HomeMy WebLinkAbout2021-06-29Clarftwn
Audit Committee
Agenda
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Date: June 29, 2021
Time: 9:00 am
Place: Held Virtually via Microsoft Teams
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1. Call to Order
2. Land Acknowledgement Statement
3. Declarations of Pecuniary Interest
4. Adoption of Minutes of Previous Meeting(s)
4.1. Minutes of meeting held April 7, 2021
5. Presentations
5.1 None
6. Delegations
6.1. None
7. Communications — Receive for Information
7.1. Investment Compliance memo dated May 5, 2021
8. Items for Direction
8.1. Report FSD-034-21, Bank Signing Policy
Recommendation: That Report FSD-034-21, Banking signing policy and by-law
be approved.
8.2. Report FSD-035-21, Investment Policy
Recommendation: That Report FSD-035-21, Investment Policy be approved
Page 1
8.3. Report FSD-036-21, Purchasing By-law
Recommendation: That Report FSD-036-21, Purchasing by-law be approved.
8.5 Report FSD-037-21, Capital Projects (2020 and prior)
Recommendation: That Report FSD-037-21, Capital Projects (2020 and prior) be
approved.
9. Other Business
10. Adjournment
Page 2
Land Acknowledgment Statement
The Municipality of Clarington is situated within the
traditional and treaty territory of the Mississaugas
and Chippewas (chip-uh-WUH) of the
Anishinabeg (uh-NISH-in-NAH-bek)
known today as the
Williams Treaties First Nations.
Our work on these lands acknowledges
their resilience and their longstanding
contributions to the area now known as the
Municipality of Clarington.
Page 3
Moment of Reflection
(For Council Meetings Only)
Please join me in a moment of reflection.
May we cherish and protect the freedom and
peace that we enjoy in Clarington. May we be
mindful of the cost of freedom and peace.
May our deliberations be respectful and may our
decisions be informed and wise.
May our work be focussed on and lead us toward
the betterment of our communities.
Thank you
Page 4
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Date: April 7, 2021
Time: 2:00 PM
Place: Held Virtually via Microsoft Teams
Present: Mayor Foster, Councillor Hooper, Councillor Zwart (as an observer)
Staff Present: Andy Allison, Trevor Pinn, Catherine Carr, Heather Lynch
Absent: Councillor Neal
1. Call to Order
Councillor Hooper called the meeting to order at 2:04 PM.
2. Land Acknowledgement Statement
Councillor Hooper recited the Land Acknowledgement Statement.
3. Declarations of Pecuniary Interest
3.1 None
4. Adoption of Minutes of Previous Meeting(s)
Resolution #AAC-001-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That the minutes from the Audit and Accountability Committee meeting held
November 16, 2020 be approved.
Carried
5.
Presentations
4.1
None
6.
Delegations
6.1.
None
7. Communications — Receive for Information
7.1 None
Page 5
8. Items for Direction
8.1. Report IAS-001-21, Cash Handling — Petty Cash and Cash Float
Resolution #AAC-002-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That Report IAS-001-21, Cash Handling — Petty Cash and Cash Float be
received.
That staff be directed to implement the recommendations set out in Section 8 of
this report.
Carried
Recommendation to Council #1
That staff be directed to implement the recommendations set out in
Section 8 of this report.
8.2. Report IAS-002-21, Financial Update 4t" Quarter 2020
Resolution #AAC-003-21
Moved by Mayor Foster
Seconded by Councillor Hooper
Recommendation: That Report IAS-002-21, Financial Update 4t" Quarter 2020
be approved.
Carried
Recommendation to Council #2
That Report IAS-002-21, Financial Update 4t" Quarter 2020 be approved.
8.3. That the following 3 dates be confirmed for the remainder of the 2021 Audit
and Accountability meetings:
• June 29, 2021
• September 10, 2021
• November 30, 2021
Page 6
Resolution #AAC-004-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That the following 3 dates be confirmed for the remainder of the 2021 Audit and
Accountability meetings:
• June 29, 2021
• September 10, 2021
• November 30, 2021
Carried
Recommendation to Council #3
That the following 3 dates be confirmed for the remainder of the 2021
Audit and Accountability meetings:
• June 29, 2021
• September 10, 2021
• November 30, 2021
9. Other Business
8.1 None
10. Adjournment
Resolution #AAC-005-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That the meeting adjourn at 2:54 PM.
Carried
Page 7
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To: Audit and Accountability Committee
Andrew Allison, Chief Administrative Officer
Trevor Pinn, Director of Financial Services / Treasurer
From: Catherine Carr, Internal Audit Manager
Date: May 5, 2021
File No.: n/a
Re: Municipal Investment Compliance at March 31, 2021
This Investment Compliance memo is to provide an update as at March 31, 2020 on the
compliance of the Municipality's investments with the approved Investment Policy. The
Investment Policy was approved by Council July 3, 2018. If not compliant, the Municipality
would be required to prepare a workout plan to dispose of non -compliant investments as
well as resolve any other issues that have been identified.
In the past, this quarterly compliance memo was sent to the Chief Administrative Officer and
the Director of Financial Services/Treasurer. Going forward this memo will be sent to the
members of the Audit and Accountability Committee (AAC). This committee provides the
appropriate review of the document as outlined in the terms of reference. A copy of the
memo will be on the next AAC agenda and if required, a response from the Director of
Financial Services will included on the agenda as well.
The current calculations include the Reserve Fund bank account but do not included the
General Fund bank account. The General Fund TD bank account is used for the ongoing
operations and are consider as "required immediately" and therefore are not eligible for
investing. As the Reserve Bank account is not used for ongoing operations and is available
for investing, it is included in these investment compliance calculations. The omission of the
General Fund bank account would result in the calculated totals being a lower percentage
than actual. If the Municipality is compliant without this bank account, then it will be
compliant if it was to be included.
The following information is shown for the Municipality's total investments as the restrictions
identified in the policy are based on the total investments, not individual funds. Note that the
Perpetual Care Trust Funds for cemetery maintenance are not included. Perpetual care and
maintenance trust funds are regulated by Funeral, Burial and Cremation Act, 2002.
Page 8
Investments by Institution
The Municipality's policy has the following restrictions, among others, to ensure that credit
risk is mitigated through avoiding a concentration of investments with any given institution:
• ONE Fund portfolios are restricted to 15 per cent for each type (The ONE HISA
account is excluded as it is a cash account.)
• Financial institution (including bonds, GICs) is restricted to 20 per cent for each
institution
• Municipal bonds are restricted to 20 per cent
• Provincial bonds are restricted to 20 per cent for each province
'ABLE 1 INVESTMENTS BY INSTITUTION
Total Funds % of Total Minimum Range Maximum Range
TD Bank - Savings
26,547,359
25.0%
0%
100%
ONE - HISA
$ 4,030
0.0%
0%
100%
ONE - Equity
2,588,679
2.4%
0%
15%
ONE - Bond
4,335,093
4.1 %
0%
15%
RBC
10,449,681
9.9%
0%
20%
RBC - HISA
63,549
0.1%
0%
100%
National Bank
8,805,845
8.3%
0%
20%
BNS
19,041,424
18.0%
0%
20%
BMO
18,959,520
17.9%
0%
20%
HSBC
4,360,864
4.1 %
0%
20%
TD Bank
4,841,449
4.6%
0%
20%
City of Toronto
4,778,046
4.5%
0%
20%
Prov Alberta
1,203,083
1.1 %
0%
20%
$ 105,978,622
100.0%
There are other restrictions identified in the policy; however, we do not currently have any
investments to which they apply.
The Municipality was compliant with all restrictions on investment with individual institutions.
It should be noted that, per the policy, cash accounts (ONE HISA and TD Bank Savings) are
not to be included when determining the amount to be invested with an institution. For this
reason, the two accounts are listed separately in the table above.
Page 9
Term of Investment
The Municipality's policy has adopted ranges for term length to ensure liquidity and to
minimize interest rate risk. Note that investments greater than 10 years up to a maximum of
20 years have the additional requirement that they must be specifically tied to an expected
cash flow.
TABLE 2 TERM OF INVESTMENT
Minimum Maximum
Total Funds % of Total Ranae Ranae
90 Days
$ 34,616,932
32.7%
20%
100%
90 Days to 1 Year
10,810,303
10.2% 42.9%
30%
100%
1 to 5 Years
25,814,182
24.4%
0%
85%
5 to 10 Years
28,692,673
27.1 %
0%
50%
10 to 20 Years
6,044,532
5.7%
0%
30%
$ 105,978,622
100.0%
The Municipality was compliant with the stated term length restrictions. The TD Reserve
Bank account bank account is 77 per cent of the under 90 days investment total. Bank
accounts including the ONE HISA are immediately accessible and thereby highly liquid.
The investments in the 10 to 20 year terms are bank bonds and provincial bonds which are
considered to have good liquidity. There are uses for these long-term investments, but the
specifics have not been clearly identified. The link between long term investments and
expected cash flows should be developed as per the policy.
Type of Investment
To ensure that the Municipality has a diversified investment portfolio the following
restrictions are in place:
• Cash is unrestricted and includes the High Interest Savings Account as well as other
bank accounts held at chartered banks
• Federal debt is unrestricted
• Provincial debt is allowed to a maximum of 80 per cent in aggregate
• Municipal debt is allowed to a maximum of 35 per cent in aggregate
• Financial institution investments are allowed to a maximum of 60 per cent in
aggregate and includes bonds, GICs and other eligible investments
• Corporate debt is allowed, subject to rating restrictions, to maximum of 10 per cent in
aggregate
• ONE Investment pools (not including HISA) are allowed to a maximum of 25 per cent
in aggregate.
Page 10
TABLE 3 TYPE OF INVESTMENT
% of Minimum Maximum
Total Funds Total Ranae Ranae
HISA
$ 26,555,250
25.1%
0%
100%
Federal Debt
-
0.0%
0%
100%
Provincial Debt
1,203,083
1.1 %
0%
80%
Municipal Debt
4,778,046
4.5%
0%
35%
Financial Institutions
66,518,470
62.8%
0%
60%
Corporate Debt (non -financial)
-
0.0%
0%
10%
ONE Investment Pools
6,923,773
6.5%
0%
25%
$ 105,978,622
100.0%
As of March 31, 2021, the Municipality was not compliant with the restrictions for the
investment types as defined in the Municipal Investment Policy. There is an exceedance in
the percentage in financial institutions. The maximum limit is 60 per cent but as of March 31,
2021 there is 62.8 per cent. This is an overage of $2,931,297. It should be noted that
investments with financial institutions includes GICs, bank bonds, TD Reserve bank and
RBC HISA. As noted earlier, the TD General Fund is an operating account and is not
included in the investment policy. This non-compliance has occurred because of the
significant withdrawal from the ONE HISA account in February 2021 due to a significant
reduction in the account interest rate. While the non-compliance is noteworthy, it is not a
threat to the integrity and stability of the Municipal investments.
If you have any questions, please let me know.
Name: Catherine Carr
Job Title: Internal Audit Manager
Financial Services / CAO
Page 11
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Report To: Audit and Accountability Committee
Date of Meeting: June 29, 2021 Report Number: FSD-034-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: [If applicable, enter File Number] Resolution#:
Report Subject: Bank Signing Authority Policy
Recommendations:
1. That Report FSD-034-21 be received;
2. That the draft Bank Signing Authority Policy, as attachment #1, be approved;
3. That the draft by-law, as attachment #2, to repeal Bowmanville By-law 1786 and Town
of Newcastle By-law 88-97 be approved; and
4. That the Municipality's banking institutions, and any delegations, be advised of
Council's decision.
Page 12
Report Overview
With the recent changes in the organizational structure of the Municipality, including changes
in the organization of the Financial Services Department, Staff have reviewed the
appropriate signing officers for cheques and payments from the Municipality's bank
accounts.
The attached policy will determine who will have signing authority on disbursing funds from
the Municipality's bank (general, reserve, trust) accounts.
1. Background
1.1 The Municipal Act, 2001 s.286(1) states that "a municipality shall appoint a treasurer
who is responsible for handling all of the financial affairs of the municipality on behalf of
and in the manner directed by the council of the municipality..."
1.2 Subparagraph (c) goes further to state that the treasurer is responsible for "paying all
debts of the municipality and all other expenditures authorized by the municipality."
1.3 A best practice is for Council to designate individuals authorized to sign cheques and
approve payments on behalf of the Municipality. Clear delegation ensures that there is
proper review of payments and provides our financial institutions designated individuals
who may conduct banking on behalf of the Municipality.
1.4 With the recent organizational structure change, Staff were reviewing the signing
authorities to determine the proper positions authorized to sign on behalf of the
Municipality.
1.5 It was determined that two currently enacted by-laws spoke to signing authority. Further,
there appears to be Council approval after these by-laws that provides for
additional/contradictory signing approval.
1.6 The first by-law was By-law 1786 from the Town of Bowmanville was enacted in 1960.
This by-law provided the authority to the Treasurer or Deputy Treasurer and Mayor or
Reeve to sign for banking transactions of the Town of Bowmanville.
1.7 Secondly, it was determined that Town of Newcastle By-law 88-97 was still in effect.
This by-law, when bank accounts were established with the Bank of Nova Scotia,
authorized the Treasurer, Deputy Treasurer and Mayor to act as signing officers.
