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Home My WebLink About2023-04-21Clarftwn Electronic Council Communications Information Package Date: April 21, 2023 Time: 12:00 PM Location: ECCIP is an information package and not a meeting. Description: An ECCIP is an electronic package containing correspondence received by Staff for Council's information. This is not a meeting of Council or Committee. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Members of Council: In accordance with the Procedural By-law, please advise the Municipal Clerk at clerks@clarington.net, if you would like to include one of these items on the next regular agenda of the appropriate Standing Committee, along with the proposed resolution for disposition of the matter. Items will be added to the agenda if the Municipal Clerk is advised by Wednesday at noon the week prior to the appropriate meeting, otherwise the item will be included on the agenda for the next regularly scheduled meeting of the applicable Committee. Members of the Public: can speak to an ECCIP item as a delegation. If you would like to be a delegation at a meeting, please visit the Clarington website. April 21, 2023 Electronic Council Communications Information Package (ECCIP) Pages 1. Region of Durham Correspondence 1.1 Notice of Road Closure - Bowmanville Avenue (Regional Road 57) and 3 Regional Road 3/ Concession Road 8 in the Municipality of Clarington - April 19, 2023 1.2 Watermain Cleaning and Structural Lining - Flett Street, Municipality of 5 Clarington - April 20, 2023 1.3 Watermain Cleaning and Structural Lining - Orchardview Boulevard, 7 Municipality of Clarington - April 20, 2023 1.4 Watermain Cleaning and Structural Lining - Southway Drive, Municipality 9 of Clarington - April 20, 2023 1.5 Watermain Cleaning and Structural Lining - Maps of Proposed Street 11 Closures - April 20, 2023 2. Durham Municipalities Correspondence 2.1 Town of Ajax - Establishing a Provincial Short Term Rental System - April 12 18, 2023 3. Other Municipalities Correspondence 3.1 City of Port Colborne - Changes to the Municipal Heritage Register - April 14 11, 2023 4. Provincial / Federal Government and their Agency Correspondence 5. Miscellaneous Correspondence 5.1 Clarington Public Library Board - Dissolving of the Clarington Museums 18 and Archives Board - March 29, 2023 5.2 Kawartha Pineridge District School Board - Share Your Voice - 19 Participate in KPR's Strategic Planning Process - April 19, 2023 5.3 Minutes of the the Downtown Bowmanville BIA dated February 7, 2023 21 5.4 Minutes of the Downtown Bowmanville BIA dated March 13, 2023 25 Page 2 Bowmanville Avenue (Regional Road 57) and Regional Road 3/ Concession Road 8 in the Municipality of Clarington - ' Notice of Road Closure Works Department April 19, 2023 Public Notice 2 The Regional Municipality of Durham has begun construction for a roundabout at the Bowmanville Avenue (Regional Road 57) and Regional Road 3/ Concession Road 8 intersection, in the Municipality of Clarington. The limits of the work include Bowmanville Avenue (Regional Road 57) from 300 metres north to 270 metres south of Regional Road 3/Concession Road 8 and on Regional Road 3/ Concession Road 8 from 300m west to 200m east of Bowmanville Avenue (Regional Road 57). Construction Schedule The Region's contractor, Hard -Co Construction Ltd., anticipates completing the work by November 2023. Intersection Control The existing temporary traffic signals will be removed beginning May 1 and the intersection will begin to operate in an all -way stop control, weather and progress permitting. Road Closure and Detours Regional Road 3 will be closed at Bowmanville Avenue (Regional Road 57) to 300m west beginning May 1 until early June 2023. Unfavorable weather conditions and work progress may influence the work schedule. Traffic will be detoured on Taunton Road (Regional Road 4), Enfield Road (Regional Road 34) and Regional Road 3. Access for local traffic and emergency vehicles will be maintained through the detour routes. Future road closures will occur and further advance Public Notices will be provided to detail dates and closure limits. Municipal construction projects include the use of equipment which may cause noticeable noise and vibration for nearby residents and businesses. The Region realizes that the construction work will be disruptive and will make every effort to complete the work as quickly and efficiently as possible. Further information and future updates will be posted on durham.ca/BowmanviIleAveRoundabout. Should you have any questions or concerns, please contact the following staff member from the Regional Municipality of Durham, Works Department: Andrew Gorman Project Supervisor 289-928-1270 Andrew.gorman@durham.ca Ryan Colvin Project Inspector 289-830-2726 ryan.colvin@durham.ca If you require this information in accessible format, please contact 1-800-372-1102 ext. 3824 facebook.com/RegionOfDurham Page 3 twitter.com/Reg ion Of Durham Works Department Contract D2022-34 Public Notice 2 Concession Rd 9 1 so's ,�� _ III ill�l� - :. ,U . C . i�f� • . Detour Route Ja- 40r, o« r o IM IIILp\>\ t LI J D2022-34 ion IRV a cc I=° o <9 -4 O N y C O j y W Concession Rd 6 Taunton Roa � 4 ro 0 N Ei (ri H /V id 9 J I Regional Rd 20 , o O fir p M O En L zM T _ o O Concession Rd 8—TIT lff� -� B\manville Ave Cambrian Road Regional Road 57 o Remains Open to > North/South /Traffic J a c II CO Ir L— o E o 13 0 o a 0 w o O CO0 O