement, the following terms will have the following
meanings:
"Additional Provisions" means the terms and conditions set out in Schedule
"B„
"Agreement" means this agreement entered into between the Province and the
Recipient, all of the schedules listed in section 1.1, and any amending
agreement entered into pursuant to section 3.1.
"Budget" means the budget attached to the Agreement as Schedule "D".
"Effective Date" means the date set out at the top of the Agreement.
"Event of Default" has the meaning ascribed to it in section Al2.1.
"Expiry Date" means the expiry date set out in Schedule "B".
"Funding Year" means:
(a) in the case of the first Funding Year, the period commencing on March 31,
2021 and ending on August 31, 2021; and
"Funds" means the money the Province provides to the Recipient pursuant to
the Agreement.
"Indemnified Parties" means Her Majesty the Queen in right of Ontario, Her
ministers, agents, appointees and employees.
"Maximum Funds" means the maximum Funds set out in Schedule "B".
"Notice" means any communication given or required to be given pursuant to
the Agreement.
"Notice Period" means the period of time within which the Recipient is
required to remedy an Event of Default, and includes any such period or periods
of time by which the Province extends that time.
"Parties" means the Province and the Recipient.
"Party" means either the Province or the Recipient.
"Project" means the undertaking described in Schedule "C".
TP Agreement — Shortened
Page 3 of 14
Page 40
"Reports" means the reports described in Schedule "E".
A2.0 REPRESENTATIONS, WARRANTIES AND COVENANTS
A2.1 General. The Recipient represents, warrants and covenants that:
(a) it is, and will continue to be a validly existing legal entity with full power to
fulfill its obligations under the Agreement;
(b) it has the full power and authority to enter into the Agreement and has
taken all necessary actions to authorize the execution of the Agreement;
(c) it has, and will continue to have the experience and expertise necessary to
carry out the Project;
(d) it is in compliance with, and will continue to comply with all federal and
provincial laws and regulations, all municipal by-laws, and any other
orders, rules and by-laws related to any aspect of the Project, the Funds or
both; and
(e) unless otherwise provided for in the Agreement, any information the
Recipient provided to the Province in support of its request for funds
(including information relating to any eligibility requirements) was true and
complete at the time the Recipient provided it and will continue to be true
and complete.
A2.2 Governance. The Recipient represents, warrants and covenants that it has, will
maintain, in writing, and will follow:
(a) a code of conduct and ethical responsibilities for all persons at all levels of
the Recipient's organization;
(b) procedures to enable the Recipient's ongoing effective functioning;
(c) decision -making mechanisms for the Recipient;
(d) procedures to enable the Recipient to manage Funds prudently and
effectively;
(e) procedures to enable the Recipient to complete the Project successfully;
and
(f) procedures to enable the preparation and submission of all Reports
required pursuant to Article A6.0.
A3.0 TERM OF THE AGREEMENT
A3.1 Term. The term of the Agreement will commence on March 31, 2021 and will
TP Agreement — Shortened
Page 4 of 14
Page 41
expire on the Expiry Date.
A4.0 FUNDS AND CARRYING OUT THE PROJECT
A4.1 Funds Provided. The Province will:
(a) provide the Recipient up to the Maximum Funds allocated as part of this
grant exercise;
(b) provide the Funds to the Recipient in accordance with the payment plan
set out in Schedule "D"; and
(c) deposit the Funds into an account designated by the Recipient provided
that the account:
(i) resides at a Canadian financial institution; and
(ii) is in the name of the Recipient.
A4.2 Use of Funds and Carry Out the Project. The Recipient will do all of the
following:
(a) carry out the Project in accordance with the Agreement;
(b) use the Funds only for the purpose of carrying out the Project;
(c) spend the Funds only in accordance with the Budget;
(d) not use the Funds to cover any cost that has or will be funded or
reimbursed by one or more of any third party, ministry, agency or
organization of the Government of Ontario.
A5.0 CONFLICT OF INTEREST
A5.1 No Conflict of Interest. The Recipient will carry out the Project and use the
Funds without a conflict of interest. The Recipient will disclose to the Province,
without delay, any situation that a reasonable person would interpret as an
actual, potential or perceived conflict of interest; and comply with any terms and
conditions that the Province may prescribe as a result of the disclosure.
A6.0 REPORTING, ACCOUNTING AND REVIEW
A6.1 Preparation and Submission. The Recipient will submit to the Province at the
address referred to in section A15.1, all Reports in accordance with the
timelines and content requirements provided for in Schedule "E", or in a form as
specified by the Province from time to time.
TP Agreement — Shortened
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Page 42
A6.2 Record Maintenance. The Recipient will keep, maintain and make available to
the Province, its authorized representatives or an independent auditor identified
by the Province for inspection and copying:
(a) all financial records (including invoices) relating to the Funds or otherwise
to the Project in a manner consistent with generally accepted accounting
principles; and
(b) all non -financial documents and records relating to the Funds or otherwise
to the Project.
A7.0 COMMUNICATIONS REQUIREMENTS
A7.1 Acknowledge Support. Unless otherwise directed by the Province, the
Recipient will acknowledge the support of the Province for the Project in a form
and manner as directed by the Province.
A7.2 Publication. The Recipient will indicate, in any of its Project -related
publications, whether written, oral, or visual, that the views expressed in the
publication are the views of the Recipient and do not necessarily reflect those of
the Province.
A8.0 INDEMNITY
A8.1 Indemnification. The Recipient will indemnify and hold harmless the
Indemnified Parties from and against any and all liability, loss, costs, damages
and expenses (including legal, expert and consultant fees), causes of action,
actions, claims, demands, lawsuits or other proceedings, by whomever made,
sustained, incurred, brought or prosecuted, in any way arising out of or in
connection with the Project or otherwise in connection with the Agreement,
unless solely caused by the negligence or wilful misconduct of the Indemnified
Parties.
A9.0 INSURANCE
A9.1 Recipient's Insurance. The Recipient represents, warrants and covenants
that it has, and will maintain, at its own cost and expense, with insurers having a
secure A.M. Best rating of B+ or greater, or the equivalent, all the necessary
and appropriate insurance that a prudent person carrying out a project similar to
the Project would maintain, including commercial general liability insurance on
an occurrence basis for third party bodily injury, personal injury and property
damage, to an inclusive limit of not less than the amount provided for in
Schedule "B" per occurrence. The insurance policy will include the following:
(a) the Indemnified Parties as additional insureds with respect to liability
TP Agreement — Shortened
Page 6 of 14
Page 43
arising in the course of performance of the Recipient's obligations under,
or otherwise in connection with, the Agreement;
(b) a cross -liability clause;
(c) contractual liability coverage; and
(d) a 30 day written notice of cancellation.
A9.2 Proof of Insurance. If requested, the Recipient will provide the Province with
certificates of insurance, or other proof as may be requested by the Province,
that confirms the insurance coverage as provided for in section A9.1.
A10.0 EVENT OF DEFAULT, CORRECTIVE ACTION AND TERMINATION FOR
DEFAULT
A10.1 Events of Default. Each of the following events will constitute an Event of
Default:
(a) in the opinion of the Province, the Recipient breaches any representation,
warranty, covenant or other material term of the Agreement, including
failing to do any of the following in accordance with the terms and
conditions of the Agreement:
(i) carry out the Project;
(ii) use or spend Funds; or
(iii) provide, in accordance with section A6.1, Reports or such other
reports as may have been requested by the Province;
(b) the Recipient's operations, its financial condition, or its organizational
structure, changes such that it no longer meets one or more of the
eligibility requirements of the program under which the Province provides
the Funds;
(c) the Recipient makes an assignment, proposal, compromise, or
arrangement for the benefit of creditors, or a creditor makes an application
for an order adjudging the Recipient bankrupt, or applies for the
appointment of a receiver; or
(d) the Recipient ceases to operate.
A10.2 Consequences of Events of Default and Corrective Action. If an Event of
Default occurs, the Province may, at any time, take one or more of the following
actions:
(a) initiate any action the Province considers necessary in order to facilitate
the successful continuation or completion of the Project;
TP Agreement — Shortened
Page 7 of 14
Page 44
(b) provide the Recipient with an opportunity to remedy the Event of Default;
(c) suspend the payment of Funds for such period as the Province determines
appropriate;
(d) reduce the amount of the Funds;
(e) cancel further instalments of Funds;
(f) demand from the Recipient the payment of any Funds remaining in the
possession or under the control of the Recipient;
(g) demand from the Recipient the payment of an amount equal to any Funds
the Recipient used, but did not use in accordance with the Agreement;
(h) demand from the Recipient the payment of an amount equal to any Funds
the Province provided to the Recipient; and
(i) terminate the Agreement at any time, including immediately, without
liability, penalty or costs to the Province upon giving Notice to the
Recipient.
A10.3 When Termination Effective. Termination under this Article will take effect as
provided for in the Notice.
A11.0 FUNDS AT THE END OF A FUNDING YEAR
A11.1 Funds at the End of a Funding Year. Without limiting any rights of the
Province under Article Al2.0, if the Recipient has not spent all of the Funds
allocated for the Funding Year as provided for in the Budget, the Province may
take one or both of the following actions:
(a) demand from the Recipient the payment of the unspent Funds; and
(b) adjust the amount of any further instalments of Funds accordingly.
Al2.0 FUNDS UPON EXPIRY
Al2.1 Funds Upon Expiry. The Recipient will, upon expiry of the Agreement, pay to
the Province any Funds remaining in its possession or under its control.
A13.0 NOTICE
A13.1 Notice in Writing and Addressed. Notice will be in writing and will be
delivered by email, postage -prepaid mail, personal delivery or fax, and will be
addressed to the Province and the Recipient respectively as provided for in
Schedule "B", or as either Party later designates to the other by Notice.
TP Agreement — Shortened
Page 8 of 14
Page 45
A13.2 Notice Given. Notice will be deemed to have been given:
(a) in the case of postage -prepaid mail, five business days after the Notice is
mailed; or
(b) in the case of email, personal delivery or fax, one business day after the
Notice is delivered.
A14.0 CONSENT BY PROVINCE AND COMPLIANCE BY RECIPIENT
A14.1 Consent. When the Province provides its consent pursuant to the Agreement,
it may impose any terms and conditions on such consent and the Recipient will
comply with such terms and conditions.
A15.0 INDEPENDENT PARTIES
A15.1 Parties Independent. The Recipient is not an agent, joint venturer, partner or
employee of the Province, and the Recipient will not represent itself in any way
that might be taken by a reasonable person to suggest that it is, or take any
actions that could establish or imply such a relationship.
A16.0 ASSIGNMENT OF AGREEMENT OR FUNDS
A16.1 No Assignment. The Recipient will not, without the prior written consent of the
Province, assign any of its rights, or obligations under the Agreement. All rights
and obligations contained in the Agreement will extend to and be binding on the
Parties' permitted assigns.
A17.0 GOVERNING LAW
A17.1 Governing Law. The Agreement and the rights, obligations and relations of the
Parties will be governed by and construed in accordance with the laws of the
Province of Ontario and the applicable federal laws of Canada. Any actions or
proceedings arising in connection with the Agreement will be conducted in the
courts of Ontario, which will have exclusive jurisdiction over such proceedings.
A18.0 FAILURE TO COMPLY WITH OTHER AGREEMENTS
A18.1 Other Agreements. If the Recipient:
(a) has failed to comply with any term, condition or obligation under any other
agreement with Her Majesty the Queen in right of Ontario or one of Her
agencies (a "Failure");
(b) has been provided with notice of such Failure in accordance with the
TP Agreement — Shortened
Page 9 of 14
Page 46
requirements of such other agreement;
(c) has, if applicable, failed to rectify such Failure in accordance with the
requirements of such other agreement; and
(d) such Failure is continuing,
the Province may suspend the payment of Funds for such period as the
Province determines appropriate.
A19.0 SURVIVAL
A19.1 Survival. All Articles and sections, and all applicable cross-referenced sections
and schedules, will continue in full force and effect for a period of seven years
from the date of expiry or termination of the Agreement.
