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HomeMy WebLinkAbout09/24/2012 mull LwAq dv r General Purpose and Administration Committee Minutes September 24, 2012 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, September 24, 2012 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak Councillor J. Neal Councillor W. Partner Councillor C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Deputy Fire Chief, Mark Berney Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Manager of Community Planning & Design, Carlos Salazar Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Deputy Clerk, A. Greentree Committee Coordinator, J. Gallagher Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Later in the meeting, under the Corporate Services Department section of the Agenda, Councillor Novak also declared an interest in Report COD-021-12. ANNOUNCEMENTS Councillor Traill attended the following events: • The 9t" Annual "Take Back the Night —Walk for a Safer Community", hosted by Bethesda House, on Tuesday, September 18, 2012, which started at the Bowmanville Legion. • The Public Information Centre for the new French Immersion School on Wednesday, September 19, 2012 at the Bowmanville High School. - 1 - General Purpose and Administration Committee Minutes September 24, 2012 Councillor Woo attended the Orono Chili Cook-Off and Pie Auction on Saturday, September 22, 2012 in downtown Orono. Councillor Woo announced the following upcoming events: • The 2nd Annual Road Hockey to Conquer Cancer event on Saturday, September 29, 2012 to raise funds for Princess Margaret Hospital. • A Port Granby Discussion Group Project Update on Wednesday, September 26, 2012 at the Newcastle Community Hall. Councillor Hooper attended the following events: • This past weekend the television show, "Million Dollar Neighbourhood", hosted a makeover of a home on Queen St. in Bowmanville. • The Bowmanville Rotarians hosted the Rotary Foundation Walk for District 7070 on Sunday, September 23, 2012 starting at the Clarington Beech Centre and toured the downtown, Valleys 2000 and Rotary Park. Councillor Hooper announced the following upcoming events: • The grand opening of "Coffee and Cakes" on Tuesday, September 25, 2012 in downtown Bowmanville. • The 19th Annual United Way Wing Fest on Tuesday, September 25, 2012 at the General W. Sikorski Polish Veterans Association Hall in Oshawa. • The Clarington Blooms Award Ceremony on Wednesday, September 26, 2012 at Clarington Central Secondary School. • The Clarington Board of Trade will be hosting the 2012 Mayor's Annual Address on Thursday, September 27, 2012 at the Newcastle Community Hall. • The Family Safety Day on Saturday, September 29, 2012 at Fire Station #1 in Bowmanville. Councillor Novak attended the following events: • The "Heritage Harvest" Fundraising Dinner on Saturday, September 22, 2012 at Tooley Mill, with proceeds in support of the Clarington Museums and Archives. • The Canadian Breast Cancer Pink Tour on Sunday, September 23, 2012. Councillor Novak announced the following upcoming events: • The Community Services Department is hosting a Sports & Leisure Fair on Friday, September 28, 2012 at the Garnet B. Rickard Recreation Complex. • The CIBC Run for the Cure on Sunday, September 30, 2012. • CityTV Breakfast Television will be coming to Valleys 2000, regarding the salmon transfer, on the morning of Tuesday, September 25, 2012. • The 15th Annual Durham Children's Groundwater Festival starts today and continues until September 28, 2012 at Camp Samac in Oshawa, hosted by the Central Lake Ontario Conservation Authority. - 2 - General Purpose and Administration Committee Minutes September 24, 2012 • Public Info Centre hosted by URS, for the 401 improvements from Courtice Road to East Townline on Wednesday, September 26, 2012 at the Baseline Community Centre. Mayor Foster announced the following upcoming events: • The Community Services Department is hosting a Sports & Leisure Fair on Friday, September 28, 2012 at the Garnet B. Rickard Recreation Complex. • A 1940's Theme Dinner/Dance called "Shell-a-bration" on September 28, 2012 at Deer Creek Golf and Banquet Facility in Ajax to honour the women of Defence Industries Limited (DIL). All proceeds will go to the Ajax Bomb Girls Legacy Campaign to commission a monument. • The Family Safety Day on Saturday, September 29, 2012 at Fire Station #1 in Bowmanville. • The Million Dollar Neighbourhood television show will be hosting a fundraising event at the Bowmanville Zoo on Saturday, September 29, 2012 called "Cirque de Bowmanville". • A flag raising of the Franco-Ontario Flag on Tuesday, September 25, 2012 at