Sr Id d Q y � J m d 407. U _JL Ala wa a V � 141QI 7 i U LEI Taunton Road Q 4 a aHI t Municipality of Clarington The Regional Municipality of Durham Works Department 605 Rossland Rd. E., Whitby Ont. UN 6A3 Telephone: 905-668-7711 or 1-800-372-1102 durham.ca/BowmanvilleAveRoundabout. Page 4 Flett Street, Municipality of Clarington DURHAM REGIDN Watermain Cleaning and Structural Lining Works Department April 20, 2023 Public Notice As part of The Regional Municipality of Durham's ongoing infrastructure maintenance program, watermains in your neighborhood are scheduled to be cleaned and structurally lined this year (map attached). This program renews aging infrastructure, improves water quality, and reduces the risk of watermain breaks. A temporary watermain will be installed to maintain the water supply to all impacted homeowners during construction. The temporary watermain will be disinfected and tested for microbiological quality, then connected to your home via the outside water tap. There may be a minimal interruption to the water supply for your home during the switch over. Two -metre by two -metre excavations will be required at valve and fire hydrant locations and intervals along the watermain to provide access for cleaning, inspection, and lining equipment. Trench work or removal of sidewalks or driveways should not be required. Please note that it is the Region's policy to reinstate all roadways, boulevards, driveways, and lawn areas that are disturbed after the construction work is completed. Every effort will be made to minimize the impacts on residents. Before full service is restored, the lined watermains will be disinfected and tested to ensure that the water quality continues to meet the Ontario Drinking Water Quality Standards. The contractor, North Rock Group Ltd, will start work in late -June. Construction will begin with the installation of the temporary watermain. A temporary watermain should only be required for about six (6) weeks at each home. Clean-up and restoration should be initiated/completed by late September and spring 2024. Please note that unfavorable weather conditions may affect the work schedule. During construction, access to driveways and all commercial and residential properties will be maintained in most instances, including emergency traffic and waste collection. The Region realizes that this work may be disruptive and will make every effort to complete the work as quickly as possible. The dates shown are tentative and may change based on the contractor's schedule. Should you have any questions or comments, please contact one of the following staff members listed below from the Regional Municipality of Durham, Works Department: North Rock Group Ltd. Stephanie Thorne (Project Manager) 416-771-3339 stephaniet@northrockgroup.com For any other questions or concerns during this period, please contact the staff members from The Regional Municipality of Durham Works Department: Page 5 Claudiu Vilcu Site Inspector 905-409-8725 claudiu.vilcu@durham.ca Chris Holoway Project Supervisor 905-668-7711 ext. 3410 chris. holoway@durham.ca If you require this information in an accessible format, please contact 1-800-372-1102 ext. 3488. facebook.com/RegionOfDurham twitter.com/RegionOfDurham The Regional Municipality of Durham Works Department 605 Rossland Road East, Whitby, Ontario L1 N 6A3 Telephone: 905-668-7711 or 1-800-372-1102 durham.ca _ FkMPAA *' 1001 U***% .. _ ��* *MEN f< MEN ■ _ MEN INEM **# *# ■ * __ k WON OO I MEN IIIIIIIIIIII' IIIIIIIIIIIIIIIIIIIF � Municipality of Clarington Note: Only the hatched streets are subject to this notification Page 6 Orchardview Boulevard, Municipality of Clarington DURHAM REGIDN Watermain Cleaning and Structural Lining Works Department April 20, 2023 Public Notice As part of The Regional Municipality of Durham's ongoing infrastructure maintenance program, watermains in your neighborhood are scheduled to be cleaned and structurally lined this year (map attached). This program renews aging infrastructure, improves water quality, and reduces the risk of watermain breaks. A temporary watermain will be installed to maintain the water supply to all impacted homeowners during construction. The temporary watermain will be disinfected and tested for microbiological quality, then connected to your home via the outside water tap. There may be a minimal interruption to the water supply for your home during the switch over. Two -metre by two -metre excavations will be required at valve and fire hydrant locations and intervals along the watermain to provide access for cleaning, inspection, and lining equipment. Trench work or removal of sidewalks or driveways should not be required. Please note that it is the Region's policy to reinstate all roadways, boulevards, driveways, and lawn areas that are disturbed after the construction work is completed. Every effort will be made to minimize the impacts on residents. Before full service is restored, the lined watermains will be disinfected and tested to ensure that the water quality continues to meet the Ontario Drinking Water Quality Standards. The contractor, North Rock Group Ltd, will start work in late June. Construction will begin with the installation of the temporary watermain. A temporary watermain should only be required for about six (6) weeks at each home. Clean-up and restoration should be initiated/completed by late September and spring 2024. Please note that unfavorable weather