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General Government Committee
Minutes
Date: June 6, 2022
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 R. Hooper, Councillor J. Jones,
Councillor J. Neal, Councillor C. Traill, Councillor M. Zwart
Regrets: Councillor G. Anderson
Staff Present: M. Dempster, J. Newman, L. Patenaude, G. Acorn, S. Brake, R.
Maciver, T. Pinn, M. Perini, R. Windle
Other Staff Present: M. Elliott, M. Machacek, J. Maclean, L. Reck, C. Salazar, K.
Ferguson, K. Mercer, B. Radomski
1. Call to Order
Mayor Foster called the meeting to order at 9.30 a.m.
2. Land Acknowledgement Statement
Councillor Traill 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.
5. Presentations/Delegations (10 minute time limit)
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General Government Committee Minutes June 6, 2022
5.1 Delegation of Monika Machacek, Chief Executive Officer, Clarington Public
Library, Museums, and Archives, Regarding 2021 Highlights and 2022 Key
Objectives
Monika Machacek, Chief Executive Officer, Clarington Public Library, Museums,
and Archives was present regarding the Clarington Public Library's 2021
highlights and 2022 key objectives. Monika introduced herself and outlined the
2021 highlights of the Library and Museum. M. Machacek explained that during
the pandemic, they closed the book on library fines by removing late fees.
Monika stated that the lingering impacts of Covid-19 are still affecting their
services. M. Machacek outlined the 2022 key objectives that included digital
literacy, multilingual collections, and space at libraries and museums. Monika
shared the 2021 top 5 books and answered questions from Members of
Committee.
5.2 Delegation of Lauren Millier, Senior Strategist, Deloitte, Regarding Report
CAO-005-22 Economic Development Strategy
Lauren Millier, Senior Strategist, Deloitte was present Regarding Report CAO-
005-22 Economic Development Strategy. Lauren outlined the four stages in the
strategy development process which included Clarington's strategic priorities,
market analysis and competitive position, stakeholder engagement, and strategy
formulation. L. Millier explained the 2019-2022 municipal goals and key
economic indicators noting the population is growing faster than Durham Region
and the Province. Lauren provided an overview of the stakeholder input noting
the suggestion that the municipality improve its economic development service
delivery and address the critical need for serviced employment land. L. Millier
outlined the catalysts for economic growth.
Suspend the Rules
Resolution # GG-220-22
Moved by Councillor Hooper
Seconded by Councillor Zwart
That the Rules of Procedure be suspended to extend the delegation for an
additional 2 minutes.
Carried
Lauren provided an overview of the strategic priorities and action plan noting the
three priorities which included cultivating an innovative land use framework,
strengthening the business innovation ecosystem, and targeting high growth
businesses and investments. L. Millier stated the strategy formulation noting they
acknowledge the municipality's 2-year commitment with the Clarington Board of
Trade and answered questions from Members of Committee.
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General Government Committee Minutes June 6, 2022
Recess
Resolution # GG-221-22
Moved by Councillor Hooper
Seconded by Councillor Neal
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:05 a.m. with Mayor Foster in the Chair.
6. Reports/Correspondence Related to Presentations/Delegations
6.1 CAO-005-22 Clarington Economic Development Strategy
Resolution # GG-222-22
Moved by Councillor Hooper
Seconded by Councillor Zwart
That Report CAO-005-22, and any related delegations or communication items,
be received for information;
That Council adopt the Economic Development Strategy in principle;
That Staff be authorized to advance the catalyst projects as outlined in this
report;
That Staff prepare an implementation report to be presented as part of the
preparation of Council's 2023-2026 Corporate Strategic Plan; and
That all interested parties listed in Report CAO-005-22 be advised of Council's
decision.
Yes (3): Mayor Foster, Councillor Hooper, and Councillor Zwart
No (3): Councillor Jones, Councillor Neal, and Councillor Traill
Absent (1): Councillor Anderson
Motion Lost on a recorded vote (3 to 3)
Resolution # GG-223-22
Moved by Councillor Neal
Seconded by Councillor Jones
That Report CAO-005-22 Clarington Economic Development Strategy be
referred to the June 20, 2022, Council meeting.