the cenotaph in Bowmanville. MINUTES Resolution #GPA-439-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on September 10, 2012, be approved. CARRIED PUBLIC MEETING There were no public meetings held. DELEGATIONS Sheila Hall, Executive Director, Clarington Board of Trade (CBOT) was present regarding the CBOT Third Quarter Report to Council (which was previously distributed to Committee Members). Ms. Hall announced that the CBOT held their grand opening of their new offices on September 20, 2012 at 54 King St. E., Suite 102, Bowmanville. She highlighted the number of new leads, including those in the commercial retail, food processing, energy, manufacturing, entertainment/accommodations, and land development sectors. Ms. Hall reminded Council that the CBOT follows up with the open leads monthly. She noted that the new offices have provided a better profile in terms of quality and quantity of inquiries. As a result of the new offices, Ms. Hall stated - 3 - General Purpose and Administration Committee Minutes September 24, 2012 that the CBOT is able to provide new programming with partner agencies, such as the Spark Centre and Durham Angel Network, as well as rental of the boardroom. She noted that the building inventory project is continuing. Ms. Hall highlighted the Clarington Energy Summit which will be held on October 4, 2012. Ms. Hall provided the Committee with the names of CBOT members which contributed to the recent Million Dollar Neighbourhood home makeover. She concluded by confirming that business is growing in Clarington. Resolution #GPA-440-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT the delegation of Sheila Hall, regarding the Clarington Board of Trade's Third Quarter Report to Council, be received with thanks. CARRIED PRESENTATIONS There were no presentations. Councillor Novak chaired this portion of the meeting. PLANNING SERVICES DEPARTMENT PERIODIC REPORT ON PLANNING ACTIVITIES FOR 2nd PERIOD MAY— AUGUST 2012 Resolution #GPA-441-12 Moved by Councillor Neal, seconded by Mayor Foster THAT Report PSD-042-12 be received for information. CARRIED CERTIFIED SOLAR APPLICATION UNDER THE FIT PROGRAM OF THE GREEN ENERGYACT 2009 Resolution #GPA-442-12 Moved by Councillor Woo, seconded by Councillor Partner THAT Report PSD-043-12 be received; - 4 - General Purpose and Administration Committee Minutes September 24, 2012 THAT Council approve the resolution contained in Attachment 3 of Report PSD-043-12 supporting FIT applications by Certified Solar on behalf of Bill Metcalf at 2185 Bloor Street and 2077 Bloor Street, Bowmanville, as follows: WHEREAS Certified Solar(the applicant) proposes to construct and operate a rooftop solar array (the "Project") on existing farm buildings on the lands at 2077 Bloor Street and 2185 Bloor Street, Bowmanville (the "Lands") in the Municipality of Clarington under the Province's FIT Program; AND WHEREAS the Applicant has requested that Council of the Municipality of Clarington indicate by resolution Council's support for the construction and operation of the Project on the Property; AND WHEREAS, pursuant to the rules governing the FIT Program (the "FIT Rules"), Applications whose Projects receive the formal support of Local Municipalities will be awarded Priority Points, which may result in the Applicant being offered a FIT Contract prior to other persons applying for FIT Contracts; NOW THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Clarington supports the construction and operation of the Project on the Lands; and THAT this resolution's sole purpose is to enable the Applicant to receive Priority Points under the FIT Program and may not be used for the purpose of any other form of municipal approval in relation to the Application or Project or any other purpose. THAT Council approve the resolution contained in Attachment 4 of Report PSD-043-12 supporting FIT applications by Certified Solar on behalf of Terry Hollingsworth at 4240 Concession Road 4, Orono, as follows: WHEREAS Certified Solar (the applicant) proposes to construct and operate a rooftop solar array (the "Project") on existing farm buildings on the lands at 4240 Concession Rd 4 , Orono (the "Lands") in the Municipality of Clarington under the Province's FIT Program; AND WHEREAS the Applicant has requested that Council of the Municipality of Clarington indicate by resolution Council's support for the construction and operation of the Project on the Property; - 5 - General Purpose and Administration Committee Minutes September 24, 2012 AND WHEREAS, pursuant to the rules governing the FIT Program (the "FIT Rules"), Applications whose Projects receive the formal support of