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General Government Committee
Minutes
Date: November 29, 2021
Time: 9:30 a.m.
Location: Council Members (in Chambers or MS Teams) I Members of
the Public (MS Teams)
Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper,
Councillor J. Jones, Councillor J. Neal, Councillor M. Zwart
Regrets: Councillor C. Traill
Staff Present: J. Newman, L. Patenaude, G. Acorn, S. Brake, R. Maciver, T.
Pinn, M. Perini
Other Staff Present: R. Cowan, B. Radomski, L. Reck, B. Hesson
1. Call to Order
Mayor Foster called the meeting to order at 9:30 a.m.
Councillor Zwart joined the meeting at 10:25 a.m.
Councillor Neal joined the meeting at 11.31 a.m.
2. Land Acknowledgement Statement
Councillor Jones led the meeting in the Land Acknowledgement Statement.
3. Declaration of Interest
There were no disclosures of interest stated at this meeting.
4. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
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General Government Committee Minutes November 29, 2021
5. Presentations/Delegations
5.1 Presentation of Jon Hambides, Pomax Consulting, Regarding Report ESD-
004-21 Master Fire Plan
Jon Hambides, Pomax Consulting, was present regarding the Master Fire Plan.
Mr. Hambides explained and displayed graphs regarding fire frequency across
Canada, fires in Ontario, and Clarington structure and building fires and noted
that they have declined. He explained the recommendation of adding an
organizational structure that prevents the frequency of fires from increasing and
to increase the number of Firefighters per station. Mr. Hambides provided an
overview of the organizational chart of Clarington Emergency and Fire Services
and recommended that Clarington hire five more Staff in that department. He
outlined the duties of a Platoon Chief and explained that the Platoon Chiefs can
help with attending emergencies rather than the Fire Chief or Deputy Fire Chief
always being on -call. Mr. Hambides stated that they recommend hiring a
business manager to track the operation, cost efficiencies and the efforts of the
department and a Manager of Analytics and Risk to review the effectiveness and
efficiency of the Department.
Suspend the Rules
Resolution # GG-509-21
Moved by Councillor Anderson
Seconded by Councillor Hooper
That the Rules of Procedure be suspended to extend the delegation for an
additional 5 minutes.
Carried
Mr. Hambides stated that the recommended new positions are the most
important for effectiveness and efficiency to keep future costs down. He
recommended that a vehicle maintenance program and supporting software be
established, that the administrative process be closely evaluated by the deputies,
that volunteer Firefighters be qualified at the basic NFPA 1001 Level, and that
full-time Staff be selected from an unrestricted area. Mr. Hambides provided a
comparison to other municipalities based on population and budget for the Fire
Department. He explained that the plan is to move Clarington's Emergency and
Fire Services further towards prevention, education and reducing the incidence of
fire and accidents. Mr. Hambides added that it will be ineffectual to accomplish
the plan within the existing organizational design. He thanked Committee for their
time and answered questions from Members.
Councillor Zwart joined the meeting at 10:25 a.m.
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General Government Committee Minutes November 29, 2021
5.2 Rick McEachern, Regarding Report PWD-030-21 Arborist Review of Red
Oak Tree at 21 Beech Avenue
Rick McEachern was present regarding Report PWD-030-21 Arborist Review of
Red Oak Tree at 21 Beech Avenue. Mr. McEachern explained that the tree is
288 years old, is a symbol of history in the town and has been around for 12
generations of First Nations and Bowmanville Pioneers. He stated that other
symbols of Bowmanville's history have been destroyed and encourages Council
to save this tree. Mr. McEachern suggested, in addition to preserving the tree,
that Council authorize having The Red Oak Tree on 21 Beech Avenue,
designated as a site of historic significance under the Ontario Heritage Act. He
concluded by thanking Committee for their time and answered questions from
Members.
Alter the Agenda
Resolution # GG-510-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That the Agenda be altered to consider Item 6.2, Report PWD-030-21, at this
time.
Carried
6. Reports/Correspondence Related to Presentations/Delegations
6.2 PWD-030-21 Arborist Review of Red Oak Tree at 21 Beech Avenue
Resolution # GG-511-21
Moved by Councillor Hooper
Seconded by Councillor Anderson
That Report PWD-030-21 and any related communication items, be received;
That Council provide Staff with approval to carry out the tree preservation plans
provided in the review completed by Del Cressman for the red oak tree at 21
Beech Avenue;
That the recommended tree preservation plan be funded from the Self -Insured
Losses Reserve at an estimated year -one cost of $12,000-1
That the matter of designating the tree under the Ontario Heritage Act, be
referred to the Clarington Heritage Committee for discussion; and
That all interested parties listed in Report PWD-030-21 and any delegations be
advised of Council's decision.