Carried
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General Government Committee Minutes June 6, 2022
7. Communications
7.1 City of Cambridge, Regarding Request to the Region of Waterloo to
Consider Free Public Transportation on Election Days
Resolution # GG-224-22
Moved by Councillor Neal
Seconded by Councillor Zwart
That the following resolution from the City of Cambridge, regarding Request to
the Region of Waterloo to Consider Free Public Transportation on Election Days,
be endorsed by the Municipality of Clarington:
Whereas there has been an overall and consistent decline in voter turnout
for municipal, provincial, and federal elections in Canada and in Waterloo
Region, despite the act of voting being essential to the proper functioning
of the democratic process;
And whereas many residents struggle to access transportation to polling
stations on election days, due to a lack of transportation available,
physical mobility or accessibility issues, and/or socioeconomic status;
And whereas any initiative to boost attention and incentives to vote on
election days warrants attention and exploration in order to assist the
democratic process and increase voter turnout;
Now therefore be it resolved that correspondence be sent to the Region of
Waterloo on behalf of Cambridge Council to request free public
transportation on election day for the Municipal and School Board
Election, as well as for the Provincial, and Federal Election days, so as to
generate more attention about elections and polling station locations, and
to encourage and make it possible for more residents to vote, that would
otherwise be unable to access their polling stations.
Carried
7.2 Minutes of the Newcastle Village Community Hall Board dated April 19,
2022
Resolution # GG-225-22
Moved by Councillor Zwart
Seconded by Councillor Hooper
That Communication Item 7.2, Minutes of the Newcastle Village Community Hall
Board dated April 19, 2022, be received for information.
Carried
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8. Staff Reports, Staff Memos and New Business Consideration
8.1 Public Works
Councillor Hooper chaired this portion of the meeting.
8.1.1 Memo-029-22 Clarington Cricket Pitch
Resolution # GG-226-22
Moved by Councillor Jones
Seconded by Mayor Foster
That Staff proceed with the acquisition of the portable mat, and storage container
with the necessary funding to be drawn from an account at the discretion of
Deputy CAO / Treasurer to a maximum of $15,000.
Carried
8.1.2 New Business -Newcastle Service Club Sign (Councillor Zwart)
Resolution # GG-227-22
Moved by Councillor Zwart
Seconded by Mayor Foster
Whereas the four Newcastle "service club" main signs are in need of
replacement;
And whereas the main part of the sign is municipally -owned, but the individual
service club signs are the responsibility of each service club;
And whereas the replacements were not part of the Clarington 2022 budget;
And whereas the Council of the Municipality of Clarington wishes to present
Newcastle at its best;
Now therefore be it resolved that Staff be authorized to replace, in 2022, the four
municipally -owned Newcastle "service club" main signs at an approximate total
cost of $15,000 to be funded from the Tax Rate Stabilization Reserve Fund
account.
Carried
8.1.3 New Business - Clarington Waterfront Trail Signs (Councillor Zwart)
Resolution # GG-228-22
Moved by Councillor Zwart
Seconded by Mayor Foster
Whereas the Waterfront Trail is very well used by pedestrians;
And whereas the Waterfront Trail is also well used by cyclists, and now e-bikes,
travelling at a higher rate of speed than pedestrians;
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General Government Committee Minutes June 6, 2022
And whereas the addition of signs on multi -use paths has been shown to improve
safety in other municipalities;
And whereas Staff are generally in support of the addition of signs such as "Slow
down — 15km max"; "Walk Right — Pass Left"; "Bikes give way to Pedestrians";
"Share the Trail"; "Caution — popular section ahead", but the design of a
comprehensive sign plan and purchase of such signage is not included in the
2022 budget and Staff resources are dedicated to other projects;
And whereas Staff have estimated the cost to be between $15,000 - $20,000 for
the design and execution;
Now therefore be it resolved that Staff be authorized to engage a consultant to
provide a comprehensive sign plan and purchase signage for the multi -use path
on the Clarington Waterfront Trail to a maximum of $20,000, to be funded from
the Tax Rate Stabilization Fund.
Referred
Later in the meeting, see following motion
Resolution # GG-229-22
Moved by Councillor Neal
Seconded by Councillor Jones
That the Rules of Procedure be suspended to allow Members of Committee to
speak to the foregoing Resolution #GG-228-22 for a second time.
Carried
Resolution # GG-230-22
Moved by Councillor Neal
Seconded by Mayor Foster
That the foregoing Resolution #GG-228-22 be referred to the Clarington Active
Transportation and Safe Roads Advisory Committee for their consideration.
Carried
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General Government Committee Minutes June 6, 2022
8.2 Community Services
Councillor Traill chaired this portion of the meeting.
8.2.1 CSD-012-22 Diversity in Clarington — 2022 Update on Diversity Initiatives
and Clarington's Diversity Advisory Committee
Resolution # GG-231-22
Moved by Councillor Hooper
Seconded by Councillor Jones
That Report CSD-012-22, and any related delegations or communication items,
be received for information.
Carried
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.