- END OF GENERAL TERMS AND CONDITIONS —
TP Agreement — Shortened
Page 10 of 14
Page 47
SCHEDULE "B"
PROJECT SPECIFIC INFORMATION AND ADDITIONAL PROVISIONS
Maximum
$27,200.00
Funds
Expiry Date
August 1, 2021
Insurance
$ 2,000,000
Contact
Position:
information
for the
Address:
purposes of
Fax:
Notice to the
Email:
Province
Contact
Position:
information
for the
Address:
purposes of
Notice to the
Fax:
Recipient
Email:
Contact
Position:
information
Address:
for the senior
Fax:
financial
Email:
person in the
Recipient
organization
(e.g., CFO,
CAO) — to
respond as
required to
requests from
the Province
related to the
Agreement
Additional Provisions:
(None)
TP Agreement — Shortened
Page 11 of 14
SCHEDULE "C"
PROJECT
The Municipal Fire Protection Grant has been established to provide critical support to
municipalities in 2020-21 to offset costs and potential barriers for issues stemming from the
COVID-19 pandemic. Such issues include access to training, and equipment or other critical
upgrades that are needed at the local level to support virtual inspections.
Ontario's fire departments vary in size and capacity and they all serve different communities that
each present different levels of risk. There is a significant cost to ensure that every department
has skilled first responders who are adequately trained and equipped to meet the needs of their
community.
Funding could represent the difference in allowing fire departments to train more staff, purchase
much needed equipment to allow them to adapt and respond to COVID-19 related risks in their
communities in a way that ensures both community and personnel safety.
The use of the one-time 2020-21 Municipal Fire Protection Grant will focus on the needs of
municipal fire departments to ensure community safety with a focus on issues that have
presented due to the COVID-19 pandemic, including:
• Training to offset the pressures in training as a result of the COVID-19 pandemic.
• Specialty training to respond to the dynamics of the COVID-19 pandemic and the need to
ensure fire safety in their communities such as virtual inspections.
• Small improvements to fire department infrastructure, such as accessing high speed internet
to support training and virtual inspections.
The fire service has expressed concerns with training and fire code compliance since the start
of the pandemic. Some of these concerns include critical inspections being delayed or impacted
given the apprehension with entering premises. Similarly, training has been impacted given that
fire services have been responding to challenges associated with the pandemic (staffing
shortages, increased calls for service, etc.). Many departments continued training online as the
Office of the Fire Marshal enhanced its online course availability at the start of the pandemic.
This emergency COVID relief funding provides support for increased access to training, support
for fire code compliance inspections through virtual inspections, and equipment or other critical
upgrades that are needed at the local level to support community risks during the pandemic and
the switch to virtual training and inspections.
<insert a copy of the letter of intent from the municipality to outline proposed use of
funds>
TP Agreement — Shortened
Page 12 of 14
Page 49
SCHEDULE "D"
BUDGET
Funding will be provided to the <insert municipality name> upon execution of this
Agreement. The funds will need to be spent by the municipality by August 1, 2021.
TP Agreement — Shortened
Page 13 of 14
Page 50
SCHEDULE "E"
REPORTS
As a condition of the Municipal Fire Protection Grant, a report back to the Office of the
Fire Marshal must be received by September 1, 2021 to outline how the grant was
utilized at the department level.
TP Agreement — Shortened
Page 14 of 14
Page 51
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Page 60
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: March 29, 2021 Report Number: PWD-019-21
Submitted By: Stephen Brake, Director of Public Works
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Courtice Shores Drive and Parking Lot
Recommendations:
1. That Report PWD-019-21 be received;
2. That Courtice Shores Drive be improved with surface treatment from the south limit
to the tunnel under the CN Rail line;
3. That Council provide direction to staff on whether to proceed with Option 1) the
construction of identified parking facilities on -street or Option 2) the creation of
parking facilities off-street at the Courtice waterfront; and
4. That all interested parties listed in Report PWD-019-21 and any delegations be
advised of Council's decision.
Page 61
Municipality of Clarington Page 2
Report PWD-019-21
Report Overview
This report is to provide Council with a cost to improve Courtice Shores Drive and to provide
parking for the Courtice waterfront.
1. Background
1.1 During the General Government Committee meeting held on February 16, 2021,
Council passed Resolution # GG-203-21. This resolution provided direction to staff to
report back on the cost to improve Courtice Shores Drive and to provide parking for the
Courtice waterfront.
1.2 Courtice Shores Drive is a municipal local road with an estimated average annual daily
traffic (AADT) count of 50 cars per day and a posted speed of 50km/h. The road has a
gravel surface and has fallen into poor condition from increased traffic to the Courtice
waterfront and the trail along the waterfront east of Courtice Shores Dr. As planning for
the area is ongoing, and part of the Courtice Waterfront and Energy Park Secondary
Plan, proposed parking improvements may be a temporary measure.
1.3 There has been increased traffic observed at this location as it is the only access point
to the section of trail that was constructed along the waterfront by the Region of
Durham as a requirement of the host community agreement for the Durham York
Energy Centre (energy from waste facility). The increased traffic and parking along
both sides of the road has been a concern for emergency services access. In 2020, no
parking signage was installed along the west side of the road and at the turn around at
the south limit.
2. Discussion
2.1 In response to the direction given, staff have visited the site to identify preferred parking
locations and determine feasibility of existing site conditions. Two potential sites have
been identified on Figure 1:
Page 62
Municipality of Clarington
Report PWD-019-21
is..— .a .,
Page 3
2.4n' Raad
Widening -
f •V ..
Existing
PrDvE•ty Line ^�
OPTION 1: C« 1
Streeq Parking17
�
26 Rarking L
sue,
" 1
-Prcp Gesgnated
Parking Signs
.r
Figure 1: Potential Parking Locations on Courtice Shores Drive
Page 63
Municipality of Clarington
Report PWD-019-21
Resurfacing Courtice Shores Drive
Page 4
2.2 Courtice Shores Drive is currently on the list of roads to be included in the surface
treatment contract this year, under contract CL2018-25 (Year 4), which was approved
by Council on March 22, 2021. The estimated cost to resurface Courtice Shores Drive
from its southern terminus to 650m north is $57,100.
2.3 The existing turn around at the south limit of the road is on private property. The
improvements to the road should include a formal agreement with the property owner
or re -alignment of the turnaround and trail entrance on the west side. Costs associated
with re -alignment of the turnaround are not included in the above estimate for surface
treatment.
On -Street Parking (Option 1)
2.4 Currently, parking is permitted along the east side of the road, however the road
platform is narrow, so it is a tight fit to have on -street parking and still allow for two way
traffic. The opportunity exists to provide on -street parking by widening Courtice Shores
Drive from 7.2m to 9.6m, from the waterfront to the south boundary of 194 Courtice
Shores Drive. This would provide adequate width for 26 designated on -street parking
spots and a 1.0m pedestrian walking lane. The estimated cost to widen this section of
road is $55,000, which includes excavation, granular fill, surface treatment, and tree
removal. This would require the removal of a number of large trees and brush along the
east side of the road. Parking will be permitted only on the east side of the road to keep
the road clear for emergency services.
Off -Street Parking Lot (Option 2)
2.5 In Option 2, 194 Courtice Shores Drive has been identified as a potential site for off-
street parking. Since the land adjacent to the Courtice waterfront is under private
ownership, this is the closest option for off-street parking and would provide 26
designated parking spots. The estimated cost to provide this parking solution is
$41,000, which includes excavation, granular fill, and brush removal. It should be noted
that the distance from the Courtice waterfront to the proposed parking lot entrance is
200m and the proposed layout may not fit the final design for the Courtice Waterfront
and Energy Park Secondary Plan. A pedestrian walking lane may be added, utilizing
the existing road width of 7.2m. This would require no parking signs on both sides of
Courtice Shores Drive, but there may continue to be issues enforcing this regulation.
3. Concurrence
Not Applicable.
Page 64
Municipality of Clarington
Report PWD-019-21
4. Conclusion
Page 5
It is respectfully recommended that Courtice Shores Drive be improved with surface
treatment as part of contract CL2018-25 (Year 4). Should Council wish to move forward
with the provision of parking, it is recommended that direction be given and a funding
source identified to implement Option 1, on -street parking, or Option 2, off-street
parking, as identified in this report.
Staff Contact: Sean Bagshaw, Manager of Infrastructure, 905-623-3379 ext. 2320 or
sbagshaw@clarington.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 65
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: March 29, 2021 Report Number: PWD-020-21
Submitted By: Stephen Brake, Director of Public Works
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: CRC.NorthSt.2.01 - Wilmot St to Grady Dr By-law Number:
Report Subject: North Village External Servicing and Cost Sharing Agreement
Recommendations:
1. That Report PWD-020-21 be received;
2. 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;
3. 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
Account Number
Amount
North St Sidewalk (2017)
110-32-331-83273-7401
$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
4. That all interested parties listed in Report PWD-020-21 and any delegations be
advised of Council's decision.
Page 66
Municipality of Clarington
Report PWD-020-21
Report Overview
Page 2
This report is to authorize the Municipality to enter into a Road Construction Agreement
including cost sharing with The Landowners of the North Village Neighbourhood in
Newcastle for improvements to North St, Grady Dr, and Regional Road 17.
1. Background
Works Required to Service Development of North Village
1.1 The North Village Neighbourhood is located north of the CP Railway in Newcastle and
is between Highway 115 and Arthur St. In order to service the proposed subdivisions,
the developers need to extend the trunk sanitary sewer and watermain up North St
from Wilmot St to Grady Dr, across Grady Dr, and up Regional Road 17 from Grady Dr
to north of the CP Railway. The site location is shown in Attachment 1. The developers
are responsible for the cost of the services and restoration of trenches.
1.2 The landowners who are constructing the services are Smooth Run Developments Inc.
Brookfield Residential (ON) LP, and Go Home Investments Inc (The Landowners). The
Landowners intend to do the external servicing work prior to completion of the
subdivision agreements, which requires the implementation of a Road Construction
Agreement.
1.3 The Region of Durham also plans to enter into a Servicing Agreement with the
developer in accordance with the Region's Share Policy to pay for oversizing of the
sanitary sewer and watermain.
Proposed Road Improvements
1.4 The existing infrastructure on North St is in need of upgrades. The Municipality plans to
cost share with The Landowners to improve the infrastructure as part of their contract
to extend sanitary sewer and watermain. Completing the work together will be more
efficient and will reduce the impact on residents by completing all the work at the same
time. The Road Construction Agreement will set out insurance requirements,
warrantees, and other provisions to protect the Municipality's interests.
1.5 North St from Wilmot St to George St is an urban cross section and is in relatively poor
condition. The proposed road improvements include replacement of the asphalt,
concrete curbs, paved boulevard and sections of sidewalk.
Page 67
Municipality of Clarington Page 3
Report PWD-020-21
1.6 From George St to Grady Dr, North St is a rural cross section and is in poor condition.
The proposed road improvements include installation of storm sewers, replacement of
granular road base and asphalt surface, construction of concrete curbs, sidewalk on
the west side, and improvements to street lighting.
1.7 There are two large culverts that convey tributaries of Foster Creek across North St
and need to be replaced. There is a 1.2 m steel culvert located approximately 30 m
north of Wilmot St, including a concrete headwall and guide rail on the west side. There
is a 1.2 m x 1.2 m concrete box culvert that crosses the intersection of North St /
George St, including headwalls and guide rail. The culvert replacement work includes
restoration of the vegetation along the creek tributaries.
1.8 New concrete sidewalk is required on Regional Road 17 from Grady Dr to the north
side of the CPR tracks, which requires the extension of curbs and modifications to the
catch basins and storm sewer. The sidewalk is funded from development charges.
2. Financial
2.1 The total construction cost including The Landowner's share, the Region's share, and
the Municipality's share is $4,517,815 (blended HST). The apportionment of
construction costs is provided below.
Landowners
$2,705,025
Region of Durham
985,778
Municipality of Clarington
827,013
Total
$4,517,815
2.2 Other costs associated with the Municipality's share of the work includes a contingency
amount of 10 per cent, design costs, inspection and contract administration, material
testing, permit fees, and streetlight connection fees. The total of the other costs, net of
HST rebate, is $312,044. The Municipality's total cost for the project is $1,139,057.
2.3 The Municipality's share will be funded from the following accounts:
Description
Account Number
Amount
North St Sidewalk (2017)
110-32-331-83273-7401
$85,000
North St Reconstruction (2019, 2020)
110-32-330-83273-7401
$400,000
'�
Municipality of Clarington
Report PWD-020-21
Page 4
Description
Account Number
Amount
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
3. Concurrence
This report has been reviewed by the Director of Financial Services / Treasurer who
concurs with the recommendations.
4. Conclusion
It is respectfully recommended that the Municipality of Clarington enter into a Road
Construction Agreement with The Landowners for the construction of North Village
external services and for improvements to North St, Grady Dr, and Regional Road 17.
