HomeMy WebLinkAbout05-29-2023Clar*wn
General Government Committee
Revised Agenda
Date: May 29, 2023
Time: 9:30 a.m.
Location: Council Chambers or Microsoft Teams
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for
accessibility accommodations for persons attending, please contact: Lindsey Patenaude,
Committee Coordinator, at 905-623-3379, ext. 2106 or by email at Iatenaude@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
AudioNideo Record: The Municipality of Clarington makes an audio and/or video record of
General Government Committee meetings. If you make a delegation or presentation at a General
Government Committee meeting, the Municipality will be recording you and will make the recording
public on the Municipality's website, www.clarington.net/calendar
Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law,
this meeting will recess at 12.00 noon, for a one hour lunch break, unless otherwise determined by
the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or
placed on non -audible mode during the meeting.
Copies of Reports are available at www.clarington.net/archive
The Revised Agenda will be published on Friday after 3:30 p.m. Late items added or a change to
an item will appear with a * beside them.
General Government Committee
May 29, 2023
Pages
1. Call to Order
2. Land Acknowledgement Statement
3. Declaration of Interest
4. Announcements
5. Presentations/Delegations (10 Minute Time Limit)
5.1 Delegation by Charles MacDonald, Regarding Extension of West Beach
Cottagers Lease Agreement
5.2 Delegation by Rick McEachern, Regarding Extension of West Beach
Cottagers Lease Agreement
5.3 Delegation by Susie Plumpton, Regarding Extension of West Beach
Cottagers Lease Agreement
6. Consent Agenda
6.1 Communications
6.2 Staff Reports and Staff Memos
6.2.1 LGS-019-23 Appointment, Resignation, and Correction of Term 4
for the Tyrone Hall Board
6.2.2 LGS-020-23 Appointments to the Bowmanville Santa Claus 7
Parade Committee
(Attachment 1 Distributed Under Separate Cover)
6.2.3 FSD-023-23 Building Condition Audit Reports 10
6.2.4 FSD-024-23 Supply & Delivery of Sidewalk Snow Clearing 15
Equipment
6.2.5 FSD-025-23 2022 Investments Annual Report 19
6.2.6 FSD-026-23 Hill Street Rehabilitation 50
Page 2
General Government Committee
May 29, 2023
7. Items for Separate Discussion
7.1 LGS-021-23 Ward Boundary Review — Direction Requested from Council 54
8. Unfinished Business
9. New Business
9.1 Declare Intimate Partner Violence (IPV) an Epidemic - Mayor Foster 65
10. Confidential Items (Distributed Under Separate Cover)
*10.1 New Business - Potential Property Acquisition (Mayor Foster)
(Requires 2/3 Vote to be Discussed)
11. Adjournment
Page 3
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 29, 2023 Report Number: LGS-019-23
Submitted By: Rob Maciver, Deputy CAO/Solicitor
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: By-law Number:
Report Subject: Appointment, Resignation, and Correction of Term for the Tyrone Hall
Board
Recommendations:
1. That Report LGS-019-23, and any related delegations or communication items, be
received;
2. That the resignation of Cecile Bowers be received with thanks;
3. That Jacquie MacEachern be appointed to the Tyrone Hall Board for a term ending
December 31, 2023, or until a successor is appointed;
4. That the term for appointments made on April 4, 2023, be amended from December
31, 2026, to December 31, 2023, or until a successor is appointed, in accordance
with By-law 2008-039; and
5. That all interested parties listed in Report LGS-019-23, and any delegations, be
advised of Council's decision.
Page 4
Municipality of Clarington
Report LGS-019-23
Report Overview
Page 2
This report is intended to provide background information, regarding the vacancies on the
Tyrone Hall Board to assist in the appointment process, resignation, and the term of the
Board.
1. Appointments to the Tyrone Hall Board
1.1 The Tyrone Hall Board's Terms of reference, in their establishing By-law 2008-039, as
amended, state "the Board shall be appointed by Council and shall be comprised of one
member of Council and an appropriate number of Directors to maintain the operations
of the facility, being no less than three community members".
1.2 At the January 9, 2023, General Government Committee meeting, Committee appointed
Councillor Traill as the Council Representative to the Tyrone Hall Board.
1.3 At the March 20, 2023, General Government Committee meeting, Committee appointed
16 members to the Tyrone Hall Board.
Current situation
1.4 In May 2023, the Clerk's Division received notice of the resignation of Cecile Bowers.
1.5 The Tyrone Hall Board has provided the Clerk's Division an additional member for
appointment:
• Jacquie MacEachern
2. Correction to Term of Currently Appointed Members
2.1 By-law 2008-039, as amended, states "the members of the Board shall be elected
annually and shall continue until such time as their successors are appointed."
2.2 At the March 20, 2023, General Government Committee meeting, Committee appointed
the members to the Tyrone Hall Board for a term ending December 31, 2026.
2.3 Therefore, we are recommending an amendment to the current appointed members'
terms, to expire December 31, 2023, or until a successor is appointed.
2.4 Additionally, due to a high turnover of members, rather than bringing each appointment
to Council throughout the year, Staff will be providing a yearly report with updated
membership for appointment.
Page 5
Municipality of Clarington
Report LGS-019-23
3. Financial Considerations
Not Applicable.
4. Concurrence
Not Applicable.
5. Conclusion
Page 3
It is respectfully recommended that Committee accept the resignation of Cecile Bowers,
appoint Jacquie MacEachern to the Tyrone Hall Board for a term ending December 31,
2023, or until a successor is appointed, and amend the current appointed members'
term.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
clerks@clarington.net.
Attachments:
Not Applicable
Interested Parties:
The following interested parties will be notified of Council's decision:
Tyrone Hall Board
Page 6
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 29, 2023 Report Number: LGS-020-23
Submitted By: Rob Maciver, Deputy CAO/Solicitor
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: By-law Number:
Report Subject: Appointments to the Bowmanville Santa Claus Parade Committee
Recommendations:
1. That Report LGS-020-23, and any related delegations or communication items, be
received;
2. That Michelle Spiers be appointed to the Bowmanville Santa Claus Parade
Committee for a term ending December 31, 2026, or until a successor is appointed;
3. That Staff be authorized to re -advertise for the remaining two vacancies on the
Bowmanville Santa Claus Parade Committee; and
4. That all interested parties listed in Report LGS-023-23 and any delegations be
advised of Council's decision.
Page 7
Municipality of Clarington
Report LGS-020-23
Report Overview
Page 2
This report is intended to provide background information, regarding the vacancies on the
Bowmanville Santa Claus Parade Committee to assist in the appointment process.
1. Bowmanville Santa Claus Parade
Background
1.1 At the April 17, 2023, General Government Committee meeting, Council approved the
Terms of Reference for the Bowmanville Santa Claus Parade.
1.2 The Bowmanville Santa Claus Parade Committee is a Committee of Council,
responsible for organizing and conducting the annual Bowmanville Santa Claus Parade
and ensuring that an inclusive and safe parade event is planned and presented for the
community. The mission of the Committee will be accomplished through the provision of
advice and recommendations on Christmas parade matters, as well as hands-on work.
1.3 The Committee is comprised of ten voting members, appointed by Council, and one
Member of Council. The membership shall run concurrent with the term of Council.
1.4 Additionally, an unlimited number of non -voting volunteers may also be involved in
parade activities.
Current Situation
1.5 Brenda Rafter, Katherine Johnson, and Carolyn Lunan resigned from the Committee, as
outlined in Report LGS-014-23.
1.6 Currently, the Bowmanville Santa Claus Parade Committee has seven voting members,
therefore another three residents may be appointed for a term ending December 31,
2026, or until a successor is appointed.
1.7 The following have put forward an application for consideration:
• Michelle Spiers
2. Advertising and Applications
2.1 The Municipal Clerk's Division placed an advertisement in local papers and on the
Municipality's website, www.claringotn.net/Commitees, to fill the vacancy on the
Bowmanville Santa Claus Parade Committee.
Municipality of Clarington
Report LGS-020-23
Page 3
2.2 In an effort to extend the reach of our advertisements for vacancies, the Clerk's Division
has created a profile on the www.claringtonvolunteers.ca website. Vacancies on the
Bowmanville Santa Claus Parade Committee were listed on the Clarington Volunteers
website.
2.3 In accordance with the "Appointment to Boards and Committees Policy", a confidential
application package has been attached which includes all applications and resumes.
3. Financial Considerations
Not Applicable.
4. Concurrence
Not Applicable.
5. Conclusion
It is respectfully recommended that Committee appoint Michelle Spiers to the
Bowmanville Santa Claus Parade for a term ending December 31, 2026, or until a
successor is appointed and to authorize Staff to re -advertise for the remaining two
vacancies.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
Patenaude@clarington.net.
Attachments:
Attachment 1 — Confidential Application Package
Interested Parties:
The following interested parties will be notified of Council's decision:
Bowmanville Santa Claus Parade Committee c/o Jonathan Taylor, Chair
Page 9
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 29, 2023 Report Number: FSD-023-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: RFP2023-3 By-law Number:
Report Subject: Building Condition Audit Reports
Recommendations:
1. That Report FSD-023-23, and any related communication items, be received;
2. That the proposal received from Nadine International being the most responsive
bidder meeting all terms, conditions and specifications of RFP2023-3 be awarded
the contract for the provision of Building Condition Audit Reports, as required by the
Community Services Department; and
3. That all interested parties listed in Report FSD-023-23, and any delegations be
advised of Council's decision.
Page 10
Municipality of Clarington
Report FSD-023-23
Report Overview
Page 2
Request Council's approval to award a contract to Nadine International for the completion of
Building Condition Audit Reports.
