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Home My WebLink About09-25-2023Clar*wn Council Revised Agenda Date: September 25, 2023 Time: 6:30 p.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, Acting Legislative Services Coordinator, at 905-623-3379, ext. 2101 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 video record of Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be recording you and will make the recording public by publishing the recording on the Municipality's website, www.clarington.net/calendar. 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 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. Council September 25, 2023 Pages 1. Call to Order 2. Moment of Reflection 3. Land Acknowledgement Statement 4. Declaration of Interest 5. Announcements 6. Presentations / Delegations (10 minute time limit) 6.1 Delegation of Adrienne and Adam Hyland regarding Item 9.1 - Motion to Reconsider, West Beach Cottage Leases 6.2 Delegation of Anne Parker regarding Item 9.1 - Motion to Reconsider, West Beach Cottage Leases 7. Consent Agenda 7.1 Council and Standing Committee Minutes 7.1.1 Minutes of a regular meeting of Council dated June 26, 2023 5 7.1.2 Minutes of a special meeting of Council dated June 27, 2023 20 7.1.3 Minutes of the General Government Committee meeting dated 27 September 11, 2023 7.1.4 Minutes of the Planning and Development Committee meeting 39 dated September 18, 2023 7.2 Advisory and Local Board Minutes 7.2.1 Minutes of the Bowmanville Santa Clause Parade Committee 44 dated May 8, July 12, and August 9, 2023 7.2.2 Minutes of the Active Transportation and Safe Roads Advisory 52 Committee dated May 15, 2023 7.2.3 Minutes of the Clarington Diversity Committee dated May 25, 58 July 13, and September 13, 2023 Page 2 Council September 25, 2023 7.2.4 Minutes of the Clarington Accessibility Advisory Committee dated June 14, 2023 7.2.5 Minutes of the Clarington Task Force for Affordable Housing Committee dated June 14, 2023 7.2.6 Minutes of the Clarington Heritage Committee dated June 20, 2023 7.2.7 Minutes of the Newcastle Community Hall Board dated June 20, 2023 7.2.8 Minutes of the Newcastle Memorial Arena Management Board dated August 8 and September 12, 2023 *7.2.9 Minutes of the Agricultural Advisory Committee dated August 10, 2023 7.3 Communications 7.4 Staff Reports and Staff Memos 7.4.1 FSD-035-23 - South Bowmanville Recreation Centre Funding 7.4.2 FSD-037-23 - Single Source Recommendation — Replacement of Aerial 11 *7.4.3 Memo-018-23 Lease Agreement with RDPS To Use CEFS Station 5 7.5 By-laws 7.5.1 7.5.2 2023-056 - Being a by-law to amend by-law 2011-005, regarding Council compensation policies, to add the 1/3 tax free allowance (As approved by Report CAO-012-23 at the June 26, 2023 Council meeting) 2023-057 - Being a by-law to appoint a Deputy Treasurer (Item 6.2.2 of the General Government Committee Minutes) 71 EN 91 96 129 132 133 Page 3 Council September 25, 2023 7.5.3 2023-058 - Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 6.2.1 of the Planning and Development Committee Minutes) 7.5.4 2023-059 - Being a By-law to Exempt a Certain Portion of 134 Registered Plan 40M-2601 from Part Lot Control Memo-016-23 - By-law to Extend an Exemption to Part Lot Control Applicant: Pentaco Holdings Inc. (Kaitlin Corporation) 8. Items for Separate Discussion 9. Business Arising from Procedural Notice of Motion 9.1 Motion to Reconsider - West Beach Cottage Leases 139 (In Accordance with Subsection 7.14.12 of the Procedural By-law, Councillor Woo Intends to Introduce the Attached Motion to Reconsider Resolution #C-108-23) (A 2/3 vote is required for the Reconsideration) Item 11.1 Confidential Memo regarding West Beach Cottage Leases - Memo-014-23 - Considered at the June 26, 2023 Council Meeting 10. Unfinished Business 11. Confidential Items 12. Confirming By -Law 13. Adjournment Page 4 Clarftwn If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Council Minutes Date: June 26, 2023 Time: 6:30 p.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor L. Rang, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Staff Present: M. Dempster, G. Acorn, S. Brake, R. Maciver, T. Pinn, C. Salazar, D. Speed, J. Gallagher, M. Chambers 1. Call to Order Mayor Foster called the meeting to order at 6:32 p.m. 2. Moment of Reflection Councillor Zwart led the meeting in a moment of reflection. 3. Land Acknowledgement Statement Councillor Zwart recited the Land Acknowledgement Statement. 4. Declaration of Interest There were no disclosures of interest stated at this meeting. 5. Announcements Members of Council announced upcoming community events and matters of community interest. Page 5 Clarington June 26, 2023 Council Minutes 6. Presentations / Delegations 6.1 2023 Awards of Academic Excellence Mayor Foster welcomed students, parents, and the public to the presentation of the 22nd Annual "Awards for Academic Excellence". Local elementary and secondary schools were asked to submit the name of a student who, in their opinion, has demonstrated academic excellence combined with a commitment to leadership and community service. June Gallagher, Municipal Clerk, recognized Raven Kroon from Central Public School, Mia Picard from Dr. Emily Stowe Public School, Scarlett Walker from Dr. Ross Tilley Public School, Keira Potter from Duke of Cambridge Public School, Arabella McCallum from Harold Longworth Public School, Lucy Bause from Holy Trinity Secondary School, Hannah Vokey from John M. James Public School, Cassandra Caruso from Monsignor Leo Cleary Elementary School, Alicia Moneey from Vincent Massey School, Kailey Gaulton from Waverley Public School, Tessa Patenaude, M.J. Hobbs Senior Public School, who could not be present due to conflicting schedules. Mayor Foster and MP Erin O'Toole recognized the following elementary students and presented them with a personal framed certificate: Aikam Bhullar, Courtice Intermediate School Bruce Crowther, Courtice North Public School Grace Knox-Kruis, Good Shepherd Elementary School Makayla Kelly, Holy Family Elementary School Abigail Bent, Knox Christian School Joseph Samuel, Lydia Trull Public School Madison Cargill, St. Elizabeth Elementary School Lacey McCarthy, St. Joseph's Elementary School Brayden Jones Frendo-Cumbo, St. Mother Teresa Elementary School Carter Sankey, S.T. Worden Public School Lily Marriott, Waverley Public School Mayor Foster recognized the following secondary students and presented them with a personal framed certificate and bursary: Lily Bright, Bowmanville High School Keshawn Britton, Clarington Central Secondary School Nevada Piney, Clarke High School 2 Page 6 Clarington Justine Wilmot, Courtice Secondary School Robin Bick, Durham Christian High School Shagana Premraj, St. Stephen's Secondary School Suspend the Rules Resolution # C-089-23 Moved by Councillor Zwart Seconded by Councillor Woo June 26, 2023 Council Minutes 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 6.2 Erin O'Toole, MP - 2023 Federal Update The Honourable Erin O'Toole MP, was present to provide a 2023 Federal Update. MP O'Toole thanked the Members of Council for the opportunity, to provide a Federal Update and for their partnership. MP O'Toole noted the importance of all levels of government working together on various federal initiatives. E. O'Toole has valued working with local business such as Unifor and OPG, and many small businesses in Clarington. MP O'Toole noted it has been an honour to work with the Members of Council on several initiatives and would like to compliment Council and Staff for assisting in marketing Clarington and the Region of Durham as a Hub. E. O'Toole stated one of the highlights is the Highway of Heroes and that Clarington, various stakeholders and the public contributed in making this a valuable initiative for those who have had family members travel the Highway of Heroes. As a veteran, MP O'Toole was proud when the community came together for the Light Armoured Vehicle (LAV) Monument Memorial site. MP O'Toole tried to bring professionalism, partnership and being a champion for Clarington to his work and thanked the Members of Council for the collaboration and friendship. Members of Council offered thanks for MP O'Toole. Resolution # C-090-23 Moved by Councillor Zwart Seconded by Councillor Woo That the 2023 Federal Update from The Honourable Erin O'Toole, be received with many thanks. Carried 3 Page 7 Clarington June 26, 2023 Council Minutes 6.3 Delegation of Robert Payne regarding Report ESD-002-23 - Emergency Response Services Review and Recommendations Robert Payne was present regarding Report ESD-002-23 - Emergency Response Services Review and Recommendations. Robert is a lifelong Clarington resident, who currently lives in Hampton, and is representing himself. R. Payne is a former Firefighter with the Municipality of Clarington who retired in 2011. Robert acknowledged that Clarington has seen significant growth and agrees with most of the recommendations in the Staff Report and has always advocated for more full- time firefighters and fire trucks. R. Payne feels that this is a very aggressive plan and does not agree with phasing out of the part-time firefighters especially Stations three and five. Robert noted that the report contains a large amount of data and is concerned with the comparators that were used. R. Payne stated there are problems recruiting and keeping part-time firefighters and feels they should not be called volunteers. Robert is concerned that what is happening with the Peel Region could be a future possibility for Clarington. R. Payne referred to a report, previously completed by the Fire Marshal, that recommended six fire stations. Robert noted that Clarington is made up of many small communities and the Fire Halls are a large part of those communities, especially Fire Stations Two and Three. R. Payne feels that taxpayers have the right to safety and noted there should be no user fees for emergency services. Robert concluded by requesting that the Fire Stations Three and Five be maintained until they can be staffed by full time firefighters. R. Payne answered questions from the Members of Council. 6.4 Delegation of Ron Diskey regarding Report LGS-022-23 Road Closure and Conveyance Policy Ron Diskey was present regarding Report LGS-022-23 Road Closure and Conveyance Policy. Ron owns a 50-acre property in Clarington and believes this report is from many efforts made through delegations and correspondence to find solutions to access this property. There have been previous staff reports on the issue, including four options previously presented to Council. R. Diskey feels this report lacks any solutions for anyone in this situation and spoke specifically to Section 5.3.1 of the Draft Policy. Ron referred to a by-law from North Frontenac on the similar matter. R. Diskey concluded by asking for the report to be referred back to staff to develop a policy to assist both the landowners and the Municipality. 6.5 Delegation of Mark Jacobs, Biglieri Group, regarding Report PDS-047-23 - Proposed Demolition of Listed Heritage Property: 45 Raynes Ave. Mark Jacobs, Biglieri Group, was present via electronic means regarding Report PDS-047-23 - Proposed Demolition of Listed Heritage Property: 45 Raynes Ave. Mark was present on behalf of the property owners. M. Jacobs noted the property owners are redeveloping the site and it is currently listed on the Municipal Heritage Register. M. Jacobs provided background information on the building and details of the sales of the buildings. Mark noted that the building has been vacant since 2016 and is starting to deteriorate and has been subject to trespassing and vandalism. They have attended a Heritage Committee meeting and will work with 0 Clarington June 26, 2023 Council Minutes the Committee and Staff on developing the site. M. Jacobs noted the property owners are in support of the recommendations in the report. Mark answered questions from the Members of Council. Recess Resolution # C-091-23 Moved by Councillor Woo Seconded by Councillor Zwart That the Council recess for 10 minutes. Carried The meeting reconvened at 8:10 p.m. with Mayor Foster in the Chair. 6.6 Request by Ron Hooper to appear as a delegation to Report LGS-023-23 Municipal Parking Payment Modernization Ron Hooper was present regarding Report LGS-023-23 Municipal Parking Payment Modernization. R. Hooper is a business owner in Downtown Bowmanville and Chair of the Bowmanville BIA. Ron noted the staff report was released the Thursday prior to the June 19t" Joint Committees meeting and the members of the Bowmanville BIA were not aware that the report and recommended changes were coming so quickly. R. Hooper has had a great deal of feedback from the BIA Members and referred to a letter from a downtown business owner. The comments from the letter included acknowledging that there is a need to replace the existing meters, but moving towards only having the mobile app will be detrimental to business owners. There is concern with patrons having no smart phones, no data plans and are not being technically savvy. Ron noted the author of the letter is also concerned with businesses losing business without having a way to pay for parking and is asking for a more inclusive system that will allow for both options and is happy to participate in any discussions. R. Hooper respects that decisions need to be made but is asking for consideration for everyone impacted by those decisions. Ron requested that the timeframe, alternative options, and a communication plan be considered and asked that the report be referred back to staff for further discussion with the Bowmanville BIA. R. Hooper thanked the Members of Council and answered questions. 