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HomeMy WebLinkAbout2023-01-30 SpecialCbr• ngton If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Special General Government Committee Minutes Date: January 30, 2023 Time: 9:30 a.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor C. Traill, Councillor M. Zwart, Councillor W. Woo, Councillor S. Elhajjeh, Councillor L. Rang Staff Present: M. Dempster G. Acorn, S. Brake, R. Cowan, R. Maciver, M. Machacek, T. Pinn, C. Salazar, J. Gallagher, M. Chambers Other's Present: M. Pick 1. Call to Order Councillor Rang called the meeting to order at 9:30 a.m. 2. Land Acknowledgement Statement Mayor Foster led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Presentation/Delegations 4.1 Marilyn Morawetz, Jury Lands Foundation, regarding FSD-004-23 - 2023 Operating and Capital Budget (Jury Lands Cafeteria Building) Marilyn Morawetz, Jury Lands Foundation, was present regarding Report FSD-004-23, 2023 Operating and Capital Budget (Jury Lands Cafeteria Building). Marilyn provided background information on the Jury Lands Foundation. M. Morawetz explained that there was a Memo of Understanding signed with the Municipality of Clarington in late 2016. Marilyn noted that the Jury Lands Foundation has contributed to several initiatives including partnering with the Architectural Conservancy Ontario - Clarington Branch. M. Morawetz provided an overview of the activities and initiatives the foundation has been involved in with a focus on preserving and property and stopping the vandalism. Marilyn added they have been providing tours of the property to share the history of the Clarftwn January 30, 2023 Special General Government Committee Minutes property with the public. M. Morawetz stated that they support the recommendations in the report and noted the role of the foundation is fundraising and promote partnership. Marilyn added that the amount of funding and support received will determine the amount of restoration that can be achieved and that the goal is to expand on the existing work of the foundation and reach the goal of having a historically significant site in Clarington. M. Morawetz explained that they fully support the recommendations in the budget request, including a $25,000 Operating Grant to assist with fundraising, and the appointment of Staff to assist with the establishment of a joint project team. Marilyn explained that the amount of restoration and preservation will depend on the success of this. M. Morawetz acknowledged the support of the Municipality and hope it continues. Marilyn continued by thanking the Members of Committee and noting they are committed to having this vision come to life. M. Morawetz answered questions from the Members of Committee. Resolution # GG-053-23 Moved by Councillor Anderson Seconded by Councillor Woo That the delegation Marilyn Morawetz, Jury Lands Foundation, regarding Report FSD-004-23, 2023 Operating and Capital Budget (Jury Lands Cafeteria Building), be received with thanks. Carried Recess Resolution # GG-054-23 Moved by Mayor Foster Seconded by Councillor Anderson That the Committee recess for five minutes. Carried The meeting reconvened at 10.06 a.m. with Councillor Rang in the Chair. 5. Reports/Correspondence Related to Presentations/Delegations 6. Communications 7. Staff Reports, Staff Memos and New Business Consideration 2 cwn lff0ft January 30, 2023 Special General Government Committee Minutes 7.1 Report FSD-004-23 - 2023 Operating and Capital Budget Resolution # GG-055-23 Moved by Mayor Foster Seconded by Councillor Traill That Report FSD-004-23 and any related delegations or communication items, be received; That the 2023 Draft Budget Book be amended to reduce the transfer from the Tax Rate Stabilization Reserve Fund by $940,000; That the 2023 Draft Budget Book be amended to reflect the required tax levy request from the Historic Downtown Bowmanville Business Improvement Area, and that Council approves the 2023 Budget for the Bowmanville BIA outlined in Report FSD-004-23; That Council approves the 2023 Operating and Capital Budgets, as amended including "external agencies", reserve and reserve fund contributions and the financing of capital projects as outlined in the 2023 Draft Budget Book (Attachment #1), as directed in FSD-004-23; 1. That Staff be directed to request the 2023 budgets for the Orono BIA and the Newcastle BIA for approval at a subsequent meeting prior to the striking of the tax rates; 2. That any cash flow shortfall in the Development Charges Reserve Funds be interim financed by the Municipal Capital Works Reserve Fund and General Municipal Reserve Fund, to be repaid with interest, as cash flow permits; 3. That Report FSD-004-23 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001; 4. That the Deputy CAO/Treasurer is authorized to fund projects which have been previously approved in the 2019 to 2022 budgets and not completed with funding to be from the appropriate reserve or reserve fund; 5. That the appropriate by-laws to levy the 2023 tax requirement for Municipal, Region of Durham and Education purposes be forwarded to Council for approval, once final tax policy information is available; 6. That Financial Services review the current Budget Control Policy and provide recommendations, if applicable, to Council including the development of multi -year budgets and a dedicated infrastructure levy; and 7. That all interested parties listed in Report FSD-004-23 and any delegations be advised of Council's decision. 