1. Background
1.1 The Municipality requires the assistance of a qualified firm to conduct Building Condition
Assessments of all Municipally owned buildings. Building Condition Assessments
support the Municipality's asset management strategy by providing plans for upcoming
expenditures, prioritizing items for maintenance and renewal, and identifying
preventative maintenance strategies.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant with the skills, resources, and experience necessary to complete the
Building Condition Audit Reports in accordance with the terms of reference provided by
the Community Services Department.
1.3 RFP2023-3 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington's (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyers
Association's website. The RFP was structured on a three -envelope system with price
being an evaluated factor.
2. Analysis
2.1 The RFP closed March 13, 2023.
2.2 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate an understanding of the Municipality's requirements.
2.3 Twenty-five companies downloaded the document. Nine proposals were received (refer
to Attachment 1) by the stipulated closing date and time. All proposals received
complied with Phase 1 - Mandatory submission requirements and were distributed to
the evaluation committee for review, evaluation and scoring.
2.4 The technical proposals were evaluated and scored independently by the members of
the evaluation committee, in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of three staff members from the
Community Services Department.
Page 11
Municipality of Clarington Page 3
Report FSD-023-23
2.5 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the submissions were evaluated were as follows:
• The Proponent's understanding of the Municipality's requirements;
• Highlights of services provided performing similar work on projects of comparable
nature, size and scope, in a municipality of similar population size;
• A methodology describing the Proponent's project management approach, work
plan, goals, objectives and methods of communications to be utilized to meet the
requested deadlines; and
• The proposed solution must include a detailed work plan indicating the project
method, schedule, Gantt chart, tasks and deliverables showing an estimated
overall timeline of the project.
2.6 Upon completion of the evaluation, four submissions met the established threshold of 80
percent for Phase 2 — Technical Submission and moved forward to Phase 3 - Pricing. It
was determined by the evaluation committee, that a presentation from the short-listed
proponents would not be required.
2.7 The pricing envelopes were opened and evaluated as prescribed in the RFP document.
2.8 Upon completion of the evaluation scoring, the recommendation is to award to the
highest ranked proponent, Nadine International Inc.
2.9 Nadine International Inc. has not provided services to the Municipality in the past;
references were checked with satisfactory results.
3. Financial Considerations
3.1 The funding required for this project is $174,512.29 (Net HST Rebate) and is in the
approved budget allocation as provided and will be funded from the following account:
Description
Account Number
Amount
2022 C/S Admin Building Studies
110-42-130-83801-7401
$174,512
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
Page 12
Municipality of Clarington
Report FSD-023-23
5. Conclusion
Page 4
It is respectfully recommended that Nadine International be awarded the contract for the
provision of Building Condition Audit Reports as per the terms and conditions of
RFP2023-3.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Page 13
Municipality of Clarington
Report FSD-023-23
Page 5
Attachment 1 to Report FSD-023-23 - Bid Summary
Municipality of Clarington
RFP2023-3 — Building Condition Audit Reports
Bid Summary
Bidder
Accent Building Sciences Inc
Barry Bryan Associates
Bold Engineering Inc
BTC Group
DSR Systems Inc
McIntosh Perry *
Nadine International Inc
Read Jones Christoffersen Ltd
Stephenson Engineering
Note: * Denotes Proponents who were shortlisted.
Page 14
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 29, 2023 Report Number: FSD-024-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: CL2023-12 By-law Number:
Report Subject: Supply & Delivery of Sidewalk Snow Clearing Equipment
Recommendations:
1. That Report FSD-024-23, and any related communication items, be received;
2. That Karcher Municipal North America Inc. with a total bid amount of $904,434.84
(Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions
and specifications of tender CL2023-12 be awarded the contract for the Supply &
Delivery of five Sidewalk Tractors for Winter Maintenance, as required by the Public
Works Department;
3. That the total funds required for this project in the amount of $908,934.84 (Net HST
Rebate) include $904,434.84 (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 $4,500.00 (Net HST Rebate) is included in the approved 2022/2023
Capital Budget and be funded from the following accounts;
Description
Account Number
Amount
NEW EQUIP -ROADS -CAP EXP (2022
110-36-388-83643-7401
$300,000.00
BUDGET)
NEW EQUIP -ROADS -CAP EXP (2023
110-36-388-83643-7401
600,000.00
BUDGET)
ADD'L FUNDS -TAX RATE
110-36-388-83643-7401
8,934.84
STABILIZATION
4. That all interested parties listed in Report FSD-024-23, and any delegations be
advised of Council's decision.
Page 15
Municipality of Clarington
Report FSD-024-23
Report Overview
Page 2
To request authorization from Council to award CL2023-12 for the Supply & Delivery of Five
Sidewalk Tractors with Attachments.
1. Background
1.1 Tender specifications for the Supply and Delivery of Three Sidewalk Tractors with snow -
clearing attachments were prepared by the Public Works Department and provided to
the Purchasing Services Division. Provisional items provided in the specifications were
the option to purchase additional units and attachments.
1.2 Tender CL2023-12 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyer's Association website.
1.3 Nine companies registered as official plan takers.
2. Analysis
2.1 The tender closed on April 18, 2023.
2.2 Three bids were received in response to the tender call. The bids were reviewed and
tabulated by the Purchasing Services Division (see Attachment 1). The results were
forwarded to the Public Works Department for their review and consideration.
2.3 The Public Works Department visited two local Municipalities that are currently utilizing
similar snow equipment in their fleet. After a review and evaluation, staff agreed that the
equipment met the Municipality of Clarington's requirements. A satisfactory reference
was provided by the two local Municipalities.
2.4 In keeping with the terms of CL2023-12, staff exercised the option to purchase two
additional sidewalk tractors with attachments.
2.5 Based on the review and evaluation by the Public Works Department, it was mutually
agreed that the low, compliant bidder, Karcher Municipal North America Inc., be
recommended for the award of tender CL2023-12 for the Supply & Delivery of five
Sidewalk Tractors.
Page 16
Municipality of Clarington
Report FSD-024-23
3. Financial Considerations
Page 3
3.1 The total funds required for this project in the amount of $908,934.84 (Net HST Rebate)
include $904,434.84 (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
$4,500.00 (Net HST Rebate) is within the approved budget allocation and will be funded
by the Municipality as follows:
Description
Account Number
Amount
NEW EQUIP -ROADS -CAP EXP (2022
110-36-388-83643-7401
$300,000.00
BUDGET)
NEW EQUIP -ROADS -CAP EXP (2023
110-36-388-83643-7401
600,000.00
BUDGET)
ADD'L FUNDS -TAX RATE
110-36-388-83643-7401
8,934.84
STABILIZATION
3.2 Queries with respect to the department needs should be referred to the Director of
Public Works.
4. Concurrence
4.1 This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
5.1 It is respectfully recommended that Karcher Municipal North America Inc., with a total
bid price of $904,434.84 (Net HST Rebate) being the low compliant bidder be awarded
the contract for the Supply & Delivery of five Sidewalk Tractors for Winter Maintenance,
in accordance with the terms, conditions, and specifications of Tender CL2023-12
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Page 17
Municipality of Clarington
Report FSD-024-23
Page 4
Attachment #1 to Report FSD-024-23
Municipality of Clarington
CL2023-12
Supply & Delivery of Sidewalk Tractors with Attachments
Bid Summary
Bidder
Total Bid Price
Total Bid Price
(Including HST)
(Net HST Rebate)
Karcher Municipal North America
$1,004,335.07
$904,434.84
FST Canada Inc o/a Joe Johnson
1,056,345.79
951,272.10
Equipment
Cubex Inc.
1,145,558.74
1,031,611.13
Page 18
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: May 29, 2023
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO
File Number:
Report Subject: 2022 Investments Annual Report
Recommendation:
Report Number: FSD-025-23
By-law Number:
Resolution#:
1. That Report FSD-025-23, and any related delegations or communication items, be
received for information;
2. That the Draft Investment Policy, as attachment #1, be approved; and
3. That any interested parties listed in Report FSD-025-23, and any delegations, be
advised of Council's decision.
Page 19
Municipality of Clarington
Report FSD-025-23
Report Overview
Page 2
The following report is the annual reporting requirement under the Municipality of
Clarington's Investment Policy. Regulations under the Municipal Act, 2001 require that the
Treasurer report certain information to Council on an annual basis and certify compliance
with the Municipality's adopted Investment Policy.
This report fulfills the annual reporting requirement under the Municipal Act, 2001 and the
Municipality's Investment Policy.
At December 31, 2022, the Municipality was in compliance with the Province of Ontario's
eligible investment regulations and the Municipality's approved Investment Policy.
Investment Income for the Municipality was approximately $7.5 million, which is significantly
higher than the $3.7 million in 2021. During the year, investable funds increased from $158.9
million to $213.3 million, which in part was due to the debenture funds being received in
June 2022. Overall, the return on investment was 4.09% which is a reasonable return given
interest rates during 2022 and the Municipality's reliance on fixed -income securities.
1. Background
1.1 In June 2018, through report FND-011-18, the Municipality of Clarington reviewed and
revised its Investment Policy. This policy requires the Treasurer of the Municipality to
report the state of the Municipality's investments to Council on an annual basis.
1.2 The policy was further reviewed in June 2021 and revised through Report FSD-035-21
to adjust the limits on certain investments to provide additional flexibility to the
Treasurer. These adjustments included a higher limit for financial institutions from 60 to
80 percent, a higher per -institution limit from 20 to 25 percent, an exception in municipal
debt limits for the Region of Durham, and a change to an annual review of the
investment policy rather than once per term.
1.3 There were no changes to the policy in 2022 recommended to Council. This report
outlines one minor change to the policy, which is recommended to Council for adoption
in 2023.