Carried
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General Government Committee Minutes November 29, 2021
Recess
Resolution # GG-512-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 10:59 a.m. with Mayor Foster in the Chair.
6.1 ESD-004-21 Master Fire Plan
Resolution # GG-513-21
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Report ESD-004-21 be received for information.
Carried
7. Communications
Resolution # GG-514-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Communication Items 7.1 and 7.2, be received for information.
Carried
7.1 Minutes of the Tyrone Community Hall Board dated May 19, 2021, July 21,
2021, August 18, 2021, September 15, 2021, and October 20, 2021
Resolution # GG-515-21
That Communication Item 7.1, Minutes of the Tyrone Community Hall Board
dated May 19, 2021, July 21, 2021, August 18, 2021, September 15, 2021, and
October 20, 2021, be received for information.
7.2 Minutes of the Newcastle Village Community Hall Board dated October 19,
2021 and November 16, 2021
Resolution # GG-516-21
That Communication Item 7.2, Minutes of the Newcastle Village Community Hall
Board dated October 19, 2021, and November 16, 2021, be received for
information.
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General Government Committee Minutes November 29, 2021
8. Staff Reports, Staff Memos and New Business Consideration
8.1 Public Works
Councillor Hooper chaired this portion of the meeting.
8.1.1 PWD-031-21 Playground Inventory and Upgrade Recommendations
Resolution # GG-517-21
Moved by Mayor Foster
Seconded by Councillor Anderson
That Report PWD-031-21 and any related communication items, be received;
That Council accept the playground inventory and approve the upgrades and
replacements to be implemented over the next five years as listed in Table 1; and
That all interested parties listed in Report PWD-031-21 and any delegations be
advised of Council's decision.
Carried
8.1.2 PWD-032-21 Cost for Snow Clearing on Trails
Resolution # GG-518-21
Moved by Councillor Jones
Seconded by Councillor Zwart
That Report PWD-032-21 and any related communication items, be received;
That Council support the on -going clearing of snow from the 7.8 kilometers of
recreational trails that were maintained during the winter of 2020-2021;
That the Waterfront Trail along Lakebreeze Drive from Toronto Street (#6 within
the report) be cleared of snow for the winter of 2020-2021; and
That all interested parties listed in Report PWD-032-21 and any delegations be
advised of Council's decision.
Carried
8.1.3 PWD-033-21 Waterfront Trail - Hydro One Lease Agreement Renewal
Resolution # GG-519-21
Moved by Mayor Foster
Seconded by Councillor Jones
That Report PWD-033-21 and any related communication items, be received;
That the Mayor and Clerk be authorized to execute license agreement renewals
with Hydro One and the Canadian National Railway Company for the purposes of
the Waterfront Trail in the locations described in Report PWD-033-21, and such
future renewals as required for the continued existence of the waterfront trail; and
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General Government Committee Minutes November 29, 2021
That all interested parties listed in Report PWD-033-21 and any delegations be
advised of Council's decision.
Carried
8.1.4 PWD-034-21 Sidewalk Snow Clearing on Concession 3 from Scugog Street
to Liberty Street
Councillor Neal joined the meeting at 11:31 a.m.
Resolution # GG-520-21
Moved by Councillor Zwart
Seconded by Mayor Foster
That Report PWD-034-21 and any related communication items, be received;
That the additional 49 sidewalk locations be added to the current sidewalk snow
clearing contract;
That all interested parties listed in Report PWD-034-21 and any delegations be
advised of Council's decision.
Carried
8.1.5 Memo from Stephen Brake, Director of Public Works, Regarding Streetlight
Relocation at 23 Harry Lee Cres (Lot 12)
Resolution # GG-521-21
Moved by Councillor Zwart
Seconded by Councillor Neal
That Staff maintain the status quo for the streetlight at 23 Harry Lee Crescent
(Lot 12).
Carried
8.1.6 Memo from Stephen Brake, Director of Public Works, Regarding Recent
Train Whistle Cessation Projects within Markham and York Region Update
Resolution # GG-522-21
Moved by Councillor Anderson
Seconded by Councillor Neal
That Communication Item 8.1.6, Memo from Stephen Brake, Director of Public
Works, Regarding Recent Train Whistle Cessation Projects within Markham and
York Region Update, be referred to the January 10, 2022, General Government
Committee meeting.
Carried later in the meeting, see following motion.