1.8 In Report FND-022-11, the CAO, Treasurer and Deputy Treasurer were approved as
the authorized signatories on the account with the Manulife Bank of Canada and that a
combination of two of the signatories may be authorized to sign agreements and other
documents related to that account. This resolution mirrored the process that was in
place for the other banking agreements starting either in 2007 or 2010 upon the change
of mayor. It should also be noted that effective 2006, the Municipal Act, 2001 repealed
Page 13
s.288 which required that the Mayor and Treasurer sign cheques (there is now no
specific requirement for who signs cheques).
1.9 The adoption of the attached policy follows current practice, is a best practice, and
would eliminate inconsistencies in our records. The Municipal Clerk recommends that
the two previous by-laws be repealed if Council were to adopt this policy to ensure there
is no confusion on where the signing authority is provided.
2. Proposed Policy
2.1 The proposed policy provides for four signing officers; this provides back-up if the
primary signors are away and unable to approve the payments. Either the CAO or the
Director of Legislative Services must be one signature. The other signature is either the
Director of Financial Services/Treasurer or the Manager of Accounting Services/Deputy
Treasurer.
2.2 Staff are proposing these positions to ensure that at least one financial person is signing
the cheques but that there is also oversight from a non -financial person. It is strongly
suggested that wording such as "Any two of..." not be included because this could result
in a situation where two non -financial parties sign cheques, or that two financial parties
circumvent reasonable oversight.
2.3 By not explicitly naming individuals, the authority remains when individuals change
positions. In addition, this eliminates the need to come back to Council each time there
is a change in signing officers, which expedites the ability to update signing officers with
the bank.
2.4 The policy allows for both mechanical and "wet" signatures on cheques. The
Municipality has been electronically affixing signatures to cheques for several years,
and it is an effective means of producing cheques. The Municipality continues to
transition vendors to Electronic Funds Transfer (EFT) as payment; however, not all
vendors are set up to receive payments electronically.
2.5 Transfers between accounts happen several times throughout the week and are part of
rebalancing the Municipality's bank accounts. Transfers between accounts do not
require the approval of the CAO or Director of Legislative Services but must be
approved by the Director of Financial Services/Treasurer or Manager of Accounting
Services/ Deputy Treasurer for oversight.
2.6 Any funds leaving the Municipality's bank accounts for an external source (including an
investment account held by the Municipality) will follow the cheque signing
requirements, regardless of whether the process is a cheque or electronic means.
Page 14
3. Concurrence
Not Applicable.
4. Conclusion
It is respectfully recommended that the attached Bank Signing Authority Policy be
approved and that the previously approved by-laws in the Town of Bowmanville and
Town of Newcastle be repealed.
Staff Contact: Trevor Pinn, CPA, CA, Director of Financial Services/Treasurer, 905-623-3379
ext. 2602, tpinn@clarington.net
Attachments:
Attachment 1 — Bank signing authority policy
Attachment 2 — Draft By-law to Repeal Town of Bowmanville By-law 1786 and Town of
Newcastle By-law 88-97
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POLICY TYPE:
SUBSECTION:
POLICY TITLE:
POLICY #:
POLICY APPROVED BY:
EFFECTIVE DATE:
REVISED:
APPLICABLE TO:
1. Purpose
Financial
Internal Control
Bank Signing Authority Policy
Council
July 6, 2021
1.1 The purpose of this policy is to establish the rules and practices for the approval of
disbursements from bank accounts held by the Municipality_
2. Scope
2.1 This policy applies to all Municipal departments, boards, committees, and other
organizations within the reporting requirements of the Municipality of Clarington_
3. Policy
3.1 All transactions affecting bank accounts of the Municipality require two signatures
or electronic approvals from the appropriately designated persons.
3.2 Either the Chief Administrative Officer or Director of Legislative Services together
with the Director of Financial Services/Treasurer or Manager of Accounting
Services/Deputy Treasurer are designated to sign cheques and approve electronic
fund transfers from bank accounts of the Corporation or a trust under the control of
the Corporation.
3.3 The Director of Financial Services/Treasurer and the Manager of
Accounting/Deputy Treasurer are authorized to designate staff to be given
permission to conduct the day-to-day electronic bank transactions including, but
not limited to, payment disbursement services, wire payments, remote deposit
capture, and account transfers.
Page 16
3.4 For further clarity, a transfer between accounts held by the Corporation are not
considered to be cheques or electronic funds transfers and would only require the
approval of two individuals, one being the Director of Financial Services/Treasurer
or the Manager of Accounting Services/Deputy Treasurer.
3.5 The signatures of designated bank signing persons may be written, printed or
otherwise mechanically or electronically reproduced on cheques.
3.6 Any mechanical equipment owned or used by, for or on behalf of the Corporation
for the reproduction of the signatures as contemplated in paragraph 5.4 hereof
shall be in and under the care, custody and control of the Director of Financial
Services/Treasurer or any other person, duly authorized in writing by the Director
of Financial Services/Treasurer.
3.7 Each board, committee, agency within the reporting requirements of the
Municipality shall establish a procedure for the approval of disbursements which
shall include a minimum dual signature requirement for all disbursements.
4. Policy Review
4.1 This policy shall be reviewed no less than once per term of Council or if deemed
necessary.
Page 17
Attachment 2 to FSD-034-21
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The Corporation of the Municipality of Clarington
By-law 2021-XXX
Being a by-law to repeal previous by-laws establishing signing authority in the Town of
Bowmanville and the Town of Newcastle.
Whereas Report FSD-034-21 was approved for the Municipality of Clarington
establishing signing authority for banking purposes;
Whereas there remains two by-laws passed by former municipalities providing for
signing authority that is contrary to the aforementioned adopted policy; and
Whereas Council wishes to remove the previously adopted signing authorities.
Now therefore the Council of the Municipality of Clarington enacts as follows:
1. That the Town of Bowmanville By-law 1786 be repealed.
2. That the Town of Newcastle By-law 88-97 be repealed.
3. That this by-law shall come into force, and effect, upon the date of passing.
Passed in Open Council this 6 day of July, 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
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Report To: Audit and Accountability Committee
Date of Meeting: June 29, 2021 Report Number: FSD-035-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: [If applicable, enter File Number] By-law Number:
Report Subject: Update to Municipal Investment Policy
Recommendations:
1. That Report FSD-035-21 be received; and
2. That the proposed updated Investment Policy, as attachment #1, be approved.
Page 19
Report Overview
Council must have an adopted Investment Policy under the Municipal Act, 2001. The
existing policy was drafted in 2018 and allowed the Municipality to invest in any prescribed
investment instrument; however, it also added several internally imposed restrictions in an
effort to increase diversity and reduce risk.
Since 2018, the economic climate has changed in such a way that the current restriction on
financial institutions to 60 per cent is problematic and does not provide the flexibility to obtain
reasonable rates of return. Previously a significant amount of cash was held in a high -
interest savings account and was not included in the calculation of "financial institutions"; the
recent drop in bank account rates makes this investment no longer feasible and the
Municipality is looking for alternatives. Therefore, staff propose to increase the financial
institution limit to 80 per cent and the individual institution restriction from 20 per cent to 25
per cent.
1. Background
1.1 The Municipality of Clarington is required, under the Municipal Act, 2001 to have an
investment policy adopted and approved by Council. This policy was last reviewed in
2018 and before that in November 2013.
1.2 The existing policy, and a discussion on recent changes to the legislation surrounding
investing for municipalities, were the subject of Report FND-011-18 on June 18, 2018.
1.3 The Municipality utilizes the legal list of investments as allowed under O.Reg 438/97,
which prescribes what investments a municipality may make.
1.4 Staff have provided several reports on investment options to General Government
Committee and Council, most recently Report FND-038-20, which was received for
information with direction for an information session to be delivered (this was at the
GGC meeting of January 25, 2021) to educate members of Council on investments.
1.5 This report has been prepared to update the Municipality's Investment Policy to
consider economic changes that have occurred since 2018, and provide increased
flexibility within the legal list framework that we continue to operate in. While staff are
still of the opinion that adopting the Prudent Investor Standard is the best course of
action for the Municipality, any change in investment regime would take time (currently,
there is no direction to move towards this regime) and during that period, we continue to
need to invest.
Page 20
Current Economic Conditions and Investments
1.6 Since the early part of 2020, there has been a reduction in fixed -income return rates on
eligible investments for the Municipality. The reduced interest rates became worse as a
result of the COVID-19 pandemic.
1.7 As central banks have reduced interest rates to support the economy, the rate of returns
on fixed -income instruments has remained extremely low. As most of our investments
are in fixed incomes, this has had a significant impact on the Municipality.
1.8 Interest rates have also affected bank accounts. The High -Interest Savings Account
offered by ONE Investment went from 0.915 per cent from March 2020 (2.415 per cent
in January 2020 high) to 0.165 per cent on January 1, 2021. Similarly, our interest rate
with TD Bank has gone from 0.78 per cent from March 31, 2020 (the last time Prime
was changed) to 0.61 per cent effective June 15, 2021 (there was an incremental
decrease March 1, 2021). The reduced interest rates increase the importance of active
investing and diversifying from fixed -income investments. The decrease in rate is
effectively $1,700 per year per $1,000,000 balance in lost revenue to the Municipality.
1.9 At the same time, equity instruments had a short-term reduction in March 2020 but have
rebounded and recovered their value. As noted in Report FSD-014-21 the adjusted
annual return in the equity portfolio is approximately 3.9 per cent since 2005.
1.10 As noted in the memo to Committee on May 5, 2021 from the Internal Audit Manager,
the Municipality of Clarington is outside of its approved investment policy. This is the
result of investments in financial institutions being 62.8 per cent rather than the
approved 60 per cent.
1.11 There are several remedies for this situation. The first step is looking at the investment
policy to determine if there is an appetite to increase the limit that the Municipality may
invest in financial institutions. Increasing this limit could potentially result in a higher
concentration of investments in one sector which increases concentration risk; however,
the financial services industry in Canada is highly regulated and considered a low -risk
industry. Given the limitations of the legal list, this is an area that most municipalities
have to invest in.
1.12 The second option, as investments mature, is to remove them from our current
investment advisor (RBC Dominion Securities) and invest in ONE Investment Pools in
their equity or bond portfolios. In past conversations, there appears to be a reluctance of
members of Council to invest in equities. Equities are a form of long-term investments
that allow for diversification in a portfolio.
1.13 The third option is to instruct our investment advisor to look at Provincial and Municipal
Debt, we have recently purchased some Province of Alberta bonds to add to our
portfolio. This again increases our diversification; however provincial and federal debt
tends to be low interest (it is also low risk).
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1.14 My recommendation is all three options should be utilized to most effectively manage
our investments. By increasing the allowable limits for financial institutions, the
Municipality is no longer in breach of its investment policy and immediate liquidation is
not required. In moving some funds, as they become available, to the ONE Investment
equity pools the Municipality will be able to diversify from fixed income and reduce risk
through the use of a pooled investment vehicle. Finally, looking at government debt
provides a liquid, low risk investment tool that provides better interest than bank
accounts but still preserves our investment capital.
2. Changes to Investment Policy
2.1 The proposed draft policy, attachment #1, has been placed in a new format to be
consistent with recent policies adopted by the Municipality. These formatting changes
do not impact the investment parameters for the Municipality.
2.2 The proposed draft increases the portfolio limit for investments in financial institutions
from 60 per cent to 80 per cent. This provides more flexibility to invest in low -risk bank
bonds, GICs and other notes which, during the COVID-19 pandemic, are the
predominant legal available investment.
2.3 Similarly, the draft proposes a change in the per financial institution limit from 20 per
cent to 25 per cent. This again provides a little more flexibility, currently we approximate
18 per cent for two of our institutions.
2.4 The policy proposes an exception to the 10 per cent restriction to invest in Municipal
Debt that is issued by the Region of Durham. It is possible that the Municipality may
wish to invest in its own debt issued through the Region of Debt. All other municipalities
would be restricted to ten per cent. Currently, the Municipality has investments in debt
from the City of Toronto.
2.5 Finally, the required review frequency of at least once per term of Council has been
updated to annually. Given the pace of economic changes, and the importance of
investment income as a non -tax revenue source, annual reviews are recommended. If
the Municipality were to eventually move to the Prudent Investor regime, annual
investment policy reviews are mandated.
3. Concurrence
Not Applicable.
Page 22
4. Conclusion
It is respectfully recommended that the attached Municipal Investment Policy be
approved.
Staff Contact: Trevor Pinn, CPA, CA, Director of Financial Services/Treasurer, 905-623-3379
ext.2602 or tpinn@clarington.net.
Attachments:
Attachment 1 — Draft Municipal Investment Policy G09
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 23
POLICY TYPE: Financial
SUBSECTION:
POLICY TITLE: Investments
POLICY #: G09
POLICY APPROVED BY: Council
EFFECTIVE DATE: July 3, 2018 (last revision)
REVISED: July 6, 2021
APPLICABLE TO: All Employees
1. Purpose
1.1 The Municipality of Clarington strives for the optimum utilization of its cash
resources within statutory limitations and the basic need to protect and preserve
capital, while maintaining solvency and liquidity to meet ongoing financial
requirements.