7. Consent Agenda 7.1 Council and Standing Committee Minutes Resolution # C-091-23 Moved by Councillor Rang Seconded by Councillor Woo 5 Page 9 Clarington June 26, 2023 Council Minutes That all items listed in Section 7.1, be approved on consent with the exception of Items 6.2.6, 6.2.3, and 6.2.7 of the Joint General Government and Planning and Development Committee Meeting. Carried 7.1.1 Minutes of a regular meeting of Council dated June 12, 2023 7.1.2 Minutes of the Joint General Government and Planning and Development Committee meeting dated June 19, 2023 Item 6.2.6 - Report LGS-022-23 - Road Closure and Conveyance Policy Resolution # C-092-23 Moved by Councillor Zwart Seconded by Councillor Woo 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 with the exception of Section 5.3.1; 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. Carried Item 6.2.7 - Report LGS-023-23 - Municipal Parking Payment Modernization Resolution # C-093-23 Moved by Councillor Traill Seconded by Councillor Rang That Report LGS-023-23,Municipal Parking Payment Modernization be referred back to the CAO's Office, and that staff report back on machines that accept debit/credit or debit/credit/cash in additional to the mobile app; and That the Bowmanville BIA be engaged in the process. Yes (7): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang, Councillor Traill, Councillor Woo, and Councillor Zwart Carried on a recorded vote (7 to 0) 6 Page 10 Clarington June 26, 2023 Council Minutes Item 6.2.3 - Report ESD-002-23 - Emergency Response Service Review and Recommendations Resolution # C-094-23 Moved by Councillor Rang Seconded by Councillor Elhajjeh 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 by 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 by 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; 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 by 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; 7 Page 11 Clarington June 26, 2023 Council Minutes 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; That members of the community of Enniskillen be encouraged to show their support by coming forward to volunteer as a PT firefighter; That Staff be directed to actively recruit for volunteer/PT firefighters using social media and by erecting a sign on the lawn the Enniskillen Fire Station, etc.; and That all interested parties listed in Report ESD-002-23, and any delegations be advised of Council's decision. Carried as Amended Amendment: Resolution # C-095-23 Moved by Councillor Elhajjeh Seconded by Councillor Rang That the foregoing Resolution #C-094-23 be amended by moving Item (e) directly under "That the following items be referred to the budget process". Carried The foregoing Resolution #C-094-23 was then put to a vote and carried as amended. Main Motion as Amended: Resolution # C-097-23 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; 8 Page 12 Clarington June 26, 2023 Council Minutes 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 by September 2025; That the following items be referred to the budget process: 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 by 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 by 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; That members of the community of Enniskillen be encouraged to show their support by coming forward to volunteer as a PT firefighter; That Staff be directed to actively recruit for volunteer/PT firefighters using social media and by erecting a sign on the lawn the Enniskillen Fire Station, etc.; and That all interested parties listed in Report ESD-002-23, and any delegations be advised of Council's decision. 7.2 Advisory and Local Board Minutes Resolution # C-098-23 Moved by Councillor Rang Seconded by Councillor Anderson That all items listed in Section 7.2, be approved on consent. Carried 9 Page 13 Clarington June 26, 2023 Council Minutes 7.2.1 Minutes of the Clarington Task Force for Affordable Housing Committee dated May 9, 2023 7.2.2 Minutes of the Clarington Heritage Committee dated May 16, 2023 7.2.3 Minutes of the Clarington Heritage Committee dated June 6, 2023 7.2.4 Minutes of the Agricultural Advisory Committee dated June 8, 2023 7.2.5 Minutes of the Newcastle Arena Board dated June 13, 2023 7.3 Communications 7.3.1 Correspondence from BILD, regarding Report PDS-041-23 - Parkland and Open Space Dedication By -Law Resolution # C-099-23 Moved by Councillor Rang Seconded by Councillor Elhajjeh That Communication Item 7.3.1 from BILD, regarding Report PDS-041-23 - Parkland and Open Space Dedication By -Law, be received for information. Carried 7.3.2 Correspondence from Jason Horvath, KAPP Infrastructure, regarding a request for Exemption to the Municipality's Noise By-law 2007-071 Region of Durham Project Bowmanville Ave & King St. West D2022-29 Resolution # C-100-23 Moved by Councillor Zwart Seconded by Councillor Anderson That the request for an exemption from KAPP Infrastructure, to the Municipality's Noise By-law 2007-071 for the Region of Durham Project: Bowmanville Avenue Intersection Improvement from July 21, 2023 at 9.00 p.m. to July 24, 2023 at 5.00 a.m., be approved. Carried 7.4 Staff Reports and Staff Memos Resolution # C-101-23 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That all items listed in Section 7.4, be approved on consent. Carried 10 Page 14 Clarington June 26, 2023 Council Minutes 7.4.1 PDS-047-23 - Proposed Demolition of Listed Heritage Property: 45 Raynes Ave., Bowmanville (former Goodyear) Resolution # C-102-23 That Report PDS-047-23, be received; That the non -designated property and structures located at 45 Raynes Avenue, Bowmanville be removed from the Municipal Heritage Register pursuant to section 27 of the Ontario Heritage Act; That the proposed demolition of the structures, as identified on Attachment 3, be permitted to proceed subject to: a. The property owner providing information to the satisfaction of the Director of Planning and Infrastructure Services demonstrating the necessary approvals from the Ministry of Environment and Climate Change and the Ministry of Labour for the proposed demolition have been obtained; and b. The owner providing a Salvage and Documentation Plan, and Commemoration Plan, as per the Heritage Impact Assessment, to the satisfaction of the Director of Planning and Infrastructure Services; That as requested per Council's Heritage Committee Motion 23.19, that staff work with the property owner and the Committee towards the designation under Part IV of the Heritage Act for the following structures: the Cement House (Building 27), Powerhouse (Building 1), and Chimney Stack. That all interested parties listed in Report PDS-047-23, and any delegations be advised of Council's decision. 7.4.2 CAO-017-23 -Housing Accelerator Fund Application, CAO-017-23 Resolution # C-103-23 That Report CAO-017-23, and any related delegations or communication items, be received; That Staff be directed to submit an application to the Housing Accelerator Fund with a project that can lead to a net increase in the number of affordable housing units in Clarington; That Council approve in principle the Action Plan (Attachment #1) to form part of the application; That the CAO be authorized to approve any changes to the Action Plan, prior to submission of the application; That Council authorize the Mayor and Clerk to execute any necessary agreements regarding the application; and 11 Page 15 Clarington June 26, 2023 Council Minutes That all interested parties listed in Report CAO-017-23, and any delegations be advised of Council's decision. 7.5 By-laws Resolution # C-104-23 Moved by Councillor Anderson Seconded by Councillor Woo That all items listed in Section 7.5, be approved on consent; and That leave be granted to introduce By-laws 2023-041 to 2023-045 with the exception of By-law 2023-043; and That the said by-laws be approved. Carried 7.5.1 2023-041 - Being a By-law to exempt a certain portion of Registered Plan 40M-2726 from Part Lot Control 7.5.2 2023-042 - Being a By -Law to govern Parkland and Open Space Dedication in the Municipality of Clarington 7.5.3 2023-043 - Being a by-law to amend the Traffic Bylaw 2014-059 (Not Approved) 7.5.4 2023-044 - Being a by-law to require the payment of fees for services 7.5.5 2023-045 - Being a By-law to exempt a certain portion of Registered Plan 40M-2614 from Part Lot Control, Memo-015-23 10. Unfinished Business 10.1 Motion Regarding Extension of West Beach Cottagers Lease Agreement (Referred from the June 12, 2023, Council Meeting) Item 10.1 was considered later in the meeting during the Confidential Items portion of the Agenda. 10.2 Report ESD-002-23 - Emergency Response Service Review and Recommendations (Referred from the June 19, 2023, Joint Committees Meeting) Item 10.2 - Report ESD-002-23 - Emergency Response Service Review and Recommendations, was considered earlier in the meeting, during the Council and Standing Committee Minutes portion of the Agenda. 12 Page 16 Clarington June 26, 2023 Council Minutes 10.3 CAO-012-23 -Council Remuneration — Impact of Elimination of 1/3 Tax Free Allowance (Referred from the June 19, 2023, Joint Committees Meeting) Resolution # C-105-23 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That Report CAO-012-23 be received; That the 1/3 tax exemption equivalent be applied to 2023 Council salary rates; and That any budget variance incurred be covered through overall Municipal wage gapping. Carried 11. Confidential Items 11.1 Confidential Memo regarding West Beach Cottage Leases - Memo-014-23 Closed Session Resolution # C-106-23 Moved by Councillor Rang Seconded by Councillor Elhajjeh That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with the following: • a proposed or pending acquisition or disposition of land by the municipality of local board; and • advice that is subject to solicitor -client privilege, including communications necessary for that purpose. Carried Rise and Report The meeting resumed in open session at 9.50 p.m. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. 13 Page 17 Clarington Recess Resolution # C-107-23 Moved by Councillor Zwart Seconded by Councillor Woo That the Council recess for 10 minutes. Carried June 26, 2023 Council Minutes The meeting reconvened a 9:50 p.m. with Mayor Foster in the Chair. Resolution # C-108-23 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That, notwithstanding Resolution #C-125-18, arising out of Report EGD-010-18, authorizing the CAO to renew leases on an annual basis, the term of the leases between the Municipality of Clarington and the tenants of the following cottages on West Beach of Port Darlington be extended as indicated below: a. The four remaining cottage tenants: Gail and Chuck MacDonald, 17 West Beach Jean Severs, 28 West Beach Sharon Eccles, 6 West Beach Gary Cole, 8 West Beach be granted a lease extension for five years to Dec 31, 2028, on the same terms and conditions set out in the original lease; b. The existing leases be allowed to expire for this year for the agreements with: Adrienne Hyland (daughter of the late Don Adams) — 16 West Beach Robert Lowe (nephew of the late Shirley Fowler) — 32 West Beach; and That all interested parties, and any delegations, be advised of Council's decision. Yes (4): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, and Councillor Traill No (3): Councillor Rang, Councillor Woo, and Councillor Zwart Carried on a recorded vote (4 to 3) 14 Page 18 Clarftwn June 26, 2023 Council Minutes 12. Confirming By -Law Resolution # C-109-23 Moved by Councillor Anderson Seconded by Councillor Rang That leave be granted to introduce By-law 2023-046, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 26th day of June, 2023; and That the said by-law be approved. Carried 13. Adjournment Resolution # C-110-23 Moved by Councillor Rang Seconded by Councillor Elhajjeh That the meeting adjourn at 10:11 p.m. Carried 15 Page 19 Cbr• ngton If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131. Special Council Meeting Minutes Date: June 27, 2023 Time: 5:00 PM Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Regrets: Councillor L. Rang Staff Present: M. Dempster J. Newman, L. Patenaude, C. Salazar, D. Speed, M. Pick, L. Backus, A. Poray, A. Tapp Other Staff Present: S. Allin, E. Corsi, M. Jones, J. O'Meara, J. MacLean 1. Call to Order Mayor Foster called the meeting to order at 5:01 p.m. Councillor Zwart joined the meeting at 5.45 p.m. 2. Moment of Reflection Councillor Anderson led the meeting in a moment of reflection. 3. Land Acknowledgement Statement Councillor Anderson recited the Land Acknowledgement Statement. 4. Declaration of Interest There were no disclosures of interest stated at this meeting. 