conditions may affect the work schedule. During construction, access to driveways and all commercial and residential properties will be maintained in most instances, including emergency traffic and waste collection. The Region realizes that this work may be disruptive and will make every effort to complete the work as quickly as possible. The dates shown are tentative and may change based on the contractor's schedule. Should you have any questions or comments, please contact one of the following staff members listed below from the Regional Municipality of Durham, Works Department: North Rock Group Ltd. Stephanie Thorne (Project Manager) 416-771-3339 stephaniet@northrockgroup.com For any other questions or concerns during this period, please contact the staff members from The Regional Municipality of Durham Works Department: Page 7 Claudiu Vilcu Site Inspector 905-409-8725 claudiu.vilcu@durham.ca Chris Holoway Project Supervisor 905-668-7711 ext. 3410 chris. holoway@durham.ca If you require this information in an accessible format, please contact 1-800-372-1102 ext. 3488. facebook.com/RegionOfDurham twitter.com/RegionOfDurham The Regional Municipality of Durham Works Department 605 Rossland Road East, Whitby, Ontario L1 N 6A3 Telephone: 905-668-7711 or 1-800-372-1102 durham.ca • ��• 1� 11,� �„ Municipalityof . # Note: Only the hatched streets are subject to this notification Southway Drive, Municipality of Clarington DURHAM REGIDN Watermain Cleaning and Structural Lining Works Department April 20, 2023 Public Notice As part of The Regional Municipality of Durham's ongoing infrastructure maintenance program, watermains in your neighborhood are scheduled to be cleaned and structurally lined this year (map attached). This program renews aging infrastructure, improves water quality, and reduces the risk of watermain breaks. A temporary watermain will be installed to maintain the water supply to all impacted homeowners during construction. The temporary watermain will be disinfected and tested for microbiological quality, then connected to your home via the outside water tap. There may be a minimal interruption to the water supply for your home during the switch over. Two -metre by two -metre excavations will be required at valve and fire hydrant locations and intervals along the watermain to provide access for cleaning, inspection, and lining equipment. Trench work or removal of sidewalks or driveways should not be required. Please note that it is the Region's policy to reinstate all roadways, boulevards, driveways, and lawn areas that are disturbed after the construction work is completed. Every effort will be made to minimize the impacts on residents. Before full service is restored, the lined watermains will be disinfected and tested to ensure that the water quality continues to meet the Ontario Drinking Water Quality Standards. The contractor, North Rock Group Ltd, will start work in late June. Construction will begin with the installation of the temporary watermain. A temporary watermain should only be required for about six (6) weeks at each home. Clean-up and restoration should be initiated/completed by late September and spring 2024. Please note that unfavorable weather conditions may affect the work schedule. During construction, access to driveways and all commercial and residential properties will be maintained in most instances, including emergency traffic and waste collection. The Region realizes that this work may be disruptive and will make every effort to complete the work as quickly as possible. The dates shown are tentative and may change based on the contractor's schedule. Should you have any questions or comments, please contact one of the following staff members listed below from the Regional Municipality of Durham, Works Department: North Rock Group Ltd. Stephanie Thorne (Project Manager) 416-771-3339 stephaniet@northrockgroup.com For any other questions or concerns during this period, please contact the staff members from The Regional Municipality of Durham Works Department: Page 9 Claudiu Vilcu Site Inspector 905-409-8725 claudiu.vilcu@durham.ca Chris Holoway Project Supervisor 905-668-7711 ext. 3410 chris.holoway@durham.ca If you require this information in an accessible format, please contact 1-800-372-1102 ext. 3488. 91 facebook.com/RegionOfDurham twitter.com/RegionOfDurham The Regional Municipality of Durham Works Department 605 Rossland Road East, Whitby, Ontario L1 N 6A3 Telephone: 905-668-7711 or 1-800-372-1102 durham.ca NONSENSE It ' . *•�;MINE 10M MINE ■ ��#►fit I �*� *### i# -dAL Rr"ry-F =1 Municipality of • Note: Only the hatched streets are subject to this notification Page 10 2 y --fLng St E 1 Baseline Rd W Baseline Rd E Legend PROPOSED Streets 2023 OPROPOSED Hydrant -Out of Service/To Be Replaced Q PROPOSED Valve to be replaced WATERMAIN REHABILITATION PROGRAM TOTALS Town Street Pipe Length Diameter Material BOWMANVILLE FLETT ST 270m 150 Cl BOWMANVILLE ORCHARDVIEWBLVD 244m 150 Cl BOWMANVILLE SOLITHWAYDR 455m 150 Cl NO. DATE NAME REVISIONS THE REGIONAL MUNICIPALITY OF DURHAM Whitby WORKS DEPARTMENT Ontario 9 1:1,500 0 5 10 20 30 40 Meters PROPOSED WATERMAIN REHABILITATION LOCATIONS CONCESSION REG. RD. NO. AREA MUNICIPALITY TOWN OF BOWMANVILLE DRAWING NUMBER CONTRACT NUMBER I SHEET NUMBER I T-096-2023 1 2 / Town of �x By the Lake Hon. Steve Clark Ministry of Municipal Affairs and Housing College Park 1711 Floor, 777 Bay Street Toronto, ON M7A 2J3 