HomeMy WebLinkAbout2023-06-19 JointCbr•
ngton
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
Joint General Government and Planning and Development
Committees
Minutes
Date: June 19, 2023
Time: 9:30 AM
Location: Council Chambers or Microsoft Teams
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Members Present: Councillor G. Anderson, Councillor C. Traill, Councillor W. Woo,
Councillor M. Zwart
Regrets: Mayor A. Foster, Councillor S. Elhajjeh, Councillor L. Rang
Staff Present: T. Pinn, J. Newman, L. Patenaude, G. Acorn, S. Brake, R.
Maciver
Other Staff Present: M. Pick, E. Mittag, J. O'Meara, S. Meyers, K. Richardson, J.
MacLean, N. Zambri
1. Call to Order
Councillor Woo called the meeting to order at 9:30 a.m.
Councillor Traill relinquished the Chair to Councillor Woo.
2. Land Acknowledgement Statement
Councillor Zwart led the meeting in the Land Acknowledgement Statement.
3. Declaration of Interest
There were no disclosures of interest stated at this meeting.
4. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
1
Joint Committees June 19, 2023
5. Presentations/Delegations
5.1 Presentation by Trevor Pinn, Deputy CAO/Treasurer, Regarding Report
FSD-030-23 2022 Audited Financial Statements
Trevor Pinn, Deputy CAO/Treasurer was present regarding Report FSD-030-23
2022 Audited Financial Statements. Trevor stated that the statements were
prepared internally and audited by BDO Canada LLP. T. Pinn provided an
overview of the financial statements and answered questions from Members of
Committee.
5.2 Presentation by Matt Haire and Trina Connell, BDO Canada LLP, Regarding
Report FSD-030-23 2022 Audited Financial Statements
Matt Haire and Trina Connell, BDO Canada LLP, were present via electronic
means regarding Report FSD-030-23 2022 Audited Financial Statements. Using
an electronic presentation, Matt provided an overview of the auditors'
responsibilities for financial statements and fraud risks. M. Haire outlined the
process and status of the audit. Matt provided an overview of the audit findings,
internal control matters, and other required communications. M. Haire concluded
by outlining additional resources and appendices, including adjusted and
unadjusted entries.
5.3 Presentation by Andrea Montgomery, Vice President, and Megan Abraham,
Communications Consultant, Redbrick Communications, Regarding Report
CAO-016-23 Communications Division - Service Delivery Review
Andrea Montgomery, Vice President, and Megan Abraham, Communications
Consultant, were present via electronic means regarding Report CAO-016-23
Communications Division Service Delivery Review. Using an electronic
presentation, Andrea provided an overview of Redbrick Communications.
Recess
Resolution # JC-058-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 10.30 a.m. with Councillor Woo in the Chair.
Andrea Montgomery outlined the impacts on municipal communications, and the
importance of the project and best practices. Andrea provided an overview of the
survey results and explained that Staff are having difficulty keeping up with the
current workload and have a misunderstanding of the communications role. A.
Montgomery added that the community stated they are not getting enough
information and want more engagement.
2
Joint Committees June 19, 2023
Andrea noted that the municipal communication leaders outlined the four areas
of investment: increase team capacity, digital storytelling and transformation,
public engagement, and customer service alignment. A. Montgomery outlined the
following recommendations and answered questions from Members of
Committee:
• Strengthen the communications structure;
• Strengthen Clarington's issues/risk management approach;
• Invest in more purposeful public engagement;
• Increase positive storytelling, the ability to communicate quickly and share
timely factual information;
• Establish a stronger communications mindset across the organization;
• Place more focus on internal communications across the corporation; and
• Enhance Clarington's brand consistency.
5.4 Presentation by Linda J. Laliberte, CPA, CGA, CAO/Secretary-Treasurer,
Ganaraska Region Conservation Authority, Regarding Legislative Changes
in the Conservation Authorities Act and Status of Memorandum of
Understanding
Linda J. Laliberte notified the Clerk's Division to withdraw the presentation.