Local Municipalities will be awarded Priority Points, which may result in the Applicant being offered a FIT Contract prior to other persons applying for FIT Contracts; NOW THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Clarington supports the construction and operation of the Project on the Lands; and THAT this resolution's sole purpose is to enable the Applicant to receive Priority Points under the FIT Program and may not be used for the purpose of any other form of municipal approval in relation to the Application or Project or any other purpose. THAT all interested parties listed in Report PSD-043-12 be advised of Council's decision. CARRIED Councillor Traill chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR AUGUST, 2012 Resolution #GPA-443-12 Moved by Councillor Hooper, seconded by Councillor Neal THAT Report EGD-025-12 be received for information. CARRIED MUNICIPALITY OF CLARINGTON COMMENTS ON THE 2012 REGIONAL CYCLING PLAN Resolution #GPA-444-12 Moved by Councillor Novak, seconded by Councillor Neal THAT Report EGD-026-12 be received; - 6 - General Purpose and Administration Committee Minutes September 24, 2012 THAT a copy of Report EGD-026-12 be forwarded to the Region of Durham with a request that the Region implement the following comments in the final Regional Cycling Plan: i) The Municipality supports the Primary Cycling Network as depicted in the Region's plan with the following additions: • Durham Highway 2 from West Townline Road to Regional Road 57, • King Street East and West from Regional Road 57 to Mearns Avenue, • Durham Highway 2 from Mearns Avenue to Lambs Road, • King Avenue East and West from Rudell Road to Arthur Street, • Durham Highway 2 from Arthur Street to East Townline Road, • Regional Road 17 from Edward Street to Concession Road 3, • Future Arterial `B' road between Trulls Road and Courtice Road north of the CPR, • Aspen Springs Drive from Green Road to Regional Road 57, and • Regional Road 57 from Nash Road to Longworth Avenue as requested by the Beech Street Spinners Cycling Club. ii) The Region should show the Waterfront Trail on all maps and include this trail (and all connections to it) as part of the Primary Cycling Network. iii) The Municipality concurs with the cycling facility types as depicted in the report. The Primary Cycling Network should include a multi-use path on one side of Durham Highway 2 between Courtice and Bowmanville where the speed limit is 80 KPH. iv) The construction of the Primary Cycling Network should not be tied entirely to the timing of future road construction/reconstruction projects. v) The Region should clarify the phasing of the construction of the Primary Cycling Network in Clarington, and the Region should provide a five year forecast of construction in order for Clarington to coordinate the construction of secondary routes to ensure connectivity. vi) The Region should commit to dedicating a fixed sum each year in the Region's budget to ensure continuous, reliable and sustainable funding for the construction of the Primary Cycling Network. vii)The Region should be responsible for 100% of the cost of constructing all cycling facilities on the Primary Cycling Network. Subsequently, Clarington will be responsible for maintaining the facilities on local roads; and THAT all interested parties listed in Report EGD-026-12 be advised of Council's decision. CARRIED - 7 - General Purpose and Administration Committee Minutes September 24, 2012 Councillor Woo chaired this portion of the meeting. OPERATIONS DEPARTMENT SENIOR CITIZENS AND THE PHYSICALLY DISABLED SIDEWALK AND DRIVEWAY WINDROW SNOW CLEARING PROGRAM Resolution #GPA-445-12 Moved by Councillor Partner, seconded by Councillor Hooper THAT Report OPD-008-12 be received; and THAT the fee for resident participation in the Senior Citizens And The Physically Disabled Sidewalk And Driveway Windrow Snow Clearing Program be increased to $70 + HST per registered address. MOTION LOST Resolution #GPA-446-12 Moved by Councillor Novak, seconded by Councillor Traill THAT Report OPD-008-12 be received; and THAT the fee for resident participation in the Senior Citizens And The Physically Disabled Sidewalk And Driveway Windrow Snow Clearing Program remain at $60 + HST per registered address. CARRIED HAZARDOUS HOUSEHOLD WASTE (HHW) & ELECTRONIC WASTE (EW) Resolution #GPA-447-12 Moved by Councillor Novak, seconded by Mayor Foster THAT Report OPD-009-12 be received for information. CARRIED - 8 - General Purpose and Administration Committee Minutes September 24, 2012 Councillor Hooper chaired this portion of the meeting. EMERGENCY AND FIRE SERVICES DEPARTMENT MONTHLY ACTIVITY