8.3 Legislative Services
Councillor Jones chaired this portion of the meeting.
8.3.1 LGS-010-22 Durham Region Electric Kick Scooter By-law
Resolution # GG-232-22
Moved by Councillor Hooper
Seconded by Mayor Foster
That Report LGS-010-22, and any related delegations or communication items,
be received for information.
Carried
8.3.2 LGS-012-22 Cemetery By-law Review and Update
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Moved by Councillor Neal
Seconded by Mayor Foster
That Report LGS-012-22, and any related delegations or communication items,
be received;
That the By-law attached to Report LGS-012-22, as Attachment 1, to repeal the
current Cemetery By-law and replace it with the attached new Cemetery By-law,
be approved;
That Staff be authorized to provide notice, and signage, regarding the proposed
new Cemetery By-law, in accordance with Regulations of the Funeral, Burials
and Cremation Services Act, 2002;
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General Government Committee Minutes June 6, 2022
That the By-law attached to Report LGS-012-22, as Attachment 2, to amend
Clarington's Fee By-law, to add a schedule for the Cemetery Price List, be
approved; and
That all interested parties, and any delegations, be advised of Council's decision.
Carried
8.3.3 New Business - Enforcement By-law (Councillor Traill)
Committee decided not to consider Item 8.3.3., New Business — Enforcement By-
law, at this time.
8.4 Financial Services
Councillor Neal chaired this portion of the meeting.
8.4.1 FSD-019-22 2021 Annual Investment Report
Resolution # GG-234-22
Moved by Councillor Hooper
Seconded by Mayor Foster
That Report FSD-019-22 be received for information.
Carried
8.4.2 FSD-024-22 Asset Management Plan
Councillor Traill left the meeting at 1:21 p.m.
Resolution # GG-235-22
Moved by Councillor Zwart
Seconded by Councillor Jones
That Report FSD-024-22 and any related delegations or communication items,
be received;
That the Municipality's 2022 Asset Management Plan attached to Report FSD-
024-22 as Attachment 1, be approved, in principle, subject to formatting and
branding guideline changes;
That Staff be directed to report back to Council in 2023 with options to reduce the
infrastructure funding gap sustainably; and
That all interested parties listed in Report FSD-024-22 and any delegations be
advised of Council's decision.
Carried
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General Government Committee Minutes June 6, 2022
8.4.3 FSD-025-22 Delegation of Authority for Approval of 2021 Financial
Statements
Resolution # GG-236-22
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report FSD-025-22 and any related delegations or communication items,
be received;
That the Terms of Reference for the Audit and Accountability Committee be
amended to delegate authority to approve annual audited financial statements;
and
That all interested parties listed in Report FSD-025-22 and any delegations be
advised of Council's decision.
Carried
8.4.4 FSD-026-22 Supply and Delivery of One Single Axle and Three Tandem Axle
Cab and Chassis
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Moved by Mayor Foster
Seconded by Councillor Hooper
That Report FSD-026-22 and any related delegations or communication items,
be received;
That Winslow Gerolamy Motors Limited with a bid amount of $1,229,244.52 (Net
HST Rebate) being the lowest bidder meeting all terms, conditions and
specifications of CL2022-14 be awarded the contract for the Supply and Delivery
of One Single Axle and Three Tandem Axle Cab and Chassis Units;
That the total estimated funds required for this project in the amount of
$1,241,245 (Net HST Rebate) include $1,229,244.52 (Net HST Rebate) for snow
removal equipment costs and other costs such as radios, GPS units, Clarington
decal lettering and striping in the amount of $12,000 (Net HST Rebate) be
funded by the Municipality as follows:
Description
Fleet Replacement Roads -
(2022)
Municipal Capital Works Reserve
Fund
Account Number Amount
110-36-388-83642- $1,100,000
7401
511-00-000-00000- 141,245
7418
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General Government Committee Minutes June 6, 2022
That all interested parties listed in Report FSD-026-22 and any delegations be
advised of Council's decision.
Carried
8.4.5 FSD-027-22 Waste and Recycling Collection and Disposal — Road
Sweepings
Resolution # GG-238-22
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report FSD-027-22 and any related delegations or communication items,
be received;
That the current agreement with GFL Environmental Inc. be amended to include
the pick-up and disposal of Road Sweeping Waste as required by the Public
Works Department. The estimated contract value per year is $492,229.42 (Net
HST Rebate). Tender CL2020-16 has two optional one-year extensions available
if utilized the three-year value for the disposal of road sweepings would be
approximately $1,476,688.26 (Net HST Rebate);
That the funds required for this service be funded from the following operating
account as approved by the budget:
Description Account Number Amount
HRDTOP MNTCE / SWEEPING / 100-36-381- $492,229
WASTE DISPOSAL 10260-7165
That pending satisfactory service and pricing that the Purchasing Manager in
consultation with the Director of Public Works be authorized to extend the
contract for up two additional one-year terms; and
That all interested parties listed in Report FSD-027-22 and any delegations be
advised of Council's decision.