5.5 Delegation by Tish Conlin, Regarding SMART City, Digital Transformation
and Equity Spending
Tish Conlin was present regarding SMART City, Digital Transformation and
Equity Spending. Tish represents a group of residents that have concerns about
SMART City, digital transformation, and unjustified spending and policies. T.
Conlin expressed concerns regarding policies and expenses approved by
Council. T. Conlin stated that the focus on spending should be in areas that build
community and unity, provide jobs, and reduce taxes instead of investing in smart
or digital initiatives. Tish added that local policies are not addressing pollution
and toxic chemical exposure and expressed concerns regarding physical
infrastructure and the impacts of 5G technology, LED lighting, and radiation. T.
Conlin requested that Committee stop spending on digital surveillance and CO2
tracking technology, assist farmers by eliminating CO2 taxes and nitrogen limits,
conduct an independent review of the safety of 5G towers and technology with
Canadian experts, ban the purchase and installation of the new blue or purple
LED streetlights and face recognition cameras, reverse the recent property tax
increase, and end discriminatory spending on special interest groups. Tish
answered questions from Members of Committee.
3
Joint Committees June 19, 2023
Resolution # JC-059-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the Delegation by Tish Conlin, SMART City, Regarding Digital
Transformation and Equity Spending, be received.
Carried
5.6 Delegation by Phyllis Milburn, Regarding Pedestrian Safety at the Durham
Regional Road 3 and Old Scugog Road Intersection
Phyllis Millburn was present regarding pedestrian safety at the Durham Regional
Road 3 and Old Scugog Road Intersection. Phyllis expressed concerns regarding
the safety of pedestrians crossing the intersection due to high traffic, speeding,
and cars parking on the road. P. Millburn requested that a flashing stop sign be
installed. Phyllis suggested other measures such as removing the yield lane,
adding road markings, and installing a cement parking block in front of the
General Store to create a barrier -free sidewalk. P. Millburn expressed concerns
regarding safety due to truck traffic and noise along Durham Regional Road 3.
Phyllis requested that the mailboxes on Durham Regional Road 3 be relocated to
a quieter street. P. Millburn stated that a request for a crossing guard was made
but was not approved due to it not being warranted and requested that a "watch
for children" sign be installed. Phyllis expressed concerns regarding wheelchair
access at the General Store and answered questions from Members of
Committee.
Resolution # JC-060-23
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the Delegation by Phyllis Millburn, Regarding Pedestrian Safety at the
Intersection of Durham Regional Road 3 and Old Scugog Road Intersection, be
received with thanks.
Carried
5.7 Delegation by Lauren Bull and Tara Asling, Regarding Reducing Speed
Limit on Scugog Street
Lauren Bull and Tara Asling were present via electronic means regarding
reducing the Speed Limit on Scugog Street. Tara Asling expressed concerns
regarding increased traffic, speeding, and noise on Scugog Street. Tara
requested crosswalks to be installed at Rehder and Jackman, along with
reducing the speed limit to 40 km/hour. Lauren expressed concerns regarding the
lack of speed reduction measures along Scugog Street. Lauren and Tara
answered questions from Members of Committee.
12
Joint Committees June 19, 2023
Resolution # JC-061-23
Moved by Councillor Anderson
Seconded by Councillor Traill
That the Delegation by Lauren Bull and Tara Asling, regarding Reducing the
Speed Limit on Scugog Street, be referred to Staff to report back on speeding
and traffic safety measures available on Scugog Street.
Carried
Suspend the Rules
Resolution # JC-062-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the Rules of Procedure be suspended to add a Delegation by Ron Hooper,
Regarding Report LGS-023-23 Municipal Parking Payment Modernization, to the
Agenda.