1 Page 20 Special Council Minutes June 27, 2023 5. Public Meeting (5:00 p.m.) 5.1 Public Meeting to Seek Comments on the Draft North Village Secondary Plan Emily Corsi, Senior Planner, was present regarding the Draft North Village Secondary Plan and introduced Kelly Graham, Senior Planner, SvN Architects and Planners. Using an electronic presentation, E. Corsi provided an overview of the project area, the secondary plan process, and integrated environmental assessments (EA). Emily outlined the feedback from the four Public Information Sessions and provided an overview of the technical reports and studies completed. Kelly Graham explained the vision, guiding principles, and the two EA studies for major collector roads and Regional Road 17. Kelly outlined the land use alternatives, demonstration plan, and secondary plan policies which included community structure, environment, and sustainability, creating vibrant urban places, encouraging housing diversity, mobility and streets, parks and community facilities, and the land use plan. K. Graham provided an overview of the urban design and sustainability guidelines and implementation of the zoning by-law. Emily Corsi explained the next steps and the implementation process. Emily and Kelly answered questions from Members of Committee. Brian Jose was present to express concerns regarding affordable housing, traffic congestion, and schooling. Sarah Howlett was present to express concerns regarding traffic congestion on Arthur Street and Highway 401 ramps. 5.1.1 PDS-043-23 North Village Secondary Plan and Integrated Environmental Assessment Councillor Zwart joined the meeting at 5:45 p.m. Resolution # C-111-23 Moved by Councillor Woo Seconded by Councillor Elhajjeh That Report PDS-043-23 and any related delegations and communication items, be received for information; That Staff receive and consider comments from the public and Council with respect to the proposed Secondary Plan, Urban Design and Sustainability Guidelines, Official Plan Amendment (COPA2023-0001) and Zoning By-law Amendment (ZBA2023-0007) applications; That the proposed Secondary Plan, Urban Design and Sustainability Guidelines, Official Plan Amendment, and Zoning By-law Amendment continue to be reviewed and processed; 2 Page 21 Special Council Minutes June 27, 2023 That Staff report back to Council with a Recommendation Report; and That all interested parties listed in Report PDS-043-23 and any delegations be advised of Council's decision. Carried The public meeting concluded at 5:55 p.m. 6. Presentations/Delegations 6.1 Bryce Jordan, GHD on Behalf of Tribute Communities, Regarding Report PDS-046-23 Revised Applications by Tribute (King Street) Ltd. for a Draft Plan of Subdivision and Zoning By-law Amendment for 217 Residential Units in Courtice Bryce Jordan, GHD, was present on behalf of Tribute Communities regarding Report PDS-046-23 Revised Applications by Tribute (King Street) Ltd. for a Draft Plan of Subdivision and Zoning By-law Amendment for 217 Residential Units in Courtice. Bryce thanked Staff for their effort in processing the application, stated that the clients concur with the conditions and recommendations, and requested Council support for the recommendations in the report. 7. Consent Agenda 7.1 Staff Reports and Memos Councillor Traill left the meeting at 6:10 p.m. Resolution # C-112-23 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That all items listed in Section 7.1 be approved on consent, in accordance with the agenda. Carried 7.1.1 PDS-044-23 Planning and Infrastructure Services — 2022-2023 Departmental Highlights Resolution # C-113-23 That Report PDS-044-23 and Attachment 1, and any related delegations or communication items, be received for information. 7.1.2 PDS-045-23 Economic Development Initiatives Resolution # C-114-23 That Report PDS-045-23, and any related delegations or communication items, be received for information. 3 Page 22 Special Council Minutes June 27, 2023 7.1.3 PDS-046-23 Revised Applications by Tribute (King Street) Ltd. for a Draft Plan of Subdivision and Zoning By-law Amendment for 217 Residential Units in Courtice Resolution # C-115-23 That Report PDS-046-23 and any related delegations or communication items, be received; That the applications by Tribute (King Street) Ltd. for a Draft Plan of Subdivision and Zoning By-law Amendment, municipally known as 1593 Bloor Street, 1614 Trulls Road, Courtice be supported subject to the conditions as generally contained in Attachment 1 to Report PDS-046-23; That the Zoning By-law Amendment application submitted by Tribute (King Street) Ltd. be approved as contained in Attachment 3 to Report PDS-046-23; That once all conditions contained in the Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PDS-046-23 and Council's decision; and That all interested parties listed in Report PDS-046-23 and any delegations be advised of Council's decision. 7.1.4 PDS-037-23 Proposed Provincial Planning Statement and Bill 97 (Helping Homebuyers, Protecting Tenants Act, 2023) Resolution # C-116-23 That Report PDS-037-23, and any related delegations or communication items, be received for information; That Report PSD-037-23 be adopted as the Municipality of Clarington's comments to the Province on the proposed Provincial Planning Statement, 2023; That a copy of Report PSD-037-23 and Council's decision be sent to the Ministry of Municipal Affairs and Housing, the Region of Durham, conservation authority partners, and the other Durham Region area municipalities; and That all interested parties listed in Report PSD-054-22 and any delegations be advised of Council's decision. 4 Page 23 Special Council Minutes June 27, 2023 7.2 By-laws 7.2.1 2023-047 Being a By-law to Amend By-law 84-63, The Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington Resolution # C-117-23 Moved by Councillor Woo Seconded by Councillor Anderson That leave be granted to introduce By-law 2023-047; and That the said by-law be approved. Carried Recess Resolution # C-118-23 Moved by Councillor Woo Seconded by Councillor Elhajjeh That the Council recess for 15 minutes. Carried The meeting reconvened at 6:30 p.m. with Mayor Foster in the Chair. 8. Public Meeting (6:30 p.m.) 8.1 Public Meeting to Initiate an Official Plan Review Councillor Traill returned to the meeting at 6:37 p.m. Sarah Allin, Principal Planner, was present regarding the Official Plan Review. Using an electronic presentation, Sarah provided an overview of the Clarington Official Plan and the opportunities and requirements of the review. Sarah outlined the vision and growth in Clarington. S. Allin provided an overview of the agricultural and rural lands, natural heritage and the environment, and community identity. Sarah explained the four types of sustainability: social, economic, environmental, and fiscal. S. Allin outlined the process for the review and the implementation process. Sarah provided examples of what the plan can achieve including community and urban design, conservation of cultural heritage resources, and parkland and trail development. S. Allin stated that an introductory discussion paper has been released to provide more information on the Official Plan and outlined some discussion questions for resident feedback. There was no one present in support or opposition to the Official Plan Review. 5 Page 24 Special Council Minutes June 27, 2023 8.1.1 PDS-048-23 Official Plan Review — Special Meeting of Council and Introductory Discussion Paper Resolution # C-119-23 Moved by Councillor Zwart Seconded by Councillor Anderson That Report PDS-048-23, the Official Plan Review Introductory Discussion Paper, and any related delegations or communication items, be received for information; That a copy of this report and Council's decision be forwarded to the Region of Durham Planning and Economic Development Department; and That all interested parties and any delegations listed in Report PDS-048-23, be advised of Council's decision. Carried 9. Confidential Items Suspend the Rules Resolution # C-120-23 Moved by Councillor Traill Seconded by Councillor Elhajjeh That the rules of Procedure be suspended to add a Confidential Item, to Consider the Referred Matter of Hiring 20 Full -Time Firefighters for Fire Station #1, to the agenda. Carried Closed Session Resolution # C-121-23 Moved by Councillor Woo Seconded by Councillor Traill That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with labour relations or employee negotiations. Carried Rise and Report The meeting resumed in open session at 7:12 p.m. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001, and no resolutions were passed. 6 Page 25 Special Council Minutes June 27, 2023 9.1 To Consider the Referred Matter of Hiring 20 Full-time Firefighters for Fire Station #1 Resolution # C-122-23 Moved by Councillor Zwart Seconded by Councillor Traill That Staff be directed to 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 by September 2025; filling a minimum of 50% of new firefighter positions from existing volunteer firefighters. Carried 10. Confirming By-law Resolution # C-123-23 Moved by Councillor Woo Seconded by Councillor Zwart That leave be granted to introduce By-law 2023-048, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a special meeting held on the 27 day of June, 2023; and That the said by-law be approved. Carried 11. Adjournment Resolution # C-124-23 Moved by Councillor Traill Seconded by Councillor Elhajjeh That the meeting adjourn at 7:15 p.m. Carried 7 Page 26 • Cbrington If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 General Government Committee Minutes Date: September 11, 2023 Time: 9:30 a.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Regrets: Councillor L. Rang Staff Present: R. Maciver, J. Newman, G. Acorn, S. Brake, T. Pinn, C. Salazar, M. Chambers, D. Speed Other Staff Present: P. Davidson, R. Hutchinson, J. O'Meara, L. Reck, M. Westover 1. Call to Order Councillor Zwart called the meeting to order at 9.31 a.m. 2. Land Acknowledgement Statement Mayor Foster 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 Page 27 September 11, 2023 General Government Committee Minutes Suspend the Rules / Alter the Agenda Resolution # GG-135-23 Moved by Councillor Woo Seconded by Mayor Foster That the Rules of Procedure be suspended to add Kirk Kemp as a delegation regarding Item 9.1, Durham Region Hospice Grant, and the Agenda be altered to consider Item 9.1 immediately following Kirk Kemp's delegation. Carried Suspend the Rules Resolution # GG-136-23 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Rules of Procedure be suspended to add an Agenda Item to the Closed Session portion of the meeting regarding a Greenbelt Land Update. Carried 5. Presentations/Delegations 5.4 Delegation of Kirk Kemp regarding Item 9.1 Durham Region Hospice Grant Kirk Kemp was present regarding Item 9.1 Durham Region Hospice Grant, on behalf of the Bowmanville Hospital and the Marigold Hospice Foundation. K. Kemp thanked Members of Committee for their continued support, leadership and financial contributions to the Foundation. Kirk noted the Municipality of Clarington's support started the fundraising campaign and assisted with the increasing community support raising funds to help offset the increasing costs of the project. K. Kemp also provided background information on the project. Kirk thanked the Members of Committee and answered questions. Resolution # GG-137-23 Moved by Councillor Anderson Seconded by Mayor Foster That the Delegation of Kirk Kemp, regarding Item 9.1, Durham Region Hospice Grant, be received with thanks. Carried 2 Page 28 September 11, 2023 General Government Committee Minutes 9. New Business 9.1 Durham Region Hospice Grant - Councillor Zwart Councillor Zwart left the Chair. Mayor Foster assumed the Chair. Resolution # GG-138-23 Moved by Councillor Zwart Seconded by Councillor Anderson Where hospice provides meaningful end -of -life care, in a home -like setting, for individuals facing a palliative diagnosis; Whereas the Municipality is a willing host of Durham Region Hospice — Clarington, and has donated surplus land and a grant to offset development charges, to support the project; and Whereas due to escalating construction costs, Durham Region Hospice — Clarington requires additional financial support to build this location. Now therefore be it resolved that staff be directed to provide a $1,250,000 grant to Durham Region Hospice — Clarington, to support construction efforts; That the funds be sourced from the Strategic Capital Reserve Fund; and That the funds be repaid to the Reserve Fund through annual tax levy contributions of $125,000. Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Traill, Councillor Woo, and Councillor Zwart Absent (1): Councillor Rang Carried on a recorded vote (6 to 0) Councillor Zwart assumed the Chair. Recess Resolution # GG-139-23 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Committee recess for five minutes. Carried The meeting reconvened at 10:04 a.m. with Councillor Zwart in the Chair. 