REPORT —JUNE 2012 MONTHLY ACTIVITY REPORT —JULY 2012 MONTHLY ACTIVITY REPORT —AUGUST 2012 Resolution #GPA-448-12 Moved by Mayor Foster, seconded by Councillor Partner THAT Reports ESD-013-12, ESD-014-12, and ESD-015-12 be received for information. CARRIED Mayor Foster chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. CLERK'S DEPARTMENT There were no reports to be considered under this section of the Agenda. CORPORATE SERVICES DEPARTMENT RFP2012-6 SNOW CLEARING & WINTER MAINTENANCE OF MUNICIPAL PROPERTY, SIDEWALKS & PARKING LOTS Resolution #GPA-449-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report COD-019-12 be received; THAT B.J. Flint and Sons, Bowmanville, Ontario, with a total estimated bid price of $1,251,704.16 (net of H.S.T. Rebate), being the highest ranked proposal meeting all terms, conditions and specifications be awarded the contract for RFP2012-6 Snow Clearing &Winter Maintenance of Municipal Property, Sidewalks & Parking Lots, as required by the Municipality of Clarington, Operations Department; THAT pending satisfactory pricing and service the Purchasing Manager be given authority to extend the contract for a second and third year; and - 9 - General Purpose and Administration Committee Minutes September 24, 2012 THAT the funds expended be drawn from the Department of Operations, various operating accounts. CARRIED RFP2012-5 SENIORS & PHYSICALLY DISABLED SIDEWALK & WINDROW SNOW CLEARING SERVICES Resolution #GPA-450-12 Moved by Councillor Novak, seconded by Councillor Neal THAT Report COD-020-12 be received; THAT B&D Tractor, Bowmanville, Ontario, with a total estimated bid price of $403,526.43 (net of H.S.T. Rebate), being the highest ranked proposal meeting all terms, conditions and specifications be awarded the contract for RFP2012-5 Seniors & Physically Disabled Sidewalk &Windrow Snow Clearing Services, as required by the Municipality of Clarington, Operations Department; THAT pending satisfactory pricing and service the Purchasing Manager be given authority to extend the contract for a second and third year; and THAT the funds expended be drawn from the Department of Operations, various operating accounts. CARRIED CL2012-25 SUPPLY & HAULAGE OF GRANULAR MATERIAL Councillor Novak declared a pecuniary interested in Report COD-021-12 as she has a family member who works for AECOM. Councillor Novak left the room and refrained from discussion and voting on this matter. Resolution #GPA-451-12 Moved by Councillor Hooper, seconded by Councillor Partner THAT Report COD-021-12 be received; THAT Robert E. Young Construction, Peterborough, Ontario, with a total estimated bid price of $192,324.82 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2012-25, be awarded the contract for Supply & Hauling of Granular Material, as required by the Municipality of Clarington, Operations Department; - 10 - General Purpose and Administration Committee Minutes September 24, 2012 THAT funds in the amount of $219,000.00 which includes $192,324.82 for tendering, administration, material testing and contingencies be drawn from the Operations Department 2012 Gravel Patch/Resurfacing Miscellaneous Operating Expense — Various Prices Account 100-36-382-10280-7112; and THAT pending satisfactory pricing and service the Purchasing Manager be given authority to extend the contract for a second and third year. CARRIED Councillor Novak returned to the meeting. PURCHASE OF FOUR WHEEL DRIVE TRACTOR C/W PLOW MOUNT & CONTROLS, SIDE BOOM & REAR FLAIL MOWER Resolution #GPA-452-12 Moved by Councillor Partner, seconded by Councillor Novak THAT Report COD-022-12 be received; THAT the requirements of Section 2, Bid Policies of By-law 2010-112 be waived for this transaction; THAT the Purchasing Manager be authorized to solicit Expressions of Interest from known tractor manufacturers to determine the availability of a Four Wheel Drive Tractor complete with Plow Mount and Controls, Side Boom and Rear Flail Mower suitable for Clarington requirements; THAT the Purchasing Manager be authorized to negotiate a purchase price for a selected unit and issue a purchase order; and THAT an information report to Council be provided summarizing the results of the Request for the Expressions of Interest process. CARRIED Councillor Woo left the meeting at 11:20 a.m. - 11 - General Purpose and Administration Committee Minutes September 24, 2012 RECESS Resolution #GPA-453-12 Moved by Councillor Partner, seconded by Councillor Traill THAT the Committee recess for 35 minutes. CARRIED The meeting reconvened at 11:59 a.m. FINANCE DEPARTMENT 2012/2013 INSURANCE PROGRAM Resolution #GPA-454-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report