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:
Brookfield Properties
Candevcon
DG Group
Regional Municipality of Durham
Page 69
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: March 29, 2021 Report Number: CSD-001-21
Submitted By: George Acorn, Director of Community Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Community Services Department Rates and Fees September 1, 2021 to
August 31, 2022
Recommendations:
1. That Report CSD-001-21 be received; and
2. 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.
Page 71
Municipality of Clarington
Report CSD-001-21
Report Overview
Page 2
This Report contains staff recommendations on rates and fees charged by the Community
Services Department for the various programs and services we provide to our community,
for the period September 1, 2021 to August 31, 2022. In order to remain more responsive to
the needs of our community, we have revised the reporting schedule from a two-year plan to
a one-year plan, which will require us to report to Council on rates and fees each spring.
In establishing these rates and fees, staff must take into consideration the following factors;
does the rate reflect the value of the program or service provided to the user; does the rate
consider the costs to provide the program or service, while still remaining affordable to the
user; and does this rate contribute to growing revenues to offset the rising costs of operating
and minimize increases to the tax levy.
For most of our programs and services, there has been a long-established practice of
applying a reasonable rate or fee to the user for that program or service. To date there have
been some exceptions including some weekday, daytime ice activities at our arenas. Staff
are recommending the incremental introduction of fees for these services to create
consistency across all service areas of the Department and to be respectful of any
unnecessary burden to our taxpayers.
Staff continue to evaluate the effectiveness, demand, success, and areas for improvement
for all programs and services offered. This includes year over year performance and
research to benchmark with other municipal comparators. As such, staff have identified
areas that require additional review prior to providing any proposed changes to Council.
These reviews are set to occur over the next year and any recommendations will be included
in the annual Rates and Fees Report for 2022.
1. Background
1.1 Previously, every two years, the Community Services Department conducted a review
of the approved rates and fees to propose recommendations for potential increases for
Council's consideration. To make the Department more responsive Community
Services will now bring the Report annually.
1.2 In preparation for this Report, staff undertook a benchmarking exercise considering
rates and fees charged by other Durham Municipalities, and other comparator
municipalities, to ensure Clarington's rates and fees remain consistent relative to our
municipal neighbours.
Page 72
Municipality of Clarington Page 3
Report CSD-001-21
1.3 Staff continue to examine the structure of rates and the new rates to see the impact of
continuing to offer programs and services under a pay for use philosophy. The structure
of our rates and fees continues to provide flexibility in program planning, only charging
customers for what they use using prorated registration and refunds for programs and
memberships. As well, it simplifies the rate structure in facility rentals so that not only is
it easy to administer within the constraints of our system, it also provides an easy way
for customers to understand their charges.
2. Rates and Fees Sections
Memberships
2.1 Memberships have continued to be popular with residents, even through the Pandemic.
In order to provide maximum value for our frequent use customers we offer a variety of
annual membership packages including fitness, skating and swimming. Minor increases
were applied to maintain our position in the marketplace and recognize the increased
costs of operations.
2.2 Over the past year, staff have worked to improve the cancellation practice to reduce
barriers to the customer if they need to cancel their membership for any reason. This
has been well received by customers and as a result, we are proposing the elimination
of the 3 month membership rate for all services. It is more economical to take out an
annual membership and, if needed, the customer can easily cancel their membership at
any time, with a small administration fee of $10 plus HST.
2.3 The Pandemic and the resulting challenges the fitness industry faces will necessitate
that staff undertake an internal service review of this area in 2021. Should this review
require changes to the membership rate structure for the fitness centre and/or fitness
classes, they will be reflected in the spring 2022 Rates and Fees Report.
Pay as You Go Programming
2.4 Our current user rates provide two options for customers to pay. One is a single visit
fee and the second is a multi -pack fee that offers a discounted rate if customers buy a
minimum of 10 visits (with no maximum). The philosophy around the multi -visit pass is
"buy 9 and get 1 free" and pay the same reduced rate for any additional visits over 10.
Over time as a consistent percentage increase is applied to these two rates and
adjustments are necessary to maintain the discount philosophy.
2.5 To maintain a consistent approach to establishing user fees for all programs and
services, staff are recommending the introduction of user fees for both our 55+ and our
Parent & Tot skating activities. Historically these activities have been offered in our
arenas free of charge. To reflect the cost of providing these services, in addition to the
need for consistency, staff are recommending a phased in approach to implementing
fees.
Page 73
Municipality of Clarington
Report CSD-001-21
Page 4
2.6 Staff are recommending approval of the starting fee for these two ice activities as found
in Attachment 1. We propose to apply incremental increases to the fees over the next
three years to bring the fees in line with our other fees for swimming and skating. As this
would be a new rate, once approved, we will effectively communicate this to our facility
users and the community well in advance of implementation in September.
Recreation Programs and Camps
2.7 Recreation Services continue to offer a wide range of programs and activities for our
residents. These include Aquatics, General Recreation, Camps, Fitness, and 55+
targeted programming.
2.8 Fees for programs and activities vary across the areas above and are based on the
associated direct delivery costs (i.e. staff, program supplies and rentals if applicable).
Staff applied nominal increases across programs except for advanced leadership,
where prices are dictated by the service provider (Red Cross or Lifesaving Society).
Facility Rentals
2.9 Performance for facility rentals, prior to the Pandemic, remained consistent. During the
Pandemic, requests for ice time remains high and customers are motivated to start
renting other spaces once restrictions allow. There have been nominal increases to
rental rates to continue to remain consistent in our application of fees.
2.10 Staff are currently working towards reviewing the rental spaces available across our
recreation facilities to address the increasing requests for community use of rental
spaces. These potential additions to rental spaces will guide future reports and the
structure of rates for facility rentals. Staff are preparing to have any changes prepared
and ready for the 2022 Report.
Administrative Charges
2.11 The administrative charges are reflective of any approved discounts that apply to
several fee categories and the administrative charges associated with cancellations or
changes.
Page 74
Municipality of Clarington Page 5
Report CSD-001-21
2.12 Staff have begun to review all discounts and how they impact our delivery of programs
as well as the impact to future business plans. As a result of these reviews, staff
recommend the elimination of the Early Bird Camp Discount. The discount was
introduced several years ago to encourage people to register early for summer camps
to avoid cancellations. Recent years have seen a shift in trend. Often within weeks of
opening registration, up to 95% of the capacity has been registered, and prior to the end
of school we often have waitlists (where people are placed if capacity has been
reached) for many of our camp programs. Therefore, it is not believed that there is a
need to entice customer to register early, which was the intent of this discount.
2.13 Lastly, it has been added to the Departmental workplan to review and develop
recommendations around many of our age -based discounts (youth, seniors) and how
they should be applied and to what level in the future. Staff will undertake a
comprehensive review of municipal comparators, evaluation of costs to delivering the
different services and associated recommendations so we are able to continue to run
programming in the most fiscally responsible way.
3. Concurrence
3.1 Not Applicable.
4. Conclusion
4.1 It is respectfully recommended that Council receive this Report and approve the
proposed rates and fees for the period September 1, 2021 through August 31, 2022.
4.2 Staff recognize the importance to the community of offering facilities, programs and
activities that provide valuable leisure opportunities to our residents that assist them in
maintaining and promoting a healthy lifestyle. By establishing responsible fees for these
services, we encourage easy access to recreation for our community. Additionally, we
also support programs that provide financial assistance to those in Clarington who find
the user fees a barrier to access. These include our own Financial Assistance Program
(FAP) as well as partnering with Durham Region Social Services and Canadian Tire's
JumpStart Program, amongst others. Staff also recognize the importance of providing
these programs and services in the most fiscally responsible manner possible.
Staff Contact: Lee -Ann Reck, Manager, Client Services, 905-623-3379 ext. 2508 or
Ireck@clarington.net.
Attachments:
Attachment 1 — Rates and Fees September 1, 2021 to August 31, 2022
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 75
Attachment 1 to CSD-001-21
Community Services Department - Memberships
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
Program
or Service
Category
(youth, adult,
senior)
HST
YIN
Unit of
Measure
2020 Base
Fee
2021
proposed
Fee
HST
2021 Fee
(tax
included)
2020 over
2021 $
Change
Group Fitness Membership - includes group fitness schedule, recreational swim/skate
Adult annual
jAdult
Yes
12 month
$330.001
$345.001
$44.851
$389.851
$15.00
Adult Z month
Adult
Yes
3-m n
1 �[�
$- [�
Q'1 SQ QF
Fitness Centre Membership - includes Fitness Centre Weight` Room
and recreational swim/skate
Adult - annual
Adult
Yes
12 month
$395.00
$400.00
$52.00
$452.00
$5.00
Adult -3 mGR4-R
Adult
Yes
34nOntR
$45( )8
$4-5 22-. 98
$4-9L.7-6
$-1-74-.7-6
$ 9Q
Family - annual
All
Yes
12 month
$850.00
$855.00
$111.15
$966.15
$5.00
Family - annual, additional Youth
All
Yes
12 month
$148.15
$148.15
$19.26
$167.41
$0.00
Fitness Membership Plus - includes Fitness Centre Weight
Room, group fitness classes, Squash (ASC
Adult - annual
Adult
Yes
12 month
$555.00
$563.00
$73.19
$636.19
$8.00
Adult 3 month
A464
Yes
3 ent
$4915-W��9
Q0
Family - annual
All
Yes
12 month
$1,115.00
$1,130.00
$146.90
$1,276.90
$15.00
Family - additional Youth
All
Yes
12 month
$208.15
$211.00
$27.43
$238.43
$2.85
Locker Rental
JAII
IYes
112 month
$78.001
$80.00
$lO-.-4-OF-$90.401
$2.00
Squash Memberships (ASC only)
Adult - annual
jAdult
IYes
112
$2(5]0� .0(0�
$253.00
$32.89
$285.89
$3.00
Adult Z month
Adut
Yes
�,m^o�+nth
4-FF�YIt�
$9 -0{j
Recreational Swim and Skate
Memberships - portable
at all locations
Adult - Annual
Adult
Yes
12 month
$195.00
$198.00
$25.74
$223.74
$3.00
Adult 2 month
Adu4
Yes
3 rnentrhr
$68--G0
$9.-97
$77-.-97
$4-.0
Group/Family - annual
All
Yes
12 month
$345.00
$360.00
$46.80
$406.80
$15.00
Group/Family - additional youth
All
Yes
12 month
$73.13
$74.25
$9.65
$83.90
$1.12
Considerations
• advertise all prices before tax
• 3 month memberships are more expensive so could promote cheaper 12 month option with cancel any timl
Page 76
Attachment 1 to CSD-001-21
Community Services Department - Pay As You Go
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
Program
or Service
Category
(youth, adult,
senior)
HST
Y/N
Unit r
e
Measure
2020 Fee
2021 Fee
HST
2021 Fee
(tax
included)
2021 over
2020 $
Change
Swim/Skate Drop In
Public Swim/Skate
Adult
Yes
per visit
$4.15
$4.20
$0.55
$4.75
$0.05
Youth
No
per visit
$3.15
$3.20
N/A
N/A
$0.05
Senior
Yes
per visit
$3.15
$3.20
$0.42
$3.62
$0.05
Family/Group
Yes
per visit
$10.00
$10.15
$1.32
$11.47
$0.15
3 yrs & under
No
per visit
$0.00
$0.00
N/A
N/A
$0.00
Public Swim/Skate Visits Multi Pack
Adult
Yes
per visit
$4.15
$4.15
$0.54
$42.21
$0.00
10 visit minimum, no max
Youth
No
per visit
$2.80
$2.90
N/A
N/A
$0.10
Senior
Yes
per visit
$2.80
$2.90
$0.38
$29.49
$0.10
Family/Group
Yes
per visit
$9.13
$9.13
$1.19
$92�.85
$0.00
Dr � nil swmmsisk � oc D
Adutt
Yes
2 68
0 Ot3
ti ti0
_$2_60
NO
p
$1.50
44
WA
cYeuth
d�Y
Ye-
Yes
Shinny Visits (hockey)
Adult
Yes
per visit
$6.30
$6.40
$0.83
$7.23
$0.10
Senior
Yes
per visit
$4.70
$4.75
$0.62
$5.37
$0.05
Youth
No
per visit
$4.70
$4.75
N/A
N/A
$0.05
Shinny Visits (hockey) Multi Pack
Adult
Yes
per visit
$5.80
$5.80
$0.75
$6.55
$0.00
10 visit minimum, no max
Youth
No
per visit
$4.25
$4.41
N/A
N/A
$0.16
Senior
Yes
per visit
$4.25
$4.41
$0.57
$4.98
$0.16
Weekday Senior Rate
Senior
Yes
per visit
$0.00
$1.00
$0.13
$1.13
$1.00
Parent and Tot Skate / PT Stick & Puck
Adult
Yes
per visit
$0.00
$2.00
$0.26
$2.26
$2.00
Parent and Tot Skate / PT Stick & Puck
Child 3 & under
No
per vist
$0.00
$0.00
N/A
N/A
$0.00
Parent & Tot Skate / PT Stick and Puck
youth
No
per visit
$0.00
$1.00
N/A
N/Al
$1.00
Page 77
Attachment 1 to CSD-001-21
Program
or Service
Category
(youth, adult,
senior)
HST
Y/N
Unit r
Measure
2020 Fee
2021 Fee
HST
2021 Fee
(tax
included)
2021 over
2020 $
Change
Fitness Drop In
Aquafit 'f't
Ad-u#
Yes
pew+si t
$ -40
$ 9.4 5
$1-: 2-3
$4-0 : 68
$9-. 0 5
afit Drop In M lti PaGk (min 10
Adul
Yes
�
$845
$8-45
$4-."