3 Page 29 September 11, 2023 General Government Committee Minutes 5. Presentations/Delegations 5.1 Presentation by Linda J. Laliberte, CPA, CGA, CAO/Secretary Treasurer, Ganaraska Region Conservation Authority, Regarding an Overview of the Legislative Changes in the Conservation Authorities Act Linda J. Laliberte, CPA, CGA, CAO/Secretary-Treasurer, Ganaraska Region Conservation Authority, was present regarding an Overview of the Legislative Changes in the Conservation Authorities Act. Linda made a verbal presentation to accompany an electronic presentation. L. Laliberte provided an overview of the background and fundamental principles of Conservation Authorities. Linda outlined the GRCA watershed and Ganaraska Conservation Program Areas. L. Laliberte explained the Conservation Authorities Act Legislative Changes Update, including the background, regulations under Bill 229, and categorization of programs and services as per Regulation 687/21. Linda outlined the programs and services inventory, timelines, and additional legislative changes. L. Laliberte provided an update on possible future Memorandum of Understanding's and next steps. Linda answered questions from the Members of Committee. Resolution # GG-140-23 Moved by Councillor Woo Seconded by Councillor Elhajjeh That the Presentation of Linda J. Laliberte, CPA, CGA, CAO/Secretary Treasurer, Ganaraska Region Conservation Authority, Regarding an Overview of the Legislative Changes in the Conservation Authorities Act, be received with thanks. Carried 5.2 Presentation by Peter Moreira, Chief of Police, Vidal Chavannes, Director, and Dr. Amanda Couture -Carron, Senior Strategic Planner, Durham Regional Police Service, Regarding Durham Regional Police Service Strategic Plan 2024 Peter Moreira, Chief of Police, Vidal Chavannes, Director, and Dr. Amanda Couture -Carron, Senior Strategic Planner, Durham Regional Police Service, were present Regarding Durham Regional Police Service Strategic Plan 2024. Peter, Vidal, and Amanda made a verbal presentation to accompany an electronic presentation. Councillor Woo provided an overview of the Police Services Board Strategic Plan 2024 goals. Chief Moreira introduced the presentation of Dr. Amanda Couture -Carron and Vidal Chavannes. Vidal provided a brief background. A. Couture -Carron outlined the community consultation results, outlining the top 3 roadway safety issues, community safety and neighbourhood crime issues, areas for improvement. V. Chavannes provided an overview of the member consultations and strategic goals and objectives. Vidal outlined the strategic plan format and content. Peter and Vidal answered questions from Members of Committee. 0 Page 30 September 11, 2023 General Government Committee Minutes Resolution # GG-141-23 Moved by Mayor Foster Seconded by Councillor Anderson That the Presentation of Peter Moreira, Chief of Police, Vidal Chavannes, Director, and Dr. Amanda Couture -Carron, Senior Strategic Planner, Durham Regional Police Service, Regarding Durham Regional Police Service Strategic Plan 2024, be received with thanks. Carried 5.3 Delegation by Yuri Castillo and Allison Schizkoske, The Salvation Army, regarding The Salvation Army in Bowmanville Yuri Castillo, Community Partner Liaison, and Allison Schizkoske, Director of Operations and Community Pastor for the Salvation Army, were present regarding an update on The Salvation Army in Bowmanville. Yuri and Allison made a verbal presentation to accompany an electronic presentation. A. Schizkoske provided an overview of the Salvation Army's mission and vision statements and core values. Allison outlined the programs and services they offer. A. Schizkoske reviewed the housing support services provided by the Salvation Army and the need to increase the existing level of service and noted the Mental Health Crisis has impacted this further. Allison thanked the Members of Committee and the Municipality of Clarington's continuous support of the Salvation Army and noted they need to expand on the food services and provide increased support in other areas. A. Schizkoske explained that funding is always a challenge and hoping that increased campaigns will increase support, and they are hoping to partner with the Region of Durham and the Municipality in the future to have additional services extended east to Bowmanville and beyond. Allison thanked the Members of Committee and answered questions. Resolution # GG-142-23 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That the Delegation of Yuri Castillo and Allison Schizkoske, The Salvation Army, regarding The Salvation Army in Bowmanville, be received with thanks. Carried Recess Resolution # GG-143-23 Moved by Councillor Woo Seconded by Councillor Anderson That the Committee recess until 1:00 p.m. Carried 5 Page 31 September 11, 2023 General Government Committee Minutes The meeting reconvened at 1:01 p.m. with Councillor Zwart in the Chair. 6. Consent Agenda Resolution # GG-144-23 Moved by Councillor Anderson Seconded by Mayor Foster That the items listed in Section 6, be approved in accordance with the agenda, except for items 6.2.7 and 6.2.9. Carried 6.1 Communications 6.2 Staff Reports and Staff Memos 6.2.1 LGS-024-23 Strong Mayors Legislation — Impact on Clarington Resolution # GG-145-23 That Report LGS-024-23, and any related delegations or communication items, be received; That Staff bring forward updates to the Council -Staff Relations Policy E12, as it relates to the strong mayors powers, during a fuller review of the policy; and That Staff bring forward the Procedural By-law amendments noted in Section 14 of this report, directly to a future Council meeting. 6.2.2 FSD-031-23 Appointment of Deputy Treasurer Resolution # GG-146-23 That Report FSD-031-23, be received; That the By-law attached to Report FSD-031-23, appointing Paul Davidson as Deputy Treasurer, be approved; and That all interested parties listed in Report FSD-031-23, and any delegations be advised of Council's decision. 6.2.3 FSD-032-23 Tax Write -Offs under Section 354(2)(a), 354(4)(b) and 353(3) of the Municipal Act, 2001 Resolution # GG-147-23 That Report FSD-032-23, and any related delegations or communication items, be received; and That the Deputy CAO/Treasurer be authorized, under Section 354(2)(a), 354(4)(b) and Section 353(3) of the Municipal Act, 2001 to write-off taxes as uncollectible and charge back the proportionate amounts to the Region of Durham and the Province of Ontario. 6 Page 32 September 11, 2023 General Government Committee Minutes 6.2.4 FSD-033-23 2023 DMIP Insurance Renewal Resolution # GG-148-23 That Report FSD-033-23 and any related delegations or communication items, be received; That the general insurance placement, in conjunction with the other member municipalities of the Durham Municipal Insurance Pool, with Intact Insurance for an integrated pooling arrangement that includes integrated insurance coverages and common self -retention deductible levels for the period July 1, 2023 to June 30, 2024, at a cost of $1,160,614 to the Municipality of Clarington be confirmed; That the purchase of cyber liability coverage through CFC at a cost of $70,750 be confirmed; and That all interested parties listed in Report FSD-033-23 and any delegations be advised of Council's decision. 6.2.5 FSD-034-23 Fire Apparatus Procurement Resolution # GG-149-23 That Report FSD-034-23, and any related delegations or communication items, be received; That the additional $700,000 from the Fire Equipment Reserve Fund required to procure the replacement of Aerial 11, be approved; That the Deputy CAO/Treasurer is directed to contribute any proceeds from the trade-in of Aerial 11 to the Fire Equipment Reserve Fund; and That all interested parties listed in Report FSD-034-23, and any delegations be advised of Council's decision. 6.2.6 PWD-006-23 Orono Parking Study Update Resolution # GG-150-23 That Report PWD-006-23, and any related delegations or communication items, be received; That residential rental property owners in Orono be encouraged to provide off- street parking for tenants wherever possible; That all interested parties listed in Report PWD-006-23, and any delegations be advised of Council's decision. 7 Page 33 September 11, 2023 General Government Committee Minutes 6.2.8 PWD-008-23 Traffic Speeds and Pedestrian Crossings on Scugog Street Resolution # GG-151-23 That Report PWD-008-23, and any related delegations or communication items, be received; That Council direct staff prepare a proposal to extend the sidewalk on the west side of Scugog Street between Rehder Avenue and Wellington Street, that will include consultation with the adjacent property owners; and That all interested parties listed in Report PWD-008-23, and any delegations be advised of Council's decision. 6.2.10 CAO-018-23 Municipal Law Enforcement Service Delivery Review Resolution # GG-152-23 That Report CAO-018-23 and any related delegations or communication items, be received; That the recommendations contained in Attachment 1 of Report CAO-018-23, the Municipal Law Enforcement Service Delivery Review, be forwarded to Staff for an implementation plan; That Council endorse the request for a full-time Clerk II position, to be funded out of gapping in 2023, and included in the 2024 budget; That a full-time MLE Officer and a full-time Animal Shelter Clerk I (upgrading current part-time position) be included for consideration in the 2024 budget; and That all interested parties listed in Report CAO-018-23 and any delegations be advised of Council's decision. 8 Page 34 September 11, 2023 General Government Committee Minutes 6.2.7 PWD-007-23 School and Community Safety Zone Traffic Speeds Resolution # GG-153-23 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That Report PWD-007-23 and any related delegations or communication items, be received; That staff be directed to build into the Clarington Traffic Calming Policy the following standards — 40 km/hr on residential streets and 30 km/hr in school zones; and That all interested parties listed in Report PWD-007-23 and any delegations be advised of Council's decision. Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Traill, Councillor Woo, and Councillor Zwart Absent (1): Councillor Rang Carried on a recorded vote (6 to 0) 6.2.9 PWD-010-23 Staffing Requirements for New Municipal Sidewalk Snow Clearing Program Resolution # GG-154-23 Moved by Councillor Traill Seconded by Councillor Elhajjeh That Report PWD-010-23 be received; That the additional staffing resources outlined within this report be approved by Council, with the exception of the Supervisor position, to effectively manage the new level of service, as directed; and That all interested parties listed in Report PWD-010-23 be advised of Council's decision. Yes (1): Councillor Traill No (5): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Woo, and Councillor Zwart Absent (1): Councillor Rang Motion Lost on a recorded vote (1 to 5) 9 Page 35 September 11, 2023 General Government Committee Minutes Resolution # GG-155-23 Moved by Mayor Foster Seconded by Councillor Woo That Report PWD-010-23 be received; That the additional staffing resources outlined within this report be approved by Council to effectively manage the new level of service, as directed; and That all interested parties listed in Report PWD-010-23 be advised of Council's decision. Yes (5): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Woo, and Councillor Zwart No (1): Councillor Traill Absent (1): Councillor Rang Carried (5 to 1) Councillor Traill left the meeting at 2:03 p.m. 7. Items for Separate Discussion 7.1 PWD-009-23 Bowmanville Dog Park Solar Lighting Update Resolution # GG-156-23 Moved by Mayor Foster Seconded by Councillor Elhajjeh That Report PWD-009-23 and any related delegations or communication items, be received; That Council approve the use of $10,000 from the Tax Rate Stabilization Reserve Fund for the removal of all existing solar lights and poles from the Bowmanville Leash Free Park; That Staff be directed to use the existing solar lighting at the Rhonda Park Pathway; That the appropriate source of funding be identified for the reinstallation cost of the solar lighting; and That all interested parties listed in Report PWD-009-23 be advised of Council's decision. Motion Withdrawn 10 Page 36 September 11, 2023 General Government Committee Minutes Resolution # GG-157-23 Moved by Councillor Woo Seconded by Councillor Anderson That Report PWD-009-23 and any related delegations or communication items, be received; That Council approve the use of $10,000 from the Tax Rate Stabilization Reserve Fund for the removal of all existing solar lights and poles from the Bowmanville Leash Free Park; That Staff be directed to use the existing solar lighting at the Newcastle Leash Free Park; That the relocation of the solar lighting for the Newcastle Leash Free Park, be funded from the Capital Works Reserve Fund; That Staff investigate a hardwired lighting system for the Bowmanville Leash Free park and the source of funding for the project; and That all interested parties listed in Report PWD-009-23 be advised of Council's decision. Carried 8. Unfinished Business 10. Confidential Items Closed Session Resolution # GG-158-23 Moved by Mayor Foster Seconded by Councillor Anderson That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing two matters that deals with: • a matter that deals with advice that is subject to solicitor -client privilege, including communications necessary for that purpose; • information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; 11 Page 37 September 11, 2023 General Government Committee Minutes • a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; • a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Carried Councillor Traill returned to the meeting at 2:23 p.m. 10.1 Confidential Memo-001-23 Elexicon Corporation Shareholder Update 10.2 Green Belt Land Update Rise and Report The meeting resumed in open session at 2:50 p.m. Councillor Zwart advised that two matters were discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was passed to provide direction to staff. 11. Adjournment Resolution # GG-159-23 Moved by Councillor Elhajjeh Seconded by Councillor Anderson That the meeting adjourn at 2:51 p.m. Carried 12 Page 38 Cbr• ngton If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Planning and Development Committee Minutes Date: September 18, 2023 Time: 6:30 p.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor S. Elhajjeh, Councillor L. Rang, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Regrets: Councillor G. Anderson Staff Present: J. Newman, A. Tapp, L. Backus, K. Richardson, M. Chambers Other Staff Present: J. O'Meara, L. Preston, T. Ryan 1. Call to Order Mayor Foster called the meeting to order at 6:30 p.m. 2. Land Acknowledgment Statement Councillor Elhajjeh led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Announcements Members of Committee announced upcoming community events and matters of community interest. 