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General Government Committee
Minutes
Date: April 17, 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 L. Rang,
Councillor W. Woo, Councillor M. Zwart
Regrets: Councillor S. Elhajjeh, Councillor C. Traill
Staff Present: M. Dempster, J. Newman, L. Patenaude, G. Acorn, S. Brake, R.
Maciver, M. Machacek, T. Pinn, C. Salazar, J. Gallagher
Other Staff Present: L. Reck, J. O'Meara, J. MacLean
1. Call to Order
Mayor Foster called the meeting to order at 9:30 a.m.
2. Land Acknowledgement Statement
Councillor Zwart 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
6. Reports/Correspondence Related to Presentations/Delegations
7. Communications
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General Government Committee Minutes April 17, 2023
8. Staff Reports, Staff Memos, and New Business Consideration
Resolution # GG-085-23
Moved by Councillor Rang
Seconded by Councillor Woo
That all Items in Section 8 be approved, in accordance with the agenda, except
for Items 8.1.3 and 8.3.2.
Carried
8.1 Legislative Services
8.1.1 LGS-014-23 Terms of Reference — Bowmanville Santa Claus Parade
Committee
Resolution # GG-086-23
That Report LGS-014-23 and any related delegations or communication items,
be received;
That the resignations of Brenda Rafter, Katherine Johnson, and Carolyn Lunan
be received;
That the Terms of Reference for the Bowmanville Santa Claus Parade
Committee, attached to Report LGS-014-23, as Attachment 1, be approved;
That Staff be authorized to advertise for the vacancies on the Bowmanville Santa
Claus Parade Committee; and
That all interested parties listed in Report LGS-014-23 and any delegations be
advised of Council's decision.
8.1.2 LGS-015-23 Clarington Policy System
Resolution # GG-087-23
That Report LGS-015-23, and any related delegations or communication items,
be received;
That the Policy System attached to Report LGS-015-23, as attachment 1, be
approved;
That the following policies or council directions be repealed;
a) Patron Code of Conduct, Approved in 2005;
b) Child Abuse Prevention Procedures Manual;
c) Community Event Sponsorship Program;
d) Jewellery Policy for Aquatic Facilities;
e) Refund Policy — Community Services Program;
f) Rental Fee for 132 Church Street;
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General Government Committee Minutes April 17, 2023
g) Storage Policy;
h) B8 — Former Exceptional Compensation Policy;
i) C1 — Extended Health Benefits;
j) C7 — Unused Vacation Days;
k) D5 — Long Term Service;
1) Appointment to Veridian Board (Now Elexicon); and
That any interested parties listed in Report LGS-015-23, and any delegations, be
advised of Council's decision.
8.2 Financial Services
8.2.1 FSD-012-23 2022 Annual Statement for Cash -in -Lieu of Parkland
Resolution # GG-088-23
That Report FSD-012-23 be received for information.
8.2.2 FSD-013-23 2022 Annual Statement -Development Charges Reserve Funds
Resolution # GG-089-23
That Report FSD-013-23 be received; and
That a copy of this report be posted on the Municipality's website.
8.2.3 FSD-014-23 2022 Building Permit Fees Annual Report
Resolution # GG-090-23
That Report FSD-014-23 be received for information.
8.2.4 FSD-015-23 Sole Source Contract for the Supply and Delivery of One
Gradall Hydraulic Excavator
Resolution # GG-091-23
That Report FSD-015-23 and any related delegations or communication items,
be received;
That Amaco Equipment with a bid amount of $798,612.48 (Net HST Rebate)
being the only vendor meeting the terms, conditions and specifications of
SS2023-2, be awarded a sole source contract for the Supply and Delivery of One
Gradall Hydraulic Excavator as required by the Public Works Department;
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That the total estimated funds required for this vehicle in the amount of $801,612
(Net HST Rebate) include $798,612.48 (Net HST Rebate) for the excavator and
other costs such as radios, GPS units, Clarington lettering and striping in the
amount of $3,000 (Net HST Rebate) be funded by the Municipality as follows:
Description Account Number Amount
Fleet Replacement Roads - 110-36-388-83642-7401 $801,612
(2023)
That all interested parties listed in Report FSD-015-23 and any delegations be
advised of Council's decision.