1.4 Section 8 of the Municipality's Investment Policy requires the Treasurer to report on an
annual basis to Council on the performance of the investments, the balance of the
investment portfolio, and the Municipality's compliance with the investment policy and
goals.
Page 20
Municipality of Clarington
Report FSD-025-23
1.5 A snapshot summary of key information pertaining to the portfolio follows:
Fund Balance, Balance, Income
January 2022 Opening Closing Investment
-
General Fund $41,092,730 $65,412,278 $3,808,056
Development Charges 32,604,525
Reserve Fund
Non -DC Reserve Fund 74,387,525
Strategic Capital Reserve 10,783,566
Fund
$158,868,346
Investment Environment in 2022
Page 3
7.15%
$59,523,378 $1,694,340 3.68%
$77,142,302 $1,600,751 2.11%
$11,043,124
$372,817 3.42%
$213,121,082 $7,475,964 4.09%
1.6 Interest rates rose throughout 2022 as the Bank of Canada was working to control
inflation resulting from a number of global factors, including the recovery from COVID-
19, the Russia -Ukraine War, and global supply chain issues. In January 2022, the bank
rate was 0.50 percent, this increased seven times throughout the year ending at 4.50
percent in December 2022. The average rate for the year was 2.42 percent.
1.7 The rise in interest rates impacted equity markets as well as fixed -income markets
throughout 2022. Interest rates on newly issued fixed -income instruments were higher
than in 2021, which provided the ability for the Municipality to lock in higher rates than in
the past three years.
1.8 In 2022, the Municipality's primary banking partner increased the interest rate on its
general bank account. This follows 2021, which saw a decrease in the interest rate as a
result of the economic factors impacting interest rates and banks in 2021.
Page 21
Municipality of Clarington
Report FSD-025-23
Looking into 2023
Page 4
1.9 Financial Services rebalanced the reserve funds in 2022 to ensure investments align
with the needs of the individual funds and better reflect the timing requirements of those
funds. The department continues to monitor these balances and may rebalance them
again in 2023.
1.10 Staff are monitoring the maturity dates of investments in relation to several planned
major capital initiatives to ensure that we have the cash flow available. The typical five-
year laddering strategy may be shortened to ensure that liquidity needs are met over the
next five years.
1.11 Staff expect that fixed income investment rates will decrease in 2023 as the Bank of
Canada decreases the overnight and bank rates, it is not expected that rates will
decrease at the same pace that they increased in 2022. The gradual decrease will allow
the Municipality to maximize its return while mitigating risk.
1.12 CIBC Economics is forecasting that the Bank of Canada bank rate will decrease to 4.00
percent by March 2024, then again quarterly until reaching 3.00 percent by December
2024. The 10-year Government Bond rate will decrease from 3.82 percent in April 2023
to 2.30 percent by December 2024. Staff will be working with our advisors to monitor the
changing rates.
1.13 It is expected that the investment mix within the Municipality will continue to diversify.
The historical tendency to invest in GICs does not meet the need of the Municipality
from a rate of return perspective. The primary objective is capital preservation; however,
the changing economic and investment environment means that these objectives can
be met through other instruments while earning a reasonable return.
2. Performance of the Investment Portfolio
2.1 The Municipality's portfolio consists of several funds, including general funds, trust
funds, reserve funds, and other investments.
General Fund
2.2 The General Fund is the primary operating fund for the Municipality. This fund has the
least number of active investments. The majority of the investments in this fund are in
the HISA operated by ONE Investment Inc. This HISA account offers favourable interest
rates for a highly liquid investment.
2.3 The ONE Investment Inc. HISA was established in September 2016 and held low
balances throughout 2017. In 2018, the Municipality began being more active with its
investments and moved funds from the lower interest -earning bank accounts to the
Page 22
Municipality of Clarington
Report FSD-025-23
Page 5
higher HISA account. At December 31, 2022, the ONE Investment HISA had
approximately $0.2 Million (2021 - $5.1 million). Funds held in the HISA are available
within 24 hours.
Non -Development Charges Reserve Funds
2.4 The Municipality operates a Non -Development Charges Reserve Fund investment
portfolio for all reserve funds not established under the Development Charges Act,
1997. There is one exception: the Strategic Capital Reserve Fund, a separate fund.
2.5 The total book value of investments is approximately $77.1 million (2021 - $74.4
million), including approximately $24.1 million (2021 - $27.4 million) in bank balances. At
December 31, 2022, the portfolio was comprised of $8.4 million (2021 - $10.2 million) in
GICs with maturities in each of 2023 and 2027 and $23.5 million (2021 - $20.8 million)
in bonds with maturities from 2027 to 2032. The portfolio includes $21.1 million (2021 -
$16.0) in principle -protected notes; these are banknotes which are linked to an index but
are issued by a chartered bank. For purposes of this report, the TD Bank Reserve Fund
bank account is included in this portfolio.
2.6 The Municipality has adopted a five-year laddering strategy for these investments, with
roughly equal distribution each year. This ensures that assets will be cashable in any
given year and can be withdrawn from the reserve fund. At December 31, 2022, the
third and fourth year of this ladder is lacking as interest rates for those years over the
past year have not been attractive enough to lock in funds for that amount of time. Staff
continue to monitor and invest in 2024 and 2025 as rates become feasible.
Development Charges Reserve Funds
2.7 The Development Charges Reserve Fund portfolio meets the obligations of the
Municipality under the relevant legislation for Development Charges.
2.8 The Municipality has two accounts with the ONE Investment Program related to this
fund: a Bond account and an Equity account.
2.9 Clarington opened its ONE Investment bond account in 2000. The investment pool was
transferred to its current custodian in 2005 with a book value of $2.6 million. As at
December 31, 2022, the book value, as a result of reinvested income, was $4.5 million
(2021 - $4.4 million). This is an increase of 71.9% over 16.75 years or 4.1 percent per
year. At December 31, 2022, the market value was below book value; however, the
adjusted return is still 2.91 percent per year since 2005.
2.10 The ONE Investment equity account was established in 2007 with an initial investment
of $500,000 and a $2.0 million investment in 2020. At December 31, 2022, the book
value of the investment is $3.0 million (2021 - $2.8 million), resulting from reinvested
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Municipality of Clarington
Report FSD-025-23
Page 6
income and capital gains. The portfolio had a market value of $3.9 million. In 2022 there
was a decrease in the market value of $482,512 and approximately $148,099 of
reinvested income added to the portfolio.
Strategic Capital Reserve Funds
2.11 The Municipality established the Strategic Capital Reserve Fund portfolio to hold
investments for the Strategic Capital Reserve Fund specifically. This reserve fund was
created to provide a funding source for economic development activities. The intent was
to keep the $10.0 million capital as a source of internal borrowing for economic
development capital investments. Interest earned on the investments is transferred to
the general fund to offset the tax levy.
2.12 This fund invests $3.8 million (2021 - $4.7 million) in GICs with maturities ranging from
May 2023 to June 2024. Interest rates vary from 2.97 percent to 5.0 percent. Bonds of
Canadian chartered banks worth $6.1 million (2021 - $4.8 million) with maturities from
November 2027 to January 2032 are also held with an interest rate of 1.4 to 3.1 percent.
2.13 In 2021, the fund invested in debt from the Province of Ontario with a face value of $1.2
million. The debt matures in June 2031 with an interest rate of 1.65 percent.
Overall Performance
2.14 The total income for the past five years, excluding trust funds and Elexicon, by fund are
summarized below:
General Fund
Development Charges
Reserve Fund
Non -DC Reserve
Funds
Strategic Capital Fund
$3,808056 $1,060,573 $1,046,664 $1,129,639 $1,351,995
1,694,340 624,705 923,855 1,339,291
1,600,751 1,123,800 1,343,802 336,824
372,817 612,865 45,342 493,389
1,386,839
976,382
202,027
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Municipality of Clarington
Report FSD-025-23
Total Investment
3. Compliance with Investment Policy
Page 7
3.1 The Municipality of invests based on the legal list of investments outlined in O.Req.
438/97 as amended. The legal list is very prescribed and limits the ability of the
Municipality to diversify its investments fully; however, it is relatively secure.
Investment Accounts
3.2 The Municipality of Clarington holds its investments through investment accounts with
several financial organizations. In determining whether the Municipality is meeting its
investment policies, the underlying asset is considered, not the custodian of the
investment.
3.3 In 2022, the Municipality opened an investment account with CIBC Woodgundy for the
Development Charges Reserve Fund. At the time, additional accounts were opened for
future use for the reserve fund as well as the general fund, however, no funds were
invested in those accounts in 2022.
3.4 The Municipality held the following accounts throughout 2021:
TD Bank
RBC Dominion Securities
• General Fund bank
• Several small bank accounts
• Reserve Fund bank account
• Guaranteed Investment Certificates
(GICs)
• Reserve Fund investment account
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Municipality of Clarington
Report FSD-025-23
Page 8
• DC Reserve Fund investment account
• Strategic Capital Fund investment
account
ONE Investment Inc. . Hight Interest Savings Account (HISA)
• Equity portfolio investment account
• Bonds portfolio investment account
BMO Nesbitt Burns • General fund investment
• Reserve Fund investment account
CIBC Woodgundy • DC Reserve Fund investment account
ScotiaBank • High Interest Savings Account (HISA)
3.5 The investment accounts with RBC Dominion Securities ,BMO Nesbitt Burns, and CIBC
Woodgundy hold a variety of investment instruments which could include GICs,
government bonds, and bank deposit notes
Diversification Risk
3.6 The Municipality holds investments of several different types. It is essential to diversify
the types of investments with an extensive portfolio to reduce the risk to the overall
portfolio from variations in any one market. The following table shows the December 31,
2022, investments by type as well as the minimum and maximum percentage allowed
per the Investment Policy:
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Municipality of Clarington
Report FSD-025-23
High Interest Savings
$ 55,204,869
Account
Federal Debt
1,091,723
Provincial Debt
13,803,459
Municipal Debt
8,268,038
Financial Institutions
123,369,339
Corporate Debt (non-
4,099,594
financial)
ONE Investment
7,442,761
Pools
Total $213,279,783
3.7 The policy guideline for financial institutions is zero percent to 80 percent of the
investment portfolio. At December 31, 2022, the Municipality was within this limit.
