HomeMy WebLinkAbout2021-03-29 GGC Report to CouncilClarington
Committee
Report to Council
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Report To: Council
Date of Meeting: April 12, 2021
Report Number: GGR-006-21
Report Subject: General Government Committee Meeting of March 29, 2021
Recommendations:
1. Receive for Information
(a) 9.1 Minutes of the Tyrone Hall Board dated January 20, 2021
and February 17, 2021
(b) 9.2 Ralph Walton, Regional Clerk/Director of Legislative
Services, Regarding Response to Resolution #GG-029-21
Energy from Waste - Waste Management Advisory
Committee Terms of Reference
(c) FSD-014-21 2020 Annual Investment Report
2. Memo from Stephen Brake, Director of Public Works, Regarding
Whistle Cessation Update — Cobbledick Road and Bennett Road
Railway Safety Improvement Program Application Funding Status
That Staff be directed to pursue contributions for the project under 2022-2023
RSIP-ITR funding cycle.
3. Memo from Stephen Brake, Director of Public Works, Regarding
Signalization of Highway 401 ramps at Duke Street and Baseline Road
That the status quo be maintained at this time; and
That Staff continue to review and consider other options that may help improve
traffic flow and vehicular safety at the Highway 401, Baseline Road and Duke
Street intersection.
Municipality of Clarington Page 2
Report GGR-006-21
4. Memo from Andy Allison, CAO, Regarding Community Funding
Program
That Staff be directed to advertise and promote a second intake under the Program
with an application deadline of August 31, 2021.
5. Jeannette Whynot, Staff Liaison to the Accessibility Advisory
Committee, Regarding Service Ontario Bowmanville
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.
6. 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.
7. Jeff Haskins, East Division, Officer -in -Charge, Durham Regional Police
Service, Regarding a Community Safety Update
That the Presentation of Jeff Haskins, East Division, Officer -in -Charge, Durham
Regional Police Service, regarding a Community Safety Update, be received with
thanks.
Municipality of Clarington Page 3
Report GGR-006-21
8. Courtice Shores Drive and Parking Lot
That Report PWD-019-21 be received;
That Courtice Shores Drive be improved with surface treatment from the south limit
to the tunnel under the CN Rail line;
That Staff be directed to proceed with the construction of identified parking facilities
on -street and the creation of parking facilities off-street at the Courtice waterfront;
That the construction of the identified parking facilities be funded through the Rate
Stabilization Fund;
That Staff report back to a General Government Committee meeting after
determining the ownership and discussions with the owner identified;
That Staff be directed to adjust the on -street parking vs. off-street parking to
accommodate large trees; and
That all interested parties listed in Report PWD-019-21 and any delegations be
advised of Council's decision.
9. North Village External Servicing and Cost Sharing Agreement
That Report PWD-020-21 be received;
That the Municipality of Clarington be authorized to enter into a Road Construction
Agreement with Smooth Run Developments Inc., Brookfield Residential (ON) LP,
and Go Home Investments Inc. for roadworks on North Street, Grady Drive, and
Regional Road 17;
That the estimated funds for the Municipality's share of the costs in the amount of
$1,139,057 (Net HST Rebate) be funded from the following accounts:
Description
North St Sidewalk (2017)
North St Reconstruction (2019, 2020)
Structures Rehabilitation (2020)
Account Number Amount
110-32-331-83273-7401 $85,000
110-32-330-83273-7401 $400,000
110-32-330-83275-7401 $410,173
Reg. Rd. 17 Sidewalk (2020) 110-32-331-83428-7401 $160,819
Pavement Rehabilitation (2020) 110-32-330-83456-7401 $83,065
That all interested parties listed in Report PWD-020-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report GGR-006-21
Page 4
10. Community Services Department Rates and Fees September 1, 2021
to August 31, 2022
That Report CSD-001-21 be received; and
That Council approve the proposed rates and fees as outlined in Attachment 1 of
Report CSD-001-21 for the period September 1, 2021 to August 31, 2022.
11. Appointment to the Energy from Waste —Waste Management Advisory
Committee (EFW-WMAC)
That Report LGS-014-21 be received;
That Philip Haylock be appointed to the Energy from Waste — Waste Management
Advisory Committee for a term ending December 31, 2022 or until a successor is
appointed; and
That all interested parties listed in Report LGS-014-21 and any delegations be
advised of Council's decision.
12. Traffic Sign Reflectivity Inspection
That Report FND-015-21 be received;
That the Purchasing Manager in consultation with the Director of Public Works be
given the authority to extend contract CL2016-12 Traffic Sign Reflectivity Inspection
Program for an additional one-year term ending December 31, 2021;
That Advantage Data Collection be awarded the additional one-year extension to
their existing contract CL2016-12 for Traffic Sign Reflectivity Inspection for an
approximate value of $65,000 (Net HST Rebate);
That the estimated funds required for the additional one-year term in the amount of
$65,000 (Net HST Rebate) be funded by the Municipality as provided from the
following accounts:
Description Account Number Amount
Safety Devices/Traffic Signs/Misc. 100-36-384-10315-7112 $65,000
Oper. Supply
That all interested parties listed in Report FND-015-21 and any delegations be
advised of Council's decision.