Carried
5.8 Ron Hooper, Regarding Report LGS-023-23 Municipal Parking Payment
Modernization
Ron Hooper was present regarding Report LGS-023-23 Municipal Parking
Payment Modernization. Ron requested that the report be provided to the
Bowmanville Business Improvement Area members for their review and
answered questions from Members of Committee.
Resolution # JC-063-23
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the Delegation by Ron Hooper, regarding Report LGS-023-23, Municipal
Parking Payment Modernization, be received with thanks.
Carried
6. Consent Agenda
Resolution # JC-064-23
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the items listed in Section 6, be approved in accordance with the agenda,
except for items 6.2.3 and 6.2.11.
Carried
5
Joint Committees June 19, 2023
Resolution # JC-065-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the scheduled break be changed to 12:30 p.m.
Carried
6.1 Communications
6.2 Staff Reports and Staff Memos
6.2.1 PWD-005-23 Fleet Reserve Request
Resolution # JC-066-23
That Report PWD-005-23, and any related delegations or communication items,
be received;
That Council approve the replacement of two light -duty trucks for $210,000 from
the Public Works Equipment Reserve Fund; and
That all interested parties listed in Report PWD-005-23, and any delegations be
advised of Council's decision.
6.2.2 CSD-002-23 Community Hall Board Sustainability Update
Resolution # JC-067-23
That Report CSD-002-23 and any related delegations or communication items,
be received;
That Staff be directed to work with all Non -Consolidated Community Hall Boards,
to develop work plans for their incorporation as not -for -profits, that would
facilitate entering into formal Municipal Capital Facility agreements with the
Municipality;
That Staff report back to Council with the details of the work plans developed,
identify the timelines for incorporation, and provide information on the costs
associated for these incorporations; and
That all interested parties listed in Report CSD-002-23 and any delegations be
advised of Council's decision.
6.2.4 PDS-041-23 Parkland and Open Space Dedication By -Law
Resolution # JC-068-23
That Report PDS-041-23 and any related delegations or communication items,
be received;
That the proposed Parkland and Open Space Dedication By-law, Attachment 1 to
Report PDS-041-23, be approved; and
n
Joint Committees June 19, 2023
That all interested parties listed in Report PDS-041-23 and any delegations be
advised of Council's decision.
6.2.5 PDS-042-23 Infrastructure Canada —Active Transportation Fund —
Grant Funding Agreement Authorization
Resolution # JC-069-23
That Report PDS-042-23, and any related delegations or communication items,
be received;
That the Mayor and Clerk, on behalf of the Corporation of the Municipality of
Clarington, be authorized to execute the Active Transportation Fund grant
funding agreement for the Bowmanville Avenue Multi -Use Path from Baseline
Road to Hwy. 2, between the Government of Canada and the Corporation of the
Municipality of Clarington; and
That all interested parties listed in Report PDS-042-23, and any delegations be
advised of Council's decision.
6.2.6 LGS-022-23 Road Closure and Conveyance Policy
Resolution # JC-070-23
That Report LGS-022-23, and any related delegations or communication items,
be received;
That the Policy attached to Report LGS-022-23, as attachment 1, be adopted;
That the application fee of $250 and the processing fee of $750 be approved for
inclusion in the fees by-law; and
That all interested parties listed in Report LGS-022-23, and any delegations be
advised of Council's decision.
6.2.7 LGS-023-23 Municipal Parking Payment Modernization
Resolution # JC-071-23
That Report LGS-023-23, and any related delegations or communication items,
be received;
That all single-space parking meters in downtown Bowmanville be transitioned to
a mobile parking application payment option in accordance with the contents of
Report LGS-023-23;
That all pay and display parking meters be converted to accept credit card and
debit card payments in accordance with the contents of Report LGS-023-23;
That all single-space parking meters in downtown Bowmanville be removed;
That the by-law included as attachment 1 to Report LGS-023-23 be enacted; and
7
Joint Committees June 19, 2023
That all interested parties listed in Report LGS-023-23, and any delegations, be
advised of Council's decision.