3.8 While within the policy limits, the above indicates that the Municipality is concentrated in
Canadian financial institutions. Most of the investments consist of GICs purchased
initially with a five-year term.
Liquidity Risk
3.9 The Municipality attempts to balance cash flows through the timing of the maturity of
investments. Staggered maturity dates ensure that cash is readily available to meet the
needs of the Municipality and reduces interest rate risk. At December 31, 2022, the
Page 9
100.0%
0.5% 0.0% 100.0%
6.5% 0.0% 80.0%
3.9% 0.0% 35.0%
57.8% 0.0% 80.0%
1.9% 0.0%
3.5% 0.0%
1 n no/.
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Municipality of Clarington Page 10
Report FSD-025-23
maturity dates, and allowable ranges, of investments held by the Municipality were as
follows:
Up to 90 Days $ 69,235,515 32.5% 20.0% 100.0%
90 Days to 1 Year 19,622,589 9.2% 30.0% 100.0%
1 to 5 Years 22,599,599 10.6% 0.0% 85.0%
5 to 10 Years 100,323,622 47.0% 0.0% 50.0%
10 to 20 Years 1,498,457 0.7% 0.0% 30.0%
$213,279,782
3.10 The Municipality's Investment Policy indicates the target range for less than 90 days is
20% to 100%, and less than one year is 30% to 100%. The amount shown above that is
90 days to 1 year should be added to the amount held less than 90 days to determine
compliance with the requirement. Total amounts maturing less than one year is
$88,858,105, which is 41.7% of the investment portfolio.
3.11 The Municipality's HISA and TD Reserve Fund bank accounts are considered to have a
maturity of less than 90 days, as they are available to the Municipality within 24 hours.
3.12 The Municipality is allowed in certain circumstances to invest in terms greater than ten
years, at December 31, 2022, there was $1.5 million (2021 - $4.8 million) invested with
a maturity greater than ten years. The decrease in this amount explains the increase in
the five -to -ten-year range, as the greater than ten year investments come closer to
maturity. These investments are bonds held in the three reserve fund investment
portfolios and are traded on an active market.
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Municipality of Clarington Page 11
Report FSD-025-23
Concentration Risk
3.13 The Municipality attempts to diversify its investment portfolio by restricting the
percentage of investments any single institution may have. Diversification mitigates the
risk to the Municipality if an investment becomes insolvent. Note that the Canadian
Deposit Insurance Corporation (CDIC) only guarantees investments up to $100,000 per
institution, therefore, most of the Municipality's investments are not insured through
CDIC.
3.14 At December 31, 2022 the Municipality's investments by institution were as follows:
ONE — HISA 194,765 0.1 % 100.0%
ONE — Equity 2,983,725 1.4% 15.0%
ONE — Bond 4,459,036 2.1 % 15.0%
Scotiabank HISA 30,782,513 14.4% 100.0%
Royal Bank of Canada 6,323,669 3.0% 25.0%
CIBC - HISA
106,828
0.1 %
100.
0%
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Municipality of Clarington
Report FSD-025-23
Page 12
CIBC
36,000,000
16.9%
25.0%
HSBC
3,358,884
1.6%
25.0%
TD Bank
16,612,169
7.8%
25.0%
Province of Ontario
1,600,000
0.8%
20.0%
Province of British Columbia
4,969,061
2.3%
20.0%
Regional Municipality of Durham
1,495,677
0.7%
N/A
Regional Municipality of Niagara
1,495,790
0.7%
10.0%
Quebec Hydro
1,600,000
0.8%
5.0%
City of Toronto
4,778,046
2.2%
10.0%
Canada Housing Trust
1,091,723
0.5%
20.0%
Province of Alberta
6,118,857
2.9%
20.0%
Province of Quebec
2,499,732
1.2%
20.0%
Ontario Hydro
2,499,594
1.2%
5.0%
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Municipality of Clarington
Report FSD-025-23
Page 13
Regional Municipality of York 498,525 0.2% 10.0%
$213,279,782
4. Review of Investment Policy
Background
4.1 The Municipality of Clarington is required, under the Municipal Act, 2001 to have an
investment policy adopted and approved by Council.
4.2 The Municipality utilizes the legal list of investments as allowed under O.Reg 438/97,
which prescribes what investments a municipality may make.
4.3 Staff have provided information reports in the past, most recently FND-038-20 regarding
the option to adopt the Prudent Investor Standard under the section 418.1 of the
Municipal Act. This remains an option for Council to consider as an alternative to the
current prescribed legal list.
Proposed Changes
4.4 The draft policy included in Attachment #1 follows the new format for policies approved
by Council.
4.5 Staff have included a definition of Environmental, Social and Governance Investment
(ESG) into the Policy. This definition mirrors the definition used by the Region of
Durham. A section in the policy was also added to provide that these considerations
would be factored into decision making, but at this time Staff are not recommending
excluding any investments or making ESG a primary decision factor.
4.6 The inclusion of ESG in municipal investment policies is becoming more common as the
focus on climate change, equity, diversity and inclusion as well ethical governance
becomes higher.
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Municipality of Clarington Page 14
Report FSD-025-23
5. Financial Considerations
5.1 At this time, there are no expected financial considerations as a result of the
modifications to the Municipality's Investment Policy.
5.2 The Municipality is limiting its allowable investments by following the eligible investment
rules rather than utilizing the prudent investor standard. Historical results of investments
do not predict future results; however, a diversified portfolio is a key tool to mitigating
risk.
6. Concurrence
Not Applicable.
7. Conclusion
7.1 It is respectfully recommended that Council receive the 2022 Annual Investment Report
in compliance with the Municipal Investment Policy and the Municipal Act, 2001.
7.2 It is respectfully recommended that Council approve the Draft Investment Policy which
includes minor formatting changes as well as new definitions for Environmental, Social
and Governance investing.
Staff Contact: Trevor Pinn, Deputy CAO/Treasurer, 905-623-3379 x2602 or
tpinn@clarington.net.
Attachments:
Attachment 1 — Draft Investment Policy
Interested Parties:
List of Interested Parties available from Department.
Page 32
Attachment1 to Report FSD-025-23
Council Policy CladW4011
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Number:
Title:
Investment Policy
Type:
Financial Management
Sub -type:
Investments
Owner:
Financial Services
Financial Planning
Approved By:
Council
Approval Date:
July 3, 2018
Effective Date:
July 3, 2018
Revised Date:
July 6, 2021
Applicable to:
All Staff
Legislative or Administrative Authority:
1.1. This policy was developed in accordance with Section 418 of the
Municipal Act, 2001, which authorizes a municipality to invest in
prescribed securities, in accordance with prescribed rules, money that
it does not require immediately. The policy follows Ontario Regulation
438/97, Eligible Investments, Related Financial Agreements and
Prudent Investment
2. Purpose:
2.1. The Municipality of Clarington strives for the optimum utilization of its
cash resources within statutory limitations and the basic need to
protect and preserve capital, while maintaining solvency and liquidity to
meet ongoing financial requirements
3. Scope:
3.1. This policy includes all funds that are managed by the Municipality of
Clarington except for the Municipality's investment in Elexicon Group
4. Definitions:
4.1. Asset Backed Securities — Fixed income securities (other than a
government security) issued by a Special Purpose Entity, substantially
all of the assets of which consist of Qualifying Assets.
Page 1 of 17
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Attachment1 to Report FSD-025-23
Council Policy Clar*wn
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4.2. Basis Point — A unit that is equal to 1/100t" of 1 %, and is used to
denote the change in a financial instrument. The basis point is
commonly used for calculating changes in interest rates, equity
indexes and the yield of a fixed -income security.
4.3. CHUMS Financing Corporation (CHUMS) — A subsidiary of the
Municipal Finance Officers Association of Ontario (MFOA) which in
conjunction with the Local Authority Services Limited (LAS) operates
the ONE Investment Program.
4.4. Credit Risk - The risk to an investor that an issuer will default in the
payment of interest and/or principal of a security.
4.5. Discount — The amount by which the par value of a security exceeds
the price paid for the security.
4.6. Diversification — A process of investing assets among a range of
security types by class, sector, maturity and quality rating.
4.7. Duration — A measure of the timing of the cash flows, such as the
interest payments and the principal repayment, to be received from a
given fixed -income security. This calculation is based on three
variables: term to maturity, coupon rate, and yield to maturity. The
duration of a security is a useful indicator of its price volatility for given
changes in interest rates.
4.8. Environmental, Social and Governance (ESG) Investing —
considering and integrating ESG factors into the investment process,
rather than eliminating investments based on ESG factors alone.
Integrating ESG information can lead to more comprehensive analysis
of a company.
4.9. Holding Period Classification — Classification of investments based
on the intended period the Municipality would hold the asset, as
follows:
4.9.1. Cash Equivalent: short-term highly liquid investments that are
readily convertible to known amounts of cash and that are
subject to an insignificant risk of changes in value.
Page 2 of 17
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Attachment1 to Report FSD-025-23
Council Policy Clar*wn
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4.9.2. Short-term: securities with a holding period of one year or less.
4.9.3. Long-term: securities with a holding period of greater than one
year.