minister.mah(a)ontario.ca Sent by E-Mail April 18, 2023 Re: Establishing a Provincial Short Term Rental System TOWN OF AJAX 65 Harwood Avenue South Ajax ON L1 S 3S9 www.ajax.ca The following resolution was passed by Ajax Town Council at its meeting held on April 17, 2023: WHEREAS Ontario is facing a housing crisis and more can be done to ensure that new and existing housing units serve their intended use, which is to provide stable affordable housing options to the people of this province; AND WHEREAS short term rental (STR) properties are sometimes prone to nuisances impacting others' enjoyment of their properties, notably in Ajax, noise, waste, excessive parking needs, and violence; AND WHEREAS in rural tourist destinations , locals have found themselves prices out of the housing market because landlords find it more profitable to list as an STR; AND WHEREAS other provincial governments are stepping into the monitoring and enforcement of short term rentals, including Quebec, British Columbia, Nova Scotia, and Newfoundland which require STRs to register, or attain a business licence or permit in order to list with popular short term rental companies like Airbnb, and Vrbo; AND WHEREAS STR hosts are also required to register for the Goods and Services Tax (GST) and Harmonized Sales Tax (HST) on what they earn; AND WHEREAS requiring licencing for Ontario's STR market is a logical next step; NOW THEREFORE BE IT RESOLVED THAT: 1. Ajax Council requests that the Province of Ontario establish a short term rental licencing and enforcement system; and Page 12 2. This motion be circulated to the Honourable Steve Clark, Minister of Municipal Affairs and Housing, AJAX MPP Patrice Barnes, lower -tier municipalities in Durham Region, the Association of Municipalities of Ontario, and Ontario Big City Mayors. CARRIED If you require further information please contact me at 905-619-2529 ext. 3342 or Jason. McWilliam(a)-a0ax.ca. Sincerely, Jason McWilliam Manager of Legislative Services/Deputy Clerk Copy: Regional Councillor S. Lee Councillor N. Henry MPP Patrice Barnes All Durham Region municipalities Association of Municipalities of Ontario Ontario's Big City Mayors Page 13 PORT COLBORNE Development and Legislative Services April 11, 2023 Minister of Tourism, Culture and Sport 438 University Avenue, 6th Floor Toronto, ON M7A 1 N3 Municipal Offices: 66 Charlotte Street Port Colborne, Ontario L3K 3C8 • www.portcolborne.ca 11 T 905.835.2900 ext 106 F 905.834.5746 E charlotte. madden(@oortcolborne.ca Attention: The Honourable Neil Lumsden; Re: Town of Grimsby — Changes to the Municipal Heritage Register Please be advised that, at its meeting of March 14, 2023 the Council of The Corporation of the City of Port Colborne resolved as follows: That correspondence received from the Town of Grimsby regarding Changes to the Municipal Heritage Register, be supported. A copy of the above noted resolution is enclosed for your reference. Sincerely, �. 104M Charlotte Madden Acting City Clerk Cc: All Ontario Municipalities Page 1 of 1 Page 14 The Corporation of the Town of Grimsby Administration Office of the Town Clerk 160 Livingston Avenue, Grimsby, ON L3M OJ5 Phone: 905-945-9634 Ext. 2171 1 Fax: 905-945-5010 Email: bdunk(a-).grimsby.ca February 27, 2023 438 University Ave 6t" Floor Toronto, ON M7A 1 N3 [•y�►�r�11_\emu/_\I� Attention: Hon. Neil Lumsden, Minister of Tourism, Culture and Sport RE: Changes to the Municipal Heritage Register Please be advised that the Council of the Corporation of the Town of Grimsby at its meeting held on February 6, 2023 passed the following resolution: WHEREAS the Municipal Heritage Register is an important tool for the preservation and protection of cultural heritage properties within the Town of Grimsby and throughout the province of Ontario; WHEREAS cultural heritage properties are those which have potential cultural heritage value or interest but have yet to been formally evaluated as per the process prescribed in the Ontario Heritage Act; WHEREAS listed properties are labelled as such as they are 'listed' in the Town of Grimsby's Municipal Heritage Register, which identifies all municipally -recognized cultural heritage resources; WHEREAS the Municipal Heritage Register allows municipalities to regulate demolition on properties protected under section 27 of the Ontario Heritage Act, ensuring that their cultural heritage value is preserved for future generations; WHEREAS "listing" a property on the municipal heritage register recognizes a property's cultural heritage value, and is generally less complex, time-consuming, and Page 15 economically burdensome to local municipalities than pursuing the designation of a property as outlined within the existing process, which requires extensive research and documentation; WHEREAS the "listing" of properties on the Municipal Heritage Register provides a measure of protection, ensuring that these properties cannot be demolished without the approval of the municipality; WHEREAS it is important to list properties of cultural heritage value or interest, including those that are not currently designated, in order to ensure their preservation for future generations; WHEREAS the 60-day demolition provision in the Ontario Heritage Act provides a short time frame for the municipality to consider the heritage value of a property before it may be demolished; WHEREAS the new requirements of the Ontario Heritage Act mandate the assessment of an