2. Scope
2.1 This policy includes all funds that are managed by the Municipality of Clarington
except for the Municipality's investment in Elexicon Group.
3. Definitions
3.1 Asset Backed Securities — Fixed income securities (other than a government
security) issued by a Special Purpose Entity, substantially all of the assets of
which consist of Qualifying Assets.
3.2 Basis Point —A unit that is equal to 11100th of 1 %, and is used to denote the
change in a financial instrument. The basis point is commonly used for calculating
changes in interest rates, equity indexes and the yield of a fixed -income security.
3.3 CHUMS Financing Corporation (CHUMS) —A subsidiary of the Municipal
Finance Officers Association of Ontario (MFOA) which in conjunction with the
Local Authority Services Limited (LAS) operates the ONE Investment Program.
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3.4 Credit Risk — The risk to an investor that an issuer will default in the payment of
interest and/or principal of a security.
3.5 Discount —The amount by which the par value of a security exceeds the price
paid for the security.
3.6 Diversification —A process of investing assets among a range of security types
by class, sector, maturity and quality rating.
3.7 ❑uration —A measure of the timing of the cash flows, such as the interest
payments and the principal repayment, to be received from a given fixed -income
security. This calculation is based on three variables: term to maturity, coupon
rate, and yield to maturity. The duration of a security is a useful indicator of its
price volatility for given changes in interest rates.
3.8 Holding Period Classification — Classification of investments based on the
intended period the Municipality would hold the asset, as follows:
i. Cash Equivalent: short-term highly liquid investments that are readily
convertible to known amounts of cash and that are subject to an
insignificant risk of changes in value.
Short-term: securities with a holding period of one year or less.
Long-term: securities with a holding period of greater than one year.
3.9 Liquidity —A measure of an assets' convertibility to cash
3.14 Local Authorities Service Limited (LAS) —A subsidiary of the Association of
Municipalities of Ontario (AMO) which in conjunction with CHUMS are members of
the ONE Investment Inc.
3.11 ONE Investment Inc. — An incorporated not -far -profit organization which includes
investment portfolios available for Ontario municipalities. Formerly was the ONE
Investment Program which is a professionally managed group of pooled
investments that meet eligibility criteria as defined by regulations under the
Municipal Act. Also includes the High Interest Savings Account (HISA).
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3.12 Market Risk — The risk that the value of a security will rise or decline as a result of
changes in market conditions.
3.13 Market Value — The current market price of a security.
3.14 Maturity — The date on which payment of a financial obligation is due. The final
stated maturity is the date on which the issuer must retire a bond and pay the face
value to the bondholder.
3.15 Par — The face value or principal value of a bond.
3.16 Premium — The amount by which the price paid for a security exceeds the
security's par value.
3.17 Principal — The face or par value of a debt instrument or the amount of capital
investment in a given security.
3.18 Rate of Return — The yield obtainable on a security based on its purchase price or
its current market price. Yield reflects coupon, term, liquidity and credit quality.
3.19 Schedule I Banks — Schedule I banks are domestic banks and are authorized
under the Bank Act to accept deposits, which may be eligible for deposit insurance
provided by the Canadian Deposit Insurance Corporation.
3.20 Schedule II Banks — Schedule II banks are foreign bank subsidiaries authorized
under the Bank Act to accept deposits, which may be eligible for deposit insurance
provided by the Canada Deposit Insurance Corporation. Foreign bank
subsidiaries are controlled by eligible foreign institutions.
3.21 Sinking Fund — Money accumulated on a regular basis, through regular
contributions and interest earnings, in a separate custodial account that is used to
redeem debt securities by a specified date.
3.22 Weighted Average Maturity (WAM) — The average maturity of all the securities
that comprise a portfolio.
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3.23 Yield to Maturity (YTM) — The annual return on a bond held to maturity when
interest payments and price appreciation (if priced below par) or depreciation (if
priced above par) are considered.
4. Objectives
4.1 The primary objectives of the investment program, in order of priority, shall be:
a. Adherence to statutory requirements;
b. Preservation of principal;
c. Ensuring availability of cash to meet disbursements and other obligations;
d. Maintaining liquidity;
e. Diversification of the investment portfolio, commensurate with constraints
above;
f. Earning a competitive rate of return, commensurate with constraints above;
g. Regular review of the effectiveness of the policy in meeting the above
objectives; and
h. Periodic audit of the investment program to ensure adherence to the policy.
4.2 Adherence to Statutory Requirements
4.2.1 All investment activities must be made in accordance with Section 418 (1) of
the Municipal Act, 2001, as amended which states that a municipality may
invest money it does not need immediately in securities, in accordance with
prescribed rules and regulations.
4.2.2 The prescribed securities that municipalities may invest in as well as the rules
for making investments, entering into related financial agreements and
reporting on activities is set out under Ontario Regulation 438/97, as
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amended. Any Provincial Statutes or Regulations will supersede and take
precedence over this policy.
4.2.3 Investments, unless limited further by Council, will be those deemed eligible
under O.Reg 438197 as amended.
4.3 Preservation of Capital
4.3.1 Safety of principal is an important objective of the investment program.
Investments shall be undertaken in a manner that seeks to ensure the
preservation of capital in the overall portfolio.
4.3.2 Staff shall mitigate credit risk through the following:
i. Limiting investments to safer types of securities;
ii. Diversifying the investment portfolio so that potential losses on
individual securities will be minimized.
4.3.3 Staff shall mitigate interest risk through the following:
i. Structuring the investment portfolio so that securities mature to meet
ongoing cash flow requirements, thereby reducing the need to sell
securities on the open market prior to maturity;
Investing operating funds primarily in shorter -term securities or
approved investment pools; and
Diversifying longer -term holdings to match term exposures to
requirements of underlying reserve funds and to mitigate effects of
interest rate volatility.
4.4 Maintaining Liquidity
4.4.1 The investment portfolio shall remain sufficiently liquid to meet all operating or
cash flow requirements and limit temporary borrowing requirements. This
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shall be done where possible by structuring the portfolio such that securities
mature concurrent with anticipated cash demands.
4.4.2 The portfolio shall consist largely of securities with active secondary or resale
markets to ensure liquidity. A portion of the portfolio may be placed in local
government investment pools which offer liquidity for short-term funds.
4.5 Competitive Rate of Return
4.5.1 Notwithstanding the other objectives of this policy, the Municipality shall
maximize the rate of return earned on its investment portfolio by implementing
a dynamic strategy as part of the investment program.
4.5.2 Diversification, as well as ensuring safety of principal by limiting exposure to
credit, sector or term risk, provides opportunities to enhance the investment
return on the Municipality's portfolio.
5. Standards of Care
5.1 Prudence
5.1.1 Investments shall be made in accordance with the policy, under the prevailing
circumstances. Consideration of the probable safety of the principal as well as
income to be derived should be of primary concern.
5.1.2 Staff acting in accordance with procedure and this investment policy and
having exercised due diligence, shall be relieved of personal responsibility for
any individual security's credit risks or market price changes, provided
deviations from expectations are reported in a timely fashion and the
liquidation or sale of securities are carried out in accordance with the terms of
this policy.
5.2 Ethics and Conflict of Interest
5.2.1 Employees involved in the investment process shall refrain from personal
business activity that could conflict with the proper execution and
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management of the investment program, or that could impair ability to make
impartial decisions.
5.2.2 Employees involved in investment procedures shall disclose all material
interests in financial institutions with which they conduct business. They shall
further disclose any personal financial/investment positions that could be
related to the performance of the investment portfolio.
5.2.3 Employees and officers shall not undertake personal investment transactions
with the same individual with whom business is conducted on behalf of the
Municipality_
5.2.4 If a staff member of the Finance Department or any elected or appointed
member of the Municipality is party to, or has a direct or indirect beneficial
interest in an investment transaction of the Municipality, he or she must
provide full disclosure of that interest to the Director of FinancelTreasurer (or
designate). The Director of Finance (or designate) will determine whether the
Municipality's investment is to continue to be retained or sold forthwith.
5.3 Safekeeping and Custody
5.3.1 All securities shall be held for safekeeping by a financial institution approved
by the Municipality. Individual accounts shall be maintained for each portfolio.
All securities shall be held in the name of the Municipality_
5.3.2 The depository shall issue a safekeeping receipt to the Municipality listing the
specific instrument, rate, maturity and other pertinent information. On a
periodic basis (preferably monthly), the depository will also provide reports,
which lists all securities held by the Municipality, the book value of holdings
and the market value as of month -end.
6. Delegation of Authority
6.1 The Director of Finance/Treasurer has overall responsibility of the investment
portfolio. The Director of Finance/Treasurer shall be responsible for all
transactions undertaken, and shall establish a system of controls to regulate the
activities of subordinate officials and shall exercise control over that staff. The
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Director of Finance/Treasurer or designate have the authority to make investment
decisions for the Municipality
6.2 The Director of Finance/Treasurer or designate shall be authorized to enter into
arrangements with banks, investment dealers and brokers, and other financial
institutions for the purchase, sale, redemption, issuance, transfer and safekeeping
of securities in a manner that conforms to the Municipal Act, 2001 and the
Municipality's policies.
7. Approval Requirements
7.1 All investment transactions must be approved by two of the following:
i. CAO
ii. Director of Financial Services/Treasurer
Manager of Accounting Service/Deputy Treasurer
7.2 Signing authority for transactions from the Municipality's bank account to an
investment account would follow the signing authorities outlined in the Banking
Signing Authorities Policy.
8. Council Reporting
$.1 The Director of Finance/Treasurer shall provide an annual investment report to
Council which shall contain at a minimum:
i. A statement about the performance of the portfolio of investments
during the period covered by the Report;
The balance of the current outstanding investment portfolio;
A statement as to whether or not all investments were in accordance
with the investment policies and goals of the Municipality;
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iv. If applicable, a description of the estimated proportion of investments
that are invested in the Municipality's own long-term and short-term
securities and a description of the change, if any, in the estimated
proportion since the previous report;
V. If applicable, a record of the date of each transaction in or disposal of
its own securities, including a statement of the purchase and sale price
of each security; and
vi. Contains such other information that the Council may require or that, in
the opinion of the Treasurer or designate, should be included.
8.2 If an investment made by the Municipality is, in the Treasurer or designate's
opinion, not consistent with the investment policies and goals adopted by the
Municipality, the Treasurer shall report the inconsistency to Council within 30 days
after becoming aware of it.
9. Eligible Investments and Statutory Requirements
9.1 Investment Funds
9.1.1 The Municipality maintains the following funds:
General Fund
Non -Development
Charges Reserve Fund
To provide a source of
funding for operating and
non -DC supported capital
expenditures.
To provide a source of
funding for reserve funds
which are not funded by
The investment horizon for
this fund is typically within
24 months. However
longer -term investments
may be made to recognize
increased returns.
The investment horizon for
these funds is typically 5
years. There will be
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Development Charges.
Typically requirements
relate to the Municipality's
capital plan.
deposits annually from
budgeted contributions as
well as withdrawals to
support the annual budget
requirements.
Development Charges To provide a source of The DC study has a
Reserve Fund funding for growth -related horizon of 5 years, within
activities funded through this fund there will be
development charges. withdrawals and deposits
annually.
Strategic Capital Fund
Long-term asset
management strategic
financing tool; Investment
in debt financing
opportunities through
internal debenture
issuance; investment in
servicing of non-residential
areas as a front -ending
tool
The key investment driver
is to ensure liquidity in the
portfolio that can be used
to finance approved
growth -related
expenditures.
This fund has an
investment horizon of over
5 years.
The key investment driver
is to earn a return which
can be used to fund other
activities while preserving
capital.
This fund does not see
significant levels of
transactions annually and
is more focused on specific
projects which qualify
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Trust Funds May include funds held for
the perpetual care of
cemeteries under the
control of the Municipality.
Trusts may also include
bequests made to the
Municipality. These
bequests may be restricted
in use, which varies based
on the individual_
under the establishing by-
law_
This fund has an
investment horizon of 5
years.
As these funds are held in
trust for other parties, the
key investment driver is
maintain the capital while
earning a reasonable
return.
9.1.2 The above categories are funds which manage similar accounts. For example
the Development Charge Reserve Fund invests for all individual ❑C Reserve
Funds, individual accounts are not required to be established. An individual
investment security may be made utilizing funds from different sources (i.e. a
GIC in the DC Reserve Fund may relate to general government, parks and
road DC reserve funds).
9.2
9.2.1
9.2.2
Eligible Securities
Eligible securities are prescribed under O.Reg 438/97, as amended.
Investments shall be diversified by:
i. Limiting investments to avoid over -concentration in securities from a
specific issuer or sector (excluding Government of Canada securities);
Limiting investment in securities to those that have higher credit ratings;
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iii. Investing in securities with varying maturity dates;
iv. Investing primarily in liquid, marketable securities which have an active
secondary market, to ensure appropriate liquidity_
9.3 Investment Limitations
9.3.1 To promote diversification, the following percentage weightings for each type
of investment within the portfolio shall be established and maintained:
Federal Debt
Provincial Debt
Municipal Debt
Municipal Corporation Equity
Financial Institutions
Corporate Debt (non -financial)
ONE Investment Pools
100%
80% 20% per province
35% 10% per municipality
(except the Region of
Durham)
50% 50% per municipal
corporation
80% 25% per financial
institution
10% 5% per corporation
25% 15% per portfolio
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9.3.2 To promote diversification and ensure liquidity, the following percentage
weightings for the investment portfolio shall be established and maintained:
Less than 1 year 30% to 100%
From 1 year up to, but not including, 5 0% to 85%
years
From 5 years up to, but not including 0% to 50%
10 years
From 10 years up to 20 years 0% to 30%
9.3.3 Unless matched to a specific cash flow, the Municipality will not directly invest
in securities maturing more than 10 years from the date of purchase. Reserve
funds and other funds with longer -term investment horizons may be invested
in securities exceeding ten (10) years, provided they match as practicably as
possible to the expected use of funds.