Carried
8.4.6 FSD-028-22 Additional Funding for Shaw House Renovation
Resolution # GG-239-22
Moved by Mayor Foster
Seconded by Councillor Zwart
That Report FSD-028-22 and any related delegations or communication items,
be received;
That an additional amount not to exceed $200,000 from the Community Services
Building Refurbishment Reserve Fund be allocated to the Shaw House
Renovation Capital Project; and
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General Government Committee Minutes June 6, 2022
That all interested parties listed in Report FSD-028-22 and any delegations be
advised of Council's decision.
Carried
8.4.7 FSD-029-22 Newcastle Community Park Construction
Resolution # GG-240-22
Moved by Councillor Zwart
Seconded by Mayor Foster
That Report FSD-029-22 and any related delegations or communication items,
be received;
That the bid received from Quality Property Services having the lowest price
meeting specification in the amount of $3,217,520.39 (Net HST Rebate) and
subject to a satisfactory reference check be awarded the contract for Newcastle
Community Park Construction;
That should Council select recommendation #3, the total funds required for this
project is $3,962,646.79 (Net HST Rebate), which includes the construction cost
of $3,217,520.39 (Net HST Rebate) and other costs including design, material
testing, contract administration, permit fees and contingencies in the amount of
$745,126.40 (Net HST Rebate); and that the budget increase in the amount of
$2,387,646.79 (Net HST Rebate) to fund the Newcastle Community Park project
be approved from eligible Development Charges Reserve Funds and the
Municipal Capital Works Reserve Fund at the discretion of the Treasurer; and
That all interested parties listed in Report FSD-029-22 and any delegations be
advised of Council's decision.
Yes (3): Mayor Foster, Councillor Hooper, and Councillor Zwart
No (2): Councillor Jones, and Councillor Neal
Absent (2): Councillor Anderson, and Councillor Traill
Carried on a recorded vote (3 to 2)
8.5 CAO Office
Mayor Foster left the meeting at 2:00 p.m.
Councillor Neal chaired this portion of the meeting.
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General Government Committee Minutes June 6, 2022
8.5.1 CAO-004-22 Citizen Centric Ground Floor — Municipal Administrative
Centre
Resolution # GG-241-22
Moved by Councillor Jones
Seconded by Councillor Zwart
That Report CAO-004-22 be received; and
That Council authorize the allocation of the remaining capital budget from
account #110-36-370-83601-7401 to facilitate the renovations.
Carried
9. Unfinished Business
10. Questions to Department Heads/Request for Staff Report(s)
Members of Council asked questions to Department Heads.
Councillor Traill returned to the meeting at 2:25 p.m.
10.1 Clarington Becoming a Bicycle Friendly Community
Mayor Foster returned to the meeting at 2:27 p.m.
Resolution # GG-242-22
Moved by Councillor Jones
Seconded by Councillor Hooper
That the Director of Public Works report back to the September 12, 2022, Joint
General Government and Planning and Development Committees meeting
regarding Clarington becoming a bicycle -friendly community.
Carried
Suspend the Rules
Resolution # GG-243-22
Moved by Councillor Traill
Seconded by Councillor Jones
That the Rules of Procedure be suspended to add an additional item to the
Agenda, namely, that the paving and possible improvements to West Beach
Road be referred to the 2023 budget considerations.
Motion Lost
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General Government Committee Minutes June 6, 2022
10.2 Paving and Possible Improvements to West Beach Road
Resolution # GG-244-22
Moved by Councillor Traill
Seconded by Councillor Jones
That the Director of Public Works report back, at the June 20, 2022, Council
meeting, on including paving or possible improvements to West Beach Road in
the 2023 budget.
Carried
10.3 Connectivity from Liberty Street to Bowmanville Waterfront
Mayor Foster chaired this portion of the meeting.
Resolution # GG-245-22
Moved by Councillor Traill
Seconded by Councillor Neal
That the Director of Public Works report back on prioritizing connectivity from
Liberty Street to the Bowmanville Waterfront as part of the Active Transportation
Plan.
Carried
11. Confidential Items
12. Adjournment
Resolution # GG-246-22
Moved by Councillor Hooper
Seconded by Councillor Jones
That the meeting adjourn at 3:04 p.m.
Carried
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