unreasonable amount of resources for a local municipality within a 2-year timeline; WHEREAS the new requirement of removal after the 2-year anniversary leaves resources exposed, and unprotected for up to 5 years; WHEREAS the new requirements do not allow the municipality to further assess our nationally significant resources, more specifically resources connected to the War of 1812, our indigenous communities and culture, people of colour, LGBTQ+, and impacts our community's commitment to ensure preservation of our inclusive history. THEREFORE, BE IT RESOLVED that the Council of the Town of Grimsby addresses this resolution to the government of the Province of Ontario, affirming the importance of the Municipal Heritage Register and its role in preserving the cultural heritage of municipalities throughout the province; BE IT FURTHER RESOLVED that this Council of the Town of Grimsby encourages the government of the Province of Ontario to make changes to the Ontario Heritage Act which promote the retention and expansion of the Municipal Heritage Register, including Page 16 the listing of properties of cultural heritage value or interest that are not currently designated; BE IT FURTHER RESOLVED that this Council of the Town of Grimsby encourages the government of the Province of Ontario to change the Ontario Heritage Act to protect the 60-day demolition provision indefinitely, rather than for a maximum of 2 years in order to provide adequate time for the municipality to consider the heritage value of properties before they may be demolished; BE IT FURTHER RESOLVED that this Council of the Town of Grimsby circulate this notice of motion to the municipalities of Ontario for endorsement and circulation to the Province. If you require any additional information, please let me know. Regards, Bonnie Nistico-Dunk Town Clerk cc. All Ontario Municipalities Page 17 I irar . Museums Arch fives March 29, 2023 Mayor and Members of Council Municipality of Clarington 40 Temperance Street Bowmanville, ON L1C 3A6 Dear Mayor Foster and Members of Council: Effective January 1, 2020, the Clarington Museum and Archives was dissolved, and the Municipality transferred responsibility for the assets under the management of the Clarington Museum and Archives Board to the Clarington Public Library Board. The Library Board formed the Clarington Museums and Archives Advisory Committee (MAAC) to ensure the continuity of operations including the Museum's eligibility standards for the annual Community Museum Operating Grant (CMOG) however, in September 2022, Ministry of Heritage, Sport, Tourism and Culture Industries staff confirmed that the Museum would maintain eligibility for the grant while solely governed by the Library Board. As maintaining two governing and advisory bodies for one organization impacts the administrative capacity in operations, Board members at the March 23, 2023 Regular Board Meeting, elected for the Museum Curator to attend all Library Board Meetings with a standing item on the agenda instead of maintaining a separate committee. At this meeting, Motion #LB032-23 was passed as follows: THAT the Clarington Public Library Board remove the Museums and Advisory Committee (MAAC) as a standing committee effective March 23, 2023. This decision is respectfully shared with Mayor and Members of Council for information purposes. Thank you, Steven Cooke, Chairperson Clarington Public Library Board Page 18 Chambers, Michelle From: Sonia Paull <sonia_paull@kprdsb.ca> Sent: April 19, 2023 11:27 AM To: ClerksExternaIEmail Subject: Share Your Voice - Participate in KPR's Strategic Planning Process You don't often get email from sonia_paull@kprdsb.ca. Learn why this is important EXTERNAL Hello, Please share the information below with municipal mayors, councillors, senior staff and others who work with the KPR school board. We value the voices of our municipal partners and hope many will be able to participate in our online conversations and upcoming focus group sessions. More information about focus group sessions taking place in mid -late May will follow in the coming days. If you would like us to address this information specifically or differently, please provide contact information and we would be happy to do that. Thanks, Sonia Sonia Paull (She/Her) Senior Manager, Communications and Community Outreach Kawartha Pine Ridge District School Board 705-742-9773 ext. 2094 or 1-877-741-4577 www.kprschools.ca @kprschools #WeAreKPR #KPRisAwesome Excel in Learning I Succeed in Life I Enrich Community This E-mail contains confidential information intended only for the individual or entity named in the message. If the reader of this message is not the intended recipient, or the agent responsible to deliver it to the intended recipient, you are hereby notified that any review, dissemination, distribution or copying of this communication is prohibited. If this communication was received in error, please notify us by reply e-mail and delete the original message. KAWARTHA PINE RIDGE DISTRICT SCHOOL BOARD'S NEW STRATEGIC PLAN Please Share Your Voice! We've had over 1,000 students, staff and families participate in our online strategic planning conversations so far. Page 19 We invite our municipal partners to join these conversations, which are open until May 5t". Please share your thoughts and prioritize ideas related to this question: How can we best support the unique and diverse learning needs of all students? The theme