9.3.4 Portfolio size limitations listed above will be applicable based on the allowable
percentage of the portfolio on the day the investment is made. Limitations
relate to the total investment portfolio and are to be applied to the
Municipalities' separate funds that it manages.
0.3.5 When determining the portfolio limitation:
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i. The total portfolio (denominator) shall include all cash, cash
equivalents, short-term investments and long-term investments
(excluding investment in Elexicon Group Inc.)
Funds held within general or high interest savings accounts shall not be
used to determine the maximum category or sector limitations
(numerator). For further clarification, funds held in a bank account do
not count towards the 25 per cent limit for the institution.
g.3.fi The Municipality may invest in US denominated funds, as allowed by
regulation, provided that the purpose of the investment relates to a pending or
anticipated purchase which is to be denominated in US funds and it is prudent
to mitigate from foreign exchange risk.
10. Policy Review
10.1 This policy shall be reviewed annually and updated as necessary.
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If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: Audit and Accountability Committee
Date of Meeting: June 29, 2021 Report Number: FSD-036-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: [If applicable, enter File Number] By-law Number:
Report Subject: Purchasing By-law Review 2021
Recommendations:
1. That Report FSD-036-21 be received;
2. That the updated By-law attached to this Report (Attachment 1) be passed; and
3. That all interested parties listed in Report FSD-036-21 and any delegations be
advised of Council's decision.
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Report Overview
To request authorization from Council to update the Purchasing By-law No. 2015-022.
1. Background
1.1 At its meeting held on, March 9, 2015 General passed resolution #GPA-191-15
adopting the revised Purchasing By-law designed to meet departmental requirements
and operational needs while ensuring effective controls. As a requirement of the
Purchasing By-law, the Purchasing Manager is required to undertake a comprehensive
review of the Purchasing By-law every five years. The proposed updated By-law
(Attachment 1) repeals the existing By-law 2015-022.
1.2 The Purchasing By-law outlines the authority for the procurement of goods and
services, including the following:
• The authority and duties of the Purchasing Manager
• The process for bid solicitation and awarding of contracts
• The conditions under which goods and services can be sourced without a
competitive process
• Purchasing limits and delegation of authority
• Compliance
• Pricing/cost
2. Review Process
2.1 The Director of Financial Services/Treasurer and Staff from the Purchasing Services
Division established a working team to review and discuss revisions to the Purchasing
By-law to address operational improvements. Several meetings were held to review and
discuss the various sections of the Purchasing By-law. While some of the changes are
substantive, many of the changes are administrative.
2.2 The changes being proposed will allow Purchasing Staff to focus on higher dollar value
purchases, shorten the lead time for the procurement of goods and promote efficiencies.
A summary of proposed revisions to the new Purchasing By-law are shown below:
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By-law Provisions
1. Definition
• Include a definition for Single Source purchase
• Include a definition for Sole Source purchase
2. Bid Types and Limits
a) Informal Request for Quotation
• Increase the authority to make acquisitions from between $5,000 - $25,000 to
between $5,000 - $50,000
b) Formal Request for Quotation
• Increase the authority to make acquisitions from between $25,000 - $100,000
to between $50,000 - $100,000
c) Bonds and Deposits
• Reword to delete any reference to cash and envelope and to include
accepting e-Bond.
d) Bid Procedure
• Delete any reference to hard copy submission and replace with "electronic
process"
e) Bid Opening
• Delete any reference to hard copy submission and public opening and
replaced with "Unless otherwise stated, all Bids shall be opened by the
Purchasing Manager and results posted publicly on the Municipality's
website".
f) Approval Limits and Reporting
• Change CAO's approval limit from $250,000 to $500,000
• Change the limit for award of contract for goods and services requiring
Committee's approval from $250,000 to $500,000
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• Department Head may hire a consultant directly if the cost is below $25,000,
down from $30,000, in line with the treatment for other purchases
• CAO will approve hiring of consultants between $25,000 to $50,000
• Change the limit for award of contract for consulting and professional services
requiring Committee's approval from $30,000 to $50,000.
3. General Purchasing Policies
a) Fair Wage Policy
• Deleted
b) Lobbying
• Included a new section on lobbying as follows:
All prospective bidders are prohibited from lobbying any member of Council, staff
and consultants, appointed member and any staff of any Board during the period
commencing at the time of issuing a bid solicitation and ending at the time of the
award of the contract. The Municipality may reject any bid by a supplier that
engages in such lobbying, without further consideration, and may terminate that
supplier's right to continue in the bid solicitation process.
4. Schedule A
• Delete Engineering Services and Engineering Consulting Services from Schedule
from Schedule A.
5. Other Changes
• Other changes made are administrative in nature.
6. Future changes
• The Purchasing Services Division and the Energy and Climate Change Response
Co-Ordinator are working together on a green procurement policy. A separate report
will be sent to Council once the policy has been finalised.
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3. Concurrence
Departments Heads have been consulted during the review process and the report has
been reviewed by the Director of Municipal Services/Municipal Solicitor who concurs
with the recommendation.
4. Conclusion
4.1 Overall, the general consensus is that the By-law facilitates efficient procurement
processes and effectively meets the operating requirements of the Municipality's
operating Departments while ensuring appropriate controls and accountability
measures.
4.2 It is respectfully recommended that the By-law attached to this report as attachment #1
be passed.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or
dferguson@clarington.net
Attachment:
Attachment 1 — Proposed updated Purchasing By-law.
Interested Parties:
There are no interested parties to be notified of Council's decision.
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Purchasing By -Law 2021-xxx
Table of Contents
Part1 — Interpretation................................................................................................... 3
Definitions.................................................................................................................... 3
WordUsage.................................................................................................................5
Severability.................................................................................................................. 6
References...................................................................................................................
6
Application................................................................................................................... 6
Part2 — Authority.......................................................................................................... 6
Purchasing Manager Authority..................................................................................... 6
ApprovalAuthority........................................................................................................ 6
SigningAuthority........................................................................................................... 7
Part 3 — Bid Types and Limits...................................................................................... 7
Purchasesup to $5,000.............................................................................................. 7
Informal Request for Quotation ($5,001 -$50,000)...................................................... 7
Formal Request for Quotation ($50,001 - $100,000)................................................... 7
Acquisitions over$100,000.......................................................................................... 7
RoutinePurchases....................................................................................................... 8
Negotiations / Single / Sole Source Purchases............................................................ 8
Requests for Proposal.................................................................................................
8
Product Demonstrations and Information..................................................................... 9
BidPre-Qualification....................................................................................................
9
Bondsand Deposits..................................................................................................... 9
Initial Bid Procedures.................................................................................................
10
Changes to Bids under Call.......................................................................................
11
Withdrawalof Bids.....................................................................................................
12
BidOpening...............................................................................................................
12
Verificationof Bids.....................................................................................................
12
Rejectionof Bids........................................................................................................
13
BidCancellation.........................................................................................................
14
AbsoluteRight............................................................................................................
14
LocalPreference........................................................................................................
14
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Approval Limits and Reporting (Excluding Consulting and Professional Services) ....... 15
Council Recess Procedures.......................................................................................
15
Consulting and Professional Services (Excluding Schedule "A" Exemptions)............
15
Co -Operative Purchasing...........................................................................................
16
Emergency Purchases...............................................................................................
16
Part 4 — General Purchasing Policies........................................................................16
Default By Successful Bidder.....................................................................................
16
Conflictof Interest......................................................................................................
17
Access and Disclosure...............................................................................................
17
Records Retention and Destruction...........................................................................
17
Complaints and Inquiries...........................................................................................
18
Insurance...................................................................................................................
18
PurchasingCards......................................................................................................
18
Disposalof Goods......................................................................................................
18
OverExpenditures.....................................................................................................
19
Sustainability..............................................................................................................
19
Accessibility for Ontarians with Disabilities Act, 2005................................................
19
Part 5 — General Provisions........................................................................................19
By -Law Review..........................................................................................................
19
Repeal.......................................................................................................................
19
EffectiveDate.............................................................................................................
19
Schedule"A"...............................................................................................................
21
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If this by-law is required in an alternate accessible format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 2021-xxx
being a by-law to provide policies and procedures
for the procurement of goods and services.
WHEREAS pursuant to section 270 of the Municipal Act, 2001, the Corporation is
required to establish and maintain policies with respect to its procurement of goods and
services; and
WHEREAS the Corporation wishes to procure goods and services in the most efficient
and cost effective manner possible; and
WHEREAS the Corporation is committed to ensuring that its procurement policies and
procedures are fair, open and transparent.
NOW THEREFORE the Corporation of the Municipality of Clarington hereby enacts as
follows:
Part 1 — Interpretation
Definitions
1. In this by-law,
"Acquisition" means the purchase of a Good and/or Service for use on a permanent
or temporary basis;
"Bid" means a Proposal, Quotation or Tender;
"Bidder" is a Person who responds to a Bid Solicitation;
"Bid Solicitation" means a request by the Corporation for Bids for the provision of
Goods and/or Services through an RFP, RFQ or RFT;
"CAO" means the Chief Administrative Officer of the Corporation or a designate;
"Clerk" means the Municipal Clerk of the Corporation or a designate;
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"Committee" means the General Government Committee of Council;
"Consulting and Professional Services" means services provided by architects,
engineers, designers, environmental consultants, surveyors, management and
financial consultants, bankers, auditors, brokers, soil consultants, real estate
appraisers, Ontario land surveyors, web designers or any other consultant or
professional, but does not include any consulting and professional services referred
to in Schedule "A";
"Corporation" means The Corporation of the Municipality of Clarington;
"Cost" means the actual cost of an Acquisition excluding taxes;
"Contract" means an agreement between two or more Persons one of whom is the
Corporation;
"Council" means the Council of the Corporation;
"Department" means a Department of the Corporation identified on the annual
organization charts and reflected in the prevailing budget;
"Department Head" means the Director of one of the Departments or a designate;
"Disqualified Bidder" means a Bidder that has provided unsatisfactory Goods
and/or Services to the Corporation and consequently had a Contract terminated or
been notified by the Purchasing Manager that they are not eligible to submit a Bid;
"Expression of Interest" or "EOI" means general market research used prior to a
Bid Solicitation to determine if there is an interest in a proposed Acquisition;
"Goods and/or Services" means any goods and/or services required by the
Corporation other than goods and/or services listed in Schedule "A";
"Local Board" means a local board (as that term is defined in the Municipal Act,
2001) of the Corporation;
"Person" includes an individual, association, firm, partnership, corporation, union,
trust, organization, trustee or agent, and their heirs, executors, administrators,
successors and assigns;
"Proposal" means an offer from a Bidder made in response to an RFP;
"Purchase Order" means a Contract or a written acceptance of a Proposal, issued
on forms prescribed by the Purchasing Manager;
"Purchasing Manager" means the Purchasing Manager of the Corporation or a
designate;
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"Quotation" means an offer from a Bidder made in response to an RFQ;
"Request for Proposal" or "RFP" is a form of Bid Solicitation in which the
Corporation invites one or more potential suppliers to submit proposals with respect
to the supply of particular Goods and/or Services, which the Purchasing Manager in
consultation with the Department Head, determines may be dependent upon non -
price factors and may require negotiations between a Bidder and the Corporation
before a Contract is made between them;
"Request for Quotation" or "RFQ" is a form of Bid Solicitation in which the
Corporation requests either informal quotations or formal quotations;
"Request for Tender" or "RFT" is a form of Bid Solicitation in which the Corporation
publishes the specifications, terms, conditions and details concerning a proposed
Contract, and invites or advertises prospective Bidders to submit Tenders;
"Responsive and Responsible Bidder" is a Person responding to a Bid Solicitation
who complies with its provisions and who can reasonably be expected to provide
satisfactory performance of a proposed Contract based on reputation, references,
performance on previous contracts, and proof of sufficient financial and other
resources;
"Single Source Purchase" means a non-competitive purchase where there are
other suppliers of the product or service available, however, for reasons such as
emergency, proprietary, matching existing equipment, health and safety concerns,
time constraints, etc., the purchase is sourced to a specific vendor.
"Sole Source Purchase" means a non-competitive purchase where there is only
one supplier of the product or services and as a result a competitive quotation
process is not possible.
"Tender" means an offer received from a Bidder in response to an RFT;
"Treasurer" means the Director of Financial Services/Treasurer of the Corporation
or a designate; and
"Weighted Evaluation Criteria" means criteria that are taken into account when
evaluating Proposals including qualitative, technical and pricing considerations.
Word Usage
2. This by-law shall be read with all changes in gender or number as the context may
require.