6.2.8 FSD-028-23 Regional Physician Recruitment Request
Resolution # JC-072-23
That Report FSD-028-23, and any related delegations or communication items,
be received;
That Council approves the use of $20,000 from the Economic Development
Reserve Fund, as budgeted in the 2023 budget, to be sent to the Region of
Durham for physician recruitment; and
That all interested parties listed in Report FSD-028-23, and any delegations be
advised of Council's decision.
6.2.9 FSD-029-23 User Fee Revenue Policy and User Fee By-law
Resolution # JC-073-23
That Report FSD-029-23, and any related delegations or communication items,
be received;
That the Policy attached to Report FSD-029-23, as attachment 1, be approved;
That the By-law attached to Report FSD-029-23, as attachment 2, be approved;
That Staff be directed to bring back the by-laws included in section 3.5 of Report
FSD-029-23 to reference fees to the User Fee By-law at a future meeting; and
That all interested parties listed in Report FSD-029-23, and any delegations be
advised of Council's decision.
6.2.10 FSD-030-23 2022 Audited Financial Statements
Resolution # JC-074-23
That Report FSD-030-23 and any related delegations or communication items,
be received;
That the Financial Statements for the Board of Management for Historic
Downtown Bowmanville Business Improvement Area for the year ending
December 31, 2022 be approved;
That the Financial Statements for the Board of Management for the Newcastle
Central Business District Improvement Area for the year ending December 31,
2022 be approved;
That the Financial Statements for the Board of Management for the Orono
Central Business District Improvement Area for the year ending December 31,
2022 be approved;
n.
Joint Committees June 19, 2023
That the Financial Statements for the Municipality of Clarington Trusts for the
year ending December 31, 2022 be approved;
That the Consolidated Financial Statements for the Municipality of Clarington for
the year ending December 31, 2022 be approved;
That the Deputy CAO/Treasurer and Accounting Services Manager/Deputy
Treasurer be authorized to sign the required letters to finalize each of the audits;
That Staff prepare the Annual Financial Report for the year ending December 31,
2022 for public consumption; and
That all interested parties listed in Report FSD-030-23 and any delegations be
advised of Council's decision.
6.2.12 CAO-013-23 Corporate Climate Action Plan, Annual Update to June 2023
Resolution # JC-075-23
That Report CAO-013-23 be received for information.
6.2.13 CAO-014-23 Diversity in Clarington - 2023 Update on Diversity Initiatives
and Clarington's Diversity Advisory Committee
Resolution # JC-076-23
That Report CAO-014-23 be received for information.
6.2.14 CAO-015-23 Semi-annual Status Update on Outstanding Resolutions of
Council
Resolution # JC-077-23
That Report CAO-015-23, and any related delegations or communication items,
be received for information.
6.2.15 CAO-016-23 Communications Division Service Delivery Review
Resolution # JC-078-23
That Report CAO-016-23 be received;
That Council endorse in principle the recommendations contained in the
Communications Division Service Delivery Review prepared by Redbrick
Communications (Attachment 1 to Report CAO-016-23) and prepare an
implementation plan;
That Council endorse the recommended staffing structure as set out in this
Report, inclusive of two new full-time positions to be funded out of gapping and
reserves in 2023, and included in the 2024 budget; and
That all interested parties listed in Report CAO-016-23 and any delegations be
advised of Council's decision.
9
Joint Committees June 19, 2023
6.2.3 ESD-002-23 Emergency Response Service Review and Recommendations
Resolution # JC-079-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Report ESD-002-23 Emergency Response Service Review and
Recommendations, be referred to the budget process.