for KPR's strategic planning is Your Voice, Your Plan because we want to ensure that our plan and future direction reflects the voices and lived experiences of all students, staff, families and communities. Our strategic plan is like our roadmap, outlining important student success and organizational goals. We've also launched a second online conversation: How can we best support wellness, belonging and overall success for students, staff and communities? Please take a few minutes to participate in both of these online conversations. It's easy and confidential - your thoughts will be shared, but not your identity. Learn more about Strategic Planning, and other upcoming opportunities for input on our Portal Page. Your Voice —Your Plan! We look forward to hearing from you! Page 20 Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday February 7, 2023; 6:30pm Virtual Meeting In Attendance: Ron Hooper, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Cathy Holmes Edgar Lucas Lloyd Rang, Council Liaison (departed at 7:OOpm) Amber Ross (owner of Pink Lemon Decor) Regrets: Erin Kemp Bonnie Wrightman, CBOT representative Delegations Present: Eileen Kennedy, Film/TV Specialist Region of Durham (departed 7:06pm) 1. Presentation by Delegations Eileen Kennedy shared a presentation about the film and tv industry in Durham Region on -screen. Proximity to Toronto makes Durham a desirable location for filming. There are several locations throughout the region that resemble USA regions or cultural assets. Studios and soundstages have recently been developed in Pickering — opened May 2022. There is also a backlot in Pickering that can be converted to a variety of street/landscapes. In Ontario 2021, there was $2.9 billion in production — estimated Durham production activity was $45.7M. Values for 2022 are not available yet, but are expected to be record -breaking. Major studios and distribution companies have done work in Durham, including Disney, Paramount, Netflix, etc. Results in direct and indirect spending including support of local business and workers. FILM DURHAM is the Durham Region Film Commission and Municipal Film Office, which is housed in Invest Durham —the economic development and tourism arm of Region of Durham. There are opportunities for local businesses — examples; parking, studio space, accommodations, electricity tie-in, wardrobes, animal handlers, catering, etc. Tourists also visit locations that have been used in productions which can help support communities beyond the time of filming. Durham Region works with Municipal liaisons to determine potential locations. Discussions with business owners, BIAS, etc will occur if a filming Director indicates desire to use a certain location. There will be negotiations if there are any potential negative impacts to businesses. Any businesses wishing to put their business on the film location library can contact Eileen. There are approximately 400 locations in Durham in the library and they are seeking more. February 23, 2-5pm there is a session for business partners to learn more about the film industry in Durham and how to get involved. Information about this session has already been shared with BIA members. The Chair thanked Ms. Kennedy for attending. 2. Updates from Community Partners None Page 21 Historic Downtown Bowmanville 2 FEBRUARY 2023 Business Centre (BIA) 3. Adoption of Minutes Moved by G. Lucas, seconded by C. Holmes THAT the minutes of the meeting of January 10, 2023 be approved as circulated. CARRIED 4. Business Arisine from Previous Minutes (a) Legion Banners See Correspondence 5.iii & 5.iv Legion representatives have made several suggestions, recommendations, and requests regarding the placement of banners downtown. This includes installation of new banner standoffs, doubling up on poles. Due to passing traffic, including double-decker buses and large transport trucks, banners cannot be placed overhanging the roadway. Many years ago, poles overhanging the road were removed after several collisions. Additional standoffs cannot be placed overhanging the sidewalk as they will interfere with hanging planters and pedestrian traffic. There appears to be some confusion on the part of Legion representatives with respect to responsibility of banner standoffs and role of the BIA versus Municipality which needs to be clarified. Legion representatives also questioned the installation process and if there was any change on the part of the BIA. The Legion should continue to contract installation and removal of Remembrance banners. E. Lucas will communicate with Legion representatives. 5. Correspondence Correspondence was received from i. Deputy Clerk regarding appointment of Councillor Rang to the Bowmanville BIA board of management (via email) ii. Clerks department providing policy document on committee election process (via email) iii. (sent by email to E. Lucas) Doug MacCheyne regarding Remembrance Day banners iv. (sent by email to E. Lucas) Doug MacCheyne regarding installation process for banners V. Planning department regarding Notice of Public Meeting for Clarington Official Plan (via email) Moved by L. Holmes, seconded by E. Lucas THAT the correspondence be received for information. THAT E. Lucas will send a response email for items 5. iii & iv CARRIED 6. Treasurer's Report The Treasurer presented the following: i. $59880.06 in current account (some outstanding payments from 2022) ii. Audit is ongoing Moved by