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General Government Committee Minutes November 29, 2021
Resolution # GG-523-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-522-21 for a second time.
Carried
The foregoing Resolution #GG-522-21 was then put to a vote and carried.
8.1.7 New Business - Former Bowmanville Zoo Lands (Mayor Foster)
Resolution # GG-524-21
Moved by Mayor Foster
Seconded by Councillor Anderson
Whereas the Municipality of Clarington has recently acquired the lands of the
former Bowmanville Zoo for future parkland and recreational development
purposes;
And whereas the proposed adjacent Timber Trails residential development site
will introduce new recreational amenities to the area that include a full-sized
soccer field, basketball court, lookout area, walking trails, gazebo and a large
playground feature;
And whereas in June of 2020, Council approved the Clarington Outdoor
Recreation Needs Assessment (ORNA) for the Municipality that recommends an
implementation plan to construct new facilities or upgrade existing amenities to
accommodate outdoor recreational demands that are anticipated due to
forecasted population growth over the next 15 years;
Now therefore be it resolved:
That Council direct Staff of the Public Works Department to undertake the
preparation of a comprehensive Parks Master Plan for the Bowmanville Zoo
lands that will include design concepts and cost estimates for any new
recommended recreational facilities or amenities, including investigation into a
possible skating trail as previously requested by Council; and
That the Staff of the Public Works Department who will be preparing the Master
Plan, in consultation with various stakeholders, be required to submit a report to
Council on the matter prior to the end of October, 2022; and
That all interested parties be notified of Council's decision.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, Councillor Neal, and Councillor Zwart
Absent (1): Councillor Traill
Carried on a recorded vote (6 to 0)
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8.2 Community Services
Mayor Foster chaired this portion of the meeting.
8.2.1 CSD-008-21 Going Green: Future Direction of the Recreation and Leisure
Guide
Resolution # GG-525-21
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Report CSD-008-21 and any related communication items, be received;
That the Recreation and Leisure Guide no longer be produced;
That the necessary changes be made to the 2022 operating budget; and
That Council direct Staff to continue to develop targeted and sessionally updated
Marketing Campaigns to promote registration in municipal programs and
activities.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Hooper, Councillor
Jones, and Councillor Zwart
No (1): Councillor Neal
Absent (1): Councillor Traill
Carried on a recorded vote (5 to 1)
Later in the meeting, see following motion.
The Committee recessed for their one hour scheduled break in accordance with
the Procedural By- law.
The meeting reconvened at 1.00 p.m. with Mayor Foster in the Chair.
The foregoing Resolution #GG-525-21 was then carried on a recorded vote.
8.3 Legislative Services
Councillor Jones chaired this portion of the meeting.
8.3.1 LGS-031-21 Appointment to the Samuel Wilmot Nature Area Management
Advisory Committee
Resolution #GG-526-21
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report LGS-031-21, and any related communication items, be received;
That the resignations of Jocelyn Whalen, Maggie Luczak, and Carrie -Anne Atkins
be received with thanks;
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General Government Committee Minutes November 29, 2021
That the Committee consider the applications for three appointments to the
Samuel Wilmot Nature Area Management Advisory Committee in accordance
with the Appointment to Boards and Committees Policy; and
That all interested parties listed in Report LGS-031-21 and any delegations be
advised of Council's decision.
Carried
Samuel Wilmot Nature Area Management Advisory Committee
That Carmen Aiello, Leah Bourgeois, and Kristin Brent, be appointed to the
Samuel Wilmot Nature Area Management Advisory Committee for a term ending
December 31, 2021, or until a successor is appointed.
Resolution # GG-527-21
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report LGS-031-21, and any related communication items, be received;
That the resignations of Jocelyn Whalen, Maggie Luczak, and Carrie -Anne Atkins
be received with thanks;
That Carmen Aiello, Leah Bourgeois, and Kristen Brent be appointed to the
Samuel Wilmot Nature Area Management Advisory Committee for a term ending
December 31, 2021, or until a successor is appointed; and
That all interested parties listed in Report LGS-031-21 and any delegations be
advised of Council's decision.
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General Government Committee Minutes November 29, 2021
8.3.2 Memo from June Gallagher, Municipal Clerk, Regarding Appointment of
Department Liaisons and Deputy Mayor
Resolution # GG-528-21
Moved by Mayor Foster
Seconded by Councillor Hooper
That the Members of Council designated as Department Liaisons, remain status
quo until the end of the term of Council.