$4-.55
$0�8
q p UrGhased-)
Fitness Centre (CCC)
Adult
Yes
per visit
$10.25
$10.25
$1.33
$11.58
$0.00
Fitness Drop in Multi Pack (Min 10 purchased)
Adult
Yes
per visit
$9.23
$9.30
$1.21
$10.51
$0.07
Group Fitness
Adult
IYes
per visit
1 $8.30
$8.50
$1.11
$9.61
$0.20
Group Fitness Mulit Pack (Min 10 purchased)
Adult
IYes
per visit
1 $7.001
$7.65
$0.991
$8.641
$0.65
Squash Drop In/PAYGO
Squash
jAdult
IYes
I per 40 min
1 $8.601
$8.451
$1.101
$9.55
-$0.15
Squash Multi Pack Min 10 purchased
Adult
IYes
I per visit
1 $7.751
$7.551
$0.981
$8.53
-$0.20
55+ Drop In
Drop -In Activities
ISenior
IYes
Iper visit
1 $1.751
$1.801
$0.231
$2.031
$0.05
Drop -In Activities Multi Pack (min 10 purchasel
Senior
IYes
I per visit
1 $1.551
$1.601
$0.211
$1.811
$0.05
General Interest/Sports Drop In
Sports Drop -in
Adult
Yes
per visit
$5.10
$5.15
$0.67
$5.82
$0.05
Sports Drop -in Multi Pack min 10 Purchased
Adult
Yes
per visit
$4.60
$4.64
$0.60
$5.24
$0.04
55+ Sport Drop -In Activities
Senior
Yes
per visit
$2.00
$2.25
$0.29
$2.54
$0.25
55+ Sport Drop -In Activities Multi Pack min 1 C
Senior
Yes
per visit
$1.70
$1.90
$0.25
$2.15
$0.20
Dro_Toon DaRGoc
I
I N-9
I h"&" • -s#
a
F3
Considerations:
• remove promotional swims/skate pack based on uptake
• remove drop in fee for Aquafit as program fills and does not provide pay as you go opportunities
• no longer offering Pre -Teen Dances so eliminate fee from report
Page 78
Attachment 1 to CSD-001-21
Community Services Department - Recreation Programs
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
Program
or Service
Category
(youth, adult,
senior)
HST
Y/N
Unit of
Measure
2020 Hourly
Fee
2021 Hourly
Fee
HST
2021 Fee
(tax
included)
2021
over
2020 $
Change
2021 Full
Program
Fee
Aquatic Programming
Red Cross Preschool/Swim - 30 minute classes
Youth
No
5 hrs
$18.80
$18.90
N/A
N/A
$0.10
$94.50
Red Cross Swim -- 45 minute classes
All
No
7.5 hrs
$13.15
$13.30
N/A
N/A
$0.15
$99.75
Private - 1:1 ratio
Youth
No
5 hrs
$57.00
$57.50
N/A
N/A
$0.50
$287.50
Semi -Private
Youth
No
5 hrs
$36.20
$36.50
N/A
N/A
$0.30
$182.50
Aquatics Lifesaving and Leadership (excluding
manuals)
Bronze Star
Youth
No
10 hrs
$9.90
$9.90
N/A
N/A
$0.00
$99.00
Bronze Medallion & Emerg First Aid
Youth
Yes
22 hrs
$8.32
$8.32
$1.08
$9.40
$0.00
$183.04
Bronze Cross
Youth
No
22 hrs
$7.55
$7.55
N/A
N/A
$0.00
$166.10
Red Cross Water Safety Instr - Full course
Youth
Yes
30 hrs
$5.95
$5.95
$0.77
$6.72
$0.00
$178.50
Red Cross Water Safety Instr - Recert
Youth
Yes
5 hrs
$9.60
$18.00
$2.34
$20.34
$8.40
$90.00
Lifesaving Society Instructor
Youth
Yes
25 hrs
$4.15
$4.15
$0.54
$4.69
$0.00
$103.75
National Lifeguard (NL) - Full course
Youth
Yes
40 hrs
$5.95
$5.95
$0.77
$6.72
$0.00
$238.00
National Lifeguard (NL) - Recert
Youth
Yes
6 hrs
$14.00
$14.00
$1.82
$15.82
$0.00
$84.00
Standard First Aid/CPR C
Youth/Adult
Yes
16 hrs
$5.90
$5.90
$0.77
$6.67
$0.00
$94.40
Standard First Aid/CPR C - Recert
Youth/Adult
Yes
8 hrs
$8.75
$8.75
$1.14
$9.89
$0.00
$70.00
Aquatics Advanced Leadership
First Aid Instructors
Adult
Yes
20 hrs
$5.50
$5.50
$0.72
$6.22
$0.00
$110.00
National Lifeguard Instructors
Adult
Yes
16 hrs
$6.25
$6.25
$0.81
$7.06
$0.00
$100.00
Bronze Examiners
Adult
Yes
6 hrs
$5.00
$5.00
$0.65
$5.65
$0.00
$30.00
Aquatic Fitness Instructor Certification
Adult
Yes
16 hrs
$19.06
$19.06
$2.48
$21.54
$0.00
$304.96
Fitness Programming
General Fitness Programs
Adult
Yes
12 hrs
$5.65
$5.80
$0.75
$6.55
$0.15
$69.60
Fitness Workshops
Adut
Yes
1 hrs
$12.25
$12.35
$1.61
$13.96
$0.10
$13.00
Personal training/Fitness Assessment
Adult
Yes
1 hr
$48.00
$48.50
$6.31
$54.81
$0.50
$48.50
Adult
Yes
5 hrs
$45.60
$46.00
$5.98
$51.98
$0.40
$230.00
Adult
Yes
10 hrs
$40.50
$41.60
$5.41
$47.01
$1.10
$416.00
Semi Private Personal Training
lAdult
I Yes
11 hr
1 $36.001
$36.501
$4.751
$41.251
$0.50
$36.50
Adult
IYes
15 hrs
1 $33.451
$34.001
$4.421
$38.421
$0.55
$170.00
Page 79
Attachment 1 to CSD-001-21
Program
or Service
Category
(youth, adult,
senior)
HST
Y/N
Unit of
Measure
2020 Hourly
Fee
2021 Hourly
Fee
HST
2021 Fee
(tax
included)
2021
over
2020 $
Change
2021 Full
Program
Fee
High Schools Fit Centre or Group Fitness
Youth
Yes
per student
Dryland Training up to 20 players
Adult
Yes
1 hr
$125.50
$127.50
$16.58
$144.08
$2.001
$127.50
each additional player
Adult
Yes
per hr
$10.40
$10.50
$1.37
$11.87
$0.10
$10.50
General Recreation Programming
Children/Youth Specialized - Lvl. 1
Youth
No
15 hrs
$4.03
$4.09
N/A
N/A
$0.06
$61.35
Children/Youth Specialized - Lvl. 2
Youth
No
15 hrs
$6.18
$6.25
N/A
N/A
$0.07
$93.75
Children/Youth Sports - Lvl. 1
Youth
No
10 hrs
$3.90
$3.95
N/A
N/A
$0.05
$39.50
Children/Youth Sports - Lvl. 2
Youth
No
10 hrs
$4.40
$4.45
N/A
N/A
$0.05
$44.50
Children/Youth Arts - Lvl. 1
Youth
No
110 hrs
$5.60
$5.68
N/A
N/A
$0.08
$56.80
Children/Youth Arts - Lvl. 2
Youth
No
10 hrs
$7.50
$7.60
N/A
N/A
$0.10
$76.00
Preschool Programs/Workshops
Youth
No
7.5 hrs
$9.73
$9.85
N/A
N/A
$0.12
$73.88
Child/Youth Sports Leagues
Youth
No
10 hrs
$8.50
$8.65
N/A
N/A
$0.15
$86.50
Adult Sports Leagues - non ice
Adult
Yes
10 hrs
$13.75
$14.00
1.821
$15.82
$0.25
$175.00
Adult Sports
Adult
Yes
15 hrs
$4.08
$4.35
$0.57
$4.92
$0.27
$65.25
Adult Dance
Adult
Yes
15 hrs
$4.90
$4.95
$0.64
$5.59
0.051
$74.25
Adult Specialized
Adult
Yes
15 hrs
$4.85
$4.95
$0.64
$5.59
$0.10
$74.25
Principles of Healthy Child Development (PI
Youth
Yes
7 hrs
$10.20
$10.30
$1.34
$11.64
$0.10
$72.10
Workshops Child/Youth
Youth
No
per hour
$9.40
$9.45
N/A
N/A
$0.05
$9.45
Workshops Adult
Adult
Yes
I per hour
$11.50
$11.55
$1.50
$13.05
$0.05
$11.55
Birthday Parties (up to 16 children)
Youth
No
per party
$235.00
$240.00
N/A
N/A
$5.00
$240.00
55+ Active Adults
General Programs
Senior
Yes
per hour
$3.25
$3.35
$0.44
$3.79
$0.10
$67.00
Specialty Programs I Workshops
Senior
Yes
per hour
$4.50
$4.55
$0.59
$5.14
$0.05
$27.30
Specialty/Therapeutic Programs
Senior
Yes
per hour
$5.70
$5.75
$0.75
$6.50
$0.05
$57.50
$4.50
$0.90
G(
-�A Fr'
$&.50
Luncheon
Senior
Yes
per visit
$9.00
$9.15
$1.19
$10.34
$0.15
$9.15
Special Event with Refresments
Senior
Yes
per visit
$12.25
$12.45
$1.62
$14.07
$0.20
$12.45
Special Event with Meal and Entertainment
Senior
Yes
per visit
$18.00
$18.30
$2.38
$20.68
$0.30
$18.30
Tournaments
Senior
Yes
per hour
$3.50
$3.55
$0.46
$4.01
$0.05
$3.55
Considerations
• Aquatics Lifesaving and Leadership and Advanced Leadership, program costs dictated by the service provider, not set by staff
• Eliminate Workshop fee and collapse under specialty programs as it is the same fee
Attachment 1 to CSD-001-21
Community Services Department - Camps
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
Program
or Service
Category
(youth, adult,
senior)
Unit of
Measure
2020 Hourly
Fee
2021 Hourly
Fee
HST
2021 Fee
(tax
included)
2021 over
2020 $
Change
2021 Full
Program
Fee
Camps
Category A
Youth
37.5 hrs
$4.85
$4.90
N/A
N/A
$0.05
$183.75
Category B
Youth
37.5 hrs
$5.13
$5.20
N/A
N/A
$0.07
$195.00
Category C
Youth
37.5 hrs
$6.40
$6.60
N/A
N/A
$0.20
$247.50
Camp Extended Care
Youth
17.5 hrs
$2.50
$2.68
N/A
N/A
$0.18
$46.90
Category Definitions
Cat A - Traditional day camp, higher camper/counsellor ratios (1:12), no trip admission fees, low consumable supply costs, busing costs limited to a
Clarington swim/skate/special event — general sports, crafts, games camps (ie Sports Camp)
Cat B - Traditional day camp which requires higher supply or equipment costs or lower counsellor to camper ratios (1:6), busing costs limited to a
Clarington swim/skate/special event (ie. Kinder Camp)
Cat C - Specialized day camps, which may incur additional busing costs, extra fees for event/activity admission, facility rentals, additional staffing
costs or lower counsellor to camper ratios or may be longer than 37.5 hr. duration. (ie. Trip Camp)
Page 81
Attachment 1 to CSD-001-21
Community Services Department - Community Development
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
Program Category Unit of 2020 Base 2021 2021 Fee 2021 Fee
(youth, adult, HST YIN Proposed HST (tax (tax
or Service senior) Measure Fee Base Fee included) included)
Event Displav Booth Fees
Volunteer / Not for Profit
Organization
All
Yes
Per Event
$0.00
$0.00
$0.00
$0.00
$0.00
Private Organization - No
Hydro
All
Yes
Per Event
$25.14
$25.31
$3.29
$28.60
$28.60
Private Organization - Booth
with Hydro
All
Yes
Per Event
1 $50.291
$50.351
$6.551
$56.901
$56.90
l Workshops
Workshops JAII I Yes I Per hr 1 $35.001 $35.491 $4.611 $40.101 $40.10
Volunteer/Not for Profit - includes Clarington based Minor Sport Organizations
Page 82
Attachment 1 to CSD-001-21
Community Services Department - Facility Rentals
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
2021 2021
Program Category HST Unit of 2020 proposed HST 2021 Fee over
or Service Y/N Measure Base Fee Fee (tax incl) 2020 $
Change
Hall/Room Rentals
Communitv Hall 1,2,3 (Full Hall)
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Resident
Yes
per hour
$101.50
$102.50
$13.33
$1,158.25
$1.00
Hall Event Rental (F/Sa/Su) 10 hour minimum
Comm Group
Yes
per hour
$91.00
$92.00
$11.96
$1,039.60
$1.00
Hall Event Rental New Years Eve 10 hour min
