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HomeMy WebLinkAbout2022-02-28Clar*wn General Government Committee Post -Meeting Agenda Date: February 28, 2022 Time: 9:30 a.m. Location: Council Members (in Chambers or MS Teams) I Members of the Public (MS Teams) Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Lindsey Patenaude, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at Iatenaude@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. AudioNideo Record: The Municipality of Clarington makes an audio and/or video record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be recording you and will make the recording public by on the Municipality's website, www.clarington.net/calendar Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net/archive The Revised Agenda will be published on Friday after 4:15 p.m. Late items added or a change to an item will appear with a * beside them. Pages 1. Call to Order 2. Land Acknowledgement Statement 3. Declaration of Interest 4. Announcements 5. Presentations/Delegations 5.1. Delegation by Carion Fenn and Genelle Pollydore, Carion Fenn 6 Foundation, Durham Black Network, Regarding Black History Month 5.2. Delegation by Wendy Bracken, Regarding Item 6.1, New Business - 20 Bottom Ash (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) *5.3. Delegation by Len Healey, Clarington Slo-Pitch, Regarding Report CSD- 004-22 Outdoor Permit Rates and Fees 2022 *5.4. Delegation by Nik Papanikolas, Regarding New Business - Trudeau Walkway *5.5. Delegation by Dave Zakos, Regarding New Business - Trudeau Walkway 6. Reports/Correspondence Related to Presentations/Delegations 6.1. New Business - Bottom Ash (Councillor Zwart) 29 (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Item 9.2.3 of the February 7, 2022 Joint Committees Agenda (Additional Correspondence from Linda Gasser Attached) 6.2. CSD-004-22 Outdoor Permit Rates and Fees 2022 36 7. Communications Page 2 7.1. Minutes of the Newcastle Village Community Hall Board dated December 12, 2021 (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) (Receive for Information) Link to Item 8.1 of the February 7, 2022 Joint Committees Agenda 7.2. Wendy Bracken, Regarding a Request for an Environmental Assessment (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Item 8.2 of the February 7. 2022 Joint Committees Aaenda 7.3. Patrick McNeil, Chair, Elexicon Corporation, Regarding Elexicon 43 Financial Information Request (Receive for Information) 8. Staff Reports, Staff Memos and New Business Consideration 8.1. Public Works 8.1.1. PWD-003-22 Northglen West Phase 3 Subdivision, Plan 40M- 2606 Assumption By -Law (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Report PWD-003-22 8.1.2. PWD-004-22 Brookhill Phase 3 Subdivision, Plan 40M-2580 Assumption By -Law (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Report PWD-004-22 Page 3 8.1.3. PWD-005-22 Sidewalk Snow Clearing [.*]Pi �31111E,11 8.1.5 *8.1.6 (in accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Report PWD-005-22 New Business - Future Connection for the Farewell Creek Trail (Councillor Neal) New Business - Snow Clearing on Highway 2 from Townline Road to Courtice Road (Councillor Neal) New Business - Trudeau Drive Walkway (Councillor Traill) Community Services 8.2.1. CSD-005-22 2021 Annual Accessibility Update Legislative Services 8.3.1. LGS-003-22 2022 Municipal Elections — Accessibility Plan (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Report LGS-003-22 Financial Services 8.4.1. FSD-005-22 2021 Annual Commodity Hedging Compliance Report (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Report FSD-005-22 47 Page 4 8.4.2. FSD-006-22 2021 Annual Leasing Report (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Report FSD-006-22 fII�:��C��.y�a171[13��•y�lY�l��ii11'ii�l�: - �� . � - • � (Attachment 1 was Amended) 8.4.4. FSD-011-22 Roof Remediation at Courtice Community Complex 63 and Garnet B. Rickard Recreation Complex 9. Unfinished Business 10. Questions to Department Heads/Request for Staff Report(s) 10.1. Improvements to Parking Lot at Tooley's Mill Park (Councillor Neal) 69 *10.2. Anaerobic Digestor (Councillor Neal) 11. Confidential Items 11.1. PWD-002-22 Potential Property Acquisition (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) 12. Adjournment Page 5 DURHAMBLACK NETW4tRK Page 6 DURHAMBLACK NETW4tRK Page 7 CARIZNFENN ► Founding President CARIZNFENN FOUNDATION ► TV Show Host RO E RS t HEALTH WITH CARION FENN ► Board of Trustee ► Chair, Board Quality Committee Lakeridge Health ► Chair, Durham Catholic Virtual Elementary School Parent Council Page 8 DURHABLACK NETw RK Genelle Pollydore Member, Durham Black Network SWEN EQUIT1 Advancing Inclusive Care Page 9 0 Blacklack Community lack Al lysyship Equity Equuity Et Equality Awareness bvstemic Anti - Durham Region BLACK LIVES MATTER RALLY TOWN OF AJAX ORGANIZED BY EMMA BOWER & LORELEI BEYNON DURHAMBLACK N ETWR K RALLY LED BY CARION FENN VIDEO BY VAQAR RAEES Page 11 CARICNFENN FOUNDATION BLACK OPEN MIC A virtual conversation for the Black Community to share their encounters with Anti -Black Racism. ANTI -BLACK RACISM live interactive virtual discussion to address Systemic Anti -Black Racism in the area of Community Safety and Crime QURHAMBLACIC N ETW R K OUR PROGRAMS: BLACK OPEN MIC (EVERY 3 MONTHS) ANTI -BLACK RACISM COMMUNITY SAFETY & JUSTICE MAY 17, 2022 7PM HEALTHCARE & MENTAL WELLBEING SEPTEMBER 27, 2022 7PM EDUCATION & CHILD WELFARE NOVEMBER 14, 2022 7PM HEALTH & WELLNESS PROGRAM Page 12 DURHAM BLACK NETWORK MERCHANDISE: EQUITY & EQUALITY T-SHIRT: AVAILABLE ON OUR ONLINE STORE AT WWW.CARIONFENN.ORG OR THE COVE. PROFITS SUPPORT OUR PROGRAMING DON'T WAIT TAKE THE CHALLENGE NOW THE TIME IS NOW DJRHAMBLACK Page 13 NETW RK "change will not come if we wait for some other person or some other time. We are the ores we've been waiting for. We are the charge that we seek." - Barallk Obama #BlackH istory Month NEVER Posy A DURHA BLACK N ETWZRK F "Black history is not just for Black people - Black history is Canadian history." Uhistoire dos Noirs nest pas seulement polar les personnel noires - Mistaire des Noirs ost Mistoire du Canada. 50 "change will not core if we wait for some other person or some other time. We are the ones we've been waiting for. 1e are the change that we seek." - Barack Qbama #Blac#History Month 7/7 PF "Do your little bit of good where you are. It's those little bits of good put together that overwhelm the world." 6 -Viola Desmond - DURHAMBLACK NETWZRK Thank you! Carion Fenn, President Genelle Pollydore, Member CAP\I%rNFENN FOUNDATION www.carionfenn.org smcm@carionfenn.org 289-923-8170 Page 19 Delegation to Clarington General Governance Committee February 28th, 2022 B. Repo rts/Correspondenoe Related to PresentationslDelegabons 6.1. New Business - Bottom Ash (Councillor Zwart) (In accordance with Section 4.11.4 of the Procedural By-law, this item was referred from the February 7, 2022, Joint General Government and Planning and Development Committees meeting) Link to Item 9.2.3 of the February 7, 2022 Joint Committees Agenda (Additional Correspondence from Linda Gasser Attached) Page 20 MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEE RESOLUTION # DATE February 7, 2022 MOVED BY Councillor Zwart SECONDED BY Whereas the Region of Durham proposes to run a pilot project using Durham York Energy Centre (waste incinerator) bottom ash in Phase 2 of the reconstruction of Regional Road 18 (Newtonville Road); And whereas this is not a proven technology; And whereas the Municipality of Clarington wishes to protect the health of the environment and our residents; And whereas Clarington is fast becoming a "dumping ground" for the Region of Durham's waste; Now therefore be it resolved that the Municipal of Clarington is vehemently opposed to the Region of Durham's proposal to run a pilot project using incinerator bottom ash in the reconstruction of Regional Road 18 (Newtonville Road). Page 21 Suggest broader range in last point and change to "to run a road pilot project using incinerator bottom ash and/or plastics and/or other waste materials in Clarington" MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEE RESOLUTION # DATE February 7. 2022 MOVED BY Councillor Zwart SECONDED BY Whereas the Region of Durham proposes to run a pilot project using Durham York Energy Centre (waste incinerator) bottom ash in Phase 2 of the reconstruction of Regional Road 18 (Newtonville Road); And whereas this is not a proven technology; And whereas the Municipality of Clarington wishes to protect the health of the environment and our residents; And whereas Clarington is fast becoming a "dumping ground" for the Region of ❑urham's waste; Now therefore be it resolved that the Municipal of Clarington is vehemently opposed to the Region of Durham's proposal to run a pilot project using incinerator bottom ash in the reconstruction of Regional Road 18 (Newtonville Road). Page 22 Pilot Project using Incinerator and/or Plastics in Road Construction is Obscene on Many Levels • Incinerator industry has two major problems: incinerator emissions and incinerator ash • Covanta is responsible for disposal of bottom and fly ash • This pilot takes $MILLIONS of taxpayer dollars • Taking public money to dump incinerator ash to pollute the lands of the public and the public is obscene • After 20241 EPR kicks in, plastic industry needs to take responsibility for their pollution • Microplastic/plastic pollution a growing problem —should NOT be adding to it • THINK OF FUTURE GENERATIONS — BAN this Pilot Project Page 23 Massive Amount of our Public Money Going to More Dumping in Clarington Especially Egregious- starves funds when many needs (ex. shelter) not being met • From Durham Works Report #2022-W-12, Section 2.1 refers to the: ,, 2019 allocation of $3.5 million in Federal Gas Tax Funding for the reconstruction of a portion of Regional Road #18 (RR18) in the Municipality of Clarington as a