3 Claritwon January 30, 2023 Special General Government Committee Minutes Carried as Amended, later in the meeting, see following motions Resolution # GG-056-23 Moved by Mayor Foster Seconded by Councillor Elhajjeh That Staff add a contribution to the expansion of Charles H. Best Diabetes Centre from the Tax Rate Stabilization Reserve Fund in the amount of $25,000 and that this amount be included in the 2024 to 2026 budgets. Carried Resolution # GG-057-23 Moved by Councillor Anderson Seconded by Councillor Traill Whereas, a group of residents approached Council in 2022 for assistance in developing a cricket pitch in Courtice; And whereas under the direction of Council staff of the Public Works Department secured the use of the sportsfield at Holy Trinity Catholic School through the Peterborough Victoria Northumberland and Clarington Catholic District School Board; And whereas funding was also approved by Council to purchase a storage bunker and a portable cricket pitch mat to assist with the field set-up; And whereas another group of residents have now expressed a similar request for Council's assistance in developing a cricket pitch in Bowmanville; Now therefore be it resolved: That the Public Works Department be directed to assist the Bowmanville group with locating a suitable field location in Bowmanville or Newcastle for cricket play; 2. That subject to Council's approval of an estimated $20,000 that the Public Works Department coordinate the procurement of a storage bunker and a portable cricket pitch mat for the field set-up to be funded from the Tax Rate Stabilization Fund; and 3. That all interested parties be notified of Council's decision. Carried 12 Claritwon Resolution # GG-058-23 Moved by Councillor Elhajjeh Seconded by Councillor Traill January 30, 2023 Special General Government Committee Minutes That Staff add a contribution to the Future Staffing Reserve Fund to the operating budget from the tax levy in the amount of $170,000. Carried Resolution # GG-059-23 Moved by Councillor Traill Seconded by Councillor Elhajjeh That Report FSD-004-23, the 2023 Capital and Operating Budget, and amendments, be referred to the Special General Government Committee meeting of Friday, February 3, 2023; and That Staff be directed to make the line -by-line budget available to all Members of Council. Yes (2): Councillor Traill, and Councillor Elhajjeh No (5): Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Woo, and Councillor Rang Motion Lost on a recorded vote (2 to 5) Resolution # GG-060-23 Moved by Mayor Foster Seconded by Councillor Woo That, for proposed staff funded by the tax levy, the budget be based on a nine month period with the corresponding reduction directed to the Tax Rate Stabilization Reserve Fund (approximately $566,700). Yes (7): Mayor Foster, Councillor Anderson, Councillor Traill, Councillor Zwart, Councillor Woo, Councillor Elhajjeh, and Councillor Rang Carried on a recorded vote (7 to 0) Resolution # GG-061-23 Moved by Councillor Anderson Seconded by Councillor Traill That Staff be directed to distribute the 2023 Capital and Operating line by line Budget to all Members of Council who want it. 5 Claritwon January 30, 2023 Special General Government Committee Minutes Yes (5): Councillor Anderson, Councillor Traill, Councillor Zwart, Councillor Elhajjeh, and Councillor Rang No (2): Mayor Foster, and Councillor Woo Carried on a recorded vote (5 to 2) Resolution # GG-062-23 Moved by Councillor Elhajjeh Seconded by Councillor Zwart That Staff reduce the contracted services budget for the Strategic Plan in the Office of the CAO Strategic Initiatives Division and correspondingly reduce the transfer from the Tax Rate Stabilization Reserve Fund in the amount of $20,000. Carried Recess Resolution # GG-063-23 Moved by Mayor Foster Seconded by Councillor Woo That the Committee recess for five minutes. Carried The meeting reconvened at 11:37 a.m. with Councillor Rang in the Chair. Resolution # GG-064-23 Moved by Councillor Traill Seconded by Councillor Elhajjeh That the staffing request for Mayor and Council for the Policy and Communications Advisor be removed from the budget and municipal tax levy in the amount of $115,100. Yes (1): Councillor Traill No (6): Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Woo, Councillor Elhajjeh, and Councillor Rang Motion Lost on a recorded vote (1 to 6) Mayor Foster left the meeting at 11:50 a.m. Recess The Committee recessed for their one hour scheduled break in accordance with the Procedural