Resident
Yes
per hour
$210.90
$213.00
$27.69
$2,406.90
$2.10
Hall Event Rental New Years Eve 10 hour min
Comm Group
Yes
per hour
$197.00
$199.00
$25.87
$2,248.70
$2.00
Hourly Rate Monday to Thursday
Resident
Yes
per hour
$100.00
$101.00
$13.13
$114.13
$1.00
Hourly Rate Monday to Thursday
Comm Group
Yes
per hour
$80.00
$81.00
$10.53
$91.53
$1.00
Community Hall 2 (Half Hall)
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Resident
Yes
per event
$56.50
$56.50
$7.35
$638.45
$0.00
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Comm Group
Yes
per event
$50.50
$50.50
$6.57
$570.65
$0.00
Monday to Thursday Hourly
Resident
Yes
per hour
$55.00
$55.00
$7.15
$62.15
$0.00
Monday to Thursday Hourly
Comm Group
Yes
per hour
$32.00
$32.00
$4.16
$36.16
$0.00
Community Hall 1 or 3
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Resident
Yes
per event
$30.50
$30.50
$3.97
$344.65
$0.00
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Comm Group
Yes
per event
$27.50
$27.90
$3.63
$315.27
$0.40
Monday to Thursday Hourly
Resident
Yes
per hour
$30.00
$30.44
$3.96
$34.40
$0.44
Monday to Thursday Hourly
Comm Group
Yes
per hour
$18.00
$18.26
$2.37
$20.63
$0.26
Community Hall 1 and 2 or 2 and 3
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Resident
Yes
per event
$78.00
$78.00
$10.14
$881.40
$0.00
Hall Event Rental (F/Sa/Sun) 10 hour minimum
Comm Group
Yes
per event
$70.50
$70.50
$9.17
$796.65
$0.00
Monday to Thursday Hourly
Resident
Yes
per hour
$75.00
$75.75
$9.85
$855.98
$0.75
Monday to Thursday Hourly
Comm Group
Yes
per hour
$60.00
$60.75
$7.90
$686.48
$0.75
Meeting / Program Room Rates
Meeting Rate I Resident I Yes 1per hour 1 $40.001 $40.251 $5.231 $45.481 $0.25
Page 83
Attachment 1 to CSD-001-21
2021 2021
Program Category HST Unit of 2020 proposed HST 2021 Fee over
or Service Y/N Measure Base Fee Fee (tax incl) 2020 $
Change
Meeting Rate IComm Group I Yes I per hour 1 $30.001 $30.251 $3.931 $34.181 $0.25
Extra Fees
Caterer Kitchen Costs
JAII
I Yes
1perevent
1 $120.001
$122.001
$15.861
$137.861
$2.00
Maintenance (additional staff)
All
Yes
per hour
$17.00
$18.00
$2.34
$20.34
$1.00
Swimming Pool Rentals
Pool (2 guards)
Resident
Yes
1 hr
$150.00
$152.20
$19.79
$171.99
$2.20
Lifeguards
Per Staff
Yes
1 hr
$23.00
$23.40
$3.04
$26.44
$0.40
Swim Club / School Board
Youth
Yes
1 hr
$63.00
$63.80
$8.29
$72.09
$0.80
Swim Club
Adult
Yes
1 hr
$76.00
$77.00
$10.01
$87.01
$1.00
Arena Rentals - Ice
Prime Time:
Adult
Yes
1 hr
$215.00
$217.00
$28.21
$245.21
$2.00
Prime Time
Youth
Yes
1 hr
$170.00
$172.00
$22.36
$194.36
$2.00
Non -Prime Time: Sept 1-June 30
Adult
Yes
1 hr
$161.00
$163.00
$21.19
$184.19
$2.00
Non Prime Time Sept 1 - June 30
Youth
Yes
1 hr
$115.00
$117.00
$15.21
$132.21
$2.00
Discount Ice -Monday -Sunday 11 pm and later
Adult
Yes
1 hr
$124.00
$125.80
$16.35
$142.15
$1.80
Skate Patroller
I Per Staff
Yes
I per hour
1 $15.001
$15.501
$2.021
$17.521
$0.50
Non -Prime: July 1 - August 31
JAII
I Yes
11 hr
1 138.001
$140.001
$18.201
$158.201
$2.00
Arena Rentals - Dry Floor
Floor
Adult
Yes
1 hr
$86.00
$87.00
$11.31
$98.31
$1.00
Floor
Youth
Yes
1 hr
$72.00
$73.00
$9.49
$82.49
$1.00
Exhibit Function
Comm Grp
Yes
daily
$90.83
$92.10
$11.97
$104.07
$1.27
Exhibit Function
All
Yes
daily
$110.42
$112.00
$14.56
$126.56
$1.58
Exhibit Function - Set up
JAII
I Yes
Idaily
1 $88.001
$89.301
$11.611
$100.911
$1.30
Indoor Soccer and Lacrosse Bowl
Full Field
Prime Time
Adult
Yes
1 hr
$192.00
$192.50
$25.03
$217.53
$0.50
Prime Time
Youth
Yes
1 hr
$158.00
$158.50
$20.61
$179.11
$0.50
Non -Prime Time
Adult
Yes
1 hr
$158.00
$158.50
$20.61
$179.11
$0.50
Non -Prime Time
Youth
Yes
1 hr
$115.00
$115.25
$14.98
$130.23
$0.25
Attachment 1 to CSD-001-21
2021 2021
Program Category HST Unit of 2020 proposed HST 2021 Fee over
or Service Y/N Measure Base Fee Fee (tax incl) 2020 $
Change
Half Field
Prime Time
Adult
Yes
1 hr
$97.00
$97.00
$12.61
$109.61
$0.00
Prime Time
Youth
Yes
1 hr
$79.00
$79.25
$10.30
$89.55
$0.25
Non -Prime Time
Adult
Yes
1 hr
$79.00
$79.25
$10.30
$89.55
$0.25
Non -Prime Time
Youth
Yes
1 hr
$58.00
$58.00
$7.54
$65.54
$0.00
Other Rates
Off -Season -Flat Rate (April 1 - September 30) All Yes 1 hr $73.00 $73.00 $9.49 $82.49 $0.00
Outdoor Lacrosse Adult Yes 1 hr $26.00 $26.00 $3.38 $29.38 $0.00
Outdoor Lacrosse Youth Yes 1 hr $16.00 $16.00 $2.08 $18.08 $0.00
Squash Rentals
Non Member Tournament Rental Rate Adult Yes per slot $8.45 $8.55 $1.11 $9.66 $0.10
Gymnasium Rentals
South Courtice Gym
Adult
Yes
1 hr
$23.00
$23.30
$3.03
$26.33
$0.30
Youth
Yes
1 hr
$17.00
$17.15
$2.23
$19.38
$0.15
Gymnasium Full Gym
Adult
Yes
1 hr
$54.00
$55.50
$7.22
$62.72
$1.50
Youth
Yes
1 hr
$39.00
$39.60
$5.15
$44.75
$0.60
Gymnasium Half Gym
jAdult
I Yes
11 hr
$41.001
$41.001
$5.331
$46.331
$0.00
Youth
I Yes
11 hr
$26.001
$26.001
$3.381
$29.381
$0.00
Statutory Holiday Surcharge
Rate applies in addition to rental rate
JAII
I Yes
I per hour
1 70.001
$71.021
9.231
80.251
$1.02
Page 85
Attachment 1 to CSD-001-21
Community Services Department - Administrative Charges and Definitions
Schedule of Rates and Fees September 1, 2021 to August 31, 2022
Program
Category
Unit of Measure
2020
2021
Definitions
or Service
(youth, adult, senior)
Approved
Proposed
Administration Charges
Cancellation/Refund Fee
All
per transaction
$10.00
$10.00
HST applied
NSF Fee
All
per NSF payment
$35.00
$35.00
HST applied
Replacement Access Card
All
per lost card
$5.00
$5.00
Non Residents
All
per transaction
10%
10%
any person living outside of the municipality
Facility Cancellation Charges/Definitions
Facility Cancellation Fee - Long Term (15 or
All
per hour turn back
15 or more calendar days from date of rental;
more calendar days)
o
10%
o
10%
Facility Cancellation Fee - Long Term (less than
All
per hour turn back
14 calendar days or less from date of rental
15 calendar days)
o
50%
o
50%
Facility Cancellation Fee - Spot Rentals (15 or
All
per contract
15 or more calendar days from date of rental;
more calendar days)
o
10%
o
10%
Facility Cancellation Fee - Spot Rentals (less
All
per contract
14 calendar days or less from date of rental
than 15 calendar days)
o
50%
o
50%
Program Discounts//Definitions
Senior Discount
55 years of age or
registered programs
older
50%
50%
Summer Camp Early Bird DO&G ,� �r,+
per ro &�
peF Gamp reg
4"e
4"e
up + n weeks after registratiep-staft
select registered
must have proof of registration in a completed
Aquatic Leadership Discount - NEW
Per registraiton
Clarington aquatic program in the last 3 years (only
programs
0%
15%
specific programs, not all lifesaving and leadership)
Discounts/Definitions
MAP (Membership Access Program - includes
Permanently Disabled provide proof once of
Fitness and Swim/Skate)
Adults
membership
permament, for temp disability would need to
50%
50%
provide proof at every renewal
MAP (Membership Access Program - includes
Youth/Seniors
membership
For people who meet permanent disability
Fitness and Swim/Skate) -
20%
20%
requirement, proof of permanent disability required
Youth Discount - does not include aquatics
13-17 years of age
membership
50%
50%
Senior Discount - does not include aquatics
55 years of age or
membership,
older
o
50%
50%
Student Discount - does not include aquatics
Full time students
membership
25%
25%
Any employee of
Company must have a minimum of 10 employees,
Corporate Discount - fitness only
approved companies
Membership
Q
20%
Q
20%
proof of employment at time of registration, if group
falls below 10 people, discount removed
General Definitions
Attachment 1 to CSD-001-21
Program
or Service
Category
(youth, adult, senior)
Unit of Measure
2020
Approved
2021
Proposed
Definitions
Community Group - a group that provides a service that benefits the well being of the community. Not -for -profit (includes school boards, minor/youth sport organizations, etc.)
Resident - any person residing in the Municipality of Clarington
Non -Resident - any person residing outside of the Municipality of Clarington, will pay a surcharge to access programs, memberships, rentals and services
Adult - any person between the ages of 18-54 years old,
Senior - any person 55 years of age and older, must have proof of age to be eligible for discount
Youth - any person 17 years of age and younger, must have proof of age to be eligible for discount
Student - any person over the age of 18 that is currently enrolled in full time studies, must have proof of enrollment to be eligible for discount
Prime Time - 5pm-11 pm Monday to Friday, 6am to 11 pm Saturday and Sunda
Non Prime Time - 6am-5pm Monday to Friday
Discount Ice Rate - September 1 - April 30, after 11 pm Sunday to Saturday
Family - up to 5 people, maximum of two adults living at same address. Additional add on fee for extra children. For Fitness memberships, children under 13 are only eligible
Heat Relief Swim - swims are held at no charge during summer months when the temperature exceeds 30 degrees celcius and/or the humidex reaches 40 degrees celsius or
Long Term Rental - any permit that has mulitple bookings ie. more than 1 and includes but not limited to seasonal ice/floor contracts, pool contracts, etc.