pilot project" • It is obscene that public funds are being used to address the problems that the incineration and plastics industry cannot solve -their ash and plastics pollution —they want to bury it in public roads and falsely and reprehensively claim it's part of a circular economy Page 24 Road Mixtures Use Plastics That Could be Easily Avoided including Water Bottles, Single -use plastic bags Source: Canadian Plastics, https://www.canplastics.com/features/the-plastic-road-ahead/ RPM asphalt mixtures are created through several steps: the recycled plastic - usually water bottles, soda bottles, and single -use plastic bags - is sorted by polymer type, such as polyethylene (PE) plastic bags in one group and PET bottles in the other. Each polymer type varies in how durab e and pliable it is. Once the plastics are separated and pressed into pellets, they can be mixed with hot asphalt to create the RPM asphalt binder. some recycled plastics are Page 25 Below From Correspondence of L. Gasser (Source: Canadian Plastics, https://www.canplastics.com/features/the-plastic-road-ahead/) Plastics See extract below from Canadian Plastics site re potential hazards: February 5, 2021 Canadian Plastics https://www.canplastics.com/features/the-plastic-road-ahead/ A challenge, however, is to balance the asphalt performance with gains in recycling and sustainability as well as environmental concerns. In some early applications, where waste plastic was simply ground up and tossed into the mix, the plastic agglomerated near the road surface, creating the opportunity for small pieces to break away and generate microplastrc pollution...... There's also concern about the potential for certain types of melted plastic to release toxic fumes. An October 2020 report by the U.S.-based National Asphalt Pavement Association (NAPA) acknowledged the risks of running the wrong plastics through an asphalt plant and advised against using recycled PVC in paving applications, as it releases toxins when heated. Page 26 Concerns regarding use Of Incinerator Ash in road remains; Incinerator Bottom Ash DOES have highly toxic residues 7. Bottom Ash 7.1 Bottom ash produced by the Region' Energy -From- Waste FFW) Facility as an incineration by-product was another waste material considered for incorporation into the granular road base. The Region ion contracted Wood Environmental to conduct testing o this material. The material had a high moisture absorption rate that could be detrimental to the road base especially In the spring and fall seasons. Research indicated that a seasoning period of at least six months is necessary to condition the ash for construction purposes. a result of the testing performed, the raw bottom ash material is considered not suitable for use on this project. Further testing on seasoned ash will be undertaken for future projects. Page 27 Suggest broader range in last point and change to "to run a road pilot project using incinerator bottom ash and/or plastics and/or other waste materials in Clarington" MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEE RESOLUTION # DATE February 7. 2022 MOVED BY Councillor Zwart SECONDED BY Whereas the Region of Durham proposes to run a pilot project using Durham York Energy Centre (waste incinerator) bottom ash in Phase 2 of the reconstruction of Regional Road 18 (Newtonville Road); And whereas this is not a proven technology; And whereas the Municipality of Clarington wishes to protect the health of the environment and our residents; And whereas Clarington is fast becoming a "dumping ground" for the Region of ❑urham's waste; Now therefore be it resolved that the Municipal of Clarington is vehemently opposed to the Region of Durham's proposal to run a pilot project using incinerator bottom ash in the reconstruction of Regional Road 18 (Newtonville Road). Page 28 Via email to Clerks(a�Durham.ca February 16, 2022. Regional Chair John Henry and Council Regional Municipality of Durham 605 Rossland Road East, Whitby Re: Works Staff Report 2022 W-12 Regional Road 18 (Newtonville Road) Pilot. Please do NOT approve Feb. 2 Works Committee Recommendation re Phase 2 Dear Regional Chair Henry and Works Committee Members: Hopefully this letter to Durham Chair and Council will be included in the Feb. 23rd Council agenda. I sent a similar letter to Works Committee on Feb. 1 st, by the relevant deadline, but it was not included on the Works agenda. In this letter I have updated what I wrote on Feb 1st and also capture some of the committee discussion and their vote. Federal Gas tax funds not "free money" and should not be treated as a windfall to be blown on projects of questionable value to regional residents. Furthermore, what Durham is proposing has been tried elsewhere with mixed results and can hardly be characterized as "innovative". With the transition of Blue Box collection and recycling to producers in July 2024 for Durham, unless Durham continues to operate your Materials Recovery Facility (MRF) where blue box recyclables are currently processed, will your staff be able to access Durham recyclables and/or mixed plastics etc after the transition to producers? This requires explanation. Before making broad statements about "potential" future benefits, a life cycle analysis to consider all potential impacts and costs should have been conducted and should be requested by Council before considering approval. Plastics See extract below from Canadian Plastics site re potential hazards: February 5, 2021 Canadian Plastics httos://www.canDIastics.com/features/the-plastic-road-ahead/ A challenge, however, is to balance the asphalt performance with gains in recycling and sustainability as well as environmental concerns. In some early applications, where waste plastic was simply ground up and tossed into the mix, the plastic agglomerated 1 Page 29 near the road surface, creating the opportunity for small pieces to break away and generate microplastic pollution...... There's also concern about the potential for certain types of melted plastic to release toxic fumes. An October 2020 report by the U.S.-based National Asphalt Pavement Association (NAPA) acknowledged the risks of running the wrong plastics through an asphalt plant and advised against using recycled PVC in paving applications, as it releases toxins when heated. See Report section 5.4 on page 4: Asphalt mixes were also modified with 0.3 per cent by weight of polyethylene terephthalate (PET) fibers from recycled plastic bottles from two US sources. Fiber modified asphalt was significantly improved depending on the type and source of PET fiber. Section 5.5 Similar recycled material as used in our tests, containing mixed plastics from the Region's MRF, will be ground into pieces small enough to be added to this asphalt mix in varied quantities with recycled fibers, and placed on the Phase 2 RR18 road segment to assess the benefits in our Regional road network. Bottom Ash Waste staff have routinely promoted finding ways to "reuse" of ash generated by Durham's incinerator. While staff write that "raw" bottom ash will not be used in this pilot, they reference "seasoned" ash and more testing. See Section 7.1 pages 5-6 7. Bottom Ash 7.1 Bottom ash produced by the Region's Energy -From -Waste (EFW) Facility as an incineration by-product was another waste material considered for incorporation into the granular road base. The Region contracted Wood Environmental to conduct testing on this material. The material had a high moisture absorption rate that could be detrimental to the road base especially in the spring and fall seasons. Research indicated that a seasoning period of at least six months is necessary to condition the ash for construction purposes. As a result of the testing performed, the raw bottom ash material is considered not suitable for use on this project. Further testing on seasoned ash will be undertaken for future projects. Attempts to reuse ash are nothing new, with multiple concerns around same. See extract below: 2 Page 30 https:llipen.orglsites/default/files/documents/After_ incineration_ the toxic_ ash probtem_201S.p df After incineration: The Toxic Ash Problern — IPEN Dioxin, PCBs and Waste WG 7.1.4 Bottom ash in the Netherlands, the annual production of bottom ash is approximately 1.200.000 tons. The bottom ash production is quite steady because the quantity of incinerated waste has not been changed for the past few years. In 2002. 770.000 tons were used for road beddings, and hardening surfaces of industrial sites. This is much lower compared to previous years, when 820.000 up to 1340,000 tons have been dumped under road+. Waste incinerators have storage facilities for periods daring which road building activity is lower. However, the drop in 20q-2 is not a result of a small demand for mad works, but because of growing concern about the negative eftvironmen[al unpao of dumping bottarrl ash under roads. Rood constructors have been increasingly reluctant to further use bottom ash for rota[ constructionL In conscqucncr of this growing ooncern, the quantities in stock at iwinerators have increased to 1.0281100 tons by the end of 2002. which is almcnt as much as annual production Small quantities of bottom ash are land1illed on common landfill sites and exported respectively. In the past re* years the annual quantities landrtlled ranged from 700 to 12.5M tans. In 2002 and 20D3 3 2M and 2,300Ions of bottom ash respectively were exported. Similar with Fly ash, the uw. of bottom ash as a hedging for rcWs. hrinp The ash easily itim contact wish other (non hazardous) materals used for road umstruction. like sand and stones. Hut, inevitable, roads need to be r&onstruettd, or rtpairrA. and the old road debris tht need to be removed contains elevated levels of toxic substances. Mixture of ihuttunt ashes. fly ashes and Wicr nurteri;rls can increase leachability of dioxins from these materials as dissolved harms matters contact increaws.7o Where, and