By- law. The meeting reconvened at 1:04 p.m. with Councillor Rang in the Chair. n Claritwon Mayor Foster returned to the meeting. Resolution # GG-065-23 Moved by Councillor Zwart Seconded by Councillor Elhajjeh January 30, 2023 Special General Government Committee Minutes That all the staffing requests in the 2023 budget be approved. Yes (6): Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Woo, Councillor Elhajjeh, and Councillor Rang No (1): Councillor Traill Carried Later in the Meeting, see following motion (6 to 1) Resolution # GG-066-23 Moved by Councillor Anderson Seconded by Mayor Foster That the Rules of Procedure be suspended to allow Members of Committee to speak to the foregoing Resolution #GG-065-23 for a second time. Carried The foregoing Resolution #GG-065-23 was then put to a vote and carried. Resolution # GG-067-23 Moved by Councillor Elhajjeh Seconded by Councillor Traill Whereas, on January 17, 2022, a major winter storm created significant operational challenges with Sidewalk Snow Clearing throughout Clarington; And whereas, at the January 24, 2022 regular Council meeting, staff of the Public Works Department were directed to report back on the status of sidewalk snow clearing operations; And whereas, at the February 7, 2022 Joint Committee meeting, Council approved $300,000 in capital funding to purchase equipment for municipal staff to clear sidewalks on arterial class roadways; And whereas, due to supply chain issues associated with the Covid 19 pandemic, it was determined that suitable equipment was temporarily unavailable and the cost to provide this service internally was well beyond available levels of staffing resources and the approved capital funding; And whereas, on January 26, 2023, another major winter storm caused delays with the clearing of main arterial sidewalks or in some areas roadway ploughing operations have covered sidewalks already maintained by residents; 7 cwn lff0ft January 30, 2023 Special General Government Committee Minutes Now therefore be it resolved: 1. That an additional $600,000 in capital funding and $250,000 in staffing resources be approved such that the Public Works Department can acquire the necessary resources to clear arterial sidewalks during the 2023/2024 winter season; 2. That these additional resources also be used to help expedite snow removal operations in locations with limited storage space or where resident sidewalks have been inadvertently covered by roadway ploughing operations; and 3. That all interested parties be notified of Council's decision. Carried as Amended, see following motions Amendment: Resolution # GG-068-23 Moved by Mayor Foster Seconded by Councillor Anderson That the foregoing Resolution #GG-067-23 be amended such that: The following wording be added after the words "capital funding": "from the Capital Works Reserve Fund" • The following wording be deleted: 1250,000 in staffing resources be approved" and replaced with "$250,000 in staffing resources be supported beginning in the fourth quarter 2023." Carried The foregoing Resolution #GG-067-23 was then put to a vote and carried as amended. Resolution # GG-069-23 Moved by Mayor Foster Seconded by Councillor Zwart That the question now be put. Yes (5): Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Woo, and Councillor Rang No (2): Councillor Traill, and Councillor Elhajjeh Carried on a recorded vote (5 to 2) Claritwon January 30, 2023 Special General Government Committee Minutes The foregoing Resolution #GG-055-23 was then put to a vote and carried as amended. Main Motion as Amended Resolution # GG-070-23 That Report FSD-004-23 and any related delegations or communication items, be received; That the 2023 Draft Budget Book be amended to reduce the transfer from the Tax Rate Stabilization Reserve Fund by $940,000; That the 2023 Draft Budget Book be amended to reflect the required tax levy request from the Historic Downtown Bowmanville Business Improvement Area, and that Council approves the 2023 Budget for the Bowmanville BIA outlined in Report FSD-004-23; That Council approves the 2023 Operating and Capital Budgets, as amended including "external agencies", reserve and reserve fund contributions and the financing of capital projects as outlined in the 2023 Draft Budget Book (Attachment #1), as directed in FSD-004-23 with the following amendments: a) That Staff add a contribution to the expansion of Charles H. Best Diabetes Centre from the Tax Rate Stabilization Reserve Fund in the amount of $25,000 and that this amount be included in the 2024 to 2026 budgets. b) Whereas, a group of residents approached Council in 2022 for assistance in developing a cricket pitch in Courtice; And whereas under the direction of Council staff of the Public Works Department secured the use of the sportsfield at Holy Trinity Catholic School through the Peterborough Victoria Northumberland and Clarington Catholic District School Board; And whereas funding was also approved by Council to purchase a storage bunker and a