5. Presentations/Delegations 6. Consent Agenda Resolution # PD-059-23 Moved by Councillor Elhajjeh Seconded by Councillor Zwart That the items listed in Section 6, be approved on consent in accordance with the agenda. Page 39 Clarington Carried 6.1 Communications 6.2 Staff Reports and Staff Memos September 18, 2023 Planning and Development Committee Minutes 6.2.1 PDS-049-23 - Downing Street & JD Group Sales Pavilion Extension to Lease Agreement Resolution # PD-060-23 That Report PDS-049-23, and any related delegations or communication items, be received; That Council approve the extension of the lease agreement for a sales pavilion on municipal lands at 1485 Highway 2 in Courtice for a period of two (2) years from the expiry date, being May 8t" 2025; That the Director of Planning and Infrastructure Services be authorized to execute the extension of the license agreement with Downing Street & JD Group, the new owners of the adjacent lands, known as the Uplands site, on terms and conditions satisfactory to the Deputy CAO/Solicitor; That no further extensions be granted after this two (2) year period; That the By-law attached to Report PDS-049-23, as attachment 2, be approved; and That all interested parties listed in Report PDS-049-23, and any delegations be advised of Council's decision. 7. Items for Separate Discussion 7.1 Correspondence from Leslie Leonard, Director, Land and Housing, Brookfield Residential and Paolo Sacilotto, Project Manager, DG Group regarding the ongoing Durham Region Infrastructure Delays, Newcastle Zone 1 Reservoir and Zone 2 Pumping Station Resolution # PD-061-23 Moved by Councillor Woo Seconded by Councillor Zwart Whereas on October 25, 2022, the Minister of Municipal Affairs and Housing, issued a Minister's Order to 29 large and rapidly growing Ontario municipalities, including Clarington, to sign a Housing Pledge in order to meet the Provincial Government's target of providing 1.5 million new homes in the next decade (Province ERO bulletin No. 019-6171); and Whereas on February 27, 2023, Clarington Council passed a resolution that the action items in Report PDS-009-23 be endorsed as Clarington's Housing Pledge to support the acceleration of housing supply in Ontario; and 2 Page 40 Claritwn September 18, 2023 Planning and Development Committee Minutes Whereas the action items in Report PDS-009-23 include support of Infrastructure Master Planning: working with Durham Region to align land use planning and infrastructure planning to maximize the efficiency of servicing secondary plan areas to support the construction of new homes; Now therefore be it resolved That Council consider Advancing the Zone Reservoir and Zone 2 Pumping Station in Newcastle; That the Region of Durham report back to Clarington on regional timelines related to advancing the Zone 1 Reservoir and Zone 2 Pumping Station in Newcastle; and That a copy of the Council resolution be forwarded to the Regional Municipality of Durham and the Durham Region area municipalities for information. Yes (6): Mayor Foster, Councillor Elhajjeh, Councillor Rang, Councillor Traill, Councillor Woo, and Councillor Zwart Absent (1): Councillor Anderson Carried on a recorded vote (6 to 0) 8. Unfinished Business 9. New Business - Consideration 10. Public Meetings 10.1 Public Meeting for proposed zoning by-law amendment and proposed plan of subdivision for 75 Single Detached dwellings in Courtice Roland Saunders was present in opposition to the application. Roland expressed concerns that the geological studies only included the land on the south side of Poppyfield Drive. R. Saunders questioned if there will be more environmental studies completed and noted that in the traffic study that the names for street A and street B are reversed. Roland added that 3222 Tooley Road currently has a septic bed on a lot which is allocated for future development. R. Saunders asked if this if this means the sewers on this portion of the road will be extended to the existing properties. Lynda Harlos was present in opposition to the application. Lynda questioned if there has been any water testing done and is concerned with the dampness in the area. L. Harlos stated that Tooley Road is know for flooding and further development will be an issue. Lynda is concerned for the wildlife in the area including owls and endangered brown bats. L. Harlos concluded by noting this is wetland and feels it should not be used for development. 3 Page 41 ClaritwaSeptember 18, 2023 Planning and Development Committee Minutes Ernie Rainbow was present in opposition to the application. Ernie reviewed the staff report and was confused by some of the designs and more specifically the phases and timing of the development. E. Rainbow asked for clarification on which plan to follow. Ernie noted there was previously a 100-foot buffer included in a previous version and asked if this is still being considered. Tom Harlos was present in opposition to the application. Tom noted there was originally a 100-foot buffer on the north-west corner of the development. T. Harlos expressed concern that the proposed development signage was only updated on Tooley Road but not at the end of Poppyfield Drive. Justin Kennedy was present in opposition to the application. Justin noted the septic bed for his home is located on another property. J. Kennedy explained that this was a result of a land severance that happened in 1995. Justin questioned what will happen to the septic bed and if the sewers will get extended. Daria Martchenko was present in opposition to the application. Daria is concerned with the protection of the trees and wildlife including turkey vultures and brown bats. D. Martchenko added that this area is the natural habitat for many species. Daria answered questions from the Members of Committee. Michael Fry, D.G. Biddle and Associates, spoke on behalf of the applicant. Michael provided background information on the application and noted that this land is outside of the Greenbelt and within the urban and built boundaries of the Municipality of Clarington. M. Fry noted that the minimum requirements for the Clarington Official Plan have been met and that the sewer services are planned to be extended to the remaining lots. Michael noted the environmental impacts studies have been completed and the developers respect the wetland buffer. M. Fry added the hydrogeological studies are ongoing and they are working with Staff on a number of outstanding items including updated traffic and hydrogeological studies. Michael thanked the Members of Committee and answered questions. 10.1.1 PDS-050-23 - Public Meeting for a Zoning By-law Amendment for 3124, 3131, 3146, 3164, 3178, 3194, 3202, 3210 and severed lands surrounding 3222 Tooley Road, Courtice Resolution # PD-062-23 Moved by Councillor Woo Seconded by Councillor Elhajjeh That Report PDS-050-23 and any related communication items, be received for information only; 0 Page 42 Claritwa September 18, 2023 Planning and Development Committee Minutes That Staff receive and consider comments from the public and Council with respect to the Draft Plan of Subdivision and Zoning By-law Amendment applications submitted by Baseline Properties Ltd. and continue processing the applications including preparation of a subsequent report; and, That all interested parties listed in Report PDS-050-23 and any delegations be advised of Council's decision. Carried The Public Meeting concluded at 7:12 p.m. 11. Confidential Items 12. Adjournment Resolution # PD-063-23 Moved by Councillor Zwart Seconded by Councillor Traill That the meeting adjourn at 7:13 p.m. Carried R Page 43 Bowmanville Santa Claus Parade Committee Minutes May 8, 2023, 7:00 PM Meeting Room 1A, Municipal Administrative Centre Present: Jonathan Taylor, Chair Kelly Maika, Vice Chair Jennifer Van Huss, Secretary Absent: Counselor Rang Also Present: Rick Bellamy, Crystal Labelle, Michelle Kimmerly Jonathan Taylor called the meeting to order at 7:04 p.m. 1. Land Acknowledgement Statement Kelly Maika led the meeting in the Land Acknowledgement Statement 2. Declaration of Pecuniary Interest There were no disclosures of interest stated at this meeting. 3. Adoption of Minutes Moved by Jennifer Van Huss, seconded by Jonathan Taylor That the minutes of the meeting of May 8, 2023 be approved Carried 4. Business Arising From Previous Minutes - Committee members reviewed the public submissions for the BSCP button contest. The Committee decided to showcase old button designs and encourage new button designs with an increase of awareness on social media. Contest will be extended to July 7, 2023 to encourage more participation. Page 44 Bowmanville Santa - 2 - June, 14, 2023 Claus Parade Committee Moved by Crystal Labelle, Seconded by Kelly Matika That the Bowmanville Santa Claus Parade Committee extend contest date to July 7, 2023 Carried - The Committee will continue to follow up with the town with regards to how we can include The Williams Treaties First Nations and the Eddy Cole Memorial Award in the parade. - The Committee is still waiting on information regarding the new trailer for Santa. 5. New Business (a) Committee members discussed the possibility of including BSCP merchandise (i.e. hats, tshirts, sweaters) to be sold this year as fund raising for the committee. The committee will do more research on cost and design. Moved by Crystal Labelle, Seconded by Kelly Matika That the Bowmanville Santa Claus Parade Committee extend contest date to July 7, 2023 Carried (b) Committee members discussed creating an instagram account for BSCP to increase exposure and awareness of the parade. (c) The Committee discussed the idea of having a Christmas event to help support the local food bank. 7. Date Of Next Meeting The next meeting of the Committee is scheduled to be held on Wednesday, July 12, 2023 commencing at 7:00 p.m. in Committee Room 1A Page 45 Bowmanville Santa - 3 - June, 14, 2023 Claus Parade Committee 8. Adjournment Moved by Jonathan Taylor, seconded by Michelle Kimmerly The meeting adjourned at 8:45 p.m. Carried Page 46 Bowmanville Santa Claus Parade Committee Minutes July 12th, 2023, 7:00 PM Meeting Room 1A, Municipal Administrative Centre Present: Jonathan Taylor, Chair Kelly Maika, Vice Chair Absent: Counselor Rang, Michelle Robin, Jennifer Van Huss, Also Present: Rick Bellamy, Crystal Labelle, Michelle Kimmerly, Catherine O'Hara (representing the Lion's Club) Jonathan Taylor called the meeting to order at 7:03 p.m. 1. Land Acknowledaement Statement Michelle Kimmerly led the meeting in the Land Acknowledgement Statement. 2. Declaration of Pecuniary Interest There were no disclosures of interest stated at this meeting. 3. Adoption of Minutes Moved by Kelly Maika , seconded by Michelle Kimmerly That the minutes of the meeting of June 12, 2023 be approved Carried 4. Business Arising From Previous Minutes - Committee reviewed all button submissions. Unanimous decision that "the 60th Snowman" button be declared the winner. Unanimous decision that the "60 years of magic" digital submission be declared the runner up. - The committee will discuss costs with clothing suppliers and will use the button images on thank you cards. Moved by Crystal Labelle, Seconded by Kelly Matika That the Bowmanville Santa Claus Parade Committee agreed the button winner is the snowman. Carried Page 47 Bowmanville Santa - 2 - July 12, 2023 Claus Parade Committee - The Committee will continue to follow up with the town with regards to how we can include The Williams Treaties First Nations and the Eddy Cole Memorial Award in the parade. - The town confirmed that they will ensure the new trailer for Santa is road worthy. The Committee will begin brainstorming the design of new float - The Merchandise supplier has determined that we can not get writing on the buttocks of pants, but we are able to have writing on both the sleeve and leg. - Michelle will inquire about a printed display for apparel to display at Pancake Breakfast. - All committee members will wear shirts for Pancake Breakfast, one order submitted each committee member will pay for their own item. 5. New Business (a) Christmas in July Pancake breakfast i. Pancake breakfast to be held July 29, 2023 9am-12pm at St. Paul's United Church. Entrance fee will be a donation for local food banks (Salvation Army: 905-623-2185, St. Joe's 905-259-1500, St. Paul's 905-623-7361) ii. Committee members discussed the need contact the local newspaper to print a story with pictures about the pancake breakfast (Kelly to provide contact) iii. Breakfast supplies will be purchased by Kelly and photography supplies will be purchased by Michelle. iv. Access to church early (possibly Friday to set up)- committee must be there from 8-1 v. Pictures with Santa with a Minimum donation of $2 per photo (CASH only) Moved by Crystal Labelle, Seconded by Kelly Matika That the Bowmanville Santa Claus Parade Committee has determined the logistics of the Santa Claus breakfast. Carried (b) Catherine shared link for food safety training: http://www.durham.ca/en/health-and-wellness/food-safety train ing.aspx#Online-training, which all committee members participating will attend. Bowmanville Santa - 3 - July 12, 2023 Claus Parade Committee (c) The Committee discussed handing out Rudolph noses to the crowd to celebrate the 60th anniversary and decided to order 20,000 as soon as possible to ensure arrival for parade Moved by Crystal Labelle, Seconded by Jonathan Taylor That the Bowmanville Santa Claus Parade Committee has determined that we will hand out Rudolph noses and order them ASAP Carried d) The Committee discussed accepting float entries as of September 1, 2023 7. Date Of Next Meeting The next meeting of the Committee is scheduled to be held on Wednesday, August 9, 2023 commencing at 7:00 p.m. in Committee Room 1A 8. Adjournment Moved by Jonathan Taylor, seconded by Rick Bellamy The meeting adjourned at 8:39 p.m. Carried Page 49 Bowmanville Santa Claus Parade Committee Minutes August 9, 2023, 7:00 PM Meeting Room 1A, Municipal Administrative Centre Present: Jonathan Taylor, Chair Jennifer Van Huss, Secretary Absent: Counselor Rang, Michelle Robin, Rick Bellamy, Kelly Maika, Janet Lange Also Present: Crystal Labelle, Michelle Kimmerly Jonathan Taylor called the meeting to order at 7:05 p.m. 1. Land Acknowledgement Statement Crystal Labelle led the meeting in the Land Acknowledgement Statement 2. Declaration of Pecuniary Interest Discussed and Confirmed with Janet Lange that recent social media posts about Santa Claus Parade Float creation for Janet Lange Summer Art & Fun Camp: Christmas in July is for the Janet Lange business float only and has no connection to the Bowmanville Santa Claus Parade Committee. 