Spot Rental - any permit that has one occurance ie. wedding, trade shows, events, meetings, etc.
Considerations
• based on current succcess of camps, eliminate incentive discount for Early Bird Registrations
Page 87
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: March 29, 2021 Report Number: LGS-014-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Appointment to the Energy from Waste — Waste Management Advisory
Committee (EFW-WMAC)
Recommendations:
1. That Report LGS-014-21 be received;
2. 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
3. That all interested parties listed in Report LGS-014-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report LGS-014-21
Report Overview
Page 2
This report is intended to provide background information, regarding the vacancies on the
Energy from Waste — Waste Management Advisory Committee to assist in the appointment
process.
1. Energy from Waste — Waste Management Advisory
Committee
Background
1.1 The EFW-WMAC was established, by the Region of Durham, in 2011. It acts in an
advisory role to the Durham Works Committee on issues or concerns which arise with
waste diversion, waste management, environmental performance and monitoring of the
EFW Facility, including the construction and operational phases.
1.2 The EFW-WMAC is comprised of nine residents from the Region of Durham: five
residents appointed by Durham Regional Council and four residents appointed by
Clarington Council.
Current Situation
1.3 At the January 18, 2021 Council meeting, Council appointed four members to the EFW-
WMAC for a term ending December 31, 2022 or until a successor is appointed.
1.4 Lyndsay Riddoch declined her appointment, therefore Committee may appoint one
citizen to the EFW-WMAC for a term ending December 31, 2022.
1.5 The following citizens have put forward an application for consideration:
• Philip Haylock
• Geoff James
2. Advertising & Applications
2.1 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 EFW-
W MAC.
2.2 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 EFW-WMAC were listed on the Clarington Volunteers website.
Municipality of Clarington Page 3
Report LGS-014-21
2.3 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. The matrix includes the qualifications of
existing members as well as the new applicants.
3. Concurrence
Not Applicable.
4. Conclusion
It is respectfully recommended that Committee consider conducting the vote to make
the appointments to the EFW-WMAC for a term ending December 31, 2022 or until a
successor is appointed.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
Iatenaude@clarington.net.
Attachments:
Attachment 1 — Matrix and Applications
Interested Parties:
The following interested parties will be notified of Council's decision:
Philip Haylock
Geoff James
Energy from Waste — Waste Management Advisory Committee
Page 90
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: April 19, 2021 Report Number: FSD-014-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#:
Report Subject: 2020 Annual Investment Report
Recommendation:
1. That Report FSD-014-21 be received for information.
Page 91
Municipality of Clarington
Report FSD-014-21
Report Overview
Page 2
The following report is the annual reporting requirement under the Municipality of
Clarington's Investment Policy. Regulations require the Treasurer to report certain
information to Council on an annual basis and to certify compliance with the Municipality's
Investment Policy. This report meets these requirement obligations.
1. Background
1.1 In June 2018, through report FND-011-18 the Municipality of Clarington reviewed and
revised its Investment Policy. This policy requires the Treasurer of the Municipality to
report the state of the Municipality's investments to Council on an annual basis.
1.2 The Municipality of Clarington invests based on the legal list of investments outlined in
O.Req. 438/97 as amended. The legal list is very prescribed and limits the ability of the
Municipality to fully diversify its investments, however it is relatively secure.
2. Securities Held
Investment Accounts
2.1 The Municipality of Clarington holds its investments through investment accounts with
several financial organizations. For the purpose of determining whether the Municipality
is meeting its investment policies, the underlying investment is considered, not the
custodian of the investment.
2.2 The Municipality held the following accounts:
TD Bank 1 • General Fund bank account
• Several small bank accounts
• Reserve Fund bank account
• Guaranteed Investment Certificates (GICs)
Page 92
Municipality of Clarington
Report FSD-014-21
RBC Dominion Securities
ONE Investment Inc
BMO Nesbitt Burns
3. Portfolio Mix
Page 3
• Reserve Fund investment account
• DC Reserve Fund investment account
• Strategic Capital Fund investment account
• High Interest Savings Account (HISA)
• Equity portfolio investment account
• Bonds portfolio investment account
• General Fund investment account
Investments by Type
3.1 The Municipality holds investments of several different types. With a large portfolio it is
important to diversity the types of investments to reduce the risk to the overall portfolio
from variations in any one market. The following table shows the December 31, 2020
investments by type:
High Interest Savings Account
Municipal Debt
Financial Institutions
ONE Investment Pools
$50,943,531 ' 42.4%
4,778,046 1 4.0%
57,577,940 1 47.9%
6,905,665 1 5.7%
$120,205,182 ' 100.0%
Page 93
Municipality of Clarington Page 4
Report FSD-014-21
3.2 The policy guideline for financial institutions is zero per cent to 60 per cent of the
investment portfolio. At December 31, 2020, the Municipality was within this limit.
3.3 While within the policy limits, the above indicates that the Municipality is heavily
concentrated in Canadian financial institutions. Most of the investments consist of GICs
which were originally purchased with a five-year term.
Investments by Maturity
3.4 The Municipality attempts to balance cash flows through the timing of the maturity of
investments. Staggered maturity dates ensure that cash is readily available to meet the
needs of the Municipality and reduces interest rate risk. At December 31, 2020, the
maturity dates of investments held by the Municipality were as follows:
Less than 90 days $58,044,595 48.3%
90 days to 1 year 9,812,283 8.2%
1 to 5 years 1 27,814,182 I 23.1%
5 to 10 years 1 19,692,673 I 16.4%
More than 10 years 1 4,841,449 I 4.0%
$120,205,182 100.0%
3.5 The Municipality's HISA and TD Reserve Fund bank accounts are considered to have a
maturity of less than 90 days, as they are available to the Municipality within 24 hours.
3.6 The Municipality is allowed in certain circumstances to invest in terms greater than 10
years, at December 31, 2020 there was $4.8 million invested with a maturity greater
than 10 years. These investments are bonds held in the three reserve fund investment
portfolios and are traded on an active market.
Page 94
Municipality of Clarington
Report FSD-014-21
Investments by Institution
Page 5
3.7 The Municipality attempts to diversify its investment portfolio by restricting the
percentage of investments that any one institution may have. This mitigates the risk to
the Municipality if an investment becomes insolvent. It should be noted that Canadian
Deposit Insurance Corporation (CDIC) only guarantees investments up to $100,000 per
institution, therefore most of the Municipality's investments are not insured through
CDIC.
3.8 At December 31, 2020 the Municipality's investments by institution were as follows:
Institution
TD Bank Savings
ONE HISA
Book Value at
December i
$26,490,185
Percentage
Portfolio
22.0%
19.5%
23,436,972
ONE Equity Portfolio
2,588,679
2.2%
ONE Bond Portfolio
4,316,986
3.6%
Royal Bank of Canada
11,389,813
8,805,845
9.5%
I
National Bank
7.3%
Bank of Nova Scotia
16,236,823
13.5%
Bank of Montreal
12,959,520
10.8%
HSBC
4,360,864
3.6%
TD Bank
City of Toronto
4,841,449
4,778,046
4.0%
4.0%
$120,205,182
100.0%
4. Portfolio Summary
4.1 The Municipality's portfolio consists of several funds which include general funds, trust
funds, reserve funds and other investments.
Page 95
Municipality of Clarington
Report FSD-014-21
General Fund
Page 6
4.2 The General Fund is the main operating fund for the Municipality. This fund has the
least number of active investments. The majority of the investments in this fund are in
the HISA operated by ONE Investment Inc. This HISA account offers favourable interest
rates for a highly liquid investment. At December 31, 2020, the ONE Investment HISA
had approximately $23,437,000. Funds held in the HISA are available within 24 hours.
4.3 The ONE Investment Inc. HISA was established in September 2016 and held low
balances throughout 2017. In 2018, the Municipality began a period of being more
active with its investments and moved funds from the lower interest earning bank
accounts to the higher HISA accounts.
4.4 In October 2018, Clarington invested $3,000,000 in a GIC with TD Bank for a one-year
period and $3,000,000 for a two-year period. In October 2019, the first GIC matured and
was kept in the general operating account as GIC rates had declined significantly on
one and two year terms. The second GIC, at a rate of 2.75% matured in October 2020
and was retained in the general operating account.
Non -Development Charges Reserve Funds
4.5 The Municipality operates a Non -Development Charges Reserve Fund investment
portfolio for all reserve funds which are not established under the Development Charges
Act, 1997. There is one exception which is the Strategic Capital Reserve Fund which is
a separate fund.
4.6 The total book value of investments is approximately $41,290,000, which includes
approximately $26,490,200 in bank balances. At December 31, 2020 the portfolio was
comprised of $14,760,100 in GICs with maturities in each of 2021, 2022 and 2023 as
well as $9,106,100 in bonds with maturities from 2027 to 2032. For purposes of this
report, the TD Bank Reserve Fund bank account, is included in this portfolio.
4.7 The Municipality has adopted a five-year laddering strategy for these investments with
roughly equal distribution each year. This ensures assets will be cashable in any given
year and can be withdrawn from the reserve fund as necessary. At December 31, 2020
the fourth and fifth year of this ladder is lacking as interest rates for those years over the
past year have not been attractive enough to lock in funds for that amount of time. Staff
continue to monitor and will be investing in 2024 and 2025 as rates become feasible.
4.8 In 2019, as a result of a decrease in interest rates for GICs the Municipality started to
look at bonds as a way to continue to have safe investments with a reasonable return.
The bonds held by the Municipality include Canadian chartered banks (BMO, TD and
Bank of Nova Scotia) as well as the City of Toronto. Although bonds have a longer
maturity they are generally fairly liquid as they are actively traded in the market.
Page 96
Municipality of Clarington Page 7
Report FSD-014-21
Development Charges Reserve Funds
4.9 The Development Charges Reserve Fund portfolio meets the obligations of the
Municipality under the relevant legislation for Development Charges.
4.10 The Municipality has two accounts with the ONE Investment Program related to this
fund: a Bond account and an Equity account.
4.11 The ONE Investment bond account was established in 2000. The investment pool was
transferred to its current custodian in 2005 with a book value of $2,594,685. As at
December 31, 2020 the book value, as a result of reinvested income, was $4,316,986
(2019 - $4,192,598). This is an increase of 66.4% over 15.75 years, or 4.2% per year.
At December 31, 2020 the market value was below book value, however the adjusted
return is still 3.9% per year since 2005.
4.12 The ONE Investment equity account was established in 2007 with an initial investment
of $500,000, and a $2,000,000 investment during 2020. At December 31, 2020 the book
value of the investment is $2,588,679 with a market value of $3,492,447. In 2020 there
was an increase in market value of $203,837.88 on top of approximately $88,000 of
reinvested income in the portfolio; during a year that saw a significant decline in equity
values at the beginning of the year due to COVID-19.
Strategic Capital Reserve Funds
4.13 The Strategic Capital Reserve Fund portfolio has been established to specifically hold
investments for the Strategic Capital Reserve Fund. This reserve fund was established
to provide a source of funding for economic development activities. The intent was to
hold the $10.0 million capital as a source of internal borrowing for economic
development capital investments, interest earned on the investments is transferred to
the general fund as a way of offsetting the tax levy.
4.14 Investments in this fund consist of $6.7 million in GICs with maturities ranging from May
2021 to January 2032. Interest rates vary from 2.1 % to 3.2%. Bonds of Canadian
chartered banks worth $3.8 million with maturities from November 2027 to September
2029 are also held with a interest rate of 1.2 to 2.9%.
5. Unrealized and Realized Gains
5.1 An unrealized gain or loss arises when the market value of an investment varies from
the book value of the investment. An unrealized gain or loss becomes realized when the
investment is sold or matures.
Page 97
Municipality of Clarington
Report FSD-014-21
Page 8
5.2 Interest accrued, but not paid, on the GICs held is assumed to approximate the market
value, therefore this has been recorded as investment income and has been recorded
as an increase in the balance of the investment.
6. Concurrence
Not Applicable.
7. Conclusion
7.1 In my opinion, all investments were made in accordance with the investment policies
and goals adopted by the Municipality of Clarington and are in compliance with the
regulations adopted under the Municipal Act, 2001.