3. A grammatical variation of a defined word or expression has a corresponding
meaning.
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Severability
4. Should any section or part of this by-law be held by a Court of competent
jurisdiction to be invalid, the remainder of this by-law shall not be affected.
References
5. In this by-law, reference to any Act, By-law or Policy is reference to that Act, By-
law or Policy as it is amended or re-enacted from time to time.
6. Schedule "A" (Exempt Good and/or Services) is attached to and forms part of this
by-law.
7. All references to dollar figures are Canadian dollars.
8. Unless otherwise specified, reference in this by-law to a clause, section or
Schedule is to a clause, section or Schedule in this by-law.
Application
9. This by-law shall not apply to the acquisition of any interests in real property. Such
matters shall be governed by By -Law 2011-011 and subsequent by-law.
10. This by-law shall not apply to the Acquisition of any Goods and/or Services listed in
Schedule "A".
Part 2 — Authority
Purchasing Manager Authority
11. The Purchasing Manager shall have the authority to act as agent of the
Corporation for the purpose of acquiring all Goods and/or Services required by
the Corporation.
12. The Purchasing Manager shall determine the method of Acquisition having
regard to the nature, importance or urgency associated with the purchase
requisition, subject to the general trade practice, market conditions and the
provisions of this by-law.
Approval Authority
13. No employee of the Corporation shall have the authority to make or approve an
Acquisition or award a Contract for any Good and/or Service unless funds for such
Acquisition have been allocated in a budget approved by Council. If a
recommended Bid is in excess of an approved budget limit but within the approval
limits of this by-law, the Treasurer, after consultation with the Department Head,
must approve the source of additional funding.
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14. Contracts shall not be split so as to circumvent the established method of purchase
or the approval limits imposed by this by-law unless, in the opinion of the
Purchasing Manager, after consultation with the Department Head, if it is deemed
advantageous to acquire components of a major project through separate
Contracts.
Signing Authority
15. Authority to make or approve an Acquisition or award a Contract for any Good
and/or Service includes the power to sign all documents necessary to effect the
Acquisition. Where a Department Head or the CAO has the authority to sign a
Contract, the Purchasing Manager may sign on their behalf.
Part 3 — Bid Types and Limits
Purchases up to $5,000
16. Goods and/or Services not exceeding a Cost of $5,000, (excluding computers,
software, computer accessories and cell phones) do not require the submission of a
Purchase Order (unless one is required by the vendor) and may be purchased by
individual Departments as required at the lowest available Cost. However, if a term
order or another form of Contract is established, then the Department must
purchase from the Contract vendor. Computers, software, computer accessories
and cell phones must be ordered in coordination with the IT Division using a
Purchase Order.
Informal Request for Quotation ($5,001 - $50,000)
17. The Purchasing Manager shall have the authority to make Acquisitions for which
the Cost is between $5,001 up to a maximum of $50,000 at the lowest available
Cost, provided a minimum of three Quotations have been received where they are
reasonably required and possible to obtain.
Formal Request for Quotation ($50,001 - $100,000)
18. The Purchasing Manager shall have the authority to make Acquisitions for which
the Cost is between $50,001 up to a maximum of $100,000 at the lowest
available Cost, provided where they are reasonably required and possible to
obtain, at least three formal Quotations have been received and the lowest
Responsive and Responsible Bid received is acceptable.
Acquisitions over $100,000
19. Subject to sections 20, 21 and 23, Acquisitions that are anticipated to have a
Cost in excess of $100,000 shall be made through an RFT.
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Routine Purchases
20. Where, in the opinion of the Purchasing Manager in consultation with the
Department Head, a proposed Acquisition is of a routine and repetitive nature, the
Purchasing Manager may obtain written Bids from suppliers and a Contract may
be awarded.
Negotiations / Single / Sole Source Purchases
21. In place of a Bid Solicitation, Goods and/or Services may be purchased through
negotiation, Single or Sole source purchases where, in the opinion of the
Purchasing Manager in consultation with the Department Head,
(a) the sources of supply are restricted to the extent that there is no effective
price competition;
(b) the purchase involves Goods and/or Services,
(i) that are in short supply due to market conditions;
(ii) for which there is no reasonable substitute or competitive product; or
(iii) for which compatibility with an existing product/services is the
overriding consideration;
(c) the purchase involves specialized preassembled goods;
(d) the Bid from the lowest Responsive and Responsible Bidder substantially
exceeds the estimated Cost;
(e) no Bid from a Responsive and Responsible Bidder is received and it is
impractical to issue another Bid Solicitation;
(f) the extension or reinstatement of an existing Contract would prove most
cost-effective or beneficial to the Corporation;
(g) the terms and conditions of a Proposal provide for negotiation with the
selected Bidder; or
(h) Council has specifically authorized an Acquisition through negotiation.
22. In the case of a Contract for a construction project, negotiations shall be conducted
in accordance with the Canadian Construction Documents Committee (C.C.D.C.)
Document 23 published by the Canadian Construction Association where expressly
required by the provisions of an RIFT.
Requests for Proposal
23. Irrespective of the anticipated Cost, where the Purchasing Manager in
consultation with the Department Head determines that a proposed Acquisition
involves unique or complicated circumstances, the Acquisition may be made
through the use of an RFP.
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24. (1) In this section, "Two Envelope Method" means a procurement process in
which,
(a) a Bid is submitted in two separate envelopes, the first of which
contains technical and qualitative information and the second of
which contains price information; and
(b) Weighted Evaluation Criteria are applied and the second envelope is
opened only if the first envelope shows the Bidder to be qualified.
(2) The Purchasing Manager, in consultation with the Department Head, may
use an RFP process that utilizes a Two Envelope Method.
25. RFPs may be called by public advertisement or invitation to specific Bidders.
26. All RFPs shall be submitted in the prescribed manner and delivered to the
Purchasing Manager.
27. It is the Corporation's general policy to select the Proposal that best meets the
requirements of the RFP based on Weighted Evaluation Criteria.
Product Demonstrations and Information
28. No requests for prices or demonstrations for approved projects or programs above
$5,000 shall be made without prior consultation with the Purchasing Manager.
29. Requests on behalf of the Corporation may be made by Department Heads for
informal non -binding product and technical information, catalogues and price lists.
Each Department Head shall provide the Purchasing Manager with such data,
specification details and information relating to a proposed Acquisition, including the
Corporation's approved budget prices. The Purchasing Manager shall obtain all
binding or estimated prices provided by potential Bidders.
Bid Pre -Qualification
30. (1) In this section, "Pre -qualification" means a procedure whereby a prospective
Bidder satisfies the Corporation that it is capable of supplying a particular Good
and/or Service as a condition of being allowed to submit a Bid.
(2) If, in the opinion of the Purchasing Manager, Pre -qualification is required, the
Contract, if awarded at all, must be awarded to the lowest Responsive and
Responsible Bidder who has been pre -qualified.
Bonds and Deposits
31. All Bid deposits required as part of any Bid Solicitation shall be provided by certified
cheque, bank draft or money order made payable to "The Corporation of the
Municipality of Clarington". Bid bonds, including electronic bond, shall be issued by
a licensed surety company authorized to carry on business in Ontario, and shall be
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in an amount and in a form satisfactory to the Corporation. Bid deposits shall be
submitted in accordance with the following schedule, unless otherwise specified in
the Bid Solicitation:
Total Amount of Bid
Up to $20,000.00
Up to $50,000.00
Up to $100,000.00
Up to $250,000.00
Up to $500,000.00
Up to $1,000,000.00
Up to $2,000,000.00
Over $2,000,000.0
Minimum Bid Deposit Required
$1,000.00
$2,000.00
$5,000.00
$10,000.00
$25,000.00
$50,000.00
$100,000.00
$200,000.00
32. When the deposit of a performance bond and/or labour and material payment bond
is a requirement of a Bid Solicitation, such bonds shall be,
(a) in the amounts specified in the Bid documents;
(b) issued by a licensed surety company authorized to carry on business in
Ontario;
(c) in a form approved by the Corporation; and
(d) delivered by the Bidder to the Purchasing Manager prior to execution of the
Contract.
33. Following the award of a Contract, all deposits that are in the form of certified
cheques or money orders, except for the deposits supplied by the successful and
next to successful Bidders in the case of a Contract award, shall be returned to the
unsuccessful Bidders. Retained Bid deposits shall be held until the Contract is
executed by the Corporation, unless otherwise determined by the Purchasing
Manager.
34. Following the cancellation of a Bid Solicitation, all deposits shall be returned to the
Bidders.
35. If a successful Bidder fails to enter into a Contract, the Bid deposit shall be forfeited
to the Corporation. If a Bid bond is deposited, it may be called by the Treasurer
and the amount of money thereby obtained shall be forfeited to the Corporation.
Initial Bid Procedures
36. If required, Bid Solicitations shall be advertised in the method deemed most
appropriate by the Purchasing Manager which may include, but shall not be limited
to periodicals, newspapers and/or websites.
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37. All closing times shall be established by the Purchasing Manager.
38. The Purchasing Manager shall make the bid document available to all prospective
Bidders through an electronic process.
39. Where a fee is required for Bid documents, prospective bidders shall be required
to pay for the bid document in the manner stipulated in the call document"
List of Registered Bidders
40. Contact information of all prospective Bidders who have obtained or who have
requested the material set out in Section 38 shall be recorded in order to facilitate
distribution of addenda when necessary to change or cancel a Bid under call.
Changes to Bids under Call
41. Interpretations of, or qualifications or changes to, a Bid Solicitation shall be made in
the form of a written addendum. Addenda shall be necessary to revise, delete,
substitute or add to a Bid under call. The Purchasing Manager shall approve the
issuance of any addendum or the cancellation of a Bid Solicitation.
42. A copy of each addendum or a notice of posting of each addendum shall be
forwarded to registered Bidders by electronic means and posted on the
Corporation's website.
43. Where an addendum is released after the receipt of one or more Bids which, in the
opinion of the Purchasing Manager, may affect a Bid, all Bids received prior to the
Bid closing may be withdrawn.
44. The Purchasing Manager in consultation with the Department Head may cancel a
Bid Solicitation either before or after Bids are opened. The procedure for the
notification to Bidders set out in section 42 shall apply to a notice of cancellation. If
a Bid is cancelled prior to opening, all Bids received after cancellation shall be
rejected.
Formal Bid Submissions
45. The Purchasing Manager shall,
(a) record time and date of all Bids received, in an appropriate manner;
(b) refuse to accept any Bid from a Disqualified Bidder;
(c) record all accepted Bids;
(d) maintain safe control of all accepted bids until needed;
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(e) refuse to accept any Bid that is not received in accordance with the terms and
conditions of the bid document, prior to the closing time established for that Bid.
Reasons for nonacceptance shall be communicated to the Bidder.
Withdrawal of Bids
46. A Bid can only be withdrawn prior to the close of Bids, as stipulated in the bid
documents. Requests to withdraw received following the close of Bids shall not
be accepted.
Bid Opening
47. Unless otherwise stated, all Bids shall be opened by the Purchasing Manager and
results posted publicly on the Municipality's website
48. All Bids shall be checked to determine that each Bidder has submitted one Bid only.
Should more than one Bid be submitted, and no withdrawal notice has been
received, the Bid with the latest time stamp shown shall be deemed to have
superseded the earlier Bid and the Bidder shall be bound by the contents of the
more recent Bid. If surety bonds are required to be submitted with the Bid at the
time of closing, and the Bidder has included the required surety bonds with the first
bid, the surety bonds may be deemed applicable to the Bid submitted with the
second bid received.
49. Any Bid that does not appear on initial examination by the Purchasing Manager to
satisfy the requirements of this by-law shall be deemed an "Improper Bid", but shall
nonetheless be subject to further examination to determine whether it should be
rejected pursuant to sections 51, 52 and 53.
Verification of Bids
50. Every Bid submitted shall be checked by the Purchasing Manager who shall ensure
that,
(a) it complies with the Bid Solicitation requirements;
(b) unit prices have been correctly extended;
(c) extensions have been correctly totalled; and
(d) applicable taxes have been calculated correctly.
51. Any extension errors, addition errors or incorrect tax calculations may be
corrected provided that the Purchasing Manager is satisfied that it is a bona fide
error, and not a price revision.
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Rejection of Bids
52. After Bid opening, the Purchasing Manager shall reject any Bid from a Bidder who
did not attend a mandatory pre -Bid meeting.