E. Lucas, seconded by L. Holmes THAT the Treasurer's Report be adopted as presented. Page 22 Historic Downtown Bowmanville 3 Business Centre (BIA) CARRIED 7. Directors' Reports (a) Council Liaison — L. Rang: Not available for report. (b) Events — C. Holmes: FEBRUARY 2023 Reported that dates for 2023 events have been set. Twilight Tuesday was successful last summer and will be planned again for this July. Planning for Meet The Easter Bunny and Maplefest is underway. A new window wrap at BMO will be installed in the spring. (c) Membership Relations — G. Lucas: No report. (d) Streetscape — E. Lucas: Reported that the summer watering vendor is confirmed. GFI repairs are ongoing. The streetlamp at Abernethys is repaired. Pricing for new LED lit winter garland is $440 each with early discount if ordered before end of month. Length is 25 ft, and repair of lights can be done in sections. Storage and maintenance will need to be discussed. There are options available for bows. Options for how to use silver garland will be explored. The Chair mentioned that snow removal in downtown has occurred. Moved by E. Lucas, seconded by L. Holmes THAT the new LED lit winter garland be purchased while early discount applies. (e) Communications— L. Holmes reported that the film session information has been shared with members. Confirmed event dates will be shared with members. (f) Website & Social Media — L. Holmes: Reported that social media accounts continue to grow in followers. Vendor applications for Maplefest are set to open on the website. Applefest applications will be withheld until Maplefest registration is complete. 8. New Business None. 9. Date of Next Meeting The next meeting of the Board of Management is scheduled to be held on Tuesday March 14, 2023 commencing at 6:30pm, virtually. Page 23 Historic Downtown Bowmanville 4 Business Centre (BIA) 10. Adjournment Moved by L. Holmes, seconded by E. Lucas THAT the meeting adjourn. CARRIED The meeting adjourned at 8:23pm. FEBRUARY 2023 Page 24 Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday March 13, 2023; 6:30pm Virtual Meeting In Attendance: Ron Hooper, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Cathy Holmes, Director Edgar Lucas, Director Ashlee Kielbiski, Clarington Tourism & Economic Development Amber Ross (owner, Pink Lemon Decor) Sarah Gerdy (owner, Markets) Regrets: Erin Kemp, Director Lloyd Rang, Council Representative Bonnie Wrightman, CBOT representative Delegations Present: none 1. Presentation by Delegations The Chair recognized that no delegations were present. 2. Updates from Community Partners (a) Clarington Tourism Ashlee Kielbiski reported that Tourism has moved from Community Services into the newly created Economic Development division, part of the Planning Department. A new Director of Economic Development started three weeks ago — Andrew Poray — who is experienced in similar roles with other municipalities. Laura Knox had previously moved into Community Development to handle special events, etc. but will be returning to Tourism soon. Jessica Ward is the other Tourism staff member. It is still a period of transition, and certain aspects such as budget may change as a result of new strategic priorities and responsibilities. Tourism will continue with many of its priority items such as marketing events, promoting downtowns, seasonal advertising campaigns, discovery maps. There will continue to be a mix of promotion types including physical, digital, mail drops, elevator ads, etc. Tourism will take a more active role in promoting sport tourism and is working on a 'between games' brochure to be handed out to sport teams that come to the area. Walking maps are also in development. Economic development will be taking over role in patio licensing. The Tourism Advisory Committee is in flux at the moment. Tourism will be partnering with Region of Durham on new initiatives. Clarington is part of RT06, covered by Central Counties Tourism. There are funding partnerships available. C. Holmes thanked Ashlee for the valuable work that Tourism provides, particularly related to promotion of events in downtown Bowmanville. The Chair recognized Tourism as an invaluable partner and thanked Ashlee for attending with updates. (b) CBOT (provided by email from Bonnie Wrightman) CBOT is currently consulting with DRPS to develop a community -watch type Facebook group for business. Page 25 Historic Downtown Bowmanville 2 Business Centre (BIA) 3. Adoption of Minutes Moved by G. Lucas, seconded by C. Holmes THAT the minutes of the meeting of February 7, 2023 be approved as circulated. CARRIED 4. Business Arisine from Previous Minutes (a) Legion Banners MARCH 2O23 E. Lucas reported that communication was sent to Legion representatives following the last meeting and to date there has been no further contact. 