7.2 In my opinion, the Municipality was compliant with its investment policy at December 31,
2020.
7.3 It is respectfully recommended that the report be received.
Staff Contact: Trevor Pinn, Director of Financial Services/Treasurer, 905-623-3379 ext 2602,
tpinn@clairngton.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Clarington
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 29, 2021 Report Number: FSD-015-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: CL2016-12 By-law Number:
Report Subject: Traffic Sign Reflectivity Inspection Program
Recommendations:
1. That Report FND-015-21 be received;
2. 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;
3. 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);
4. 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. Oper. Supply
100-36-384-10315-7112
$65,000
5. That all interested parties listed in Report FND-015-21 and any delegations be
advised of Council's decision.
Page 99
Municipality of Clarington Page 2
Report FSD-015-21
Report Overview
To request authorization from Council to extend contract CL2016-12 Traffic Sign Reflectivity
Inspection Program for an additional one-year term ending December 31, 2021.
1. Background
1.1 In 2016, the Chief Administrative Officer approved the award of contract CL2016-12 for
Traffic Sign Reflectivity Inspection. The Report PS-005-16 is attached.
1.2 The contract was for an initial one-year term from 2016 to 2017 and had the option of
extending up to four additional one-year terms, expiring December 2020. The additional
one-year term will cover the 2021 inspection requirements, ending December 31, 2021.
1.3 In 2021, the Public Works Department will be completing a business case analysis to
determine both the benefits and challenges of completing this mandatory inspection
work in-house. Commencing in 2022, it is feasible that the cost to purchase the
necessary equipment and to hire an additional seasonal staff person (student or
temporary labourer) could result in significant savings.
1.4 Seeing as this service is typically awarded as a multi -year contract, issuing the contract
for a one-year term may not achieve the low unit pricing that has been secured in the
past.
1.5 Advantage Data Collection agreed to extend the Traffic Sign Reflectivity Inspection
contract one additional one-year term beyond the initial five-year term and complete the
service for the 2021 year at their current contract price plus standard CPI Increase.
2. Analysis
2.1 This contract extension falls within the 2021 traffic sign reflectivity inspection budget.
2.2 Advantage Data Collection's pricing and performance has been satisfactory under this
contract for the past five years.
3. Financial
3.1 The estimated funding for the additional one-year term is $65,000 (Net HST Rebate).
The work will be funded from the 2021 approved budget allocation as provided from the
following accounts:
Page100
Municipality of Clarington
Report FSD-015-21
Page 3
Description
Account Number
Amount
Safety Devices/Traffic Signs/Misc. Oper. Supply
100-36-384-10315-7112
$65,000
3.2 Pricing submitted for Traffic Sign Reflectivity Inspection remained firm for the first and
second contract year. For the third, fourth and fifth contract year, unit prices were
adjusted on the anniversary date of the contract award by the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI), All Items,
Ontario as published by Statistics Canada and the pricing remined firm for the contract
year. For the sixth one-year term, unit prices will be adjusted using the same method.
3.3 At the time of approval in 2016, the total estimated contract value for the five-year term
was $188,000 (Net HST Rebate). The annual budget for traffic sign reflectivity
inspection increased every year after the award in 2016. In 2018, a Road Network Audit
was completed identifying approximately 1,700 new locations that needed traffic signs
installed and this added to the annual inspection requirements and budget from 2018
forward. The approximate five-year contract value, including the additional signs added
during the period, is $249,600 (Net HST Rebate).
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that approval be granted to extend contract CL2016-12
Traffic Sign Reflectivity Inspection for one additional one-year term with Advantage Data
Collection.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson(a)-clarington.net .
Attachments:
Attachment 1 — Report PS-005-16
Interested Parties:
List of Interested Parties available from Department.
Page 101
Attachment 1 to Report FSD-015-21
Fl u rc h a,n g Se rv' es
Date: June 15, 2016
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-005-16 File#: CL2016-12
Subject: CL2016-12 — Traffic Sign Reflectivity Inspection
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That report PS-005-16 be received;
b) That Advantage Data Collection with an estimated annual bid in the amount of
$37,605.26 (Net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2016-12 be awarded the contract
for the provision of Traffic Sign Reflectivity Inspection;
c) That the funds expended be drawn from the respective operating budgets; and
d) That pending satisfactory service that the Purchasing Manager be authorized to
extend the contract for up to four additional one year terms pending satisfactory
service, available funds and subject to yearly rate increases based on the
Consumer Price Index, All Items, Ontario (most recent issue) for a potential 5 year
contract valued at approximately $188,026.30 (Net of H.S.T. Rebate).
Page102
Municipality of Clarington
Report PS-005-16
e
David Ferguson, Manage)r,
Purchasing
Services
Approved by:
Frank Wu, Chief Administrative Officer
DFljm
r;�- zz I ( ,
Date
Date
cc, M. Marano, Director, Corporate Services
Page 2
Page103
Municipality of Clarington
Report PS-006-16
Report ®vevview
Page 3
To request authorization to award Tender CL2016-12 for the Traffic Sign Reflectivity
Inspections,
Background
1. Tender specifications for the Traffic Sign Reflectivity inspections were prepared by
the Operations Department. Tender CL2016-12 was issued by the Purchasing
Services Division.
2. The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website.
Analysis
3. Four companies downloaded the tender document from the Municipality's website.
4. Two submissions were received in response to the tender call. Tenders received
were tabulated as per Attachment 1. All submissions were deemed compliant.
5. After further review and analysis of the low bid by the Operations Department and
the Purchasing Services Division, it was mutually agreed that the low bidder,
Advantage Data Collection be recommended for the award of contract for the
provision of Traffic Sign Reflectivity Inspections.
6. Advantage Data Collection has not provided services to the Municipality of
Clarington in the past, however, they have provided this service to other Ontario
municipalities. Those municipalities were contacted by the Purchasing Division for
a reference and all provided positive reference responses.
7. The annual cost is approximately $37,605.26 (Net H.S.T. Rebate). The initial
contract term is one year.
8. The pricing received is firm for the first year of the contract. The Municipality has the
option to extend the contract for up to four additional one year terms pending
satisfactory service and available funds and subject to a yearly rate increase based on
the Consumer Price Index, All Items — Ontario, most recent issue. If extended for all
four optional years the total Contract value would be approximately $188,026.30 (Neff
H.S.T. Rebate)
9. The expended funds will be drawn from the Operations Departments operating
budget.
Page104
Municipality of Clarington
Report PS-005-16
Page 4
10. Queries with respect to the department needs should be referred to the Director of
Operations.
Concurrence
11. This report has been reviewed by Fred Horvath, Director of Operations who concurs
with the recommendation.
Conclusion
12. To award the contract to Advantage Data Collection for the provision of Traffic Sign
Reflectivity Inspections, as per terms, conditions and specifications of Tender
CL2016-12.
Strategic Plan Application
Not Applicable.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 - Bid Tabulation
Page105
Municipality of Clarington
Report PS-005-16
Page 5
Attachment 1
MA U T-ll O C�P;;1(0Ull
Summary of Bid Results
Tender CL2016-12
`traffic Sign Reflectivity Inspections
Bidder
Annual Bid Amount
(Including H.S.T.
Annual Bid Amount
Net H.S.T. Rebate
vantage Data Collection
$41,758.98
$37,605.26
Marquis Snow and Ice Itd
$43,153.85
$38,861.38
Page106
Clarington
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 29, 2021 Report Number: FSD-016-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: RFP2021-2 Architectural Engineering Services 156 Church St.
Recommendations:
1. That Report FSD-016-21 be received;
2. 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.;
3. 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
Account Number
Amount
156 Church St. Renovations - 2020
110-36-370-83472-7401
$59,937
4. That all interested parties listed in Report FSD-016-21 and any delegations be
advised of Council's decision.
Page107
Municipality of Clarington
Report FSD-016-21
Report Overview
Page 2
To request authorization from Council to award the Request for Proposal RFP2021-2 for the
provision of architectural design, contract administration and engineering services to
complete the interior renovations at The Shaw House, 156 Church St.
1. Background
1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services to
complete the interior renovations at The Shaw House, located at 156 Church St. in
accordance with the terms of reference provided by the Community Services
Department.
1.2 The intent of the RFP was to secure the services of an architectural, engineering firm to
provide design, contract administration and engineering services.
1.3 RFP2021-2 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington's (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyers
Association's website. The RFP was structured on the price — based two envelope RFP
system.
2. Analysis
2.1 The RFP closed February 24, 2021.
2.2 Twenty-nine companies downloaded the document.
2.3 Five submissions were received (refer to Attachment 1) by the closing date and time.
2.4 Of the 29 companies who downloaded the RFP document, 23 companies choose not to
submit a proposal, stating that they were unable to meet our timeline due to current
workloads and one company was a construction association.
2.5 All five proposals submitted complied with the mandatory submission requirements and
were distributed to the evaluation committee for their review and scoring.
2.6 The Technical Proposals were first evaluated and scored independently by the
members of the evaluation committee in accordance with the established criteria as
outlined in the RFP. The evaluation committee was comprised of two staff members
from the Community Services Department.
Page108
Municipality of Clarington Page 3
Report FSD-016-21
2.7 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate an understanding of the Municipality's requirements.
2.8 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the submissions were evaluated were as follows:
• The Proponent's understanding of the Municipality's requirements
• Highlights of services provided performing similar work on projects of comparable
nature, size and scope, in a municipality of similar population size
• A methodology describing the Proponent's project management approach, work
plan, goals, objectives and methods of communications to be utilized to meet the
requested deadlines.
• The proposed solution must include a detailed work plan indicating the project
method, schedule, Gantt chart, tasks and deliverables showing an estimated
overall timeline of the project.
2.9 Upon completion of the evaluation three submissions met the established threshold of
80% for Phase 1 and moved forward to Phase 2.
2.10 It was deemed, by the evaluation committee, that a presentation from the short-listed
Proponents would not be required and the pricing envelopes were opened.
2.11 Staff have reviewed the pricing submitted by Moon -Matz Ltd and found it to be
acceptable (see Attachment 1).
2.12 Moon -Matz Ltd has successfully completed work for the Municipality in the past;
references were checked and came back satisfactory.
3. Financial
3.1 The funding required for this project is $59,936.64 (Net HST Rebate) and is in the
approved budget allocation as provided and will be funded from the following account:
Description
Account Number
Amount
156 Church St. Renovations - 2020
110-36-370-83472-7401
$59,937
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
Page109
Municipality of Clarington Page 4
Report FSD-016-21
5. Conclusion
It is respectfully recommended that Moon -Matz Ltd 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. as per the terms
and conditions of RFP2021-2.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - Summary of Bid Results
List of Interested Parties available from Department.
Page110
Municipality of Clarington Page 5
Report FSD-016-21
Attachment 1 to Report FSD-01 6-21 -Bid Summary
Municipality of Clarington
RFP2021-2 — Architectural Engineering Services 156 Church St.
Bid Summary
Bidder
+VG Architects*
Giaimo
Lynch + Comisso
Moon -Matz Ltd*
RV Anderson*
Note: * Denotes Proponents who were shortlisted.
Page111
Clarington
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 29, 2021 Report Number: FSD-017-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: LED Retrofit Budget Reallocations
Recommendations:
1. That Report FSD-017-21 be received; and
2. 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.
Page112
Municipality of Clarington
Report FSD-017-21
Report Overview
Page 2
The LED Streetlight Retrofit is nearing completion; however additional funding is required to
complete the projects. Staff have found funds in related capital accounts to reallocate to this
project to complete the retrofit work.
1. Background
History of LED Conversion Project Award
1.1 Council approved the Streetlight LED Replacement Turnkey Program in June 2018
through Report COD-025-18 to Ameresco Canada Inc.
1.2 Work has been underway since 2018 to complete the retrofit of the Municipality's
streetlight network to LED lights. The conversion to LEDs was intended to reduce
energy consumption and improve efficiency of the network through a reduction in
repair/maintenance needs.
1.3 The Municipality's 2019 to 2022 Strategic Plan identifies Environmental Sustainability as
one of the five strategic priorities. The conversion of streetlights to LED is consistent
with this strategic goal.
Project Overage
1.4 The LED Conversion Project requires additional funds to be approved in order to finalize
the project. It is estimated that $176,700 remains to be incurred to complete the project,
while this is approximately 5.5 per cent and would be covered under the Municipality's
Capital Overage Policy, as it is greater than $150,000 approval from Council is being
sought.