FND-019-12 be received; THAT the general insurance placement, in conjunction with the other member municipalities of the Durham Municipal Insurance Pool, with the Frank Cowan Company for an integrated pooling arrangement that includes integrated insurance coverages and common self retention deductible levels for the period July 1, 2012 to June 30, 2013 at an approximate cost to Clarington of $874,403 be confirmed; THAT Council request that the Province support AMO's initiative to seek reform of Joint and Several Liability Legislation to provide relief to municipalities by reducing their cost of insurance claims and insurance premiums; and THAT a copy of this resolution be forwarded to all Members of Provincial Parliament representing Durham Region. CARRIED LATER IN THE MEETING (See following motions) SUSPEND THE RULES Resolution #GPA-455-12 Moved by Councillor Neal, seconded by Councillor Novak THAT the Rules of Procedure be suspended. CARRIED - 12 - General Purpose and Administration Committee Minutes September 24, 2012 Resolution #GPA-456-12 Moved by Councillor Neal, seconded by Councillor Novak THAT Members of Committee be allowed to speak to the matter of the Report FND-019-12 for a second time. CARRIED The foregoing Resolution #GPA-454-12 was then put to a vote and carried. Councillor Woo returned to the meeting at 12:05 p.m. FINANCIAL UPDATE AS AT JUNE 30, 2012 Resolution #GPA-457-12 Moved by Councillor Hooper, seconded by Councillor Partner THAT Report FND-020-12 be received for information. CARRIED LIST OF APPLICATIONS FOR CANCELLATION, REDUCTION, APPORTIONMENT, WRITE OFFS OR REFUND OF TAXES Resolution #GPA-458-12 Moved by Councillor Neal, seconded by Councillor Woo THAT Report FND-021-12 be received; and THAT the list of applications for cancellation, reduction, apportionments, write-offs or refund of taxes attached to Report FND-021-12 be approved. CARRIED SERVICING OF NON-RESIDENTIAL DEVELOPMENT OPPORTUNITIES Resolution #GPA-459-12 Moved by Councillor Novak, seconded by Councillor Neal THAT Report FND-022-12 be received for information. CARRIED - 13 - General Purpose and Administration Committee Minutes September 24, 2012 SOLICITOR'S DEPARTMENT The Solicitor's Department report was considered under the Confidential Reports section, later in the meeting. CHIEF ADMINISTRATIVE OFFICER FEDERAL ELECTORAL BOUNDARIES — MUNICIPALITY'S KEY MESSAGES AND PRINCIPLES IN RESPONSE TO BOUNDARY COMMISSION'S PROPOSALS Resolution #GPA-460-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report CAO-004-12 be received for information. CARRIED UNFINISHED BUSINESS There were no items to be considered under this section of the Agenda. OTHER BUSINESS REQUEST FOR REPORT — NAMING OF "71 OLD KINGSTON ROAD" PROPERTY AS "TOOLEY MILL PARK" Resolution #GPA-461-12 Moved by Councillor Neal, seconded by Councillor Novak THAT Staff report on naming the property located at 71 Old Kingston Road as "Tooley Mill Park". CARRIED - 14 - General Purpose and Administration Committee Minutes September 24, 2012 REQUEST FOR REPORT - PROVISION OF PUBLIC WASHROOOMS IN DOWNTOWN CORES Resolution #GPA-462-12 Moved by Councillor Partner, seconded by Councillor Woo THAT Staff report on how to successfully offer public washrooms in the downtown cores including Orono, Courtice, Bowmanville, and Newcastle in the Municipality of Clarington. CARRIED COMMUNICATIONS There were no items considered under this section of the Agenda. CONFIDENTIAL REPORTS 173 BASELINE ROAD BOWMANVILLE SUPERIOR COURT FILE NO. 128/09 ART ROBINSON V. MUNICIPALITY OF CLARINGTON ET AL CLOSED SESSION Resolution #GPA-463-12 Moved by Councillor Partner, seconded by Councillor Novak THAT in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following three items: • Confidential Report LGL-005-12 regarding 173 Baseline Road, Bowmanville, a matter that deals with litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board • Councillor Neal's question regarding tax arrears, a matter which deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose; • Councillor Novak's question regarding dredging of Bowmanville Creek, a matter which deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose. CARRIED - 15 - General Purpose and Administration Committee Minutes September 24, 2012 RISE AND REPORT The meeting resumed in open session at 2:00 p.m. with Mayor Foster in the Chair. Mayor Foster advised that three items were discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was passed. ADJOURNMENT Resolution #GPA-464-12 Moved by Councillor Partner, seconded by Councillor Neal THAT the meeting adjourn at 2:01 p.m. CARRIED MAYO R-- DEPUTY CLERK - 16 -