5. Correspondence Correspondence was received from i. Clerks Department with resolution JC-005-23: Appointment to Bowmanville BIA (via email) ii. Planning Department regarding Public Meeting Notice for BWUC & GO Transit area (via email) iii. Brian Purdy regarding request from Concerts In The Park Committee (via email) iv. (submitted to website contact form) Colleen, owner of 99 King regarding use of BIA logo in new mural Moved by E. Lucas, seconded by G. Lucas THAT the correspondence be received for information. THAT items 5.iii & 5.iv be discussed in 8.a & d New Business, respectively. CARRIED 6. Treasurer's Report The Treasurer presented the following: i. $55073.50 in current account ii. 2023 levy not received yet iii. Auditors have 2022 documentation Moved by L. Holmes, seconded by C. Holmes THAT the Treasurer's Report be adopted as presented. CARRIED 7. Directors' Reports (a) Council Liaison — No report. The Chair expressed gratitude for recent snow bank removal downtown. The intersection areas were most problematic over the past few snow falls. The Chair suggests sending an invitation to Mr. Brake to attend a future meeting. Page 26 Historic Downtown Bowmanville Business Centre (BIA) (b) Events — MARCH 2O23 C. Holmes reported that Meet The Easter Bunny is organized for Sat Apr 8. Photo donations will go to The Salvation Army Bowmanville. Partnered with Clarington Library to present a StoryWalk that will coincide with easter event. Girls Night Out is upcoming on April 20. Maplefest vendor spaces are sold out. New BMO window wrap will be installed when weather warms up. (c) Membership Relations — No report. The Chair reported that a new business of coffee and cakes will be opening in the former Nutrition Kitchen location. The opening of Lil' Tucks Donut Shop is delayed. (d) Streetscape — E. Lucas reported that winter baskets and banners will be removed soon. Spring banners to be installed. Summer basket vendor will be contacted soon. Summer watering contractor is confirmed. (e) Communications — No report. (f) Website & Social Media — L. Holmes reported that business changes will be sent to web company. 8. New Business (a) Concerts In The Park The Chair declared a conflict of interest and recused himself from the meeting. Correspondence item 5.iii The Concerts In The Park committee is requesting to become a subcommittee of the Bowmanville BIA in order to access insurance coverage through the Municipality for its summer concert series at Rotary Park. L. Holmes thanks the Clerk and Treasurer for providing valuable insights ahead of this discussion. The BIA operates as a Committee of Council and insurance is provided under the Municipal umbrella. Subcommittees of a Committee of Council are subject to the same procedures as a Committee of Council. There are several implications that may deter Concerts In The Park from wishing to become a subcommittee. Unintended consequences include, but are not limited to, no access to grants, inability to operate lotteries/50-50 draws, inability to fundraise, requiring third -party insurance from partners, financial oversight and reporting, operating under Terms of Reference including regular public meetings, submission of meeting minutes, general control and oversight by BIA. The BIA is willing to discuss appointing Concerts In The Parkas a subcommittee but believe it may not be the best course of action for their committee. It may be advisable for Concerts In The Park to secure their own insurance policy, or work with BOAA to provide insurance for the series under their policy. Page 27 Historic Downtown Bowmanville 4 Business Centre (BIA) MARCH 2O23 The Secretary will send a letter to the Concerts In The Park committee explaining the procedures and outlining options. The Chair returned to the meeting. (b) OBIAA/OMAFRA Strategic Planning The Chair presented a program that is being offered by OBIAA/OMAFRA for non-profit organizations to facilitate strategic planning. The program requires a dedicated commitment of time and several volunteers to be trained. (c) OBIAA Advocacy — CEBA Repayment & End to Homelessness The Chair presented correspondence from OBIAA. Repayments for the Canada Emergency Business Account (CEBA) are due December 31, 2023. OBIAA is advocating for the federal government to extend the repayment date and/or forgive in part or full. It is not known how many businesses downtown took advantage of CEBA. OBIAA has a short 2 question survey with a deadline of March 17. The OBIAA survey will be shared with members. OBIAA has supported a letter from the Association of Municipalities of Ontario to call on the province to end homelessness in Ontario. OBIAA has a crafted a resolution wherein it asks members to share the resolution with business members to call on Municipalities, MPs, and MPPs. The OBIAA resolution will be shared with members. The Chair reported that he has received calls from businesses regarding un-housed persons sleeping on bus benches and loitering, particularly in the east -end of downtown. The banks are also experiencing difficulties which has resulted in hiring of security and/or closing ATM vestibules during non -business hours. The Chair reported that 311 can be used for assistance with loitering of un-housed persons. (d) 99 King Mural Correspondence item 5.iv The owner of 99 King is commissioning a mural and is requesting permission to be able to use the Bowmanville BIA logo. The Historic Downtown Bowmanville logo cannot be used without the explicit permission of the BIA. Typically the logo is reserved for the exclusive and sole use of BIA promotions and initiatives. The Chair would like visit the owner to determine more about the plans for the mural. Discussion deferred until more information is available. 9. Date of Next Meetine The next meeting of the Board of Management is scheduled to be held on Tuesday April 11, 2023 commencing at 6:30pm, virtually. 10. Adjournment Page 28 Historic Downtown Bowmanville Business Centre (BIA) Moved by G. Lucas, seconded by E. Lucas THAT the meeting adjourn. CARRIED The meeting adjourned at 8:03pm. MARCH 2O23 Page 29