1.5 During the contract over 600 additional lights were identified in the Municipality's
inventory with many requiring additional fuse kits to meet current Electrical Safety
Authority (ESA) standards. As well, there are more decorative light fixtures than we had
in our inventory; modifications to the decorative lights included support arm
modifications and installation of backlight shields to prevent light trespass onto private
properties.
1.6 The above -mentioned additional streetlights, decorative lights and related modifications
contribute to the additional funding required to complete the conversion of the
Municipality's inventory.
Page113
Municipality of Clarington
Report FSD-017-21
2. Financial Implications
Page 3
2.1 The Public Works Department annually budgets funds for various streetlight
replacements, upgrades or in -fill. There are sufficient funds in this capital account to
fund the request to complete the LED retrofit. There are no additional tax levy or reserve
funds needed.
2.2 Since the implementation of the LED project in 2018, we have seen a decrease in our
hydro from $908,800 to approximately $673,200 in 2020 (which is being used to offset
the internal borrowing for the replacement work).
2.3 We have also seen a decrease in maintenance work from $335,500 to $87,400 during
that period mainly as a result of work being covered under warranty for those lights that
were replaced.
2.4 The project requires approximately $176,700 in additional funding; however
approximately $56,900 was expected to come from an Ontario rebate. Staff will continue
to apply for any rebates that are applicable; however, to ensure that funding is available
to complete the project the gross amount is being requested to be authorized.
2.5 The funds that are being reallocated to the LED Conversion Project were initially
approved for a purpose that could be seen to be related, namely streetlight
replacement. Staff are asking for the reallocation to ensure transparency on the use of
capital funds.
3. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
4. Conclusion
It is respectfully recommended that Council approve the reallocation of funds from the
"Streetlight Replacement" to the "LED Conversion" projects to ensure that the
investment made to date can be completed.
Staff Contact: Trevor Pinn, 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.
Page114
Clarington
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 29, 2021 Report Number: FSD-018-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: CL2021-5 By-law Number:
Report Subject: Grass Cutting and Median Maintenance Services
Recommendations:
1. That Report FSD-018-21 be received;
2. 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;
3. 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;
4. 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 — Grass
Cutting
100-36-325-10115-7155
$537,700
5. That all interested parties listed in Report FSD-018-21 and any delegations be
advised of Council's decision.
Page115
Municipality of Clarington
Report FSD-018-21
Report Overview
To request authorization from Council to award CL2021-5 Grass Cutting and Median
Maintenance Services.
1. Background
Page 2
1.1 Tender specifications for Grass Cutting and Median Maintenance Services were
prepared by the Public Works Department and provided to the Purchasing Services
Division.
1.2 The tender was divided into two separate sections, Part A: Grass Cutting and Part B:
Median Maintenance Services. Bidders had the option of bidding on one or both
sections with the award going to the lowest compliant bidder of each section.
1.3 Tender CL2021-5 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyer's Association website.
1.4 Twenty-two plan takers downloaded the tender document.
2. Analysis
2.1 The tender closed on February 19, 2021.
2.2 Five bids were received in response to the tender call.
2.3 Of the seventeen companies who downloaded the tender document but chose not to
submit pricing:
• Two companies were unable to quote competitively;
• Two companies were located too far away to bid competitively;
• One company preferred digital bidding;
• One company was a Construction Association;
• One company was newly formed and unable to obtain required financing;
• One company cannot meet delivery/completion requirements;
• One company cannot handle due to present workload; and
• Eight companies did not respond to our request for information.
Page116
Municipality of Clarington
Report FSD-018-21
Page 3
2.4 The bids were reviewed and tabulated by the Purchasing Service Division (see
Attachment 1) and one bid was deemed non -compliant. The results were forwarded to
the Public Works Department for their review and consideration.
2.5 All bids received exceeded the 2021 allotted budget amount. The lowest bid for both
Part A: Grass Cutting and Part B: Median Maintenance Services was from Howe's Your
Yard Inc.
2.6 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that non -priority items could be removed from the scope
of work to bring the cost within budget. In keeping with the terms and conditions of the
tender document, the Purchasing Services Division in consultation with the Public
Works Department negotiated scope and price reductions with Howe's Your Yard Inc.
Some areas where cost savings were found are:
• Removing spring park cleanups from Part A: Grass Cutting and adding it as a
provisional as -needed item.
Removing weekly watering, fertilizing and weeding from Part B: Median
Maintenance Services and adding it a provisional as -needed item.
• Removing fall mulch requirements from Part B: Median Maintenance Services.
2.7 Howe's Your Yard Inc.'s original bid price of $587,695.81 (Net HST Rebate) was
reduced by $49,956.87 (Net HST Rebate) for a new overall bid price of $537,738.94
(Net HST Rebate). There was also funds from underbudget amounts in other Park
accounts or the Tax Rate Stabilization Reserve Fund in the amount of $85,300 (Net
HST Rebate) to cover the shortfall.
2.8 After further review and analysis by the Public Works Departments and the Purchasing
Services Division, it was mutually agreed that the low compliant bidder, Howe's Your
Yard Inc. be recommended for award of contract CL2021-5 Grass Cutting and Median
Maintenance Services.
2.9 Howe's Your Yard Inc. has successfully completed work for the Municipality in the past.
3. Financial
3.1 The annual estimated funding required for this work is $537,700 (Net HST Rebate).
The approved budget for this work is $452,400 (Net HST Rebate) thereby leaving a
shortfall of $85,300 (Net HST Rebate) to complete the work. The funds from
underbudget amounts in other Park accounts or the Tax Rate Stabilization Reserve
Fund are requested to be applied to this work to cover the shortfall. If approved, the
funds required for the first contract year will be expensed 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.
Page117
Municipality of Clarington
Report FSD-018-21
Page 4
Description
Account Number
Amount
Parks Maintenance — Contract — Grass
Cutting
100-36-325-10115-7155
$537,700
3.2 Pricing submitted for Grass Cutting and Median Maintenance Services is to remain firm
for the first year of the contract. Should the contract be extended for additional years,
the unit prices would be adjusted on the anniversary date of the contract award by the
annual percentage change in the most recent issuance of the Consumer Price Index
(CPI), All Items, Ontario as published by Statistics Canada and the pricing will remain
firm for the contract year.
3.3 The total estimated contract is for three years plus two optional additional years and is
approximately $2,688,500 (Net HST Rebate).
3.4 Queries with respect to the department needs should be referred to the Director of
Public Works.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Howe's Your Yard Inc. being the lowest compliant
bidder be awarded the contract for Grass Cutting and Median Maintenance Services as
per the terms and conditions of Tender CL2021-5.
Staff Contact: David Ferguson, Purchasing Manager, 906-623-3379 Ext 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Page118
Municipality of Clarington
Report FSD-018-21
Page 5
Attachment 1 to Report FSD-018-21
Municipality of Clarington
Summary of Bid Results
Tender CL2021-5
Grass Cutting and Median Maintenance Services
Bidder
One -Year
Total Bid
(Net HST Rebate)
Potential Five -Year
Total Bid
(Net HST Rebate)
BJ Flint and Sons* (Part A)
$202,647.51
$1,013,237.55
Pro Lawn Landscaping Ltd. (Part B)
$449,394.02
$2,246,970.09
GWS Landscaping Inc. (Part A)
$489,444.13
$2,447,220.64
Howe's Your Yard (Part A and Part B)
$537,738.94
$2,688,694.70
Forest Ridge Landscaping* (Part A
and Part B)
$1,304,629.15
$6,523,145.75
Notes:
CL2021-5 was divided into Part A: Grass Cutting and Part B: Median Maintenance Services.
Bidders could bid on one or both sections.
Bidders marked with * were deemed non -compliant.
Page119
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: March 29, 2021 Report Number: FSD-019-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: CL2021-6 Supply and Delivery of Bulk Gas and Diesel Fuels
Recommendations:
1. That Report FSD-019-21 be received;
2. 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;
3. 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;
4. 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
5. That all interested parties listed in Report FSD-019-21 and any delegations be
advised of Council's decision.
Page120
Municipality of Clarington
Report FSD-019-21
Report Overview
Page 2
To request authorization from Council to award CL2021-6 Supply and Delivery of Bulk Gas
and Diesel Fuels.
1. Background
1.1 Tender specifications for the Supply and Delivery of Bulk Gas and Diesel Fuels were
prepared by the Public Works Department and the Fire and Emergency Services
Department and provided to the Purchasing Services Division.
1.2 Tender CL2021-6 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyer's Association website.
1.3 Nine plan takers downloaded the tender document.
2. Analysis
2.1 The tender closed on March 8, 2021.
2.2 Six bids were received in response to the tender call.
2.3 Of the three companies that downloaded the tender document but chose not to submit
pricing:
• One company is an associate of another bidder; and
• Two companies did not respond to our request for information.
2.4 The bids were reviewed and tabulated by the Purchasing Service Division (see
Attachment 1) and one bid was deemed non -compliant. The results were forwarded to
the Public Works Department and the Emergency and Fire Services Department for
their review and consideration.
2.5 After review and analysis by the Public Works Department, the Emergency and Fire
Services Department and the Purchasing Services Division, it was mutually agreed that
the low compliant bidder, W.O. Stinson & Son Ltd. be recommended for award of tender
CL2021-6.
2.6 W.O. Stinson & Son Ltd. has not completed work for the Municipality of Clarington.
References were checked for W.O. Stinson & Son Ltd. and they came back satisfactory.
Page 121
Municipality of Clarington
Report FSD-019-21
3. Financial
Page 3
3.1 The annual funding required for the first -year term in the estimated amount of $479,800
(Net HST Rebate) will be funded from respective fleet approved operating budget
accounts 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.
3.2 Pricing submitted for Supply and Delivery of Bulk Gas and Diesel Fuels is to remain firm
for the first year of the contract. Should the contract be extended for additional years,
the unit prices would be adjusted on the anniversary date of the contract award by the
annual percentage change in the most recent issuance of the Consumer Price Index
(CPI), All Items, Ontario as published by Statistics Canada and the pricing will remain
firm for the contract year.
3.3 The total estimated contract is for three years plus two optional additional years and is
approximately $2,399,000 (Net HST Rebate).
3.4 Queries with respect to the department needs should be referred to the Director of
Public Works and the Director of Emergency and Fire Services.
4. Concurrence
This report has been reviewed by the Director of Public Works and the Director of
Emergency and Fire Services who concur with the recommendations.
5. Conclusion
It is respectfully recommended that W.O. Stinson & Son Ltd. being the lowest compliant
bidder be awarded the contract for the Supply and Delivery of Bulk Gas and Diesel
Fuels per the terms and conditions of Tender CL2021-6.
Staff Contact: David Ferguson, Purchasing Manager, (905) 623-3379 x2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Page122
Municipality of Clarington
Report FSD-019-21
Page 4
Attachment 1 to Report FSD-019-21
Municipality of Clarington
Summary of Bid Results
Tender CL2021-6
Supply and Delivery of Bulk Gas and Diesel Fuels
Bidder
One -Year
Total Bid
(Net HST Rebate)
Potential Five -Year
Total Bid
(Net HST Rebate)
Upper Canada Fuel & Burner*
$440,349.61
$2,201,748.05
W.O. Stinson & Son Ltd.
$479,755.15
$2,398,775.76
Durham Fuels
$488,183.93
$2,440,919.66
McDougall Energy Inc.
$500,260.81
$2,501,304.05
4ReFuel Canada LP
$507,523.42
$2,537,617.10
Parkland Corporation (o/a Ultramar)
$514,227.37
$2,571,136.85
Notes: Bidders marked with * were deemed non -compliant.
Page123
MUNICIPALITY OF CLARINGTON
General Government Committee
RESOLUTION #
DATE March 29, 2021
MOVED BY Councillor Zwart
SECONDED BY
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.
Page124
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
Resolution #
DATE: March 29, 2021
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:
1) 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
2) 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.
Page125
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
Resolution #
DATE: March 29, 2021
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:
1) Staff conduct an assessment of all Clarington playground and report back to
Committee in November 2021; and
2) The assessment shall examine the state of all playgrounds with regard the
following criteria: safety and accessibility; repairs and maintenance; the character
of neighbouring community, usage patterns, and innovation with respect to
equipment.
Page126
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
Resolution #
DATE: March 29, 2021
MOVED BY: Councillor Traill
SECONDED BY:
It is respectfully recommended to the General Government Committee recommend to
Council the following:
1. 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:
a. 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;
b. 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;
c. 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");
d. Present to Council bi-annually.
2. THAT all interested parties (list to be provided) be advised of Council's decision.
Page127