Motion Withdrawn
Resolution # JC-080-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Report ESD-002-23, and any related delegations or communication items,
be received;
That the following recommendations, as detailed in Report ESD-002-23, be
endorsed;
a. Mayor and Council request staff to prepare correspondence for their
consideration to be sent to the provincial government requesting the
installation of residential sprinklers in all new affordable housing
developments;
b. Revise the scope of the conceptual design for a new Public Works Depot
on municipal -owned property at 2656 Concession Road #4, Bowmanville
to incorporate a Public Works/Fire Station/training facility with shared
building footprint;
c. Pursue the signing of a lease with Region of Durham Paramedic Services
for concurrent use of Fire station 5 in Enniskillen;
d. Renovate Fire Station 1, Bowmanville to accommodate a full-time two -
truck station with an operational date of September 2025;
e. Hire 20 full-time firefighters to staff an existing fire truck to respond to
emergency calls from renovated Fire Station 1, Bowmanville with a hire
date of September 2025; Fill a minimum of 50% of new firefighter
positions from existing volunteer firefighters;
That the following items be referred to the budget process:
f. Discontinue the Volunteer firefighter program at Station 1 effective
January 2026;
10
Joint Committees June 19, 2023
g. Hire 20 full-time firefighters to staff an existing fire truck to respond to
emergency calls from Fire Station 4, Courtice with a hire date of
September 2027. Fill a minimum of 50% of new firefighter positions from
existing volunteer firefighters. Should Council approve the construction of
a new Fire Station in conjunction with the Operations Depot at 2656
Concession Road #4, Bowmanville, the new full-time firefighters and fire
truck will respond from the new fire station;
h. Discontinue the Volunteer firefighter program at Station 4, effective
September 2027;
That the costs identified in this report, and funding strategy be included in the
2024 to 2027 multi -year budget;
That Council direct the Director of Emergency and Fire Services and Fire Chief to
implement the recommendations endorsed by Council in Report ESD-002-23;
and
That all interested parties listed in Report ESD-002-23, and any delegations be
advised of Council's decision.
Yes (2): Councillor Woo, and Councillor Zwart
No (2): Councillor Anderson, and Councillor Traill
Absent (3): Mayor Foster, Councillor Elhajjeh, and Councillor Rang
Motion Lost on a recorded vote (2 to 2)
Later in the meeting.
Resolution # JC-081-23
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the scheduled break be changed to 12:45 p.m.
Carried
The foregoing Resolution #JC-080-23 was then put to a recorded vote and lost.
Resolution # JC-082-23
Moved by Councillor Traill
Seconded by Councillor Anderson
That Report ESD-002-23, and any related delegations or communication items,
be received;
That the following recommendations, as detailed in Report ESD-002-23, be
endorsed;
11
Joint Committees June 19, 2023
a. Mayor and Council request staff to prepare correspondence for their
consideration to be sent to the provincial government requesting the
installation of residential sprinklers in all new affordable housing
developments;
b. Revise the scope of the conceptual design for a new Public Works Depot
on municipal -owned property at 2656 Concession Road #4, Bowmanville
to incorporate a Public Works/Fire Station/training facility with shared
building footprint;
c. Pursue the signing of a lease with Region of Durham Paramedic Services
for concurrent use of Fire station 5 in Enniskillen;
d. Renovate Fire Station 1, Bowmanville to accommodate a full-time two -
truck station with an operational date of September 2025;
e. Hire 20 full-time firefighters to staff an existing fire truck to respond to
emergency calls from renovated Fire Station 1, Bowmanville with a hire
date of September 2025; Fill a minimum of 50% of new firefighter
positions from existing volunteer firefighters;
f. Discontinue the Volunteer firefighter program at Station 1 effective
January 2026;
g. Hire 20 full-time firefighters to staff an existing fire truck to respond to
emergency calls from Fire Station 4, Courtice with a hire date of
September 2027. Fill a minimum of 50% of new firefighter positions from
existing volunteer firefighters. Should Council approve the construction of
a new Fire Station in conjunction with the Operations Depot at 2656
Concession Road #4, Bowmanville, the new full-time firefighters and fire
truck will respond from the new fire station;
h. Discontinue the Volunteer firefighter program at Station 4, effective
September 2027;
That the costs identified in this report, and funding strategy be included in the
2024 to 2027 multi -year budget;
That Council direct the Director of Emergency and Fire Services and Fire Chief to
implement the recommendations endorsed by Council in Report ESD-002-23;
and
That all interested parties listed in Report ESD-002-23, and any delegations be
advised of Council's decision.