3. Adoption of Minutes Moved by Jonathan Taylor, seconded by Jennifer Van Huss That the minutes of the meeting of July 12, 2023 be approved Carried 4. Business Arising From Previous Minutes - The Committee reviewed the Christmas in July Pancake breakfast event. Discussed the success of the event and how to improve in future years. They are proud to announce 9 large bags of food and $359 was donated between Bowmanville's 3 local food banks. Donations receipts to be picked up next week. - The Committee secured the purchase of the 20,000 Rudolph noses to the crowd to celebrate the 60th anniversary. - The Committee has contacted Rogers with regards to their participation in the parade. No response as of yet. A Committee Member will follow up again next week. Page 50 Bowmanville Santa - 2 - July 12, 2023 Claus Parade Committee 5. New Business (a) Brainstorming for social media posts - The Committee came up with ideas such as past event photos, countdown to Santa Claus parade, showcase of old buttons, showcase the merchandise available this year etc. to get people excited about the parade and to encourage community involvement. (b) Float Submission - The Committee will start advertising and accepting float submissions as of September 1, 2023. Prior to then, we need to assign a member to be incharge of float submissions, create a database of last year's entries, ensure submission form is working and rewrite the safety guidelines for floats entering the parade (c) Bands for parade - The Committee discussed the budget available for band submissions. It was suggested we donated to three large bands (Toronto Singles, Thrup'nee, and ?), plus four local high schools. The Committee will vote at the next meeting. (d) New Santa Claus Parade Float Design - The Committee discussed the logistics of creating the new float. They are still waiting for the release of it from the town. Once available, the Committee will get together and build the float. 7. Date Of Next Meeting The next meeting of the Committee is scheduled to be held on Wednesday, September 13, 2023, commencing at 7:00 p.m. in Committee Room 1A 8. Adjournment Moved by Michelle Kimmerly, seconded by Jennifer Van Huss The meeting adjourned at 8:22 p.m. Carried Page 51 Clarington If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Active Transportation and Safe Roads Advisory Committee Minutes Date: May 15, 2023 Time: 7:00 pm Location: Microsoft Teams Members Present: Jim Boate, Bark Hawkins Kreps, Ron Hooper, Connor Houston, Hawa Mire, Lori Moore, Richard Oldfield, Rick Stockman Staff Present: Rob Brezina, Lindsey Patenaude, Laila Shafi, Catherine Verhoog Regrets: Councillor S. Elhajjeh, Brad Jakobsen, Bradley Whittle 1. Land Acknowledgement Statement Laila gave the Land Acknowledgement Statement as well as a presentation on the background of the statement. A copy of the Statement will be provided to the committee, and it must be read at the beginning of each meeting. Laila left the meeting at 7:10 p.m. 2. Introduction of Committee Members and Staff Each staff member and then each committee member introduced themselves. Connor announced that he is a member of the Region's Active Transportation Committee and will be able to act as the committee's representative. 3. Committee Orientation Presentation by Lindsey Patenaude, Committee Coordinator, Legislative Services, regarding Committee procedures. 4. Election of Committee Chair and Vice -Chair Jim Boate nominated Rick Stockman for Chair, Rick agreed to stand, there were no other nominations, and Rick was appointed as Chair. Page 116 Page 52 Jim Boate nominated Connor Houston as Vice Chair, Connor agreed to stand, there were no other nominations, and Connor was appointed as Vice -Chair. Rick then took over chairing the meeting at 7:50 p.m. and Lindsey left. 5. Agenda Motion to accept the agenda with the addition of a regional update by Connor under Discussion Items. Moved to approve by Ron Hooper, seconded by Richard Oldfield. CARRIED 6. Discussion Items 6.1 Review and Acceptance of the Committee Terms of Reference Ron indicated that there may be a Durham Regional Police Safety Committee that has Terms of Reference that overlap with this committee. This is to be discussed at the next meeting and Rob will reach out to Traffic staff for more information. Motion to accept the Committee Terms of Reference. Moved to accept by Bart Hawkins Kreps, seconded by Lori Moore. CARRIED 6.2 Document Sharing Overview Rob to follow up with IT to provide an update. 6.3 Road Safety (General Discussion) If the committee members become aware of any traffic concerns or issues, they can forward them directly to Rob as the committee's staff liaison or submit them to Report a Problem - Clarington. 6.4 Bike Month — June 1st to 30t" The Region is providing a platform for municipalities for events and promotions and Connor has requested some swag from them. Here is the link for more information Region of Durham Bike Month. The Region is promoting a Bike Bingo contest, and a region -wide cycling contest using the Smart Commute app, but the Scavenger Hunt is not being held due to the cost for the app but it will be looked at again for next year. Page 216 Page 53 Jim has helped coordinate four walks along different trails across the municipality for each Wednesday in June and he will be reaching out to the members for assistance. Motion to request that Council declare the month of June as Bike Month. Moved by Jim Boate, seconded by Lori Moore. CARRIED 6.5 Clarington Public Library — Summer Reading Club Event The library has reached out to see if the committee is interested in participating in an event during their Summer Reading Week. The afternoon event would focus on the Bike Safety Program and would occur during the first week of July at the library's Courtice Branch. The focus would be on teaching children ages 3 to 12 road safety and general cycling safety including helmet safety and hand signals. Jim has offered to be the liaison for the committee and Ron Hooper will assist as he is member of the Library Board. Hawa Mire left the meeting at 8:30 p.m. 6.6 Family Safety Day - Saturday September 30tn Rick will be the liaison to coordinate with Emergency Services the committee's involvement. He will reach out to other members as needed. 6.7 2023 Active Transportation Infrastructure Construction Schedule and 2023 Project Forecast. Rob gave a short review of the 2023 schedule and forecast. Current projects include Baseline Road Reconstruction from Courtice Road to Trulls Road which includes an urbanization of the road with dedicated cycling and pedestrian infrastructure and is expected to be completed by November this year. The intersection of Highway 2 and Bowmanville Avenue (Regional Road 57) is currently being reconstructed by the Region and includes expansion to a four - lane roadway with a multi -use path (MUP) and urbanization with completion in 2024. The Region's future forecast includes the next phase of the urbanization with an MUP being constructed on the west side from Baseline Road to the CPR bridge and connecting to the MUP that is currently being built. Longer term the MUP will be extended from Stevens Road to Longworth Avenue. Coming soon for public circulation is a re -envisioning of downtown Bowmanville line painting assignments to implement dedicated road cycling lanes. Phase one consists of King Street from Liberty Street to Haines Street being rehabilitated to Page 316 Page 54 include dedicated cycling lanes from Liberty Street to Haines Street. Space for the lanes will be achieved by implementing a road diet for the existing travelled roadway and reclaiming some of the space from where the road is four lanes. A project being undertaken by the Ministry of Transportation (MTO) is the implementation of an MUP on the west boulevard of Mill Street on the bridge over Highway 401 during their bridge rehabilitation. One of the projects for 2024 is the rehabilitation of Darlington Boulevard in Courtice which includes dedicated cycling lanes and will provide connection to a future extension of the Farewell Creek Trail. In 2024 the Region is undertaking the reconstruction of Liberty Street from Longworth Avenue to Concession Road 3, with the implementation of a roundabout at Longworth and Concession 3. The preliminary plan includes a cycle track from Longworth to Bons Avenue, and then an MUP from Bons to Concession 3. Richard's biggest concern is implementing a safe way to travel Highway 2 from Maple Grove Road to Bowmanville Avenue. The sidewalk on the south side of Highway 2 immediately west of Bowmanville Avenue is in terrible shape and needs replacing. Rob indicated that as part of the Region's current project, the temporary asphalt sidewalk is to be replaced with concrete sidewalk. Richard also mentioned that he had heard that at one point a bike lane was going to be put in at the area of the south end of Bowmanville Avenue and the Highway 401 ramp, where the new Petro Canada truck stop is being built. to connect to the waterfront trail. Rob indicated that as part of the site plan requirements for the Petro Canada that the owners will be required to construct an MUP across their frontage. The Ministry is also undertaking an interchange improvement to eliminate the bottle neck of traffic during peak hours, which includes extending the north MUP along Bowmanville Avenue to connect to the waterfront trail. 6.8 Soper Creek — Phase 3 — Public Information Centre — May 16, 2023. Proposed extension of trail north along creek valley to Cotton Street and it is targeted for construction this fall. Link to join Public Information Centre (PIC) meeting: Soper Creek Phase 3 Public Information Centre May 16, 2023 7. Presentations/Delegations 7.1 Active Transportation Master Plan and Wayfinding System Strategy The Municipality is currently in the process of selecting a consultant to develop a plan to address the connectivity challenges with the community's infrastructure. Partly due to largely inaccessible areas for active transportation, the plan is to best determine in a long term 15-year horizon how to fill in those gaps and allow people to utilize active transportation methods to move around the Municipality. Outlining a network improvement plan is the core focus, by looking intensely at our urban cores to identify gaps in infrastructure. The committee should expect to Page 416 Page 55 be involved sometime in August/September to participate in sessions with the consultant to further expand on what the active transportation gaps are. As part of the same plan, a wayfinding strategy will also be developed which will include the physical implementation of signs, other information mediums like digital websites, QR codes on routes etc. Funding of $50,000 has been received from the federal government as part of their Active Transportation Fund and that is what is helping to fund this project. The Region of Durham is also undertaking a similar investigation across the entirety of the Region to ensure a uniform presentation of information for users travelling and navigating through the different areas across the Region. 7.2 Clarington Traffic Map Rob to email link to committee members tomorrow. 8. New/Other Business Jim and Lori both inquired about the painting of the sharrows on West Beach Road where the waterfront trail comes out onto road for about 200m to the dog park. Rob will follow up with the Traffic Division. Lori would like a high-level map of all cycling accesses, multi -use trails, cycling lanes, as well as immediately proposed works. Rob to send link to committee members tomorrow to mapping system that shows all this infrastructure. Richard would like to know what is happening with the request from the committee last year for sharrows on Concession Street West between Liberty Street and Elgin Street. Rob to follow up with Traffic Services. Bart would like meetings in person to be considered in the future. Rick to speak to the Municipality and will send email out to all members and see if there is a consensus and if there are rooms available to the committee. 