53. After Bid opening, the Purchasing Manager may accept or waive a minor and
inconsequential irregularity, or where reasonable to do so, the Purchasing
Manager may, as a condition of Bid acceptance, request a Bidder to correct a
minor and inconsequential irregularity with no change in Bid price. The
determination of what is, or is not, a minor and inconsequential irregularity, the
determination of whether to accept, waive, or require correction of an irregularity,
and the final determination of the validity of a Bid, shall be at the Purchasing
Manager's sole discretion. Without limiting the generality of the foregoing, the
Purchasing Manager may reject a Bid if it,
(a) is not submitted on the correct Bid form;
(b) is not submitted in the manner specified in the bid document or is illegible or
unclear;
(c) does not provide all entries for all unit prices referred to in the Bid Solicitation
(unless otherwise specified in the Bid Solicitation) or is otherwise incomplete
in any material respect;
(d) includes any restrictive or conditional statement that alters the form or intent
of the Bid;
(e) is not signed by the Bidder with an authorized signature;
(f) does not contain or acknowledge addenda;
(g) is not accompanied by bonding documents or bid deposits or contains an
improper or insufficient Bid deposit, where required;
(h) contains an error that cannot be corrected in accordance with section 51;
(i) is unbalanced, meaning it contains lump sum or unit bid items that do not
reflect reasonable actual costs plus a reasonable proportionate share of
the Bidder's anticipated profit, overhead costs, and other indirect costs;
Q) is from a Bidder or a subcontractor of a Bidder that has an outstanding legal
action against the Corporation, or the Corporation has an outstanding legal
action against the Bidder or a subcontractor of the Bidder including
arbitration or any association or union issues;
(k) is from a Bidder that owes money to the Corporation including outstanding
property taxes; or
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(1) is from a Bidder that is not in compliance with any of the Corporation's
policies or regulatory by-laws including, but not limited to the Property
Standards By-law.
54. Following the opening and recording of Bids, the record of Bids (including rejected
Bids) shall be closed in the manner approved by the Purchasing Manager.
Bid Cancellation
55. The Purchasing Manager, in consultation with the Municipal Solicitor and the
applicable Department Head, shall have the authority to cancel a Bid Solicitation
either before or after the call has closed if,
(a) a substantial change in the scope of work or specifications is required;
(b) the Goods and/or Services requested no longer meet the Department's
requirements;
(c) the integrity of the procurement process has been compromised; or
(d) the lowest Responsive and Responsible Bid exceeds the approved funding
limit.
Absolute Right
56. The Corporation shall have absolute discretion in the awarding of Contracts and
retains the right to reject any or all Bids.
Local Preference
57. (1) In this section,
(a) "Local Bid" means a Bid submitted by a Bidder who operates a
business within the Municipality of Clarington; and
(b) "Regional Bid" means a Bid submitted by a Bidder who operates a
business within the Regional Municipality of Durham.
(2) If, in the opinion of the Purchasing Manager, a competitive market exists and
two or more Bids are received which are identical in Cost, provided quality, service
and delivery terms are similar, then priority of acceptance shall be first to a Local
Bid, if any, and second to a Regional Bid, if any.
(3) Ontario's Discriminatory Business Practices Act, R.S.O. 1990, c.D.12 has
been established to prevent discrimination in Ontario on the grounds of race, creed,
colour, nationality, ancestry, place of origin, sex, or geographical location of persons
employed in or engaging in business. Accordingly, other than as noted in
subsection (2), preference to a Local Bid or a Regional Bid shall not be given.
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Approval Limits and Reporting (Excluding Consulting and Professional Services)
58. The Purchasing Manager shall submit to the Department Head an analysis listing
all Quotations and Proposals received with a recommendation for the Department
Head's approval if the Cost of the Goods and/or Services does not exceed
$100,000.
59. After consulting with the Department Head, the Purchasing Manager shall prepare
a report to the CAO for approval if the Cost of the Goods and/or Services does not
exceed $500,000.
60. The Purchasing Manager shall prepare a recommendation report to Committee if
the Cost of the Goods and/or Services exceeds $500,000.
Council Recess Procedures
61. (1) Notwithstanding section 60, where a matter which would have otherwise
been submitted to Committee requires approval during any of Council's recesses,
including elections, the CAO shall be authorized to award the Contract if the
Treasurer is of the opinion that the price is reasonably reflective of the approved
budget allocation and/or is part of the normal operating responsibility of the
Department.
(2) The Purchasing Manager shall report all Contracts awarded under
subsection (1) to Committee as soon as possible after the conclusion of the recess.
(3) Council shall not vary any action or decision of the Contract awards made in
accordance with this section.
Consulting and Professional Services (Excluding Schedule "A" Exemptions)
62. Where it is estimated that the Cost of Consulting and Professional Services will be
less than or equal to $25,000, the Department may obtain the services directly
without issuing a Bid Solicitation.
63. Where it is estimated that the Cost of Consulting and Professional Services will be
more than $25,000, the Purchasing Manager shall issue a Bid Solicitation in
compliance with this By -Law and prepare a report to the CAO for approval.
64. Where it is estimated that the Cost of Consulting and Professional Services will be
more than $50,000, the Purchasing Manager shall issue a bid solicitation, in
consultation with the Department Head and, shall submit a report to Committee
providing a recommendation for award.
65. An external consultant who has entered into a Contract for consulting services for a
particular phase of a project, may be deemed to have a conflict of interest and be
disqualified from submitting a Bid on a later phase of consulting services for the
same project. Any issue as to whether there is a conflict of interest shall be
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determined by the Purchasing Manager in consultation with the Department Head.
This section shall not apply where a consultant has been requested to provide a
budget estimate or general review and estimate for a potential Acquisition.
66. Any consultant authorized to issue a Bid Solicitation on behalf of the Corporation
shall comply with this by-law.
Co -Operative Purchasing
67. (1) In this section, "Co-operative Purchasing" means the participation of the
Corporation with one or more public agencies, school boards, vendors of record
(Provincial), hospitals or other public agencies in a Bid Solicitation.
(2) Co-operative Purchasing shall be utilized when advantageous and practical.
In the event of any conflict, the purchasing by-law and procurement practices of the
municipality, school board, hospital or other public agency issuing the co-operative
Bid shall take precedence over the provisions of this by-law.
Emergency Purchases
68. (1) In this section, "Emergency" means a situation or the threat of an impending
situation which, in the opinion of the CAO or a Department Head, requires an
immediate Acquisition to prevent serious delays, damage to a basic service, risk to
health and safety, financial loss or to maintain or restore a basic service provided by
the Corporation.
(2) Emergency Acquisitions shall be made by the Purchasing Manager. In the
absence of the Purchasing Manager, Emergency Acquisitions may be made by a
Department Head.
(3) All Emergency Acquisitions shall be confirmed through a Purchase Order
and shall be reported to Committee through a report prepared jointly by the
Department Head and the Purchasing Manager if the Cost exceeds $500,000 or an
approved budget limit.
Part 4 — General Purchasing Policies
Default By Successful Bidder
69. If a successful Bidder fails to execute the Contract or fails to meet any of the
requirements of the Contract within the prescribed time, the Contract may be
awarded to the next lowest Bidder or cancelled.
70. If a successful Bidder defaults on an awarded Contract, the Purchasing Manager is
authorized to take remedial action including termination of the Contract and all
necessary steps to ensure completion of the project or continued service/supply.
The Purchasing Manager, after consultation with the Department Head, may
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declare that any Bidder who has defaulted on a Contract is ineligible to submit a Bid
on any future Contract even if the awarded Contract is not terminated.
71. Should the Purchasing Manager determine that termination of the awarded
Contract is the appropriate action in accordance with section 70, whoever awarded
the Contract (Council, CAO or Department Head) shall be advised of the
termination in writing.
Conflict of Interest
72. The participation of members of Council and employees of the Corporation in the
procurement process shall be governed by, in the case of members of Council,
the Council Code of Conduct and the Municipal Conflict of Interest Act, R.S.O.
1990, c.M.50 as amended and, in the case of employees, by the Code of Ethics
Policy E-1.
73. No employee or Council member shall benefit directly or indirectly from affiliation
with the Municipality or show any favouritism to any Person in the procurement of
any Goods and/or Services.
74. No Person shall offer incentives to any employee of the Corporation or member
of Council.
75. (1) In this section, "Personal Purchase" means a purchase of Goods and/or
Services requested by an elected official, an appointed official or by any other
employee of the Corporation that is not required for the purposes of the Corporation
or a Local Board.
(2) No Personal Purchases shall be made by the Corporation for any Member
of Council, member of a Local Board, or employees of the Corporation.,
Access and Disclosure
76. No Corporation employee or any member of Council shall have access to or
disclose any details regarding Bids except as permitted by this by-law and the
Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990,
c.M.56 as amended.
77. In the case of a Bid submitted in response to an RFP, only the total Bid amount for
the successful responsive and responsible Bid shall be provided and only upon
written request of any Person after completion of negotiations and award of the
Contract.
Records Retention and Destruction
78. Bid documents and related material shall be retained in accordance with the
Municipality's Records Retention Schedule, as amended.
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Complaints and Inquiries
79. All Bidder or potential Bidder complaints or inquiries, whether addressed to an
elected official, the CAO, a Department Head or any member of staff shall be
referred to Purchasing Services.
Lobbying
80. All prospective bidders are prohibited from lobbying any member of Council,
Municipal staff and consultants, appointed member and any staff of any Board
during the period commencing at the time of issuing a bid solicitation and ending
at the time of the award of the contract. The Municipality may reject any bid by a
Supplier that engages in such lobbying, without further consideration, and may
terminate that Supplier's right to continue in the bid solicitation process
Insurance
81. The Treasurer and the Municipal Solicitor shall review, as necessary, Contracts that
include provisions relating to liability and insurance.
Purchasing Cards
82. (1) In this section, "Purchasing Card" means a credit card issued by the
Purchasing Manager in accordance with the Purchasing Card Policy.
(2) Purchasing Cards may be used for all purchases as defined in the
Purchasing Card Policy where the Goods and/or Services do not fall under the
requirements of this by-law. Purchasing Cards are issued on an as needed basis
upon approval of the Purchasing Manager and at the request of the Department
Head. The Purchasing Manager shall be responsible for the program outlined in the
Corporation's Purchasing Card Policy.
Disposal of Goods
83. The disposal of surplus or obsolete goods of the Corporation shall be the
responsibility of the Purchasing Manager. At least once each calendar year,
Department Heads shall provide the Purchasing Manager with a list of such goods.
The Purchasing Manager may periodically circulate a list of surplus or obsolete
goods to all Departments and Local Boards.
84. The Purchasing Manager, in consultation with the appropriate Department Head,
shall determine the appropriate method of disposal including sale, RFT, RFP,
auction, or gratuitous transfer.
85. The priority of the disposal shall be in this order: another department within the
municipality, trade in on a replacement purchase, local board, other municipality,
school board, charity or not for profit organization, public at large.
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Over Expenditures
86. Subsequent to a Contract award, the approval of any over expenditure shall be in
accordance with the Corporation's Capital Project Over Expenditure Policy (G5) or
subsequently adopted policy for financial controls.
Sustainability
87. In order to contribute to waste reduction and to increase the development and
awareness of environmentally sound purchasing, Acquisitions shall ensure that,
wherever reasonably possible, specifications shall provide for expanded use of
durable products, reusable products and products (including those used in
services) that contain the maximum level of post -consumer waste and/or
recyclable content, without significantly affecting the intended use of the product
or service. It is recognized that analysis of Cost is required in order to ensure
that the products are made available at competitive prices.
Accessibility for Ontarians with Disabilities Act, 2005 (AODA)
88. When procuring Goods and/or Services, the Corporation shall incorporate
accessibility design criteria and features, except where it is not practicable to do
so. Where applicable, procurement documents shall specify the desired
accessibility criteria to be met and provide guidelines for the evaluation of the
proposals respecting those criteria.
Part 5 — General Provisions
By -Law Review
89. The Purchasing Manager in consultation with appropriate staff shall conduct a
detailed review of this by-law no less frequently than every five years.
Repeal
90. By -Law #2015-022 is hereby repealed.
Effective Date
91. This By-law shall take effect on the date that it is passed by Council.
By-law passed on the day of June 2021.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
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PER:
Adrian Foster, Mayor
PER:
June Gallagher, Municipal Clerk
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Schedule "A"
EXEMPT GOOD AND SERVICES
1. Petty Cash Items
2. Training and Education
a.
Conferences
b.
Courses
C.
Conventions
d.
Magazines
e.
Memberships
f.
Periodicals
g.
Seminars
h.
Staff Development
i.
Staff Workshops
j.
Staff Reports
k.
Subscriptions
I.
Trainers (includes workshop & seminars)
3. Refundable Employee Expenses
a. Advances
b. Meal Allowances
C. Miscellaneous — Non — Travel
d. Travel Expenses
e. Entertainment Expenses
4. Employer's General Expenses
a. Payroll Deduction Remittances
b. Medicals
C. Licenses (Vehicles, Software, Communications, etc.)
d. Debenture Payments
e. Insurance
f. Grants and Agencies
g. Damage Claims
h. Petty Cash Replenishment
i. Land & Building Lease Payments made by Municipality
j. Tax Remittances
k. Sinking Fund Payments
I. Newspaper Advertising and Public Notices
M. Day Camp or other similar Admission Fees
n. Software or equipment maintenance agreements
5. Certain Professional and other Services
a. Committee Fees
b. Counselling Services
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C. Laboratory Services
d. Nursing Services
e. Physician Fees
f. Temporary Help
g. Banking Services
h. Legal Services
i. Newspaper, radio, TV advertising
j. Policing
k. Red Cross Supplies
I. Web Design Usage Fee & penalties
M. Payroll fees
n. Employee Assistance programs
6. Utilities (including hedging agreements in accordance with the Hedging Policy as
may be amended from time to time)
a. Postage
b. Water
C. Hydro
d. Gas (including hedging agreements)
e. Telephones — excluding cellular
f. Telecommunications infrastructure
7. Canadian National and Canadian Pacific Railways
8. Provincial and/or Federal Government Agencies or Crown Corporations
9. Regional Municipality of Durham or other municipalities located within the Regional
Municipality of Durham Goods and/or Services
10. Election related technology and equipment, and any consulting and support
services directly related to such technology and equipment.