4.10. Liquidity — A measure of an assets' convertibility to cash
4.11. Local Authority Service Limited (LAS) — A subsidiary of the
Association of Municipalities of Ontario (AMO) which in conjunction
with CHUMS are members of the ONE Investment Inc.
4.12. ONE Investment Inc. — An incorporated not -for -profit organization
which includes investment portfolios available for Ontario
municipalities. Formerly was the ONE Investment Program which is a
professionally managed group of pooled investments that meet
eligibility criteria as defined by regulations under the Municipal Act.
Also includes the High Interest Savings Account (HISA).
4.13. Market Risk — The risk that the value of a security will rise or decline
as a result of changes in market conditions.
4.14. Market Value — The current market price of a security.
4.15. Maturity — The date on which payment of a financial obligation is due.
The final stated maturity is the date on which the issuer must retire a
bond and pay the face value to the bondholder.
4.16. Par — The face value or principal value of a bond.
4.17. Premium — The amount by which the price paid for a security exceeds
the security's par value.
4.18. Principal — The face or par value of a debt instrument or the amount
of capital investment in a given security.
4.19. Rate of Return — The yield obtainable on a security based on its
purchase price or its current market price. Yield reflects coupon, term,
liquidity and credit quality.
Page 3 of 17
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Attachment1 to Report FSD-025-23
Council Policy Clar*wn
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4.20. Schedule I Bank — Schedule I banks are domestic banks and are
authorized under the Bank Act to accept deposits, which may be
eligible for deposit insurance provided by the Canadian Deposit
Insurance Corporation.
4.21. Schedule II Banks — Schedule II banks are foreign bank subsidiaries
authorized under the Bank Act to accept deposits, which may be
eligible for deposit insurance provided by the Canada Deposit
Insurance Corporation. Foreign bank subsidiaries are controlled by
eligible foreign institutions.
4.22. Sinking Fund — Money accumulated on a regular basis, through
regular contributions and interest earnings, in a separate custodial
account that is used to redeem debt securities by a specified date.
4.23. Weighted Average Maturity (WAM) — The average maturity of all the
securities that comprise a portfolio.
4.24. Yield to Maturity (YTM) — The annual return on a bond held to
maturity when interest payments and price appreciation (if priced
below par) or depreciation (if priced above par) are considered
4.24.1.
5. Policy Requirements:
General
5.1. The primary objectives of the investment program, in order of priority,
shall be:
5.2. Adherence to Statutory Requirements
5.2.1. All investment activities must be made in accordance with
Section 418 (1) of the Municipal Act, 2001, as amended which
states that a municipality may invest money it does not need
immediately in securities, in accordance with prescribed rules
and regulations.
Page 4 of 17
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Attachment1 to Report FSD-025-23
Council Policy CladW4011
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Coordinator at 905-623-3379 ext. 2131
5.2.2. The prescribed securities that municipalities may invest in as
well as the rules for making investments, entering into related
financial agreements and reporting on activities is set out
under Ontario Regulation 438/97, as amended. Any Provincial
Statutes or Regulations will supersede and take precedence
over this policy.
5.2.3. Investments, unless limited further by Council, will be those
deemed eligible under O.Reg 438/97 as amended.
5.3. Preservation of Capital
5.3.1. Safety of principal is an important objective of the investment
program. Investments shall be undertaken in a manner that
seeks to ensure the preservation of capital in the overall
portfolio.
5.3.2. Staff shall mitigate credit risk through the following:
• Limiting investments to safer types of securities;
• Diversifying the investment portfolio so that potential
losses on individual securities will be minimized.
5.3.3. Staff shall mitigate interest risk through the following:
• Structuring the investment portfolio so that securities
mature to meet ongoing cash flow requirements, thereby
reducing the need to sell securities on the open market
prior to maturity;
• Investing operating funds primarily in shorter -term
securities or approved investment pools; and
Diversifying longer -term holdings to match term exposures
to requirements of underlying reserve funds and to
mitigate effects of interest rate volatility.
Page 5 of 17
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Attachment1 to Report FSD-025-23
Council Policy ClafiWOOJI
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5.4. Maintaining Liquidity
5.4.1. The investment portfolio shall remain sufficiently liquid to meet
all operating or cash flow requirements and limit temporary
borrowing requirements. This shall be done where possible by
structuring the portfolio such that securities mature concurrent
with anticipated cash demands.
5.4.2. The portfolio shall consist largely of securities with active
secondary or resale markets to ensure liquidity. A portion of
the portfolio may be placed in local government investment
pools which offer liquidity for short-term funds.
5.5. Competitive Rate of Return
5.5.1. Notwithstanding the other objectives of this policy, the
Municipality shall maximize the rate of return earned on its
investment portfolio by implementing a dynamic strategy as
part of the investment program.
5.5.2. Diversification, as well as ensuring safety of principal by
limiting exposure to credit, sector or term risk, provides
opportunities to enhance the investment return on the
Municipality's portfolio.
Standards of Care
5.6. Prudence
5.6.1. Investments shall be made in accordance with the policy,
under the prevailing circumstances. Consideration of the
probable safety of the principal as well as income to be
derived should be of primary concern.
Page 6 of 17
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5.6.2. Staff acting in accordance with procedure and this investment
policy and having exercised due diligence, shall be relieved of
personal responsibility for any individual security's credit risks
or market price changes, provided deviations from
expectations are reported in a timely fashion and the
liquidation or sale of securities are carried out in accordance
with the terms of this policy.
5.7. Ethics and Conflict of Interest
5.7.1. Employees involved in the investment process shall refrain
from personal business activity that could conflict with the
proper execution and management of the investment program,
or that could impair ability to make impartial decisions.
5.7.2. Employees involved in investment procedures shall disclose
all material interests in financial institutions with which they
conduct business. They shall further disclose any personal
financial/investment positions that could be related to the
performance of the investment portfolio.
5.7.3. Employees and officers shall not undertake personal
investment transactions with the same individual with whom
business is conducted on behalf of the Municipality.
5.7.4. If a staff member of the Finance Department or any elected or
appointed member of the Municipality is party to, or has a
direct or indirect beneficial interest in an investment
transaction of the Municipality, he or she must provide full
disclosure of that interest to the Director of Finance/Treasurer
(or designate). The Director of Finance (or designate) will
determine whether the Municipality's investment is to continue
to be retained or sold forthwith.
Page 7 of 17
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Attachmentl to Report FSD-025-23
Council Policy CladW4011
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5.8. Safekeeping and Custody
5.8.1. All securities shall be held for safekeeping by a financial
institution approved by the Municipality. Individual accounts
shall be maintained for each portfolio. All securities shall be
held in the name of the Municipality.
5.8.2. The depository shall issue a safekeeping receipt to the
Municipality listing the specific instrument, rate, maturity and
other pertinent information. On a periodic basis (preferably
monthly), the depository will also provide reports, which lists all
securities held by the Municipality, the book value of holdings
and the market value as of month -end.
5.9. Authority
5.9.1. The Deputy CAOITreasurer, or designate, has overall
responsibility of the investment portfolio. The Deputy
CAOITreasurer shall be responsible for all transactions
undertaken, and shall establish a system of controls to
regulate the activities of subordinate officials and shall
exercise control over that staff. The Deputy CAOITreasurer or
designate have the authority to make investment decisions for
the Municipality
5.9.2. The authority to enter into arrangements with banks,
investment dealers and brokers, and other financial institutions
for the purchase, sale, redemption, issuance, transfer and
safekeeping of securities shall be done in a manner that
conforms to the Municipal Act, 2001 and the Municipality's
policies, including the Delegation of Authority By-law.
5.10. Approval Requirements
5.10.1. All investment transactions must be approved by two of the
following:
• CAO
Page 8 of 17
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Attachment1 to Report FSD-025-23
Council Policy CladWO011
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• Director of Financial Services[Treasurer
• Manager of Accounting Service/Deputy Treasurer
5.10.2. Signing authority for transactions from the Municipality's bank
account to an investment account would follow the signing
authorities outlined in the Banking Signing Authorities Policy.
5.11. Council Reporting
5.11.1. The Deputy CAOITreasurer shall provide an annual
investment report to Council which shall contain at a minimum:
• A statement about the performance of the portfolio of
investments during the period covered by the Report;
• The balance of the current outstanding investment
portfolio;
• A statement as to whether or not all investments were in
accordance with the investment policies and goals of the
Municipality;
• If applicable, a description of the estimated proportion of
investments that are invested in the Municipality's own
long-term and short-term securities and a description of
the change, if any, in the estimated proportion since the
previous report;
• If applicable, a record of the date of each transaction in or
disposal of its own securities, including a statement of the
purchase and sale price of each security; and
• Contains such other information that the Council may
require or that, in the opinion of the Treasurer or
designate, should be included.
Page 9 of 17
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Attachment1 to Report FSD-025-23
Council Policy Clarftwji
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5.12
General Fund
5.11.2. If an investment made by the Municipality is, in the Treasurer
or designate's opinion, not consistent with the investment
policies and goals adopted by the Municipality, the Treasurer
shall report the inconsistency to Council within 30 days after
becoming aware of it.
Eligible Investments and Statutory Requirements
5.12.1. The Municipality maintains the following funds:
Non -Development
Charges Reserve Fund
Development Charges
Reserve Fund
To provide a source of
funding for operating and
non -DC supported capital
expenditures.
To provide a source of
funding for reserve funds
which are not funded by
Development Charges.
Typically requirements
relate to the Municipality's
capital plan.
To provide a source of
funding for growth -related
activities funded through
development charges.
The investment horizon for
this fund is typically within
24 months. However
longer -term investments
may be made to recognize
increased returns.
The investment horizon for
these funds is typically 5
years. There will be
deposits annually from
budgeted contributions as
well as withdrawals to
support the annual budget
requirements.