portable cricket pitch mat to assist with the field set-up; And whereas another group of residents have now expressed a similar request for Council's assistance in developing a cricket pitch in Bowmanville; Now therefore be it resolved: That the Public Works Department be directed to assist the Bowmanville group with locating a suitable field location in Bowmanville or Newcastle for cricket play; 9 Claritwon January 30, 2023 Special General Government Committee Minutes 2. That subject to Council's approval of an estimated $20,000 that the Public Works Department coordinate the procurement of a storage bunker and a portable cricket pitch mat for the field set-up to be funded from the Tax Rate Stabilization Fund; and 3. That all interested parties be notified of Council's decision. c) That Staff add a contribution to the Future Staffing Reserve Fund to the operating budget from the tax levy in the amount of $170,000. d) That, for proposed staff funded by the tax levy, the budget be based on a nine month period with the corresponding reduction directed to the Tax Rate Stabilization Reserve Fund (approximately $566,700). e) That Staff be directed to distribute the 2023 Capital and Operating line by line Budget to all Members of Council who want it. f) That Staff reduce the contracted services budget for the Strategic Plan in the Office of the CAO Strategic Initiatives Division and correspondingly reduce the transfer from the Tax Rate Stabilization Reserve Fund in the amount of $20,000. g) Whereas, on January 17, 2022, a major winter storm created significant operational challenges with Sidewalk Snow Clearing throughout Clarington; And whereas, at the January 24, 2022 regular Council meeting, staff of the Public Works Department were directed to report back on the status of sidewalk snow clearing operations; And whereas, at the February 7, 2022 Joint Committee meeting, Council approved $300,000 in capital funding to purchase equipment for municipal staff to clear sidewalks on arterial class roadways; And whereas, due to supply chain issues associated with the Covid 19 pandemic, it was determined that suitable equipment was temporarily unavailable and the cost to provide this service internally was well beyond available levels of staffing resources and the approved capital funding; And whereas, on January 26, 2023, another major winter storm caused delays with the clearing of main arterial sidewalks or in some areas roadway ploughing operations have covered sidewalks already maintained by residents; 10 cwn lff0ft January 30, 2023 Special General Government Committee Minutes Now therefore be it resolved: 1. That an additional $600,000 in capital funding from the Capital and $250,000 in staffing resources be supported in the fourth quarter such that the Public Works Department can acquire the necessary resources to clear arterial sidewalks during the 2023/2024 winter season; 2. That these additional resources also be used to help expedite snow removal operations in locations with limited storage space or where resident sidewalks have been inadvertently covered by roadway ploughing operations; and 3. That all interested parties be notified of Council's decision. That Staff be directed to request the 2023 budgets for the Orono BIA and the Newcastle BIA for approval at a subsequent meeting prior to the striking of the tax rates; That any cash flow shortfall in the Development Charges Reserve Funds be interim financed by the Municipal Capital Works Reserve Fund and General Municipal Reserve Fund, to be repaid with interest, as cash flow permits; That Report FSD-004-23 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001; That the Deputy CAO/Treasurer is authorized to fund projects which have been previously approved in the 2019 to 2022 budgets and not completed with funding to be from the appropriate reserve or reserve fund; That the appropriate by-laws to levy the 2023 tax requirement for Municipal, Region of Durham and Education purposes be forwarded to Council for approval, once final tax policy information is available; That Financial Services review the current Budget Control Policy and provide recommendations, if applicable, to Council including the development of multi- year budgets and a dedicated infrastructure levy; and That all interested parties listed in Report FSD-004-23 and any delegations be advised of Council's decision. Mayor Foster rose on a Point of Personal Privilege by stating that Councillor Traill comments were out of line. 8. Confidential Items 11 cftwn lff January 30, 2023 Special General Government Committee Minutes 9. Direction on whether February 3rd Special Meeting is required Resolution # GG-071-23 Moved by Councillor Woo Seconded by Councillor Elhajjeh That the Special General Government Committee meeting, tentatively scheduled for February 3, 2023, is no longer required. Carried 10. Adjournment Resolution # GG-072-23 Moved by Mayor Foster Seconded by Councillor Zwart That the meeting adjourn at 2.18 p.m. Carried 12