Yes (2): Councillor Anderson, and Councillor Traill
No (2): Councillor Woo, and Councillor Zwart
Absent (3): Mayor Foster, Councillor Elhajjeh, and Councillor Rang
Motion Lost on a recorded vote (2 to 2)
12
Joint Committees June 19, 2023
Resolution # JC-083-23
Moved by Councillor Traill
Seconded by Councillor Zwart
That Report ESD-002-23 Emergency Response Service Review and
Recommendations, be referred to the June 26, 2023, Council meeting.
Carried
6.2.11 CAO-012-23 Council Remuneration — Impact of Elimination of 1/3 Tax Free
Allowance
Resolution # JC-084-23
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the scheduled break be changed to 1 p.m.
Carried
Resolution # JC-085-23
Moved by Councillor Anderson
Seconded by Councillor Traill
That Report CAO-012-23 Council Remuneration - Impact of Elimination of 1/3
Tax Free Allowance, be referred to the June 26, 2023, Council meeting.
Carried
7. Items for Separate Discussion
8. Unfinished Business
9. New Business
9.1 Joint Regional Statement - Mayor Foster
OMB I [iC.TitEei1L�IIi1<:�:��ca
Moved by Councillor Zwart
Seconded by Councillor Anderson
Whereas the Provincial Government recently announced changes to the
structure of the Region of Peel;
And whereas the Provincial Government is expected to appoint a facilitator to
review the efficiency of each of the upper -tier regional governments, an exercise
that is likely to include the Regional Municipality of Durham;
13
Joint Committees June 19, 2023
Therefore, be it resolved that Clarington Council endorses the following joint
statement to be issued on behalf of the Durham Regional Chair and the Mayors
from all eight local area municipalities of Pickering, Ajax, Whitby, Oshawa,
Clarington, Brock, Scugog and Uxbridge:
"Being a community leader means working to make positive impacts
on people's lives; overseeing high -quality programs and services that
impact our cities and towns every single day. It's about driving
economic opportunities that enhance the quality of life we all enjoy
here in Durham Region.
Here, there is no desire to separate. We are proud of our partnership;
our close to 50 years of mutual respect. We focus on delivering a two-
tier government model that is fiscally responsible. A model that delivers
vital services across municipal borders, such as clean water, policing,
paramedics and more. We have a Regional Triple A credit rating that
benefits us all, regardless of municipal boundary.
We have the largest geographic area in the Greater Toronto Area
(2,500 square kilometres). However, with a region -wide population of
about 743,000 residents, the current two-tier model is the best choice;
providing fiscally responsible savings for our programs and services
through economies of scale.
Just like all families, we've leaned on, learned from, and supported one
another during some very difficult times. Locally, we have dealt with a
global pandemic and significant damage from catastrophic weather
events. We got through it together.
Similar to our position in 2019, when the Regional Government Review
was announced, we welcome opportunities to find efficiencies and look
forward to learning about innovative approaches and how we can work
better together. We understand that creating affordable housing units
is essential. Growth must be managed effectively. Our core reason to
stand together? Our residents. We work together to keep our
communities safe, healthy, and growing."
Yes (4): Councillor Anderson, Councillor Traill, Councillor Woo, and Councillor
Zwa rt
Absent (3): Mayor Foster, Councillor Elhajjeh, and Councillor Rang
Carried on a recorded vote (4 to 0)
10. Public Meetings
11. Confidential Items
14
Joint Committees June 19, 2023
12. Adjournment
Resolution # JC-087-23
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the meeting adjourn at 12:44 p.m.
Carried
15