what approvals would be required to permit the above mentioned ash "seasoning" process", which "seasoning" as described by staff contemplates outdoor storage of ash, which is not permitted at the DYEC. This requires further explanation. If not in Durham, where would future testing of "seasoned ash" take place? How would ash from elsewhere be relevant to Durham and how much would it cost to access and test seasoned ash elsewhere? Phase 2 pilot is NOT essential - Un/Underfunded NEEDS in Durham should be Council's priority On January 20th, Chair Henry, as described in a Whitby This Week article when responding to federal funding for affordable housing... Henry called the announcement a "great story for Durham, " adding "everyone deserves a safe place to live" See the vote from Feb. 2nd Works Committee below. This begs the question, how serious is Chair Henry about making good on that statement, when he also votes in favour of tendering Phase 2 of the pilot, which is not essential and of questionable public benefit? Page 31 B) That the Regional Municipality of Durham Council authorize staff to tender and construct Phase 2 of the Regional Road #18 Pilot Reconstruction Project based on the high-level specifications outlined in Report #2022-W- 12 of the Commissioner of Works, with financing previously approved for this initiative as part of the 2019 Federal Gas Tax Funding allocation. CARRIED ON THE FOLLOWING RECORDED VOTE: Yes No Councillor Barton Councillor John Neal Councillor Crawford Regional Chair Henry Councillor Marimpietri Councillor McLean Councillor Smith Chair Mitchell Members Absent: None Declarations of Interest: None To put the amount of Phase 2 Pilot dollars in context, the unspent plus/minus $2 million left after Phase 1 could, as just one example, fund something like the Durham Micro Homes project in Oshawa, which will build 10 homes at a cost of $80K each plus site servicing costs. The fed gas tax funds could be spent on other eligible regional priority projects, thus making available equivalent amount for housing and/or other urgent priorities Comments by Works Committee Members — Claims of Possible Interest in Pilot Some Works Committee members made supportive comments and that they might consider such a pilot for their municipality. But when these same Works members had the opportunity to refer Report W-12 back to staff to allow consideration of that possibility, NO referral was made. Apparently, $1.5 million have been spent on Phase 1 of Newtonville Road rehabilitation. The Chair of Works pointed out that Phase 1 is regular road work using conventional materials. The proposed Phase 2 could proceed anywhere in Durham and doesn't have to be in Clarington. In fact, the Mayor of Clarington asked Works to consider just that — to please do this Phase 2 pilot somewhere else. In closing, I ask Council to refocus on priorities and the urgent needs of your residents. Please do NOT support Recommendation B and moving ahead with Phase 2. 4 Page 32 Thank you for your attention. Yours truly, Linda Gasser Whitby Encl. 2020 Advertisement -see para 2 re bottom ash reuse Cc: Clarington Council Link to Oshawa Microhomes article: https://www.thestar.com/local- oshawa/news/2022/01 /17/oshawa-micro-home-installation- begins.html#:-:text=Installation%20of%20micro%2Dhomes%20aimed,then%20installed %20at%20the%20site. See next page: February 9, 2022 Durham News Release re Newtonville Road Pilot - issued prior to council approval (highlighting is mine) 77EDD)) DURHAM REGION Region of Durham News 2/9/2022 9:33:47 AM k, Page 33 Recycled waste materials to be used in Regional Road 18 Pilot Reconstruction Project in Clarington Whitby, Ontario — Durham Region is ready to proceed with Phase 2 of an innovative project for a segment of Regional Road 18 in Clarington, between Concession Road 5 and the bridge south of Kendal. Portions of the roadway will be reconstructed as part of a pilot project incorporating the use of recycled materials. This 3.6 kilometre stretch of Regional Road 18 requires reconstruction and strengthening but has remained a low priority for near term work as the road carries low daily traffic volumes. The one-time Federal Gas Tax funding in 2019 earmarked by Regional Council for transformative capital projects provided a unique opportunity for upgrading this road as an innovation initiative using Regional Waste materials. Split into two phases, this project reconstructed the north half of this road segment (Phase 1) using conventional techniques, while the southern half (Phase 2) will pilot the use of recycled material. Phase 1, which was completed in the fall of 2021, used conventional reconstruction methods and materials. Construction for Phase 2 is planned for the spring and summer of 2022, pending Council approval. Upon approval, this second phase will focus on the southerly section of the road and will include recycled waste materials for a beneficial new use. Recycled glass will be incorporated into the granular base and recycled plastics will be incorporated in the new asphalt. An estimated 6 tonnes of mixed plastic and 400 tonnes of recycled glass from Durham Region's Material Recovery Facility (MRF) are estimated to be used for the proposed second phase of this project. Additionally, 4.5 tonnes of polyethylene terephthalate (PET) fibres —made from recycled plastic would also be used in this second phase. This pilot project aligns with the Region's Long-term Waste Management Plan's guiding principles to apply innovative approaches to regional waste streams to manage them as resources in a circular economy. Upon successful completion of this project, in the future, we have the potential to incorporate an estimated 300 tonnes of mixed plastic, 240 tonnes of PET plastic and all recycled glass processed at Durham Region's Material Recovery Facility through the Region's annual road program. This would reduce the amount of waste stored in regional facilities and decrease the amount of virgin material that is mined and trucked for road construction, such as aggregate materials. The use of plastics also has the potential to 11 Page 34 significantly increase the strength, durability and the overall lifecycle of the pavement structure in our road network. Quotes "We are proud to be exploring the use of recycled materials in our road reconstruction projects. This pilot will help define the potential for sustainable practices and determine the durability of roads that incorporate recycled materials. The opportunity to recycle waste in road construction is just one of the many ways Durham Region is leading the way in waste management." - Susan Siopis, Commissioner of Works Regional Road 18 is the perfect testing ground for this innovative option of road reconstruction. Splitting the road segment in two phases will help clearly assess and evaluate the difference in performance between using conventional methods and recycled materials. We look forward to advancing this pilot project and contributing to a circular economy. - Ramesh Jagannathan, Director Transportation and Field Services —30— For media inquiries, please contact Corporate Communications. Read this article on our website. 7 Page 35 Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: February 28, 2022 Report Number: CSD-004-22 Submitted By: George Acorn, Director of Community Services Reviewed By: Mary -Anne Dempster, CAO Resolution#: File Number: By-law Number: Report Subject: Outdoor Permit Rates and Fees 2022 Recommendations: 1. That Report CSD-004-22 and any related communication items be received; 2. That the proposed rates for January 1, 2022, to December 31, 2022, in Attachment 1 to Report CSD-004-22, be approved; 3. That subsequent Outdoor Permit Rates and Fees be incorporated into Community Services rates and fees moving forward; 4. That the current 10% non-resident surcharge for Community Services be applied to outdoor permit rates and fees; and 5. That all interested parties listed in Report CSD-004-22 and any delegations be advised of Council's decision. Page 36 Municipality of Clarington Report CSD-004-22 Report Overview Page 2 Community Services began the transition with the Public Works Department in August 2020 to take over the responsibility for outdoor permitting. Part of this transition was to begin working with Community Groups to understand how the permitting process could be improved. Staff began updating and doing the required clean-up of the ACTIVE Net database, which led to a detailed review of the fees and how they were being administered. Staff identified several challenges, both from the user and administration perspective, that the current fee structure posed. With a goal of improving the overall process, staff began to benchmark the fee structure and administration of various municipalities. With that knowledge, staff developed the new proposed fee structure. The proposed structure was created with three key elements in mind. First, to ensure no significant negative financial impact to user groups. Second, the fee changes did not negatively impact the Public Works budgeted revenue lines, and lastly, the fee structure changes provided improvement for the administration of the permitting process. The staff recommendations for improvements to the rate structure, process and application fees are contained in this report. 1. Background 1.1 The responsibility for permitting outdoor facilities was transferred to the Community Services Department, Client Services Division, in August 2020. This responsibility included the administration, allocation and permitting of outdoor sports fields, parks, and gazebos. The first full year of permitting with Client Services began in 2021. 1.2 As part of this transition, meetings were held with staff from Public Works to understand the past practices behind current processes. Staff also conducted various user group meetings to gain feedback on the process from our major user groups. Information gathered from these meetings assisted in forming the recommendations contained in this report. 