The DC study has a
horizon of 5 years, within
this fund there will be
withdrawals and deposits
annually.
Page 10 of 17
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Strategic Capital Fund
Trust Funds
Long-term asset
management strategic
financing tool; Investment
in debt financing
opportunities through
internal debenture
issuance; investment in
servicing of non-residential
areas as a front -ending
tool
May include funds held for
the perpetual care of
cemeteries under the
control of the Municipality.
Trusts may also include
bequests made to the
Municipality. These
bequests may be
restricted in use, which
The key investment driver
is to ensure liquidity in the
portfolio that can be used
to finance approved
growth -related
expenditures.
This fund has an
investment horizon of over
5 years.
The key investment driver
is to earn a return which
can be used to fund other
activities while preserving
capital.
This fund does not see
significant levels of
transactions annually and
is more focused on
specific projects which
qualify under the
establishing by-law.
This fund has an
investment horizon of 5
years.
As these funds are held in
trust for other parties, the
key investment driver is
maintain the capital while
Page 11 of 17
Page 43
Attachment1 to Report FSD-025-23
Council Policy Clarftwji
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
varies based on the
earning a reasonable
return.
5.12.2. The above categories are funds which manage similar
accounts. For example the Development Charge Reserve
Fund invests for all individual DC Reserve Funds, individual
accounts are not required to be established. An individual
investment security may be made utilizing funds from different
sources (i.e. a GIC in the DC Reserve Fund may relate to
general government, parks and road DC reserve funds).
5.13. Eligible Securities
5.13.1. Eligible securities are prescribed under O.Reg 438/97, as
amended.
5.13.2. Investments shall be diversified by:
Limiting investments to avoid over -concentration in
securities from a specific issuer or sector (excluding
Government of Canada securities);
Limiting investment in securities to those that have higher
credit ratings;
Investing in securities with varying maturity dates;
Investing primarily in liquid, marketable securities which
have an active secondary market, to ensure appropriate
liquidity.
Page 12 of 17
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Attachment1 to Report FSD-025-23
Council Policy Clarftwji
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5.14. Investment Limitations
5.14.1. To promote diversification, the following percentage
weightings for each type of investment within the portfolio shall
be established and maintained:
Federal Debt
Provincial Debt
Municipal Debt
Municipal Corporation Equity
Financial Institutions
Corporate Debt (non -financial)
ONE Investment Pools
100%
80% 20% per province
35% 10% per municipality
(except the Region of
Durham)
50% 50% per municipal
corporation
80% 25% per financial
institution
10% 5% per corporation
25% 15% per portfolio
5.14.2. To promote diversification and ensure liquidity, the following
percentage weightings for the investment portfolio shall be
established and maintained:
Page 13 of 17
Page 45
Attachment1 to Report FSD-025-23
Council Policy Clarftwji
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Coordinator at 905-623-3379 ext. 2131
Less than 90 days 20% to 100%
Less than 1 year 30% to 100%
From 1 year up to, but not including, 5 0% to 85%
years
From 5 years up to, but not including 0% to 50%
10 years
From 10 years up to 20 years 0% to 30%
5.14.3. Unless matched to a specific cash flow, the Municipality will
not directly invest in securities maturing more than 10 years
from the date of purchase. Reserve funds and other funds
with longer -term investment horizons may be invested in
securities exceeding ten (10) years, provided they match as
practicably as possible to the expected use of funds.
5.14.4. Portfolio size limitations listed above will be applicable based
on the allowable percentage of the portfolio on the day the
investment is made. Limitations relate to the total investment
portfolio and are to be applied to the Municipalities' separate
funds that it manages.
5.14.5. When determining the portfolio limitation:
Page 14 of 17
Page 46
Attachment1 to Report FSD-025-23
Council Policy ClafiWOOJI
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Coordinator at 905-623-3379 ext. 2131
• The total portfolio (denominator) shall include all cash,
cash equivalents, short-term investments and long-term
investments (excluding investment in Elexicon Group Inc.)
Funds held within general or high interest savings
accounts shall not be used to determine the maximum
category or sector limitations (numerator). For further
clarification, funds held in a bank account do not count
towards the 25 per cent limit for the institution.
5.14.6. The Municipality may invest in US denominated funds, as
allowed by regulation, provided that the purpose of the
investment relates to a pending or anticipated purchase which
is to be denominated in US funds and it is prudent to mitigate
from foreign exchange risk.
5.15. Environmental, Social and Governance (ESG) Investing
5.15.1. The Municipality supports incorporating ESG investing into the
Portfolio. The Municipality believes that well -managed
companies are those that demonstrate high ethical and
environmental standards and respect for their employees,
human rights, and the communities in which they do business
and that these actions contribute to long-term financial
performance.
5.16. Policy Review
5.16.1. This policy shall be reviewed annually and updated as
necessary
6. Roles and Responsibilities:
6.1. Council is responsible for:
6.1.1. Setting the investment policy for the Municipality.
6.1.2. Determining the risk tolerance of the Municipality.
Page 15 of 17
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Attachment1 to Report FSD-025-23
Council Policy Clarftwji
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Coordinator at 905-623-3379 ext. 2131
6.2. Deputy CAO/Treasurer is responsible for:
6.2.1. Establishing internal controls around the investment and
banking process.
6.2.2. Determining an investment plan in compliance with the
Investment Policy.
6.2.3. Ensuring the Municipality's investment plan is in compliance
with legislation.
6.2.4. Reporting to Council investment information in compliance
with the Policy and the legislation.
6.3. Directors / Managers are responsible for the following within their
scope of authority:
6.3.1. Making investment decisions in compliance with the
Investment Policy.
6.4. All Staff are responsible for:
6.4.1. Following the Investment Policy.
7. Related Documents:
7.1. O.Reg.438/97: Eligible Investments, Related Financial Agreements
and Prudent Investment
7.2. Delegation of Authority By-law
8. Inquiries:
8.1. Manager, Financial Planning/Deputy Treasurer
Page 16 of 17
Attachment1 to Report FSD-025-23
Council Policy Clar*wji
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
9. Revision History:
Date
Description of Changes
Approved By
June 12, 2023
Update format to new policy
Council
template
Add definition and section on
Environment, Social and
Governance (ESG) Investing
Page 17 of 17
Page 49
Clarftwn
Staff Report
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Report To: General Government Committee
Date of Meeting: May 29, 2023 Report Number: FSD-026-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: CL2023-4 By-law Number:
Report Subject: Hill Street Rehabilitation
Recommendations:
1. That Report FSD-026-23 be received;
2. That Green Infrastructure Partners Inc. with a total bid amount of $912,372.68 (Net
HST Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2023-4 be awarded the contract for the Hill Street
Rehabilitation as required by the Planning and Infrastructure Services Department;
3. That the total funds required for this project in the amount of $1,094,400.00 (Net
HST Rebate) which includes construction costs of $912,372.68 (Net HST Rebate)
and other related costs such as topographic survey, tree removals, utility relocations
(Bell and Hydro One), third -party consultant services to complete material testing,
inspection, and contract administration, and contingencies of $182,027.32 (Net HST
Rebate) is included in the approved 2022/2023 Capital Budget; and
4. That all interested parties listed in Report FSD-026-23, and any delegations be
advised of Council's decision.
Page 50
Municipality of Clarington
Report FSD-026-23
Report Overview
Page 2
To request authorization from Council to award CL2023-4 for the rehabilitation of Hill Street
from Reid Road to Newtonville Road (Regional Road 18).
1. Background
1.1 Tender specifications and drawings were prepared by the Planning and Infrastructure
Services Department's Infrastructure Division. The scope of work includes the
rehabilitation of Hill Street from Reid Road to Newtownville Road (Regional Road 18).
The scope of works includes:
• Site grading and earthworks.
• Storm sewer replacement / installation.
• Road rehabilitation and widening.
• Installation of driveway and road culverts.
• Local sidewalk replacement.
• Permanent erosion control.
• Area restoration works.
1.2 Tender CL2023-4 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyers Association's website.
1.3 Thirty-four (34) companies downloaded the tender document.
2. Analysis
2.1 The tender closed May 5, 2023.
2.2 Seven submissions were received. One submission received did not contain the
required bid bond and therefore, has been deemed non -compliant. Six submissions
were deemed compliant and forwarded to the Planning and Infrastructure Services
Department for review and consideration.
2.3 References were not checked for the low -compliant bidder Green Infrastructure
Partners Inc. as the Municipality has worked with this company and the past and their
work was satisfactory.
Page 51
Municipality of Clarington
Report FSD-026-23
Page 3
2.4 Based on the review by Planning and Infrastructure Services and Purchasing, it was
mutually agreed that confirmed that Green Infrastructure Partners Inc. be recommended
for award for this project.
3. Financial Considerations
3.1 The total funds required for this project in the amount in the amount of $1,094,400.00
(Net HST Rebate) which includes construction costs of $912,372.68 (Net HST Rebate)
and other related costs such as topographic survey, tree removals, utility relocations
(Bell and Hydro One), third -party consultant services to complete material testing,
inspection, and contract administration, and contingencies of $182,027.32 (Net HST
Rebate) is included in the approved Capital Budget and will be funded from the following
accounts:
Description
Account Number
Amount
Pavement Rehabilitation
110-50-330-83212-7401
$1,041,800
Structures Rehabilitation
110-50-330-83275-7401
52,600
3.2 Queries with respect to the department's needs, specifications, etc., should be referred
to the Director of Planning and Infrastructure Services.
4. Concurrence
This report has been reviewed by the Director of Planning and Infrastructure Services
who concurs with the recommendations.