Municipality of Clarington Page 5
Report GGR-006-21
13. RFP2021-2 Architectural Engineering Services 156 Church St.
That Report FSD-016-21 be received;
That the proposal received from Moon -Matz Ltd, being the most responsive bidder
meeting all terms and conditions and specifications of RFP2021-2 be awarded the
contract for the provision of architectural design, contract administration and
engineering services to complete the interior renovations at The Shaw House, 156
Church St.;
That the total funds required for this project in the amount of $59,936.64 (Net HST
Rebate) be funded from the approved budget allocation as provided from the
following account:
Description
156 Church St. Renovations - 2020
Account Number Amount
110-36-370-83472-7401 $59,937
That all interested parties listed in Report FSD-016-21 and any delegations be
advised of Council's decision.
14. LED Retrofit Budget Reallocations
That Report FSD-017-21 be received; and
That the Director of Financial Services/Treasurer is authorized to reallocate up to
$235,000 from the "Various Streetlights Project" capital account to the "LED
Conversion Project" capital account to complete the necessary streetlight
conversions.
15. Grass Cutting and Median Maintenance Services
That Report FSD-018-21 be received;
That Howe's Your Yard with an estimated annual bid amount of $537,700 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2021-5 be awarded the contract for an initial three-year
term for Grass Cutting and Median Maintenance Services, as required by the Public
Works Department;
That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works be given the authority to extend the contract for
this service for up to two additional one-year terms;
Municipality of Clarington
Report GGR-006-21
Page 6
That the estimated funds required for the first -year term in the amount of $537,700
(Net HST Rebate) be funded by the Municipality as provided. The funds required
for the second -year term and the third -year term in the estimated amount of
$1,075,400 (Net HST Rebate) will be included in future budget accounts. The
funding required for the initial one-year term will be funded from the following
accounts:
Description Account Number Amount
Parks Maintenance — Contract — 100-36-325-10115-7155 $537,700
Grass Cutting
That all interested parties listed in Report FSD-018-21 and any delegations be
advised of Council's decision.
16. CL2021-6 Supply and Delivery of Bulk Gas and Diesel Fuels
That Report FSD-019-21 be received;
That W.O. Stinson & Son Ltd. with an estimated annual bid of $479,800 (Net HST
Rebate) being the lowest bidder meeting all terms, conditions and specifications of
CL2021-6 be awarded the contract an initial three-year term for the Supply and
Delivery of Bulk Gas and Diesel Fuels, as required by the Public Works
Department, Emergency and Fire Services Department, Legislative Services
Department and the Community Services Department;
That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works and the Director of Emergency and Fire Services
be given the authority to extend the contract for this service for up to two additional
one-year terms;
That the funds required for the first -year term in the estimated amount of $479,800
(Net HST Rebate) be funded from respective fleet approved operating budgets as
required. The funds required for the second and third -year term in the estimated
amount of $959,600 (Net HST Rebate) will be included in future budget accounts;
and
That all interested parties listed in Report FSD-019-21 and any delegations be
advised of Council's decision.
17. BIA Social Media
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.
Municipality of Clarington Page 7
Report GGR-006-21
18. Hall Board Funding during COVID-19
Whereas many hall boards have little to no bookings due to COVID-19 and are
struggling to cover the costs of utilities and PPE; and
Whereas even before COVID-19 many boards struggled to cover their utilities,
maintenance and snow removal costs, significantly deterring volunteerism and
contributing to low morale.
Now therefore be it resolved that Staff report back on eligibility criteria for hall
boards to apply for one-time funding from the Tax Rate Stabilization Reserve Fund
(which would be supported by the Safe Restart funds we got from the Province) to
each hall in addition to the $3000.00 grant they have already received for an
amount to be determined per hall board on the basis of need to cover utilities, PPE
and other expenses for the 2021 year; and
That Staff report back on long-term funding options for hall boards with respect to
ongoing snow removal, utilities and maintenance where the hall boards may be
struggling financially in order to ensure the long-term viability of the local boards.
19. Playgrounds
Whereas there was extensive discussion during the 2021 budget about the status
of playgrounds across Clarington;
Whereas some older playgrounds in Clarington are in need of repairs and
upgrades;
Whereas there are innovative new options for playgrounds that include outdoor
gym equipment and ziplines which might be appropriate based on the character of
the neighbourhood and usage patterns; and
Whereas Council would like to ensure that the Municipality is providing safe and
accessible playground equipment for children;
Now therefore be it resolved that Staff conduct an assessment of all Clarington
playgrounds and report back to the General Government Committee in November
2021; and
That the assessment shall examine the state of all playgrounds with regard to the
following criteria: safety and accessibility; repairs and maintenance; the character of
neighbouring community, usage patterns, and innovation with respect to
equipment.