1.3 Through the transition, it was identified that there was one outstanding resolution from the April 8, 2019, Council Meeting related to Addendum to Report OPD-003-19. The resolutions passed the current pricing approach and referred the issue of non-resident fees to staff for a report in the Fall of 2019. 1.4 This report aims to address any outstanding resolutions from 2019. Important to note, that with the currently approved process, user groups would see a 4.7% increase to permit fees for 2022, based on the Consumer Price Index (CPI) as confirmed by Financial Services. Page 37 Municipality of Clarington Page 3 Report CSD-004-22 2. Recommended Changes to Fee Structure Fee Structure Changes and Methodology 2.1 Through the user group meetings and meetings with Public Works staff, there were themes that evolved to be addressed. The main challenges were the user groups' need to work with staff to deal with cancelled games due to the way practices and games were scheduled, lighting fees were difficult to understand and hard to predict for user groups, there was a difference in quality between different fields in Clarington and it was important for user groups to be able to predict the increase in costs in advance of needing to establish next season's registration fees. 2.2 To address the first challenge of user groups working with staff to reschedule games, staff are proposing that the new rate structure charge for all games and practices. Traditionally, only games had a fee attached. Whenever a game was cancelled due to weather, staff would work with all groups to adjust the free practice permits to accommodate the rescheduled games. This change would now allow user groups to reschedule their field use internally and would free up facility booking staff resources. This would also align with the current process for indoor ice and soccer rentals and creates efficiencies for both the user group and staff. 2.3 The next two issues addressed through the proposed structure are the pricing and administration of lighting fees and field categorization. Clarington takes a novel approach to applying lighting fees to outdoor permits. As such, benchmarking did not provide much direction on industry best practices. Staff held meetings with user groups to understand the challenges behind our current approach. User groups identified the biggest challenge with the lighting fees is that it was hard to calculate and predict user fees. While practice permits were free, lighting fees were still applied to these permits. Staff has recommended creating price points for lit and unlit permits to reduce confusion and simplify the administration of lighting fees. Lastly, this creates alignment between the process and staff being able to leverage the capabilities of ACTIVE Net. 2.4 User groups also identified differences between fields throughout the Municipality. Based on that feedback, staff has proposed to introduce three categories of fields. Major (which will accommodate lit and unlit permit fees), Minor fields (where there are no lights or irrigation and are generally more suited to practice), and Artificial Turf (which is an existing category). The shift in categorizing fees helps to address discrepancies in fields when permitting the activities that occur on them while making the price point reflective of these differences. 2.5 While the proposed changes are significant, the result if approved, is a streamlined, simplified system for both users and staff. To ensure the proposed structure did not negatively impact customers or revenues, staff carried out testing in the ACTIVE Net Page 38 Municipality of Clarington Report CSD-004-22 Page 4 Trainer system. Real -life permits upcoming for 2022 were compared to mirror test permits created under the new structure. These results were shared with user groups and Public Works staff to ensure the methodology maintained the original goals. Testing verified that the proposed structure was neutral regarding both user costs and municipal revenue. 2.6 An added benefit to the proposed structure in Attachment 1 is that it aligns with the current structure of other Community Services user fees. Part of the recommendations is to align the outdoor permit fees with the rest of the Community Services user fees, and in the future, bring all fees in one consolidated report. If approved, the first consolidated report for user fees would come to Council in the fall of 2022. 2.7 Previous recommendations surrounding non-residents saw significant rate increases based on non -residency. Community Services applies a standard 10% rate increase on all permit and program fees when booked by a non-resident. It is recommended that outdoor permits move to this standard 10% increase which will provide a consistent approach across fees managed by Community Services for the users. If approved, this recommendation would resolve Resolution C146-19. 2.8 Moving toward this proposed rate structure, and by including it as part of the overall Community Services Rates and Fees, provides flexibility for staff to address user trends and mitigate future high CPI increases, minimizing the impact to users. Future Considerations 2.9 As the Rate and Fees chart demonstrates, we currently offer to permit some of our parks, green spaces, and gazebos. The purposes for these permits range from wedding photos, concerts, to family gatherings and special events. Many municipalities do charge a nominal fee to reduce no-shows and create an additional revenue stream. Staff recommends additional work in this area with any recommendations to be included and highlighted in a future Rates and Fees report. 2.10 Currently, the special events process is being reviewed. As part of that review, staff will be investigating the fee associated with applications. This review will ensure that the cost of a special event permit is reflective of the service that is being provided. Both items will be reviewed and any changes to the fees will be brought back in a subsequent report. 3. Concurrence 3.1 This report has been reviewed by the Director of Public Works who concurs with the recommendations. Page 39 Municipality of Clarington Report CSD-004-22 4. Conclusion Page 5 4.1 Since taking on the responsibility of permitting all outdoor spaces, Community Services staff have worked to identify challenges within the process, consulted with user groups on where they see improvements being required, and completed research on industry best practices. Based on this information, staff have developed the recommendations in this report to address issues surrounding the current structure and administration of outdoor permit fees. As such, staff recommend that Council approve the change in structure to fees as outlined in this report. 4.2 We are confident the recommendations in this report, in addition to future improvements being made to the processes for field allocation and permitting, will be a benefit to our community sport organizations at the same time as creating a more effective use of municipal staff resources. Staff Contact: Lee -Ann Reck, Manager, Client Services, 905-623-3379 ext. 2508 or Ireck@clarington.net. Attachments: Attachment 1 — Outdoor Permits Rates and Fees January 1 to December 31, 2022 Interested Parties: List of Interested Parties available from Department. Page 40 Attachment 1 to CSD-004-22 Community Services Department - Outdoor Permits - Schedule of Rates and Fees January 1 to December 31, 2022 2022 Proposed Program Unit of 2022 Fee Fee or Service Category HST Y/N Measure 2021 Fee with CPI with Structural Comments 4.7 Change Sports Fields Sports Fields -Game (RENAME Major Field -Lit) Youth No per hour $9.19 $9.62 $32.02 adds lighting fee to the permit cost, fee is higher because of lighting fee attached Sports Fields - Practice (RENAME Major Field -Unlit) Youth No per hour $0.00 $0.00 $4.70 addition of practice charge (took half of fee to create cost for charging for all permits) Sports Fields (RENAME Major Field Rental - Lit) Adult Yes per hour $25.53 $26.73 $54.00 no change, adding lighting fees to permit type for prime time Sports Fields Major Field Rental - Unlit Adult Yes per hour $0.00 $27.00 add this for adult permits without lights eliminate and move to a 20% discount on permit fees if people Tournaments Aft Yes $204.29 c'� book over 22 hours for a tournament in the same weekend, r* otherwise apply standard fees Tournaments Youth No per hour* $0.00 $0.00 would need to keep zero fee, otherwise cost to user groups would increase as currently free Lighting Fees (applied to all permits) Resident Yes perhour c'� $40.62 $�9A eliminate and include in per permit fee Lighting Fees (if eveF 2.5 heHF5 daisy Fn x) Resident Ye-s peF night L c4� cO� $Q-.G0 eliminate and include in per permit fee Minor Fields (include all non -lit and/or non -irrigated fields) Sports Fields -Game (RENAME Minor Field Rental) Youth No per hour $9.19 $9.62 $3.80 lower fee for fields in minor category, no lights, would apply to both games and practices Sports Fields (RENAME Minor Field Rental) Adult Yes per hour $25.53 $26.73 $15.00 reflect categorization of fees, would rarely be used as most adult field use is on lit diamonds Page 41 Attachment 1 to CSD-004-22 eliminate from this section and apply the 20% discount Te ar.-.