5. Conclusion
It is respectfully recommended that Green Infrastructure Partners Inc. with a total bid
amount of $912,372.68 (Net HST Rebate), being the low compliant bidder, be awarded
the contract for Hill Street Rehabilitation in accordance with the terms, conditions, and
specifications of Tender CL2023-4.
Staff Contact: Sandra McKee, Assistant Purchasing Manager, 905-623-3379 Ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Page 52
Municipality of Clarington
Report FSD-026-23
Page 4
Attachment 1 to Report FSD-026-23 — Bid Summary
Municipality of Clarington
CL2023-4
Hill Street Rehabilitation
Bidder
Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Green Infrastructure Partners Inc.
$1,013,149.69
$9121372.68
Broz Excavating Inc.
1,088,426.30
980,161.60
Montgomery MacEwen Contracting
1,220,842.54
1,099,406.52
Dig -Con International Ltd.
1,430,015.00
1,287,772.80
Dufferin Construction Company
1,522,704.38
1,371,242.46
Fidelity Engineering & Construction
1,533,870.57
1,381,297.96
Elirpa Construction & Materials Ltd.
1,562,058.66
1,406,682.20
Dig -Con International Ltd.*
Note: The asterisk denotes a non -compliant bidder.
Page 53
Clarftwn
Staff Report
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Report To: General Government Committee
Date of Meeting: May 29, 2023 Report Number: LGS-021-23
Submitted By: Rob Maciver, Deputy CAO/Solicitor
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: By-law Number:
Report Subject: Ward Boundary Review — Direction Requested from Council
Recommendations:
1. That Report LGS-021-23, and any related delegations or communication items, be
received;
2. That, either:
Option A = Council authorize Staff to initiate a Ward Boundary Review
such that any recommended ward boundary changes may be considered
by Council to be in effect for the 2026 Municipal Elections, funded from the
Election Reserve Account, and that a sole -source contract for the Ward
Boundary Review be awarded to Watson and Associates Economists Ltd.,
with an upset limit of $70,000 (plus taxes);
Option B = the Municipality of Clarington maintain the existing four -ward
boundary system;
3. That all interested parties listed in Report LGS-021-23, and any delegations, be
advised of Council's decision.
Page 54
Municipality of Clarington
Report LGS-021-23
Report Overview
Page 2
The Municipality of Clarington is currently divided into four wards which were established in
1996. A ward boundary review is conducted to ensure fair representation across the
municipality. Council is requested to provide direction to Staff on whether to initiate a ward
boundary review to be undertaken such that any recommended changes may be considered
by Council in time to take effect for the 2026 municipal elections.
1. Legislative Authority
Municipal Act
1.1 Subsection 217(1) of The Municipal Act, 2001 (the Act)_authorizes a municipality to
change the composition of its council, subject to the following rules:
1. There shall be a minimum of five members, one of whom shall be the head of
council.
2. The members of council shall be elected in accordance with the Municipal
Elections Act, 1996.
3. The head of council shall be elected by general vote.
4. The members, other than the head of council, shall be elected by general vote
or wards or by any combination of general vote and wards.
5. The representation of a local municipality on the council of an upper -tier
municipality shall not be affected by the by-law of the local municipality under this
section.
1.2 Subsection 222(1) grants Council the authority "to divide or redivide the municipality into
wards or to dissolve the existing wards" by by-law.
1.3 The number, and distribution, of Councillors representing local municipalities on the
Regional Council is determined through a process established in the Municipal Act,
2001, s. 218. A by-law, passed in 2016 by Durham Regional Council, confirmed that the
number of Clarington Regional Councillors would remain at two for the 2018 and 2022
municipal elections and they cannot be modified unilaterally by Clarington Council.
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Municipality of Clarington
Report LGS-021-23
Region of Durham Council Composition
Page 3
1.4 A change made to subsection 218(6) of the Municipal Act, in 2017, states that "following
the regular election in 2018 and following every second regular election after that, a
regional municipality shall review, for each of its lower -tier municipalities, the number of
members of its council that represent the lower -tier municipality."
1.5 In 2019, the Provincial government undertook a Regional Governance Review project
which could have resulted in an effect on Clarington, and ultimately the ward boundary
review. As a result, the Ward Boundary Review was delayed until after the release of
the Regional Governance Review, which took place on October 25, 2019. The Review
did not affect Clarington, so the Clarington Ward Boundary Review proceeded.
1.6 In accordance with the Act, we would expect a Regional Review within two years after
the 2026 Municipal Elections.
2. History of Clarington's Ward Boundaries
2.1 In 1974, when the Town of Newcastle was created, it consisted of three wards, the
Former Township of Darlington (Ward 1), the Former Town of Bowmanville (Ward 2)
and the Former Township of Clarke (Ward 3). At that time, Regional Council consisted
of 30 members plus the Chair; the Town had four regional representatives. The mayor
sat on Regional Council and each of the wards was represented by a Regional
Councillor and a Local Councillor.
2.2 In 1986, effective for the 1988 elections, one member was added to each of Ajax and
Whitby, resulting in a 32-member Regional Council, plus the Chair.
2.3 In 1996, effective for the 1997 elections, Regional Council was reduced to a 28-member
Council and representation of the former Town of Newcastle (now Clarington) was
reduced by one member, to two Regional Councillors plus the Mayor. To accommodate
this reduction, a review of our ward system was undertaken, and the Municipality was
divided into the current four wards, with two Regional Councillors, each representing
two wards. Clarington's existing ward boundaries were established by Council on
August 12, 1996, through By-law 96-151.
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Municipality of Clarington
Report LGS-021-23
Page 4
2.4 In 1996, in reviewing the ward boundaries, population, as well as communities of
interest and geographic features, were taken into consideration. With the wards being
divided as they were at that time, it was believed that each one contained a good mix of
rural and urban areas. There has never been an equality of population within the wards,
and it was known at the time, with the growth that was forecasted for the Municipality,
that the populations would become more unbalanced over time. As well, it was
recognized at the time that Ward 4 would always have a smaller population base than
the other three wards. However, this concern was offset by the fact that the land mass
covered was much larger than the other wards.
2.5 In 2014, through Report CLD-001-14, Staff reported to Council concerning Regional
Council Representation. That report included the 2014 electoral count and landmass
statistics by ward and recommended that "given the differences in electors in each
ward, and the anticipated future growth in the Municipality, it is advisable to review the
ward boundaries prior to the 2018 municipal election."
2.6 In 2016, through Report CLD-036-16, Staff recommended a Ward Boundary review for
the 2018 Municipal Elections. Council approved the following Resolution #GG-574-16
(for the 2022 Municipal Elections):
"That Report CLD-036-16 be received;
That Council authorize a ward boundary review;
That the ward boundary review be undertaken by Staff in 2019 such that any
recommended ward boundary changes may be considered by Council such that
they can be in effect for the 2022 Municipal Elections;
That all interested parties be advised of Council's decision."
2.7 As a result, Clarington engaged a consultant, for a cost of $64,932 (plus taxes), to
perform a Ward Boundary Review. September 14, 2020, Report CLD-014-20, the
Interim Report, was received for information. In January 2021, arising out of the Final
Report, Report LGS-002-21, Council received the report for information and directed
"that the Municipality of Clarington maintain the existing four ward boundary system".
Page 57
Municipality of Clarington
Report LGS-021-23
3. Discussion
Principles of Ward Divisions
Page 5
3.1 The review of municipal electoral arrangements is not subject to a standardized process
in Ontario. The timing and purpose of a review, as well as the process to be followed,
are entirely at the discretion of each municipality, within a notice and appeal framework.
3.2 The City of Ottawa provides an informative "Ward Boundary Review of Case Law and
the Principle of Effective Representation".
3.3 When reviewing ward boundaries, generally accepted principles are regularly
considered, in consideration of past OMB/OLT decisions as well as a Supreme Court of
Canada decision', as follows:
Representation by Population: Considering representation by population or every
councillor generally representing an equal number of constituents within his or her
respective ward. Note: Giving consideration to all of the principles, it is reasonable to
establish what would be considered an optimum number per councillor while
acknowledging an acceptable variation range.
• Population and Electoral Trends: Accommodating for, and balancing, future
increases or decreases in population growth/decline to maintain a general
equilibrium in the representation by population standard.
• Means of Communication and Accessibility: Arranging ward boundaries by primary
and secondary road patterns, railway and public transit accesses, postal codes, and
servicing capabilities to help foster an identity and neighbourhood groupings.
• Geographic and Topographical Features: Utilizing geographical and topographical
features to provide for ward boundaries and compact and contiguous areas (as
included in the previous principle).
• Community or Diversity of Interests: Recognizing settlement patterns, traditional
neighbourhoods, and community groupings (social, historical, economic, religious,
and political diversities) while at the same time, not fragmenting such communities.
1 "The Carter Decision", Supreme Court of Canada, Prov. Electoral Boundaries (Sask.), [1991]
2 S.C.R. 158. Available at httas://scc-csc.lexum.com/scc-csc/scc-csc/en/item/766/index.do
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Municipality of Clarington Page 6
Report LGS-021-23
Effective Representation: Considering an overriding principle of effective
representation.
Population and Land Mass
3.4 Since 2011, Clarington's total population has grown by 28% (2011 to 2023), but the
growth has not been uniform across the municipality and has resulted in population
disparity among the four wards.
3.5 Attachment 1 is a table that provides a comparison population between the wards.
3.6 For future projections, we have total population forecasts of 120,660 for 2026 and
141,200 for 2031, compared to the 2023 population of 108,220.