8.2.5 FSD-016-23 Rural Road Resurfacing and Drainage Improvements
That Report FSD-016-23 and any related delegations or communication items,
be received;
That Miller Paving Limited with a total estimated bid amount of $10,642,800 (Net
HST Rebate) for the initial three-year term and an estimated five-year contract
value of $17,738,000 (Net HST Rebate) being the lowest compliant bidder
meeting all terms, conditions and specifications of CL2023-10 be awarded the
contract for Rural Road Resurfacing and Drainage Improvements;
That pending satisfactory performance and price, the Purchasing Manager, in
consultation with the Director of Public Works, be given the authority to extend
the contract for this service for up to two additional one-year terms;
That the total estimated funds required for this project for the first -year term in the
amount of $3,700,240 (Net HST Rebate) include $3,547,600 (Net HST Rebate)
for construction costs and other costs such as material testing and contingencies
in the amount of $152,640 (Net HST Rebate) be funded by the Municipality as
provided. The estimated funds required for the second, third, fourth and fifth -year
term will be included in future budget accounts;
Description Account Number I Amount
Rural Roads Resurfacing 1 110-36-330-83680-7401 I $3,700,240
That all interested parties listed in Report FSD-016-23 and any delegations be
advised of Council's decision.
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8.2.6 FSD-017-23 2022 Region of Durham Council Remuneration Report
Resolution # GG-093-23
That Report FSD-017-23 and any related delegations or communication items,
be received;
That Staff no longer provide the attached annual report as the Regional reports
are readily available online through the Region's website and agenda system;
and
That all interested parties listed in Report FSD-017-23 and any delegations be
advised of Council's decision.
8.2.7 FSD-018-23 Port Darlington Boat Launch and Parking Lot Reconstruction
Resolution # GG-094-23
That Report FSD-018-23, be received;
That Envision Excavating Ltd. with a total bid amount of $508,253.55 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2023-3 be awarded the contract for the Port Darlington
Boat Launch and Parking Lot Reconstruction as required by the Planning and
Infrastructure Services Department;
That the total funds required for this project in the amount of $598,200.00 (Net
HST Rebate) which includes construction costs of $508,253.55 (Net HST
Rebate) and other related costs such as survey, permits and fish rescue, material
testing and contingencies of $89,946.45 (Net HST Rebate) is included in the
approved 2022/2023 Capital Budget and be funded from the following accounts:
Description Account Number Amount
Port Darlington Boat Launch 110-50-325-83710- $383,200
Reconstruction 7401
Parking Lot Resurfacing Program 110-36-327-83614- $215,000
7401
That all interested parties listed in Report FSD-018-23 and any delegations be
advised of Council's decision.
8.2.8 FSD-019-23 Multi -Year Budget Policy
Resolution # GG-095-23
That Report FSD-019-23 and any related delegations or communication items,
be received;
That the Draft Multi -Year Budget Policy attached to Report FSD-019-23, as
attachment 1, be approved;
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General Government Committee Minutes April 17, 2023
That Policy G14 "Budget Policy" be rescinded; and
That all interested parties listed in Report FSD-019-23 and any delegations be
advised of Council's decision.
8.2.9 FSD-020-23 Reallocation of Library Reserve Budget Projects
Resolution # GG-096-23
That Report FSD-020-23 and any related delegations or communication items,
be received;
That the Library Capital Reserve Fund be reallocated for the uses identified in
Report FSD-020-23;
That the Deputy CAO/Treasurer is authorized to provide funds at their discretion
in 2023 to the Clarington Public Library, Archives and Museum, except for those
required for the Bowmanville Branch Refurbishment which shall be presented as
part of the 2024 budget deliberations; and
That all interested parties listed in Report FSD-020-23 and any delegations be
advised of Council's decision.