-,.ti,. nts Adult Yes peFday 0 $213.80 philosophy P Fig ate Rent"'` /Speeia' Events Resident \\//�,.,, ,,,. ye-5 F r'� $37.42 $0:00 eliminate from this section Batting Cages Youth No per hour Free $0.00 continue to permit at no charge Artificial Turf Field Turf Rental - Lit Youth No per hour $61.26 $64.14 $80.00 include lighting charge to permit Turf Rental - Unlit Youth No per hour $61.26 $64.14 $62.79 only 2.5% increase, lower than CPI to encourage use Turf Rental - Lit Adult Yes per hour $81.68 $85.52 $95.00 add lighting fee to the permit Turf Rental - Unlit Adult Yes per hour $81.68 $85.52 $83.72 only 2.5% increase, lower than CPI to encourage use Lighting Fees R ye-5 peFheaF $38.80 $40.62 $0:00 eliminate fee Lighting Fees (if ever 2.5 ti,.uF daily F x) °er°�R �eS peg *ht cow �'Q� $�-g0 eliminate fee Park Permits Gazebo Resident Yes per hour $0.00 $0.00 $0.00 consider entertaining fee in the future - potential revenue (i.e. wedding photography) Picnic Areas -Picnic Resident Yes per hour $0.00 $0.00 $0.00 consider entertaining fee in the future - potential revenue (i.e. family events, picnics, etc) Special Event Resident Yes per hour $35.74 $37.42 $36.45 no change, pending Special Event Process review, changes would impact 2023 budget if any Non-Resident/Commercial (change to commercial) Commercial Yes per hour $168.47 $176.39 make just commercial, NR use standard increase, decrease commercial fee (make 50% higher than resident fee) Stage Rental Fee - (minimum 3 hours) All Yes Saturday $146.00 $152.86 no change on fee other than to convert to a per hour, minimum 3 hour rental Stage Rental Fee - (minimum 3 hours) All Yes Su/Stat $195.50 $204.69 no change on fee other than to convert to a per hour, minimum 3 hour rental move to CSD approach, 10% surcharge to any non-resident Non -Resident Surcharge NEW All Yes per rental various 10% booking space at applicable rate Page 42 elexicon February 09, 2022 Andy Allison Former Chief Administrative Officer The Corporation of the Municipality of Clarington 40 Temperance Street Bowmanville, Ontario UC 3A6 Delivered electronically Re: Elexicon Financial Information Request Dear Mr. Allison, I am writing in response to the Council of the Municipality of Clarington's request for additional information in relation to Elexicon's 2020 financial performance. Below are Elexicon Corporation's responses to the requested information. Section B. Pro -Forma Profit & Loss Statement for Elexicon Group Elexicon Group's financial statements are unaudited and reported within Elexicon Corporation's Audited Consolidated Financial Statements. The following pro -forma profit and loss statement is extracted from those Consolidated Statements. January 1 to December 31, 2020 Revenue $110,000 (Expenses)/Recovery $167,000 Income Before Income Taxes $277,000 Income Tax Expenses/(Recovery) 86 000 Income from Continuing Operations $191,000 Other Comprehensive Gain (Loss), net of tax 16 000 Total Comprehensive Income $175,000 Adjusted for Deferred Tax Expense (Recovery) $86,000 Adjusted Net Income $261,000 1 Page 43 Section C. Breakdown of 2021 Year -To- Date Revenue Elexicon Corporation's shareholders receive cash distributions in the form of both dividends and promissory note interest. In 2021, Elexicon Corporation's dividend and interest distributions to the Municipality of Clarington totaled $1,406,079. Dividends Paid 2021 2020 Final Instalment $130,744 Q1 2021 Dividend Advance $263,337 Q2 2021 Dividend Advance $263,337 Q3 2021 Dividend Advance $263,337 Q4 2021 Dividend Advance $131,668 Total Dividend Payments $1,052,422 Interest on P-Notes June 2021 $171,729 Dec 2021 $171,729 Total Interest Payments $343,657 Total Cash Distributions $1,406,079 The dividend targets for Elexicon Corporation's first three years of operation (2019, 2020 and 2021) were prescribed in the Shareholders Agreement based on financial modeling done in 2017. Starting in 2022, the Elexicon Corporation's annual dividend will be equal to: • 52.5% of Elexicon Energy's actual Net income, • 52.5% of Elexicon Group's actual Net Income, and • 52.5% of the actual interest paid by Elexicon Energy to Elexicon Corporation on any promissory notes it has to the Corporation. 2 Page 44 Dividend Advances will continue to be made on a quarterly basis (25% of the target dividend at the end of Q1, Q2, Q3 and 12.5% of the target dividend at the end of Q4). The final payment is open to adjustment (up or down) to actual net incomes of Elexicon Energy and Elexicon Group and the actual p-note interest payments. I trust the responses provide the information requested by Council. Yours truly, Patrick McNeil Chair Board of Directors Elexicon Corporation Cc: M. Dempster, Chief Administrative Officer T. Pinn, Director Financial Services/Treasurer J. Gallagher, Municipal Clerk Mayor Adrian Foster I. Butany-DeSouza, Elexicon Energy Inc. K. Chandler, Elexicon Energy Inc. L. Lombardi, Elexicon Energy Inc. 3 Page 45 MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEE RESOLUTION # DATE January 10, 2022 MOVED BY Councillor Neal SECONDED BY Councillor Jones That Staff be directed to complete the future connection for the Farewell Creek trail near Darlington Blvd. in 2022. Page 46 MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEE RESOLUTION # DATE January 10, 2022 MOVED BY Councillor Neal SECONDED BY Councillor Jones That Staff be directed to clear snow and ice from all sidewalks on Highway 2 from Townline to Courtice Road. Page 47 Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: February 28, 2022 Report Number: CSD-005-22 Submitted By: George Acorn, Director of Community Services Reviewed By: Mary -Anne Dempster, CAO By-law Number: File Number: Resolution#: Report Subject: 2021 Annual Accessibility Update Recommendation: 1. That Report CSD-005-22 and any related communication items, be received; 2. That Report CSD-005-22 be placed on the Municipal website; and 3. That all interested parties listed in Report CSD-005-22 be notified of Council's decision. Municipality of Clarington Page 2 Report CSD-005-22 Report Overview This report is the Municipality of Clarington's annual update on the measures taken during 2021 to improve accessibility in our community and to report on the progress made under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). As outlined in this report, the Municipality is committed to providing the financial and staff resources needed to address necessary accessibility improvements to municipal services and spaces for the collective benefit of staff, our community partners and our residents. 1. Background Statement of Commitment 1.1 The Municipality of Clarington is committed to ensuring that people of all ages and abilities enjoy the same opportunities when they live, work, play, visit and invest in our community. 1.2 We promote an inclusive, caring, and respectful community where programs, services and facilities are available to everyone. Our goal is to make Clarington a barrier -free community and each year we come closer to achieving that goal. 2. Accessibility Legislation in Ontario Accessibility for Ontarians with Disabilities Act, 2005 (AODA) 2.1 The Accessibility for Ontarians with Disabilities Act, 2005 sets out a road map for an accessible Ontario by 2025. The Integrated Accessibility Standards Regulation (IASR) has been created as part of the Act to provide rules that businesses and organizations in Ontario need to follow to identify, remove and prevent barriers. In addition to the General Requirements, the IASR contains mandatory and enforceable standards in five key areas: • Customer Service • Information and Communications • Employment • Transportation • Design of Public Spaces 2.2 The Design of Public Spaces Standard focuses on removing barriers in areas not covered by the Ontario Building Code (OBC) such as playgrounds, on and off-street parking, recreational trails, and service counters. It applies to new construction or reconstruction of existing spaces. It does not require organizations to retrofit to be compliant. 2.3 The OBC regulates the minimum building standards for the construction of all new buildings that undergo a significant renovation. The Code includes requirements for minimum accessibility within buildings. 2.4 The OBC was amended to include enhancements to accessibility in buildings. As of January 1, 2015, most new construction and extensive renovations will be subject to updated accessibility requirements. Existing buildings, where no work is planned, are not affected by these new requirements. Page 49 Municipality of Clarington Page 3 Report CSD-005-22 Accessible Canada Act 2.5 As explained in Report CLD-017-19, the Municipality is also guided (although not directly governed) by the Accessible Canada Act which aims to benefit everyone, especially persons with disabilities through the realization of a Canada without barriers on or before January 1, 2040. While the Municipality of Clarington is not directly impacted by the passage of the Accessible Canada Act, we will continue to monitor its progress for best practices and opportunities for removing barriers in our communities. 3. Accessibility Annual Status Update Clarington's Accessibility Advisory Committee 3.1 The Clarington Accessibility Advisory Committee (CAAC) is a citizen committee that acts as an advisory body for Council. Its mandate is to advise on the identification, removal, and prevention of barriers to people with disabilities in municipal programs, services, initiatives, and facilities. The CAAC meets monthly and while in -person meetings were restricted due to COVID-19, the Committee was able to conduct virtual meetings using the Microsoft Teams platform and will continue to do so into 2022. Virtual meetings offer Committee members greater flexibility and does eliminate any transportation or weather - related barriers. 3.2 Each member of the CAAC is a volunteer except for the Council representative. The majority of CAAC membership is held by persons with disabilities. The CAAC is supported by the Accessibility Coordinator in the Community Services Department. 3.3 The CAAC's term coincides with Council's term. Following the 2018 Municipal Elections, a new CAAC was formed and will work within its mandate until 2022. The 2018-2022 CAAC members bring a wide range of personal and professional experiences and perspectives related to the challenges faced by people with disabilities. They provide invaluable advice and support as we continue to work toward a barrier -free Clarington. 