Page 64
f this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: Audit and Accountability Committee
Date of Meeting: June 29, 2021 Report Number: FSD-037-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: [If applicable, enter File Number] Resolution#:
Report Subject: Capital Budget Update as at December 31, 2020
Recommendation:
1. That Report FSD-037-21 be received for information.
Page 65
Report Overview
To provide an update of capital projects as of the year ended December 31, 2020.
1. Background
1.1 The Municipality of Clarington is responsible for the repair, rehabilitation, and
replacement of over $778 million dollars worth of tangible capital assets.
1.2 The Municipality's capital investment from the approved 2020 budget was
approximately $28.7 million which includes $8.3 million directly from the tax levy, $7.6
million from development charge reserve funds, $7.4 million from reserve funds
(Federal Gas Tax and Ontario Community Infrastructure Funding). A proposed
debenture of $4.2 million relates to the start of work on the proposed South
Bowmanville Recreation Centre was included in the 2020 budget but was not
undertaken as Council directed a review of funding opportunities for the project. The
2020 capital budget was predominantly infrastructure based with over $15.2 million
being invested in bridges, roads, sidewalks, stormwater management and traffic
signals.
2. Summary of Capital Projects
Summary of 2020 Activity
2.1 The global pandemic did affect capital projects throughout 2020. Construction slowed
down and sourcing for goods and services took longer than in past years.
2.2 The 2020 budget added 86 new capital projects which includes 20 that are annually
funded and reoccurring projects.
2.3 The following table is a high-level summary of all capital projects from the beginning of
2020 to the status of projects and funding at year end. The attachment to this report
provides more detail per asset category.
Buildings
Environmental
Page 66
Fleet
2,417,246
1,722,108 • •
Administrative
3,436,136
3,033,828
Parking
591,117
528,009
Parks
11,183,197
6,806,429 - •
J
Roads
50,849,734
31,020,228 •
Roadside
8,579,412
6,299,956 • - •
$ 93.379.321
$ 53.430.326 MINE. • •
Cancelled or Completed Projects in 2020
2.4 There were 150 capital projects active at the beginning of 2020 spanning all asset
categories and departments. Within the year, 26 of those projects were either
completed and added to our Tangible Capital Asset database or were cancelled.
2.5 This table highlights the projects that were cancelled during the year with applicable
reasoning for the decision.
Project cancelled - no
Parks - Waterfront Trail Extension
2017 longer pursuing after
surveys were completed
Bridges - Longworth Ave culvert at
Development Has Been
Brookhill Tributary
2017 Delayed - to be budgeted
for in the future
Roads - Lambs Rd (275m N of
2020 Delay from Region - to be
Baseline to Hwy#2)
budgeted in the future
Sidewalk - Prestonvale Rd (Bloor St
2020 Project cancelled and to be
to 230m N)
budgeted in the future
Sidewalk - RR22 Multi -use path
2020 Project cancelled and to be
(Prestonvale Rd to 65m E)
budgeted in the future
Page 67
2.6 following table represents the completed projects accomplished during 2020.
Central Parking Meter - Replace
2019
Fleet New - MLE Electric Car
2020
St. Light installation - Baseline Rd (Green Rd to West
Side Dr) 2015
Parks - Outdoor Recreation Needs Study
2019
Parks - Leash Free dog Park - Courtice
2017
Parks - Port Darlington - East Beach Park - Phase 1 2013
Cemetery Improvements -Hampton Columbarium
2019
Roads - Rudell Road Reconstruction (Grady Dr to
North Limit) 2020
Roads - North Scugog Court Reconstruction
2016
Roads - Green Rd - Grade Separation (Bridge)
2013
Roads - Mill St Orono
2015
Sidewalk - Tooley Rd (Nash Rd to 265m N of Nash Rd)
2020
Traffic Signal - Green Rd at Stevens Rd
2017
Intersection Improvements - Green Rd & Boswell Dr 2017
Buildings - Kendal Community Centre - floor
replacement 2019
Buildings - Orono Town Hall - Clock Tower restoration
2019
Buildings - Station #3 - Boiler replacement
2019
Page 68
DHRC - Gymnasium safety padding
2020
CCC - Fitness equipment and oven for Older Adults 2019
RRC - Replace walk behind floor scrubber
2020
SCA - Replace heat pump and Pad B steel door
2020
Annually Funded Capital Projects
2.7 The annual capital budget consistently
includes 23 projects that receive funding for a
broader scope of various projects.
2.8 The following table lists all the annually funded projects with both the 2020 budget
allotment and the unexpended capital funds (UECF) at the year end.
2020
Budget
Computer - Hardware $
151,400 $
309,926
Computer - Software
571,100
2,172
Emergency Fire
Services (EFS) - Bunker
122,425
43,021
Gear
Self-contained breathing
apparatus (SCBA)
37,500
9,190
Equipment - upgrade
EFS - Equipment
18,000
18,000
St. Light installation -
100,000
324,648 (a)
Various
Park
Furniture/Equipment
255,000
97,168
Various Park Upgrades
155,000
50,812
Page 69
Parking Lot
Rehabilitation - Various
215,000
26,304
Locations
Pavement rehabilitation
3,295,000
1,874,055
program
Structures Rehab -
2,100,000
2,380,562
Bridge Improvement
Roadside Protection
150,000
39,840
Program
Rural Road resurfacing
150,000
0
(Engineering)
Rural Road resurfacing
2,530,000
219,580
(High Float)
Sidewalk Replacement
183,000
97,445
Clarington Stormwater
305,000
364,227
(b)
Pond Cleanout
Replacement of Fleet -
610,000
512,147
(c)
Roads
New Fleet - Roads
95,000
143,283
(d)
Fleet Replacement -
180,000
20,701
Parks
Buildings - Various
50,000
0
Arenas
Buildings- Roof
150,000
157,461
(e)
Replacements - Various
ADMIN -Annual Building
45,000
24,507
Studies
Land Acquisition
703,696
2,718,582
(f)
2.9 Additional notes of the annually funded projects are
as follows:
a) In 2021, FSD-017-21 transferred $223,595 to
fund shortfall in the LED Streetlight
project
b) No contracts awarded since 2017
Page 70
c) Outstanding for single axle truck and tandem truck
d) Outstanding (2) plows from 2019 budget
e) No contracts awarded towards 2020 budget
f) To be used according to the Land Strategy
Additional Funding Required
2.10 During 2020, there were 8 capital projects that required additional funding. The
additional funding could be a scope of work change or in most cases the actual costs
are higher then anticipated when developing the initial budget.
2.11 The following table outlines the applicable projects and the funding source for the
additional funding requirements.
Bowmanville Vallley Municipal Capital
Trail $ 242,964 Works RF and DC
Roads & Related
Traffic Signals -
Green Rd & Stevens 5,358 DC Roads & Related
Rd
Fleet 16,404 Operations
Equipment RF
RRC - Building 1,021 Community Services
Maintenance Capital RF
Orono Town Hall 239 Facility & Parks
Maintenance RF
Hampton Cemetery 3,759 Municipal Capital
Works RF
FND-044-20 - due to changes in
design
Required for completion of traffic
signals
Required for the replacement of (2)
single axle trucks
Required for the replacement of Pad
B dressing room door.
Required for the clock tower
restoration
Required for the columbarium
Page 71
Orono Town Hall
North Scugog Court
38,700 Municipal Capital
Works RF
Municipal Capital
40,817 Works RF and DC
Roads & Related
Total Additional 349,262
Funds
3. Concurrence
Not Applicable.
4. Conclusion
CSD-012-20 - Elevator work
Required for completion of final
surface asphalt
It is respectfully recommended that the 2020 Year End Capital Update be received for
information.
Staff Contact: Erika Watson, Asset Management and Development Financing Manager, 905-
623-3379 ext. 2607, ewatson@clarington.net
Attachments:
Attachment 1 — Capital Projects 2020 and prior
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 72
Page 73
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Buildings and Related
As of 12/31/2020
Municipal Administration Centre
2017 $
1,347,018
$
$ 1,347,018 $
909,331 $
23,281 $
932,612 $
106,893 $
1,039,505
Newcastle Community Hall - 2019
2018
200,000
80,000
280,000
-
108,420
108,420
169,537
277,957
.Library Refurbishment
2018
1,430,000
-
1,430,000
78,804
613,906
692,709
-
692,709
Bowmanville Museum (Silver St)
2018
121,500
121,500
8,561
5,934
14,495
99,614
114,109
Haydon Community Hall - addition for storage
2019
12,500
-
12,500
-
2,407
2,407
-
2,407
Orono Town Hall - Accessibility Upgrades
2019
345,007
152,000
497,007
25,202
344,054
369,256
79,976
449,232
Kendal Community Centre - floor replacement
2019
17,910
-
17,910
-
17,910
17,910
-
17,910
Orono Town Hall - Clock Tower restoration
2019
20,239
20,239
-
20,239
20,239
20,239
Fire Station #3 - Boiler replacement
2019
55,648
-
55,648
6,798
48,850
55,648
55,648
Courtice Community Centre - Equipment
2019
13,013
55,000
68,013
-
2,348
2,348
-
2,348
156 Church St Reno (Shaw House)
2020
475,000
300,000
775,000
2,625
2,625
5,251
59,937
65,187
Visual Arts Centre
2020
-
25,000
25,000
-
-
-
-
-
Public Works Depot Improvements
2020
65,000
65,000
10,990
10,990
5,495
16,485
Diane Hamre Recreation Centre - Bldg Expense
2020
-
13,000
13,000
7,327
7,327
-
7,327
Courtice Community Centre - Bldg Expense
2020
2,460
702,000
704,460
39,343
39,343
-
39,343
Rickard Recreation Centre - Bldg Expense
2020
5,000
210,000
215,000
151,298
151,298
24,871
176,169
Rickard Recreation Centre - Equipment
2020
(6,757)
11,000
4,243
4,243
4,243
-
4,243
South Courtice Arena - Bldg Expense
2020
36,000
36,000
28,906
28,906
28,906
Various Facilities - Safety Bollards/Planters
2020
9,000
9,000
-
-
-
South Bowmanvlle Centre - Phase 2 Design/Construction
2020
-
4,200,000
4,200,000
-
-
-
-
Various Arenas
Annually
140,845
50,000
190,845
35,461
155,384
190,845
190,845
Roof Replacements - Various
Annually
7,461
150,000
157,461
-
-
-
-
Ann-1 Rni6Jinn Cfi i`licc
An-.11,,
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Ar nM
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Page 74
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Environmental and Related
As of 1213112020
rosion Control - Brookhill tributary remedial work,.