Department
Council Liaison
Planning & Development Services
Councillor Anderson
Public Works
Councillor Hooper
Community Services
Councillor Traill
Legislative Services
Councillor Jones
Financial Services
Councillor Neal
Office of the CAO
Mayor Foster
Emergency Services
Councillor Zwart
Carried
8.4 Financial Services
Councillor Neal chaired this portion of the meeting.
8.4.1 FSD-051-21 Elexicon Promissory Note
Resolution # GG-529-21
Moved by Councillor Hooper
Seconded by Mayor Foster
That Report FSD-051-21 and any related communication items, be received;
That the Staff be directed to provide Elexicon Corporation with the appropriate
documents to waive the right to demand payment of the on -demand promissory
note until January 1, 2022;
That the Director of Financial Services/Treasurer and the Chief Administrative
Officer, be directed to waive the right to demand payment of the on -demand
promissory note annually until otherwise directed by Council; and
That all interested parties listed in Report FSD-051-21 and any delegations be
advised of Council's decision.
Carried
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General Government Committee Minutes November 29, 2021
8.4.2 FSD-052-21 Sole Source Award to Tablet Command for the Supply, Delivery
and Installation of Mobile Data Terminals
Resolution # GG-530-21
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Report FSD-052-21 and any related communication items, be received;
That authority be granted to the Purchasing Manager to negotiate and enter into
a sole source agreement with Tablet Command for the supply, delivery, and
installation of mobile data terminals (MDT) for a total amount not to exceed the
upset limit of $35,000 excluding tax and on terms and conditions satisfactory to
the Director of Emergency and Fire Services/Fire Chief and in a form satisfactory
to the Municipal Solicitor;
That the estimated funding of $35,000 which includes the cost of the MDT and
other costs such as iPads and computer accessories be drawn from the
Community Emergency Management Reserve Fund; and
That all interested parties listed in Report FSD-052-21 and any delegations be
advised of Council's decision.
Carried
8.4.3 New Business - Veterans Square (Mayor Foster)
Resolution # GG-531-21
Moved by Mayor Foster
Seconded by Councillor Hooper
Whereas the Municipality of Clarington wishes to recognize and honour the
contributions of our local veterans; and
Whereas the cenotaph located at the Municipal Administration Centre in
Bowmanville hosts many civic events and the Remembrance Day ceremonies;
Now therefore be it resolved:
That the Municipality of Clarington names the cenotaph and civic square outside
of the Municipal Administrative Centre, located at 40 Temperance Street,
Bowmanville, to "Veteran's Square"; and
That Staff be directed to include, for budget consideration, the renovation of
Veteran's Square into an outdoor civic centre suitable for public gatherings,
public events, and remembrance events.
Carried
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General Government Committee Minutes November 29, 2021
8.5 CAO Office
Mayor Foster chaired this portion of the meeting.
8.5.1 Memo from Andy Allison, CAO, Regarding Community Funding Support
Resolution # GG-532-21
Moved by Councillor Anderson
Seconded by Councillor Hooper
That Item 8.5.1, Memo from Andy Allison, CAO, Regarding Community Funding
Support, be received for information.
Carried
9. Unfinished Business
9.1 Anaerobic Digestor Environmental Assessment - (Motion from Councillor
Neal) - Referred from the November 1, 2021, Council Meeting
Resolution # GG-533-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That Item 9.1, Regarding Anaerobic Digestor Environmental Assessment be
deferred to the January 10, 2021, General Government Committee meeting.
Carried
10. Questions to Department Heads/Request for Staff Report(s)
Members of Council asked questions to the Department Heads.
11. Confidential Items
Closed Session
Resolution # GG-534-21
Moved by Councillor Neal
Seconded by Councillor Jones
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as
amended, the meeting be closed for the purpose of discussing matters that deal
with:
• labour relations or employee negotiations; and
• personal matters about an identifiable individual, including municipal or
local board employees.
Carried
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General Government Committee Minutes November 29, 2021
Rise and Report
The meeting resumed in open session at 2:10 p.m.
Mayor Foster advised that one item was discussed in "closed" session in
accordance with Section 239(2) of the Municipal Act, 2001 and one resolution
was passed to provide direction to Staff, however the same motion was moved in
open session, as it was determined not to be confidential.
Resolution # GG-535-21
Moved by Councillor Neal
Seconded by Councillor Hooper
That the Chief Administrative Officer prepare a contract template as part of the
recruitment process for the next Chief Administrative Officer, and report back at
the December 13, 2021, Council meeting.
Carried
12. Adjournment
Resolution # GG-536-21
Moved by Councillor Neal
Seconded by Councillor Anderson
That the meeting adjourn at 2:13 p.m.
Carried
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