3.4 Under the AODA, the Municipality is required to consult with the Accessibility Advisory Committee when new developments and municipal projects are being planned. In 2021, the CAAC reviewed approximately 20 site plan applications and three municipal projects for barriers to accessibility. This is a role the Committee takes seriously and takes pride in knowing they have helped contribute to a more accessible Clarington by advising applicants to exceed minimum accessibility standards. Accessibility Governance 3.5 The Accessibility Coordinator acts as a resource for all municipal service areas and facilitates compliance with the AODA. In accordance with Council's approval of the recommendations from the Grant Thornton organizational review, the Accessibility Coordinator position moved from Legislative Services to Community Services in 2021. This aligns with our commitment to support diversity in our workplace and community by coordinating these resources within one Department. Page 50 Municipality of Clarington Page 4 Report CSD-005-22 3.6 To ensure Clarington continues to meet, or exceed, the requirements of the AODA, the Coordinator continues to stay informed about legislation and participates in accessibility networks such as the Ontario Network of Accessibility Professionals (ONAP) and with other Accessibility Coordinators in Durham Region through attendance at quarterly coordinators meetings. 3.7 The Accessibility Coordinator is also a member of the Durham College Accessibility Coordinating Committee, the Diversity Equity and Inclusion (DEI) Community of Practice, and the Newcomers Accessibility Council (a partnership between Toronto East Quadrant Local Immigration Partnership [TEQ LIP] and Durham Local Immigration Partnership [DLIP]). 3.8 The Accessibility Coordinator provides legislated, mandatory training for all employees and volunteers on providing accessible customer service to people with disabilities, the IASR and the Human Rights Code as it relates to people with disabilities, as required under the AODA. 3.9 The Accessibility Coordinator is also responsible for finding and applying for grants that address accessibility. In 2021, several grants were applied for. So far, one was successful, three were not and one is still outstanding. 3.10 As required under the AODA, the Municipality must submit an Accessibility Compliance Report to the province bi-annually. The Municipality was required to submit this report by December 31, 2021. The Accessibility Coordinator is responsible for ensuring the report is submitted on -time and accurately reflects the state of accessibility in Clarington. The report was submitted on December 14, 2021, and indicated full compliance with the AODA and its Standards. Summary of Accessibility Activities Activity Number of Occurrences Clarington Accessibility Advisory Committee Meetings 11 AODA Training to Individuals (staff, volunteers) 38 Accessible Document Training to Individuals (staff) 3 Site Plans Reviewed 20 Municipal Projects Reviewed 3 3.11 The Municipality of Clarington continues to monitor and update its accessibility policies as necessary. Page 51 Municipality of Clarington Page 5 Report CSD-005-22 3.12 The Municipality of Clarington's Multi -Year Accessibility Plan 2018-2023 outlines the initiatives the Municipality has taken to ensure compliance with AODA. Additionally, the Plan outlines how the Municipality will continue to meet its legislated obligations under AODA and address the needs of our growing community as we work towards a fully accessible and inclusive community. The Multi -Year Accessibility Plan is posted on the Clarington website. 3.13 The Purchasing Department continues to include accessible design, features and criteria when purchasing goods, services, or facilities. If the Municipality was not able to purchase accessible goods, services or facilities, the Municipality gave an explanation as to why upon request. 3.14 In 2021, the Municipality added additional wording in its procurement agreements to ensure documents and reports received by contracted vendors meet our accessible document expectations. This addition gives the Municipality the power to sign off on documents as meeting our accessibility requirements prior to accepting them and closing out the contract. Information and Communications — Website 3.15 The Municipality of Clarington website complies with WCAG 2.0 Level AA, an achievement the Municipality met well before the January 1, 2021 deadline prescribed by the AODA. 3.16 Staff across all departments continue to work hard to ensure everything on the website is in an accessible format. In some situations, we have not been able to post content that is in an accessible format. Where something is not accessible to a person, we encourage them to contact us, and we work with them to find a suitable accessible format. Every public document includes information to request it in an accessible format. 3.17 In 2021, we removed BrowseAloud from our municipal website once the newly updated website was relaunched in the Fall. The updated municipal website has built-in accessibility features that replace the features of BrowseAloud. Accessible Documents 3.18 In support of accessible documents for our website, throughout 2021 we continued to provide training to municipal staff on how to create accessible Word documents. 3.19 The Municipality remains dedicated to making both internal and external documents accessible and continues to make great strides in providing documents in an accessible format. We continue to encourage individuals who find a document inaccessible to contact us via phone or email to request it in an alternative format. Page 52 Municipality of Clarington Report CSD-005-22 Employment Page 6 3.20 Clarington remains committed to accessible and equitable hiring practices and continued to meet its Employment Standards obligations under the AODA. All job postings included a statement about the availability of accommodations for applicants with disabilities during the recruitment process. 3.21 Successful candidates are informed, through their offer of employment, that accommodations are available for people with disabilities. All employees are informed of policies regarding job accommodations. The Municipality continued to provide workplace and emergency response information in accessible formats to employees who require it. 3.22 In 2021, the Municipality received a grant from the Canadian Parks and Recreation Association (CPRA) to support a job placement for youth who experience barriers to employment. Through the CPRA Youth Employment Experience grant, we received $10,568.54 for a summer camp position to support a youth with a disability in accessing meaningful employment. Leveraging our relationships with the Abilities Centre and Participation House, we were able to find excellent candidates for the opportunity of Inclusion Counsellor Assistant. Clarington's story was featured in a CPRA article, which highlighted our success at the National level. Transportation 3.23 The Region of Durham is responsible for public transportation within Clarington. Metrolinx (GO Transit) also provides transportation services through Clarington. 3.24 The Accessibility Coordinator and the CAAC continue to advocate for accessible transportation options within our communities where appropriate. Design of Public Spaces 3.25 The Municipality of Clarington continued to ensure that all new, and redeveloped, public spaces complied with the requirements of the Design of Public Spaces Standard. This means that new and redeveloped parks, trails, parking lots, service counters and paths of travel were designed to make things easier for everyone — people with disabilities, seniors, and families — to use and enjoy public spaces. 3.26 Three playgrounds were replaced in 2021. The newly installed playgrounds incorporate accessibility features such as transfer points, accessible swings (where swings are available), wood fiber surfaces, and sensory play features, among others. • Glenabbey Park, Courtice • Penfound Park, Courtice Page 53 Municipality of Clarington Page 7 Report CSD-005-22 • Westside Park, Bowmanville These locations also received improvements to their paved pathways and shade structures, where available. 3.27 In 2021, the Municipality received an Inclusive Communities Grant from the Government of Ontario in the amount of $58,760. Through this grant, the Municipality was able to install mobility device charging stations along our recreational trails. This ground- breaking initiative removes barriers to recreation for people who use electric mobility devices, such as wheelchairs and scooters. 3.28 This project will be completed in 2022 as we continue to install additional units. Staff have received a lot of positive feedback about the charging stations and look forward to promoting the units once they have all been installed. 3.29 In 2021, the Municipality's Public Works Department offered recreational trail snow clearing for the first time. This was in response to the increased demand for winter trail maintenance because of COVID-19 and the community's desire to have safe ways to remain active throughout the winter. Approximately 12 km of recreational trails were maintained, and it is expected to continue in 2022 as well. Accessible Customer Service 3.30 In 2021, the Municipality launched a language translation service to ensure we can meet the growing needs of our community. This service supports American Sign Language (ASL) and more than 240 languages. Staff can access the translation service through a toll -free number and video -on -demand app, which supports ASL translation, for in -person customer service. 3.31 Staff can also use a conferencing feature during phone inquiries to get a translation on the line to help facilitate telephone conversations. Most municipal facilities have been equipped with iPads, or other equivalent devices, to support ASL requests and support accessible customer service. 