2020
$
$ 250,000
$ 250,000
$ $
$
-
Various Erosion Protection Works
2020
396,340
200,000
596,340
34,059
34,059
562,281
596,340
SWM Pond - Technology Park
2020
-
1,600,000
1,600,000
-
-
-
Retaining Walls - various
2020
6,573
321,100
327,673
31,145
31,145
36,764
67,909
Kendal Drainage
2020
-
50,000
50,000
3,786
3,786
3,786
SWM - Clarington Stormwater Pond Cleanout
Annually
95,523
305,000
400,523
4,855
4,855
36,297
41,152
Land Ac uistion
Annually
2,042,945
703,696
2,746,641
7,936
7,936
20,123
28,059
$ 2,541,381
$ 3,429,796
$ 5,971,177 $
- $ 81,782 $
81,782 $
655,465 $
737,247
Page 75
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Fleet
As of 1213112020
Fleet New - MLE Electric Car
2020
$ (3,858) $
45,000
$ 41,142
$ 41,142 $
41,142
$
41,142
Fleet Replacement - Animal Services
2020
22,443
35,000
57,443
-
-
49,443
49,443
EMS - Vehicle Replacement
2020
-
115,000
115,000
97,012
97,012
6,981
103,993
Fleet -Replacement of Fleet - Roads
Annually
496,404
610,000
1,106,404
496,404
496,404
97,853
594,257
Fleet -New Fleet - Roads
Annually
682,490
95,000
777,490
149,262
149,262
484,945
634,207
Fleet -Fleet Replacement - Parks
Annuallv
139,767
180,000
319.767
189,264
189,264
109,803
299.066
Page 76
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: General Administrative Related
As of 1213112020
Computer - Hardware
Annually
$ 281,845 $
151,400
$ 433,245
$ 89,232
$ 89,232 $
34,087
$ 123,319
Computer - Software
Annually
2,095,232
571,100
2,666,332
1,041,918
1,041,918
1,622,243
2,664,161
Educational Tools - 2020
2020
-
20,000
20,000
-
-
- i
Bunker Gear
Annually
73,050
122,425
195,475
117,001
117,001
35,453
152,454
SCBA Equipment - upgrade
Annually
4,533
37,500
42,033
32,843
32,843
32,843
EMS - Equipment
Annually
61,051
18,000
79,051
61,051
61,051
61.051 o i l
0. 9 F1 R 71 1 t
Qgn AW;
t -1 ARA 1IR
_ 1 -qd9 nAR
4t 1 M9 nAR 4t
1 RQ1 791
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Page 77
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Parking and Related
As of 1213112020
Central Parkling Meter - Replace 2019 $ 35,690 $ 35,690
Parking Lot Rehabilitation - EV Charging Station 2020 55,407 35,000 90,407
35,690 $ 35,690 $ 35,690
- - 53,603 53,603
Page 78
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Parks and Related
As of 1213112020
Parks - Rhonda Park - Trail
2020
$
$ 40,000
$ 40,000
$
$
$
Parks - Bowmanville Valley Creek Trail
2017
655,759
655,759
194,542
33,667
228,209
815,794
1,044,003
Parks - Outdoor Recreation Needs Study
2019
75,000
75,000
34,487
23,971
58,458
58,458
Parks - Farewell Creek Park trail - Phase 1, Phase 2
2017
1,625,748
450,000
2,075,748
505,956
153,924
659,880
16,839
676,719
Parks - Leash Free dog Park - Courtice
2017
125,870
125,870
120,687
5,183
125,870
125,870
Parks - Toyota Trail
2019
620,000
620,000
48,705
(1,019)
47,686
39,245
86,931
Parks - Port Darlington - East Beach Park - Phase 1 - 2013
2013
3,451,124
3,451,124
3,316,971
-
3,316,971
3,316,971
Parks - Newcastle Community Park - Phase 1
2019
67,500
1,500,000
1,567,500
31,151
31,151
350,068
381,219
Parks - Waterfront Trail Extension
2017
2,286
2,286
2,286
2,286
2,286
Parks -Park Furniture/Equipment
Annually
440,000
255,000
695,000
597,832
597,832
597,832
Parks -Various Park Upgrades
Annually
311,151
155,000
4669151
415,339
415,339
415,339
Cemetery Improvements -Hampton Columbarium
2019
48,759
48,759
48,759
48,759
48,759
('amofo Imnmvomonte - RrnA1Mnnvi110 Frnnneinn
9n17
Sri nnn
1 33F nnn
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Page 79
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Roads & Bridges
As of 12/31/2020
Bridges - Longworth Ave culvert at Brookhill Tributary
2017
$ 67,000
$
67,000
project cancelled
$
-
$
-
Roads - Parkway Ave
2019
40,000
385,000
425,000
5,094
13,707
18,801
18,801
Roads - Nash Rd (Future Clarington Blvd)
2019
30,000
30,000
5,273
-
5,273
5,273
Roads - Longworth Ave oversizing
2020
-
162,000
162,000
-
-
-
Roads - Church St
2017
393,451
393,451
343,864
2,845
346,709
9,238
355,946
Pavement rehabilitation program
Annually
1,660,108
3,295,000
4,955,108
1,693,630
1,693,630
1,387,423
3,081,053
Roads - North Scugog Crt (Dan Sheehan Ln to Conc Rd 3)
2020
-
75,000
75,000
-
-
-
Roads - Longworth Ave. Extenstion EA (Green Rd to Holt Rd)
2016
281,000
281,000
221,140
24,520
245,660
36,083
281,742
Roads - Prospect St & Lambs Lane - 2014 area design
2017
1,335,912
1,335,912
970,947
217,879
1,188,826
73,859
1,262,685
Roads - Mill Street Grade Separation - 2005
2016
759,324
759,324
738,325
12,176
750,501
19,753
770,254
Roads - North St (George St to Grady Dr)
2019
50,000
350,000
400,000
69,305
69,305
44,425
113,730
Roads - Structures Rehab - Bridge Improvem.
Annually
3,126,299
2,100,000
5,226,299
564,495
564,495
2,281,242
2,845,737
Roads - Port Darlington Rd (East Shore Or to East Beach Rd)
2020
-
60,000
60,000
-
-
Roads - Darlington Blvd (Hwy#2 to South Limit)
2018
27,640
27,640
16,777
-
16,777
6,378
23,155
Roads - Trulls Rd - Shoulder Improvements (Mitchell's Corner)
2018
205,886
205,886
12,541
12,541
12,541
Roads - Baseline Rd (Mearns to Lambs Rd)
2019
170,000
170,000
8,638
-
8,638
8,638
Roads - Baseline Rd. (Lambs to Bennett)
2018
2,505,000
2,505,000
1,698,890
125,093
1,823,983
316,876
2,140,860
Roads - Old Scugog Rd (Edmonson Ave to N Limit of Hampton)
2020
-
50,000
50,000
18,123
18,123
1,718
19,841
Roads - Grady Or Environmental Assessment - Construction in 2015
2013
231,500
231,500
121,669
29,828
151,497
78,266
229,763
Roads - Rudell Road Reconst. - (Grady Dr to North Limit)
2020
-
1,245,000
1,245,000
3,826
3,826
3,826
Roads - Roadside Protection Program
Annually
211,129
150,000
361,129
233,860
233,860
87,429
321,289
Roads - Baseline Rd Structure ( W of Green Rd)
2019
35,000
35,000
-
-
26,098
26,098
Roads - North Scugog Crt Reconst. - 2011
2016
682,110
682,110
652,285
652,285
12,201
664,486
Roads - Hancock Rd Box Culvert (S of Nash Rd ) 99077
2019
90,000
90,000
-
-
-
Roads - Scugog SUMiddle Rd (Bons Ave to Conc Rd 3)
2015
1,201,000
1,201,000
176,331
176,331
Roads - Trulls Rd (S of Yorkville Dr to Bloor St)
2019
20,000
20,000
-
-
-
Roads - George Reynolds Dr. Connecting Link - 2017 & 2019
2017
2,490,417
2,490,417
80,748
34,453
115,200
47,300
162,500
Roads - Conc Rd #3-(Middle Rd -Liberty St.) - 2013
2013
2,265,455
2,265,455
2,126,931
21,996
2,148,927
123,284
2,272,211
Roads - Green Rd - Grade Separation (Bridge) - 2013
2013
7,551,252
7,551,252
7,519,543
31,709
7,551,252
7,551,252
Roads - Lake Rd Extenstion - (Bennett Rd to 310m West)
2018
813,996
1,160,000
1,973,996
14,201
20,709
34,910
10,028
44,938
Roads - Brookhill Blvd Oversizing
2014
310,000
310,000
-
-
-
Roads - Port Darlington Subdivision Rd (Pt Darlington to East)
2016
1,453,757
1,453,757
1,311,038
1,792
1,312,830
142,719
1,455,549
Roads - Lambs Rd Interchange @ Hwy 401 - JUST A STUDY - NOT TC
2016
330,000
330,000
16,679
-
16,679
13,461
30,140
Roads - Lambs Lane Reconstruction (Odell St to North Limit)
2016
926,875
926,875
760,996
-
760,996
760,996
Roads - Alexander Blvd and Liberty PI Reconstruction
2017
545,000
545,000
6,211
501,414
507,624
122,878
630,502
Roads - King St Cycling Facility
2017
275,000
275,000
3,966
15,475
19,442
19,442
Roads - George St (North St to Reg d 17)
2019
37,000
37,000
3,263
8,047
11,310
19,041
30,351
Roads - Brown St (Victoria St to Queen St)
2019
91,000
91,000
3,785
34,951
38,735
28,415
67,151
Roads - Nash Rd Reab & Bicycle Facilities (Solina Rd to Hancock Rd)
2019
450,000
450,000
8,228
8,228
8,228
Roads - Whistle Cessation Study - Wilmot Creek
2019
150,000
150,000
-
-
10,176
10,176
Roads - Capital Works Fill Management
2019
10,000
10,000
Roads - Queen St Extension (St George to Frank St)
2019
20,000
20,000
-
-
-
Roads - Trulls Rd Rural upgrades (Baseline Rd to Bloor St)
2019
15,000
15,000
Roads - Prestonvale Rd (Baseline Rd to S of Southfield Ave)
2019
15,000
15,000
Roads - Lambs Rd (Concession St E to CPR)
2019
20,003
20,003
Roads - Hains St (Baseline to Hwy#2)
2020
-
125,000
125,000
-
-
-
Roads - Millstream Lane Rehab (King Ln to Old Scugog Rd)
2020
375,000
375,000
6,090
6,090
6,090
Roads Lambs Rd (275m N of Baseline to Hwy#2)
2020
50,000
50,000
project cancelled
-
-
Roads - George St (Mill St to Beaver St)
2020
-
25,000
25,000
-
-
-
Roads - Rural Road resurfacing
Annually
37,378
150,000
187,378
75,903
75,903
111,475
187,378
Roads - Lambs Rd (Baseline to 275m N of Baseline)
2018
790,500
790,500
654,743
78,502
733,244
56,756
790,000
Roads - Lambert St (King to Church)
2018
30,000
30,000
2,211
-
2,211
6,632
8,843
Roads - Lambs Rd (Hwy #2 to Concession St E)
2018
2,200,000
2,200,000
28,155
198
28,353
30,406
58,759
Roads - Baseline Rd (Trulls Rd to Courtice Rd)_
2019
2,500,000
2,500,000
33,354
87,863
121,218
19,290
140,508
Rnads - Rural Rnad resurfacinn
Annually
2112 743
263n_nnn
4.642.743
4 419_54n
4 41 R_54n
4 623
4.423.163
Page 80
Municipality of Claringhton - 2020 Year End Capital Update
Asset Category: Roadside
As of 1213112020
St. Light installation - LED Conversion
2018 $
3,255,658
$
3,255,658 $
2,066,423 $
923,925 $
2,990,348 $
260,612 $
3,250,960
St. Light installation - Various
Annually
260,727
100,000
360,727
33,483
33,483
2,596
36,079
St. Light installation - Baseline Rd (Green Rd to West Side Dr)
2015
55,000
55,000
41,619
1,116
42,735
3,947
46,682
St. Light installation - RR57 (Hwy#2 to 150m N of Stevens Rd)
2018
20,000
80,000
100,000
-
-
St. Light installation - RR57 (Cone Rd 3 to Urban Limit)
2018
340,000
340,000
30,352
-
30,352
30,352
St. Light installation - Baseline Rd & Lambs Rd
2019
200,000
200,000
13,997
127,525
141,522
58,478
200,000
Sidewalk -Various Replacement
Annually
201,053
183,000
384,053
190,878
190,878
95,730
286,608
Sidewalk - Pedestrian Crossovers
2020
71,554
80,000
151,554
52,646
52,646
97,610
150,256
Sidewalk - North St, Newcastle
2017
85,000
85,000
3,571
3,571
3,571
Sidewalk - Hwy#2
2020
-
135,000
135,000
-
-
Sidewalk - Waverly Rd
2017
145,000
145,000
5,647
5,647
-
5,647
Sidewalk - Rudell Rd (Sunset Blvd to Hart)
2015
43,000
43,000
-
Sidewalk - Prestonvale Rd (Bloor St to 230m N)
2020
-
35,000
35,000
-
Sidewalk - RR22 Multi -use path (Prestonvale Rd to 65m E)
2020
-
15,000
15,000
-
-
Sidewalk - Liberty St. Sidewalk - 2011
2016
98,000
98,000
509
74,124
74,633
15,901
90,534
Sidewalk - RR17 (Mill St to CPR) East Side
2020
-
310,000
310,000
-
-
Sidewalk - Trulls Rd (Avondale Rd to Hwy#2) East Side
2020
-
30,000
30,000
-
Sidewalk - RR34 (Nash to N Urban Limit)
2018
25,000
25,000
8,304
-
8,304
92
8,395
Sidewalk - Trail - Waterfront (Waverley Rd to West Beach Rd)
2018
230,000
230,000
343,047
343,047
343,047
Sidewalk - Active Transportation Master Plan
2020
-
70,000
70,000
-
-
Sidewalk - King Lane, Hampton
2019
294,914
294,914
294,914
294,914
5,362
300,276
Sidewalk - Tooley Rd (Nash Rd to 265m N of Nash Rd)
2020
309
30,000
30,309
30,309
30,309
30,309
Sidewalk - RR57 (Cone Rd 3 to Urban Limit)
2018
250,000
250,000
1,470
-
1,470
1,470
Sidewalk - Multi -use Trail - RR57 (Aspen Springs to Hwy2)
2018
15,000
240,000
255,000
-
-
Traffic Signal -King & Roenigk
2018
120,000
120,000
22,858
22,858
71,642
94,500
Traffic Signal - Pedestrian Countdown Indicators
2020
-
126,000
126,000
-
-
126,000
126,000
Traffic Signal - Accessible Signal Upgrade - Clarington Blvd & Stevens R
2019
85,000
85,000
46,226
46,226
10,155
56,381
Traffic Signal - Green Rd at Stevens Rd
2017
255,358
255,358
305
255,053
255,358
255,358
Traffic Signal - Accessible Upgrade - King & Roenigk
2020
-
130,000
130,000
-
-
130,000
130,000
Traffic Signal - Accessible Upgrade - King & Temperance
2020
-
105,000
105,000
-
-
105,000
105,000
Intersection Improvements -Scugog St at Wellington St
2017
170,935
170,935
14,192
106,893
121,085
121,085
Intersection Improvements -Longworth Ave and Green Rd
2017
70,000
70,000
10,147
-
10,147
10,147
Intersection Improvements -King St at Scugog St
2016
100,000
100,000
28,468
69,927
98,395
98,395
Page 81