8.3 CAO Office
8.3.1 CAO-010-23 Payment Modernization Initiative
Resolution # GG-097-23
That Report CAO-010-23 and any related delegations or communication items,
be received;
That the discontinuation of the acceptance of cash as a form of payment for
services (except at all Recreational Facilities) be implemented effective August 1,
2023;
That the discontinuation of the acceptance of cash as a form of payment for
services at all Recreational Facilities be implemented during the first quarter of
2024;
That Resolution #C-471-09 (Appendix 3 — Item 6) be repealed to allow for credit
card payments;
That transaction fees be passed along where possible; and
That all interested parties listed in Report CAO-010-23 and any delegations be
advised of Council's decision.
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General Government Committee Minutes April 17, 2023
Resolution # GG-098-23
Moved by Councillor Rang
Seconded by Councillor Woo
That, in accordance with section 8.1.9.4 of Procedural By-law 2021-054, two
New Business Items regarding School Board Elections and Red Dress Alert, be
added to the Agenda for discussion.
Carried
8.1.3 New Business -School Board Elections (Councillor Woo)
Resolution # GG-099-23
Moved by Councillor Woo
Seconded by Councillor Zwart
Whereas in the Province of Ontario, municipalities are responsible for conducting
the election process on behalf of the school boards;
Whereas an extensive amount of resources, time and management to advertise,
co-ordinate and complete these trustee elections is placed on the municipality;
and
Whereas municipalities do not receive any compensation or reimbursement for
the orchestration of the school board trustee elections;
Now therefore be it resolved that the Council of the Municipality of Clarington
request that Staff forward this motion to MPP Steven Lecce, Minister of
Education, MPP Todd McCarthy, MPP David Piccini, and AMO requesting that
school boards become responsible for conducting their own trustee elections or
at minimum municipalities be compensated by the school boards for overseeing
such trustee elections.
Amendment
Resolution # GG-100-23
Moved by Councillor Woo
Seconded by Councillor Zwart
That the foregoing Resolution #GG-099-23 be amended by deleting the last
paragraph and replacing it with the following:
"Now therefore be it resolved that the Council of the Municipality of
Clarington request that Staff forward this motion to MPP Steven Lecce,
Minister of Education, MPP Todd McCarthy, MPP David Piccini, and AMO
requesting that the province compensate municipalities for conducting
school board elections."
Carried
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General Government Committee Minutes April 17, 2023
Main Motion as Amended
Resolution # GG-101-23
Moved by Councillor Woo
Seconded by Councillor Zwart
Whereas in the Province of Ontario, municipalities are responsible for conducting
the election process on behalf of the school boards;
Whereas an extensive amount of resources, time and management to advertise,
co-ordinate and complete these trustee elections is placed on the municipality;
and
Whereas municipalities do not receive any compensation or reimbursement for
the orchestration of the school board trustee elections;
Now therefore be it resolved that the Council of the Municipality of Clarington
request that Staff forward this motion to MPP Steven Lecce, Minister of
Education, MPP Todd McCarthy, MPP David Piccini, and AMO requesting that
the province compensate municipalities for conducting school board elections.
Carried
8.3.2 New Business - Red Dress Alert (Councillor Anderson)
Resolution # GG-102-23
Moved by Councillor Anderson
Seconded by Councillor Rang
Whereas thousands of Indigenous women, girls, and two -spirit people have gone
missing in Canada, with approximately 77 new missing reported each month in
2022 across the country;
Whereas the Amber Alert system in Ontario in the last five years has a success
rate of over 90% in finding missing children and vulnerable people;
Whereas a federal alert system would help increase the chances missing
Indigenous people are found;
Now therefore be it resolved that the Municipality of Clarington advocate to the
federal government to instate a wireless -device alert system which would send
an emergency notification people receive on their mobile devices when a missing
Indigenous women, girl, and two -spirit people in their region has been abducted
or is believed to be in danger; and
That this motion be forwarded to local area municipalities, AMO, and FCM as
well as our local area Members of Parliament and Members of Provincial
Parliament for their information.
Carried
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General Government Committee Minutes April 17, 2023
9. Unfinished Business
10. Questions to Department Heads/Request for Staff Report(s)
Members of Committee asked questions to the Department Heads.
11. Confidential Items
12. Adjournment
Resolution # GG-103-23
Moved by Councillor Woo
Seconded by Councillor Rang
That the meeting adjourn at 10:29 a.m.
Carried
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