3.32 Clarington continues to comply with the Customer Service Standard. When accessing goods, services and facilities provided by the Municipality, individuals may use their assistive devices. Guide dogs and service animals may be used in all areas/premises that are open to the public, unless the animal is otherwise excluded by law. People with disabilities can access their support person/worker when accessing municipal goods, services, and facilities. 3.33 We continue to train all new employees and volunteers on Accessible Customer Service, including how to communicate with people with disabilities in a manner that considers their abilities. We will work with the person to determine what methods of communication work best for them. Page 54 Municipality of Clarington Report CSD-005-22 Page 8 3.34 We will continue to explore best practices for accessible customer service and investigate assistive technologies that can assist staff in providing accessible customer service to our residents and visitors. Leading Equitable and Accessible Delivery (LEAD) 3.35 In Fall 2020, the Abilities Centre in Whitby offered the Municipality of Clarington the opportunity to participate in the LEAD process. The Abilities Centre is a national LEAD facilitator and has worked with organizations across Canada. The Municipality of Clarington embraced the process as the first government entity to participate in this initiative. 3.36 The LEAD project in Clarington began in Spring 2021. A LEAD Working Group was formed, which included representatives from the Diversity and Inclusion Staff Team, Senior Leadership Team, Council Liaisons to the Accessibility Advisory Committee (AAC) and Diversity Advisory Committee (DAC), and two community representatives — both who are members of the AAC and DAC. 3.37 The LEAD Working Group was guided through a facilitation process to identify focus areas, support a rationale for the work that we are doing, and develop action items to support the work plan. The facilitation process took a close look at the nine themes of the LEAD toolkit. These are Leadership, Structure, Governance, Strategy, Financial Management, Supplier -Partnership Management, People Management, Program and Service Delivery, and Facility and Technology Supports. 3.38 The result of this work is an Improvement Plan. The Improvement Plan identifies a guiding principle related to each of the nine themes. There are recommended projects to support the principle, with outcomes and supporting action items that will help us to reach success in each of these themes. 3.39 Information about LEAD and a summary of the Improvement Plan recommendations were shared with Council in Report CSD-003-22. 4. Next Steps 4.1 Throughout 2022, the Municipality will continue to work towards meeting, maintaining, and exceeding its obligations under AODA and its Integrated Accessibility Standards. In keeping with our goal of becoming a barrier -free community we will: Begin to implement the recommendations of the LEAD Improvement Plan, with the support of the CAO, Senior Management, and the Community Development Coordinator — Diversity and Inclusion. Page 55 Municipality of Clarington Report CSD-005-22 Page 9 • Continue to seek opportunities for synergies with Clarington's Diversity Advisory Committee and Diversity portfolio. • Continue to support and educate staff on creating accessible documents. • Respond to requests for information in an alternative format. • Consult with the Clerk's Division on election accessibility. • Accessibility upgrades for Council Chambers during Summer Recess in 2022. A change to the Chair and Clerks desks, moving them from two to one level with accessible ramps leading up to them. Also, accessible furniture will be added to the public gallery area. • Continue to budget annually for the completion of accessibility audits for all municipal buildings. The recommendations arising from these audits form the basis for future improvements that are incorporated into our capital and operating budget planning. • Support the CAAC in their mandate and work -plan goals. • Build on the success of National AccessAbility Week (NAAW) in 2021 and offer an even larger variety of events to celebrate and recognize accessibility in Clarington. • Continue advocating for greater accessibility within the community. • Continue to seek out funding opportunities that support accessibility and inclusion. Currently working on an application for a sensory garden in collaboration with the Library and Museum team. • Continue developing Clarington's Universal Design Standards. • Continue to review and update Municipal policies through a diversity, equity, inclusion, and accessibility lens. • Provide current staff and volunteers with updated information on changes to our accessibility policies and continue to provide accessibility training to all new staff and volunteers. • Respond to public inquiries related to accessibility. • Monitor accessibility trends, themes and actions at the grassroots, provincial and federal levels. • Continue to review by-laws and policies to ensure they are consistent with the principles of the AODA and that they meet or exceed the minimum standards required under the AODA. • Explore assistive technology and devices to improve access to municipal facilities, programs, and services. Page 56 Municipality of Clarington Page 10 Report CSD-005-22 5. Concurrence 5.1 Not Applicable. 6. Conclusion 6.1 It is respectfully recommended that the 2021 Clarington Accessibility Annual Status Update report be received for information and be placed on the Municipal website. 6.2 Although this report illustrates significant work completed in 2021, much work remains to be done, to achieve the overall goal of creating an accessible Ontario for 2025. Staff, with the valuable contributions of Clarington's Accessibility Advisory Committee, and the ongoing support of Council, are confident we will see many accomplishments over the next few years. Staff Contact: Lee -Ann Reck, Manager, Client Services, 905-623-3379 ext. 2508 or Ireck@clarington.net. Attachments: Not Applicable Interested Parties: The following interested parties will be notified of Council's decision: Clarington Accessibility Advisory Committee Page 57 Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: February 28, 2022 Report Number: FSD-010-22 Submitted By: Trevor Pinn, Director of Financial Services Reviewed By: Mary -Anne Dempster, CAO By-law Number: File Number: Resolution#: Report Subject: 2021 Council Remuneration Recommendation: 1. That Report FSD-010-22 be received for information. Page 58 Municipality of Clarington Report FSD-010-22 Page 2 Report Overview This report complies with the Municipal Act reporting requirements for Council remuneration and expenses 1. Background 1.1 Attached please find a schedule (Attachment #1) detailing the remuneration and expenses paid to each Member of Council during 2021, in accordance with By-law #2011-005, as required by the Municipal Act, 2001, S.O. 2001, c.25, Section 284. 1.2 A schedule detailing compensation paid to Clarington's representative on the Elexicon Corporation Board of Directors from January 1 to December 31, 2021, is provided in Attachment #2. 1.3 As per Resolution #GPA-455-95, passed by Council on July 15, 1995, the Regional Municipality of Durham Report detailing the remuneration and expenses of the Members of Council and Regional Council Appointees to Local Boards is to be reported. For the fiscal year 2021, the Region's report is not yet available. It will be provided under separate cover. 2. Council Salary Reporting 2.1 Over the past several years, there has been a trend in Ontario municipalities towards increasing the public disclosure of Council remuneration and expenses. To further this initiative, beginning in 2019, the quarterly financial updates report includes highlights of interest related to these expenses. 2.2 According to By-law #2011-005, Council members are entitled to a travel allowance to compensate for travel related Municipal business within Municipal boundaries. In recognition of travel restrictions imposed by COVID-19 and to reflect an increase in virtual meetings and events, several councillors elected to forego all or portions of this allowance in 2021. 3. Concurrence Not Applicable. 4. Conclusion It is respectfully recommended that the report be received. Page 59 Municipality of Clarington Report FSD-010-22 Page 3 Staff Contact: Michelle Pick, Accounting Services Manager / Deputy Treasurer, 905-623-3379 ext. 2605 or mpick@clarington.net . Attachments: Attachment 1 — Remuneration and Expenses for Council 2021 Attachment 2 — Remuneration and Expenses for Directors of Elexicon Corporation 2021 Interested Parties: There are no interested parties to be notified of Council's decision. Page 60 Attachment 1 to Report FSD-010-22 Mayor and Councillors' Remuneration and Expenses January 1 to December 31, 2021 Name Regular Pay Municipal Severance Travel Allowance (Note 1) Conferences (Note 2) Other (Note 3) Total Mayor A. Foster 94,752.84 - - 1,393.19 3,011.92 99,157.95 Councillor J. Neal** 37,901.76 - 1,361.28 - - 39,263.04 Councillor J. Jones 37,901.76 - 8,081.36 - - 45,983.12 Councillor R. Hooper 35,933.30 * - - - - 35,933.30 Councillor C. Traill 37,901.76 - 932.45 - - 38,834.21 Councillor M. Zwart 37,901.76 - 5,284.00 436.69 - 43,622.45 Councillor G. Anderson** 37,901.76 - 7,459.73 - - 45,361.49 Total 320,194.94 - 23,118.82 1,829.88 3,011.92 348,155.56 Deputy Mayor - January 1 to December 31, 2021 * Net of Donation to the Municipality ** Regional Councillor Notes: 1. Travel Allowance some travel allowances were voluntarily reduced due to COVID 19 2. Conferences includes payments made by the Municipality for registration fees and/or accommodations, as well as direct reimbursement of expenses. 