8.1 Regional Update Connor reported that the Region of Durham's Meadoway Visioning Study is underway to create a large active transportation and greenspace corridor being put through Oshawa, Whitby and Ajax. There is the possibility of extending it into Clarington in the future. The Region is also investigating applying for bike friendly status through Share the Road for the first regional designation. The committee should investigate further. Page 516 Page 56 9. Future Meetings Schedule/Date of Next Meeting The next meeting will take place in August. Rick will send out an email to all members for consensus for what the preferred day would be. Rob indicated that Wednesday or Thursday would probably be best due to Council meetings etc. 10. Adjournment Motion that the meeting be adjourned at 9:18 p.m. Moved by Jim Boate, seconded by Connor Houston. CARRIED Page 616 Page 57 Clarftmn Clarington Diversity Advisory Committee Thursday, May 25, 2023, 7:00 PM Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext 2131 Present: Pranay Gunti Ron Hooper Lyndsay Riddoch Andaleeb Shafi Yasmin Shafi Tenzin Shomar Dione Valentine (until 7:45 p.m.) Also Present: Erica Mittag — Staff Liaison Alison Dee — Clarington Public Library, Museums and Archives Regrets: Councillor Granville Anderson Meera McDonald Aaliyah Ruddock The meeting called to order at 7:05 p.m. 1. Land Acknowledgment Statement • Lyndsay shared Clarington's Land Acknowledgment Statement. 2. Declarations of Interest • There were no declarations of interest shared by members. 3. Review and Approval of the Agenda Moved by Pranay Gunti, seconded by Andaleeb Shafi That the agenda of the meeting of May 25, 2023, be approved. Carried 4. Adoption of Minutes Moved by Pranay Gunti, seconded by Ron Hooper That the minutes of the meeting of April 27, 2023, be approved. Carried Page 58 There was a challenge accessing the minutes online; going forward, minutes can be sent as an attachment. 5. Update from Clarington Public Library, Museums and Archives on Drag Queen Story Time • Drag Queen Story Time — June 10, 2023 at Bowmanville Library Branch — consists of story time followed by short drag performances • Family -friendly event including age -appropriate stories and songs that celebrate diversity and champions inclusion and self-expression • There have been some negative comments on social media from the community • The Library and the event organizers continue to support this annual event to provide a welcoming space for all 6. Community Updates • Anti -Racism and Discrimination Strategy engagemer launched May 23 until June 30, 2023 • National Indigenous Peoples Day event in partnership with Clarington Public Library, Museums, and Archives on Sunday, June 25, 2023 from 12:30 p.m. to 4:00 p.m. • Incident at Clarington Public Library Courtice Branch — a swastika was found in a library book. Library staff are asking for these incidents to be reported who will work to support and reduce incidents • Charles Bowman family portrait restored and displayed in lobby of Municipal Administrative Centre 7. Committee Meeting Schedule • To avoid conflicts with Durham Region's Anti -Racism Task Force meetings, it was suggested to alter the Diversity Committee's meeting schedule to the second Thursday of the month, commencing June 2023. • Agendas can be reviewed to determine if there is business to discuss and a meeting is held (particularly during summer months) Moved by Dione Valentine, seconded by Yasmin Shafi That the meeting schedule move to the second Thursday of the month. Carried 8. Anti -Black Racism Task Force • Continue to recruit members as no applications received. Open until June 30, 2023 Page 59 • Applicants will be considered at July 13, 2023 Committee meeting for appointment 10. Annual Update to Council — Diversity Initiatives • Erica provided an overview of the annual report content • Presentation and report to be shared with Committee members as attachments 11. Diversity Advisory Committee Workplan Discussion • Members brainstormed some ideas and would like to continue their discussion at future meetings. Draft workplan will be shared with Members at their July meeting for further review. • Members suggested that other forms of engagement, outside of social media, be considered and to focus on purpose of messaging and target audience to tailor approach 12.Other Business • None 13. Future Agenda Items • Invitation to Kawartha Pine Ridge District School Board to discuss diversity initiatives • Updated Committee Terms of Reference to be reviewed at an upcoming meeting Meeting adjourned at 7:54 p.m. Next meeting: Thursday, July 13, 2023, at 7:00 PM Hybrid — in -person and / or via Teams Page 60 Clarftmn Clarington Diversity Advisory Committee Thursday, July 13, 2023, 7:00 PM Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext 2131 Present: Councillor Granville Anderson Pranay Gunti Ron Hooper (until 8:15 p.m.) Lyndsay Riddoch Aaliyah Ruddock Andaleeb Shafi Yasmin Shafi Tenzin Shomar Also Present: Erica Mittag — IDEA Officer Regrets: Meera McDonald Lauren Reyes -Grange Dione Valentine The meeting called to order at 7:05 p.m. 1. Land Acknowledgment Statement • Aaliyah shared Clarington's Land Acknowledgment Statement. 2. Declarations of Interest • There were no declarations of interest shared by members. 3. Review and Approval of the Agenda Moved by Pranay Gunti, seconded by Lyndsay Riddoch That the agenda of the meeting of July 13, 2023, be approved. Carried 4. Adoption of Minutes Moved by Pranay Gunti, seconded by Ron Hooper That the minutes of the meeting of May 25, 2023, be approved. Carried Page 61 5. Council Updates • Council on summer recess until September. • Reggae concert was offered to community which had approximately 1,500 participants. • Cricket pitch going in Memorial Park Courtice. • As more and more diverse events and activities are offered in the community, hearing concerns from residents. • Emancipation Day event Tuesday, August 1, 2023 from 4:00 p.m. to 7:00 p.m. at Audley Recreation Centre in Ajax. Offered by the Region of Durham, municipal partners, and community organizations. 6. Community Updates • Kickstart Program open to a wider audience — eligibility has been expanded to reach more people by August 31, 2023. Includes free access to fitness, swimming and skating; women's only swim July 21, activity loan kits. www.clarington.net/kickstart • Throughout the month of June, Clarington & Library, Museums, and Archives staff collected food and clothing donations for Durham Alliance Outreach which provides a food pantry and clothing closet for people to shop in safety for items they need. • Staff also held a donut fundraiser, raising $90 for PFLAG Canada Durham Region. • Jack Saddleback event has been rescheduled to September. Information will be shared with Members who may like to join. • Drag Queen Story Time at Clarington Public Library in June was a success with a good turnout from the community and support from staff counterparts from Ajax Public Library. • Preparing for National Day for Truth and Reconciliation. • Partnering with Durham Community Health Centre (formerly Carea Community Health Centre) to offer a Big Drum Social in Clarington at Garnet B. Rickard Recreation Complex on Saturday, October 21, 2023. 7. Committee Terms of Reference Update • Clerks Department is reviewing and updating all terms of reference for Committees and Boards of Council for consistency and to include Land Acknowledgment provision. • Revisions are being considered by Council in September; would be a good idea for Members to support the revisions. • Members updated language to include meeting would occur without quorum after 15 minutes but no business decisions made; updates only provided. • Question remains about quorum numbers — wording seems ambiguous. Moved by Yasmin Shafi, seconded by Pranay Gunti Page 62 That the updated Terms of Reference are supported by the Diversity Advisory Committee. Carried 8. Anti -Black Racism Task Force • Vacancies identified within Task Force. Applications received from community. • Number of positions was discussed. Moved by Lyndsay Riddoch, seconded by Councillor Anderson That the Task Force membership be increased to nine members. Moved by Ron Hooper, seconded by Pranay Gunti That Carlene Honigan, Nadia Nembhard-Hunt, and Omobolanle Adesanya be appointed to the Anti -Black Racism Task Force. Moved by Yasmin Shafi, seconded by Aaliyah Ruddock That the existing members, Lauren Reyes -Grange, Angela Todd -Anderson and Hawa Mire, be appointed to the Task Force 10. Clarington Anti -Racism and Discrimination Strategy • Public engagement occurred between May 23 to June 30, 2023 • Over 350 recorded responses received; thank you to Committee members for sharing out with your networks. • Three focus groups were held with 24 individuals representing 12 community organizations or agencies that provide programs or services to Clarington residents. • Next steps include data review, develop action plan recommendations, bring drafts back to Anti -Black Racism Task Force, Diversity Advisory Committee and community for concurrence. • Share with Council for their endorsement later in 2023. • Working group meeting Thursday, July 27 at 11:00 a.m. (virtually). Committee Members are welcome to be involved in the next steps. Tenzin Shomar and Yasmin Shafi will be included. Pranay is representing the Anti -Black Racism Task Force. 11. Diversity, Equity, Inclusion and Accessibility Webpage Overview • Yasmin provided an overview of the webpage that is being developed. • Page provides resources to support the identification and actions to take when experiencing racism. • Feedback was received by the Task Force. Committee members added providing Durham Region resource for immediate support in crisis, and provide a Page 63 quick summary of material, look at incorporating technology to provide audio / video of the material. This information could then be utilized by schools and other organizations to support their staff, volunteers, and participants / students. 12. Workplan • Members reviewed the draft 2023/2024 workplan and provided additional details for workplan items. 13.Other Business • Diversity Advisory Committee will not meet in August and will reconvene on Thursday, September 14, 2023 at 7:00 p.m. • Event Booths — would the Committee like a booth at upcoming events: o Emancipation Day, Tuesday, August 1, 4:00 p.m. to 7:00 p.m. at Audley Recreation Centre, Ajax. o Applefest, Saturday, October 14, 9:00 a.m. to 5:00 p.m. (Bowmanville) Moved by Aaliyah Ruddock, seconded by Pranay Gunti That the meeting be adjourned at 8:55 p.m. Next meeting: Thursday, September 14, 2023, at 7:00 PM Hybrid — in -person and / or via Teams Page 64 Clarington Clarington Diversity Advisory Committee Wednesday September 13, 2023 7:00 p.m. to 8:30 p.m. Virtual Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext 2131 Present: Councillor Granville Anderson Pranay Gunti Ron Hooper Meera McDonald Lyndsay Riddoch Andaleeb Shafi Tenzin Shomar Dione Valentine Also Present: Erica Mittag — IDEA Officer Jeannette Whynot — Accessibility Coordinator Regrets: Lauren Reyes -Grange Aaliyah Ruddock Yasmin Shafi The meeting called to order at 7:05 p.m. 1. Land Acknowledgement Statement Andaleeb Shafi shared the Land Acknowledgement Statement. 2. Declarations of Interest No declarations 3. Review and Approval of Agenda Moved by Ron Hooper, seconded by Andaleeb Shafi That the agenda for the September 13, 2023 meeting be approved. Carried 4. Review and approval of previous meeting minutes Moved Ron Hooper, seconded by Lyndsay Riddoch That the minutes of the July 13, 2023 meeting be approved. Carried 5. Introductions Page 11 Internal Page 65 Jeannette Whynot, Accessibility Coordinator, will temporarily support as Erica transitions out of her role after September 15, 2023. Jeannette can be reached at jwhynot ,clarington.net 6. Inclusion, Diversity, Equity & Accessibility Officer (IDEA) Position • Committee invited to share key deliverables, key priorities skills and experience, interested in feedback from this group. Position reports through Clerk's Division so input can be shared by sending an email to clerks ,clarington.net by September 22, 2023, to be considered for inclusion in the hiring process. 7. Councillor Updates — Councillor Anderson Reggae concert was held in July 2023. Cricket pitch to be built in Bowmanville. 8. Community Updates — Erica Mittag Draft Clarington Strategic Plan — public engagement sessions throughout the rest of September, as well as website to take part in online survey with regards to Clarington Strategic Plan: https://www.clarington.net/en/town-hall/Clarington-Strategic-Plan.aspx Jack Saddleback lunch and learn: Two Spirit Champions: There are No Closets in Tipis, to be held virtually on Friday, September 15, 2023 at 12:00 p.m. Erica will send an invite with details. 9. Inclusion Lens • Erica shared presentation on what an inclusion lens is, still needs to be branded by Communications. Once supported by Committee, will be taken to Council for approval. Moved by Pranay Gunti, seconded by Meera McDonald That the Diversity Advisory Committee endorse the Inclusion Lens as presented. Carried 10.Oath of Office • After recent municipal elections in Ontario, the Oath of Office is being reviewed and some municipalities are advocating for some changes. • The Committee was asked to review and discuss their thoughts on proposing changes, including looking at allegiance to the King, recognition of Indigenous Treaties, or incorporation of wording such as used in the moment of reflection. • Truth of Reconciliation and Calls to Action #94 recommended to update mention of Treaties of Indigenous Peoples in Citizenship Oath. • Members will review and will include as a future agenda item for discussion. 