Comparison and Variance of Optimal
3.7 This begs the question, then, "how much of a deviation from the optimum voter parity is
acceptable?" According to Dr. Robert J. Williams, Ph.D., former Professor Emeritus
Department of Political Science University of Waterloo, and Public Affairs Consultant
specializing in municipal electoral systems, in a verbal presentation provided to the
Region of Durham during their Council composition review,
"There is no empirical evidence that speaks to a formula or consensus on the
optimal size of Council, and that Durham must consider what is in the best
interests of the Region. It was noted that successful and sustainable electoral
systems are those which are simple and clear, as too much complexity works
against voters' understanding and trust in the system." 3
2 Total population includes Census Net Undercoverage; Source: Hemson Consulting Ltd.
Since Clarington is in the process of updating our forecasts with the latest data, and in
consideration of the completion of the Region's new Official Plan, the projected numbers are
subject to change.
3 Region of Durham Report #2016-RCCRC-01.
Page 59
Municipality of Clarington
Report LGS-021-23
Page 7
3.8 "The existing ward boundaries confront two main challenges: providing for population
parity between wards and accounting for communities of interest. The objective of
population parity (every councillor generally representing an equal number of
constituents within his or her respective ward) is the primary goal of an electoral
redistribution with some degree of variation acceptable in light of population densities
and demographic factors across the Municipality. The indicator of success in a ward
design is the extent to which all the individual wards approach an "optimal" size. The
adoption of a 25% maximum variation is based on federal redistribution legislation and
is widely applied in municipalities like Clarington that include both urban and rural
areas." 4
3.9 The table in Attachment 2 provides a comparison of the wards' variation from the
optimal ward population using the 25% variance.
3.10 As depicted in Attachment 2, Clarington's current ward variances exceed the 25%
variance in three out of four wards.
4. Timing
4.1 The last Clarington Ward Boundary Review took approximately 24 months (from the
start of the RFP process, data collection, analysis, public consultations, Council
consideration, to end of appeal period). Pickering estimated 10-12 months in 2019, and
the City of Ottawa recently estimated 18 months.
4.2 The Municipal Act requires that, within 15 days of passing the by-law, the municipality
shall give notice of passing a by-law to modify the ward boundaries. The notice shall
advise that the by-law may be appealed to the Ontario Land Tribunal (OLT) within 45
days of the date of the notice. Following which, the OLT must agree to convene a
hearing, reach a decision, and issue an order by December 31, 2025, in order that the
electoral system can be in place for January 1, 2026, to be used in the October 2026
municipal elections.
4.3 Therefore, any Ward Boundary Review should be initiated in 2024.
4 Municipality of Clarington Report #LGS-002-21, page 22-23.
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Municipality of Clarington
Report LGS-021-23
5. Financial Considerations
Page 8
5.1 The electoral system is of considerable importance to Members of Council, potential
candidates, and residents, and therefore requires a thorough objective, technical
analysis of Clarington's population projections as well as consideration of Clarington's
communities, taking into consideration the principles detailed earlier in this Report. The
scope of this project demands skills and expertise beyond that of Staff. It is therefore
recommended that Clarington engage a consultant for the Review.
5.2 Watson and Associates Economists Ltd. (Watson) were the consultants in the 2020
Ward Boundary Review, and they were very professional and thorough in their
approach and results. There is an advantage to having the same company perform the
next Ward Boundary Review in that they are very familiar with the nuances of the
demographics and geography of Clarington, which provides savings in research and
consultation time. Additionally, there is a limited number of companies in a position to
provide this type of service (three other bids were obtained in the 2020 RFP).
5.3 Staff have obtained a budgetary quote of $60,000-$70,000 (plus taxes) from Watson,
which would include data analysis, conducting public consultation, generating maps,
and preparation of an interim and final report with recommended ward boundaries. This
quote is in line with the cost for the 2020 Review and, after consulting with the
Purchasing Division, Staff are recommending a sole -source approach.
5.4 Funding for this review would come from the Election Reserve Account. The current (as
of December 31, 2023, following the annual contribution) amount in the Election
Reserve Account is $268,418.92.
6. Concurrence
This report has been reviewed by the Deputy CAO/Treasurer who concurs with the
recommendations.
Page 61
Municipality of Clarington
Report LGS-021-23
7. Conclusion
Page 9
It is respectfully recommended that Council provide direction on whether they wish to
proceed with a Ward Boundary Review for the Municipality of Clarington; that such
review be undertaken by an external consultant through a sole -source approach, and
that the timeline for the review be such that any ward boundary changes be effective for
the 2026 Municipal Elections.
Staff Contact: June Gallagher, Municipal Clerk, 905-623-3379 ext. 2102 or
clerks@clarington.net.
Attachments:
Attachment 1 — Population Table
Attachment 2 — Optional Population Deviation Table
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 62
Municipality of Clarington
Report LGS-021-23
Page 10
Attachment 1
Population Table
Ward
Land
Land
2011
2016
2016
2018
2020
2020
2021
2022
2023
2023
Mass
Mass
Pop.
Pop.
Pop.
(km2)
%
%
%
%
1
129.19
21.1
28,184
30,763
33.4
31,037
32,030
31.1
32,154
32,250
32,295
29.8
2
88.37
14.4
24,014
27,651
30.0
29,563
33,700
32.8
36,246
38,005
38,502
35.6
3
90.27
14.7
17,403
17,675
19.2
18,193
19,890
19.3
18,141
18,485
18,567
17.2
4
304.39
49.7
14,945
16,071
17.4
16,399
17,280
16.8
18,732
18,784
18,856
17.4
Total
612.22
100
84,546
92,160
100
95,192
102,900
100
105,273
107,524
108,220
100
Notes:
2011 - based on Census data (excludes net census undercount)
2016 - Estimate from 2016, based on new building permits on record, issued beginning 2012 to end of 2016
2018 - Estimate from 2016, based on list of proposed and draft approved subdivisions compiled by Planning Services
Department Staff.
2020 - based on estimates from within the 2020 Ward Boundary Review Report.
2021-2023 -based on information from Planning Services Department Staff in 2023, undercount already applied to census.
Page 63
Municipality of Clarington
11
Report LGS-021-23
Page
Attachment 2
Optimal Population Deviation
Ward
2011
2011
Deviation
2016
2016
Deviation
2018
2018
Deviation
2020
2020
Deviation
2021
2021
Deviation
2022
2022
Deviation
2023
2023
Deviation
Optimal*
21,136
23,040
23,798
25,725
26,318
26,881
27,055
1
+7,048
+34%
+7,723
+34%
+7,239
+31 %
+6,305
+25%
5,836
+22%
5,369
+20%
5,240
+19%
2
+2,878
+14%
+4,611
+20%
+5,765
+25%
+7,975
+31 %
9,928
+38%
11,124
+41 %
11,447
+42%
3
-3,733
-18%
-5,365
-24%
-5,605
-24%
-5,835
-23%
-8,177
-31%
-8,396
-31%
-8,488
-31%
4
-6,191
-30%
-6,969
-31%
-7,399
-31%
-8,445
-33%
-7,586
-29%
-8,097
-30%
-8,199
-30%
*Note: The optimal population, for the purposes of this table, is calculated as 25% of that year's total population. Population figures are taken from
Attachment 1.
Page 64
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEES MEETING
RESOLUTION #
DATE: May 29, 2023
MOVED BY Mayor Foster
SECONDED BY Councillor Woo
Whereas Intimate partner violence (IPV) is physical, sexual, coercive control,
emotional abuse and aggression that occurs in an intimate relationship;
Whereas supporting efforts to address gender -based violence, which
disproportionately impacts BIPOC women and girls would align with the Ontario
governments' Anti -Black Racism Strategy, Ontario Health's Equity, Inclusion,
Diversity and Anti -Racism Framework, The National Action Plan to End Gender
Based Violence, and Truth and Reconciliation Call to Action #40".
Whereas on the morning of September 22, 2015, Carol Culleton, Anastasia
Kuzyk, and Nathalie Warmerdam were murdered by a former partner;
Whereas on June 28, 2022, a five -person jury established as part of a coroner's
inquest into the events of September 22, 2015 delivered 86 recommendations;
Whereas specific legislation addressing family and domestic violence has been
passed by six provinces and three territories; however, Ontario has not
implemented this type of legislation;
Whereas the Violence Prevention Coordination Council of Durham (VPCC),
which represents 35 local agencies including Bethesda House, Luke's Place,
Herizon House, Victim Services, and the Durham Rape Crisis Centre, reported a
significant increase in demand for assistance from local IPV support providers.
In the fiscal year 2021-22, Durham Victim Services supported 4,438 victims of
Intimate Partner Violence, up 32% over four years and supported 916 victims of
Sexual Violence, up 277% over four years. The four local shelters in the fiscal
year of 2021/22 served over 500 survivors in shelter, served 4,400 on their crisis
lines, and sadly turned away 1,374 victims of gender -based violence. In 2022/23
fiscal years the numbers increased, serving over 600 (20% increase) survivors in
shelter, served 6,047 (37.5% increase) on the crisis lines, and regrettably had to
turn away 1,886 (37.2% increase) women and children seeking safety in our
shelters; and
Whereas the City of Ottawa, Renfrew County, and Lanark County have passed
motions declaring an IPV epidemic, and acknowledging the 86 recommendations
in the Renfrew County Inquest;
Page 65
Now therefore be it resolved that the Municipality of Clarington supports the
Region of Durham who have declared IPV an epidemic and call on the Ontario
Government to do the same, as per recommendation #1 of the Renfrew County
Inquest;
That the Region of Durham integrate IPV into the Region's Community Safety
and Well -Being Plan, as per recommendation #10 of the Renfrew County
Inquest; and
That this motion be distributed to all Durham MPPs, the Ministry of the Attorney
General, the Ministry of Women's Social and Economic Opportunity, all lower -tier
Durham municipalities, Durham Regional Police Services Board, Renfrew
County, and the Association of Municipalities of Ontario.
Page 66