3. Other includes parking, meals, airfare, external kilometre reimbursement and miscellaneous charges. Expenses includes net HST Page 61 Attachment 2 to Report FSD-010-22 Remuneration and Expenses of Clarington Directors of Elexicon Corporation January 1 to December 31, 2021 Name Salary Miscellaneous Expenses Total A. Foster $ 23,975.12 $ 1,050.00 $ 25,025.12 Total $ 23,975.12 $ 1,050.00 $ 25,025.12 Notes: Miscellaneous Include payments made by Elexicon for registration expenses fees and/or accommodations, as well as direct reimbursement of expenses. Page 62 Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: February 28, 2022 Report Number: FSD-011-22 Submitted By: Trevor Pinn, Director of Financial Services/Treasurer Reviewed By: Mary -Anne Dempster, CAO Resolution#: File Number: CL2021-36 By-law Number: Report Subject: Roof Remediation at Courtice Community Complex and Garnet B. Rickard Recreation Complex Recommendations: 1. That Report FSD-011-22 and any related communication items, be received; 2. That the Industrial Roofing Services Inc. with a bid amount of $736,803.00 (excluding HST) being the lowest bidder meeting all terms, conditions and specifications of tender CL2021-36 be awarded the contract for the work required to complete the roof remediation at Courtice Community Complex and Garnet B. Rickard Recreation Complex as requested by the Community Services Department; and 3. That the funds required for this project in the amount of $736,803.00 (excluding HST) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2020 CCC — Building Improvements 110-42-421-84249-7401 $545,798 Canada Community Building Fund R/F 557-00-000-00000-7418 47,095 2021 — Facility Roof Replacements 110-42-421-84285-7401 91,600 Municipal Capital Works R/F 511-00-000-00000-7418 52,310 4. That all interested parties listed in Report FSD-011-22 and any delegations be advised of Council's decision. Page 63 Municipality of Clarington Report FSD-011-22 Report Overview Page 2 To request authorization from Council to award Tender CL2021-36 for the completion of the roof remediation work required at both Courtice Community Complex and Garnet B. Rickard Recreation Complex. 1. Background 1.1 The Municipality was seeking a qualified roofing company to complete roof remedial work at Courtice Community Complex and Garnet B. Recreation Complex in accordance with the terms, conditions, specifications, and drawings developed and provided by Englobe and the Community Services Department. 1.2 The roof remedial work at Courtice Community Complex is for Roof Blocks 301 and 401 and Roof Block 501 at Garnet B. Rickard Recreation Complex. 1.3 Tender CL2021-36 was prepared and issued by the Purchasing Services Division. The tender was posted electronically on the Municipality's website and notification of the availability of the document was also posted on the Ontario Public Buyers Association's website. 2. Analysis 2.1 The tender closed on January 11, 2022. 2.2 Twenty-one companies downloaded the tender document. Nine submissions were received. One submission was received after the closing time and was deemed non - complaint. All other submissions were deemed compliant. 2.3 The eight compliant submissions received were reviewed and the bids were tabulated by the Purchasing Services Division (see Attachment 1). 2.4 The bid results were forwarded to the Community Services Department for their review and consideration. 2.5 After review, analysis, and discussions it was mutually agreed by the Community Services Department and the Purchasing Services Division that the low bidder Industrial Roofing Services Inc. be recommended for the award of tender CL2021-37. 2.6 Industrial Roofing Services Inc. has worked with the Municipality therefore, no external reference checks were completed as their work met the satisfaction of the Municipality. 2.7 The Municipality contacted the twelve companies who downloaded the tender documents to inquire as to why they chose not to submit a bid. Their responses are as follows.. Page 64 Municipality of Clarington Report FSD-011-22 Page 3 • One company was an association for distributing the bid document to its members; • Two companies advised that after reviewing the document they were not able to take on the project due to their current workload; • One company was not able to submit by deadline due to being shorthanded; • One company download as subcontractor; • Two companies were not able to complete in accordance to the specifications; and • Five companies contacted did not respond to the Municipality's request for information. 3. Financial 3.1 The value of the total project cost exceeds the allocated budget from the various funding sources by $99,405. The additional funds required to complete this project will be funded as follows: Canada Community Building Fund R/F $47,095 Municipal Capital Works R/F 52,310 Total $99,405 3.2 Due to favourable costs from the 2020 Courtice Community Complex Domestic Hot Water project, there are enough funds remaining from that project to cover the shortfall. Unexpended Canada Community Building Funds will be realigned in the amount of $47,095 to complete the Courtice Community Complex roof improvements. 3.3 Additionally, the 2021 budget approved funds in the Building & Property Roof Replacement Account for various Municipal roofing projects. Currently there are unexpended funds of $52,310 in that account to assist with the roofing improvements at the Garnet B. Rickard Community Centre. These funds will be drawn from the Municipal Capital Works Reserve Fund. 3.4 The funding required results in no unbudgeted funds being drawn, and no additional impact to the Municipality's Reserve Fund balances. 3.5 The funds required for this project in the amount of $736,803.00 (excluding HST) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2020 CCC — Building Improvements 110-42-421-84249-7401 $545,798 Canada Community Building Fund R/F 557-00-000-00000-7418 47,095 Page 65 Municipality of Clarington Report FSD-011-22 Page 4 Description Account Number Amount 2021 — Facility Roof Replacements 110-42-421-84285-7401 91,600 Municipal Capital Works R/F 511-00-000-00000-7418 52,310 3.6 The Municipality has opted to include the following items which were priced as optional items: i) Courtice Community Complex requested optional pricing for interior tarping in the library as well as for the provision of scaffolding for the skylight glass pane replacement; and ii) Garnet B. Rickard Recreation Complex requested optional pricing for supply and install a safety rail on the parapet in front of the roof access hatch as well as for the installation of new localized metal siding. The cost for the above noted optional items is included in the referenced amount of $736,803. 4. Concurrence This report has been reviewed by the Director of Community Services Department who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Industrial Roofing Services Inc. being the lowest compliant bid be awarded the contract for the Roof Remediation at Courtice Community Complex and Garnet B. Rickard Recreation Complex in accordance with all the terms, conditions, and specifications of tender CL2021-36. Staff Contact: Sandra McKee, Assistant Purchasing Manager, 905-623-3379 ext. 2210 or smckee@clarngton.net. Attachments: Attachment 1 — Bid Summary Interested Parties: List of Interested Parties available from Department. Page 66 Municipality of Clarington Report FSD-011-22 Attachment #1 Municipality of Clarington C L2021-37 Page 5 Roof Remediation Courtice Community Complex and Garnet B. Recreation Complex Bidder Total Bid (Including HST) Total Bid (Excluding HST) Industrial Roofing Services Ltd. $804.789.39 $712,203.00 Maxim Roofing Ltd. 847,390.62 749,903.20 T. Hamilton & Son Roofing Inc. 940,725.00 832,500.00 Proteck Roofing & Sheet Metal Inc. 960,663.85 850,145.00 Nortex Roofing Ltd. 986,942.00 873,400.00 Trio Roofing Systems Inc. 1,030,786.00 912,200.00 Provincial Roofing 1,253,396.00 1,109,200.00 QuadPro Construction Inc. 1,327,185.00 1,327,185.00 Always Roofing Ltd. Note: Companies marked with an "*" did not submit before the closing time and have been deemed non -compliant. Page 67 Municipality of Clarington Report FSD-011-22 Page 6 Amended Bid Summary to reflection optional pricing obtained. CL2021-37 Roof Remediation Courtice Community Complex and Garnet B. Recreation Complex The bid summary below shows the pricing to include the optional areas which are as follows: Courtice Community Complex i) For the successful Contractor to provide complete scaffolding installation on Roof Block 401 for the repair of skylight by glazing subcontractor; and iii) For the successful Contractor to provide interior tarping under Roof Block 401 in the Library. Garnet B. Rickard Recreation Complex iv) For the successful Contractor to supply and install a safety rail on the parapet in front of the roof access hatch; and v) For the successful Contractor to supply and install new metal siding at parapet as detailed within the tender drawings (Detail 04). Bidder Total Bid (Including HST) Total Bid (Excluding HST) Industrial Roofing Services Ltd. $832,587.39 $736,803.00 Maxim Roofing Ltd. 867,965.49 768,111.05 T. Hamilton & Son Roofing Inc. 984,117.00 870,900.00 Proteck Roofing & Sheet Metal Inc. 1,011,061.85 894,745.00 Nortex Roofing Ltd. 1,029,599.50 911,150.00 Trio Roofing Systems Inc. 1,060,143.40 938,180.00 Provincial Roofing 1,265,479.09 1,119,893.00 QuadPro Construction Inc. 1,419,280.00 1,256,000.00 Always Roofing Ltd. Note: Companies marked with an "' did not submit before the closing time and have been deemed non -compliant. '� MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEE RESOLUTION # DATE January 10, 2022 MOVED BY Councillor Neal SECONDED BY Councillor Jones That Staff report at the next GG meeting on improvements that need to be made to the parking lot at Tooley's Mill Park, including the surface, signage, and the date when the municipality will assume control of the parking lot. Page 69