11. Next Meeting Date October meeting is changed to Tuesday, October 17 at 7:00 p.m. Expect meeting invite from Jeannette Whynot. Erica will cancel the invites she shared out. Page 12 Internal Page 66 12.Other Business • Applefest Booth — October 14, 9:00 a.m. to 5:00 p.m. (Bowmanville). Please save the date. If a booth is secured, members will be asked to support by coming out for a shift during the day to engage with the community, in partnership with the Accessibility Advisory Committee. 13. Future Agenda Items Looking to grow engagement in Pickleball, partnering with Oshawa Pickleball and Seniors group will hold a session support Big Brothers Big Sisters of Clarington to learn the sport and play https://www.canadahelps.org/en/charities/big-brothers-big-sisters-of- clarington/events/pickleball-2023/. First session September 23, 2023 2-5pm at Diane Hamre Recreation Complex. Pranay asked about Committee Member bios and when they will be posted on the Clarington website. Erica will follow up with Members who have not yet shared. Anti -Black Racism Task Force had a meeting and will have items for discussion on a future agenda. Motion to adjourn moved by Andaleeb Shafi and seconded by Lyndsay Riddoch. Carried Next meeting: October 17, 2023 Meeting format for next meeting to be determined Page 13 Internal Page 67 Clarftwn Accessibility Advisory Committee Minutes, June 14, 2023 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Clarington Accessibility Advisory Committee Minutes for the meeting of June 14, 2023 6:30 p.m. Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Present: Beatrice Kraayenhof Keith Brettell Lesley Scherer Sanja Wirch Sheikh Hossain Councilor Corinna Traill Also Present: Jeannette Whynot, Accessibility Coordinator Regrets: Hawa Mire 1. Call to Order The meeting was called to order at 6:37 p.m. 2. Declaration of Interest None 3. Land Acknowledgement Statement 4. Approval of previous minutes Motion to approve the meeting minutes of April 19, 2023. Moved by Keith Brettell, seconded by Sanja Wirch Carried Page 68 Page 2 5. Committee Work Plan The Committee participated in a roundtable discussion to identify items they would like to incorporate into their workplan. Each member was allowed five minutes to share their priority items. The following items/themes were identified by members: • Providing free, lifetime registration tags for service dogs. • Free parking in Municipal lots, and metered on -street parking, for vehicles with valid accessible parking permits. • Attending festivals and community events to promote accessibility, inclusion through awareness, activities and handouts. Events like MapleFest, AppleFest, Canada Day, etc. • Increase inclusion within recreational programs by offering additional supports for children and adults with disabilities. • Promoting accessibility through professional speakers, events, with local businesses and staff. • Increase accessibility budget to tackle major accessibility barriers. • Provide residents with additional ways to connect with the Municipality and Committee about accessibility concerns/suggestions. • Leverage technology to further support people with disabilities. The Accessibility Coordinator will take this information and create a draft workplan for the Committee to review and approve at their next meeting. 6. Multi -Year Accessibility Plan The Accessibility Coordinator provided an overview of some of the feedback received through the Multi -Year Accessibility Plan survey. The feedback gained through the public survey and the Committee's workplan discussion will help inform the updated plan. The survey is open until June 30t" and a draft will be presented at the next Accessibility Advisory Committee meeting. 7. Adjournment Moved by Keith Brettell and seconded by Sheikh Hossain That the meeting be adjourned Meeting adjourned at 7:59 p.m. Carried Page 69 Page 3 Next meeting: September 27t", 6:30pm Page 70 "Subject to Advisory Committee Approval" ci ffimmil Clarington Task Force for Affordable Housing Committee Meeting Minutes June 14, 2023 If this information is required in an alternate format, please contact the Accessibility. Co-ordinator at 905-623-3379 ext. 2131 Minutes of the Clarington Task Force for Affordable Housing Meeting held in person at 40 Temperance Street, Bowmanville on June 14, 2023, at 7:00 PM. Members Present: Councillor Woo, Wendy Partner, Hawa Mire, Mary Taylor, Paul Wirch, Debra Rose, Janice Conroy, Regrets: Sally Barrie, Ron Hooper, Nakul Roy, Alan Robins, Councillor Rang, Councillor Anderson, Staff Present: Morgan Jones, Principal Planner, Planning & Infrastructure Services. Hebah Masood, Staff Liaison, Planning & Infrastructure Services Opening Wendy Partner welcomed everyone and Committee members and staff made self - introductions. 2 Land Acknowledgement Statement Wendy Partner read the Land Acknowledgement statement and followed up with a description of what the statement means. 3 Business arising - Housing Accelerator Fund Application 3.1 Hebah Masood read Justin Maclean's update to the taskforce: Justin is currently working with the Region of Durham to prepare for a potential submission to the new Housing Accelerator Fund. It is a $4 billion fund created by the Government of Canada, administered through the Canadian Mortgage and Housing Corporation (CMHC). The primary objective of the program is to create more housing supply, with an expected goal of 100,000 housing unit permits being issues (that would not have occurred without the HAF). At this point the application window has not opened are details are not totally clear, but staff are working to determine which type of projects might fit the criteria, including those related to affordable housing. Justin will present to this group at our next meeting once the process is further along as it is expected that any potential application will include an affordable housing element. 3.2 No members had any comments or questions on the update. Page 7q - "Subject to Advisory Committee Approval" ci ffimmil Clarington Task Force for Affordable Housing Committee Meeting Minutes June 14, 2023 4 Business Arising — Review of the Terms of Reference 4.1 Regarding Section 4.1 of the ToR: W. Partner raised concern about non-residents being on the committee, particularly developers. P. Wirch raised the value of diversity on the committee, assuming council still vets who joins the committee. W. Partner stated developers have been invited in the past to speak, but not as committee members. H Mire Stated there's value in having this committee made of members who are residents. There's a difference in having developers come speak versus getting a vote. W. Partner noted that developers' definition of affordable housing is going to be very different from the committee'. D. Rose stated we should define affordable housing for Clarington and how to achieve that. It would be valuable to have the developers' input. W. Partner acknowledged this but stated developer's don't have to sit on the committee. M. Jones suggested looking at other advisory committee's requirements, and that members likely have to be residents. M. Jones and H. Masood to verify if a non-resident would be allowed to sit. Councillor Woo to look at resume of a current member that may work with a developer and is not a resident. W. Partner asked if a shorter version of the test that can be taken for potential candidates. M. Jones and H. Masood looked into the matter following the meeting. At the time of appointments, there was no requirement for committee members to be residents. However it is possible to update the ToR to state members are required to be residents. The Municipality's boards and committees do have this requirement. However, even if the committee's ToR is updated, it will not remove existing committee members that are non-residents. Removal can only be done through Council or if non-resident committee members resign of their own accord. Page 7J - "Subject to Advisory Committee Approval" Clarington Task Force for Affordable Housing ciffboon Committee Meeting Minutes June 14, 2023 4.2 Regarding Section 4.3 of the ToR: The committee came to a consensus to keep this. The term will conclude at the end of 2026. This is when emails will go out to reapply. 4.3 Regarding Section 4.6.4 of the ToR: M. Taylor asked how often the committee would meet with other taskforces W. Partner stated the committee has never met with the other taskforces referenced. Either the Municipality of Clarington's CAO reaches out or A. Robbins coordinates Councillor Woo shared a Durham Region powerpoint regarding targets put together by A. Robbins Brief discussion on this powerpoint. H. Masood has circulated the powerpoint slides. M. Jones mentioned the taskforces referenced still exist, however it is unclear if the CAO is still coordinating between the committee and the referenced taskforces. W. Partner mentioned Councillor Woo should ask Councillor Woo stated it is also an option to designate a person to coordinate such as A. Robbins. The committee came to a consensus to designate a person to coordinate. 4.4 Regarding Section 6.1 of the ToR: W. Partner stated she thought quarterly was decided. Previously the committee met monthly except for the summer. However nothing came out of it and many members were frustrated. P. Wirch stated quarterly didn't seem often enough W. Partner mentioned there was also some frustration from committee members that there wasn't a consistent staff person M. Jones stated H. Masood and Amanda or himself will always be here moving forward. PagN 73 "Subject to Advisory Committee Approval" Clarington Task Force for Affordable Housing ciffboon Committee Meeting Minutes June 14, 2023 Thursday evenings were posed as an option because R. Hooper cannot make Wednesdays. M. Taylor stated she will not be able to make Thursdays due to a prior commitment however she encouraged the committee to pick Thursdays if they work for everyone else. The committee came to a consensus to meet bi-monthly on Thursdays at 7pm. 4.5 Regarding Section 8 of the ToR: D. Rose asked whether the committee should have an annual report or just report when they have an item? W. Partner asked Councillor Woo what council would want? Councillor Woo stated in his opinion the committee should report at least once a year. P. Wirch asked whether it should be more flexible — i.e. just the committee reporting to council in person and giving an update as opposed to something written? Councillor Woo stated it does not have to be written. Or it could be a PowerPoint W. Partner liked this idea and asked Councillor Woo if Council reviews suggestions for initiatives and activities from the committee whether they would be acted upon? Councillor Woo stated it would depend on what the committee is reporting on and how Council can act. He stated it would be good to suggest to council and if it can't be done by council then it would be good to work with A. Robbins to see what can be done at the Regional level. H Mire stated if the committee continues to report on movement over the years and set targets that are measurable it might give a push. If the committee says over the course of 4 years that there's been no movement then it would reflect poorly. Councillor Woo directed towards W. Partner that it was not good that previous members were frustrated by the lack of movement. W. Partner stated there was a point many members thought the committee should dissolve. "Subject to Advisory Committee Approval" Clarington Task Force for Affordable Housing ciffboon Committee Meeting Minutes June 14, 2023 D. Rose stated they would think council would want to see change. W. Partner yes and in a timely fashion The committee came to a consensus to present to council annually. 4.6 Regarding Section 2 of the ToR: P. Wirch asked the other members whether for the first bullet should it say "advocacy" rather than "support." W. Partner stated the committee wants to support council in their decisions P. Wirch stated it is possible to make it more direct W. Partner stated the more direct the better. P. Wirch stated for the fourth bullet they were not sure what the committee would be doing to foster a greater understanding? He was trying to think what actions each of these bullets would lead to and it wasn't clear to him for this one. He also stated he wasn't sure what providing opportunities meant in the fifth bullet. W. Partner stated that it is referring to when the committee previously had booths at festivals and raising awareness about seniors housing and rentals because they were very limited. She stated R. Hooper and herself would go to Beaverton, Coburg and other places where different types of housing were built to see how something similar could be done in Clarington. She stated there will be opportunities like this that arise if any committee members would like to join. P. Wirch stated perhaps the fifth bullet should say "address barriers to affordable housing" W. Partner stated perhaps "to remove barriers to accessible, affordable housing." J Conroy stated the simpler language the better. Councillor Woo stated he liked those changes. The Committee came to consensus on the above changes. Pagg 75 "Subject to Advisory Committee Approval" Clarington Task Force for Affordable Housing ciffboon Committee Meeting Minutes June 14, 2023 5. Other Items — North Village Secondary Plan P. Wirch stated that given that there's a window until July 18, the committee should not mis the opportunity to comment on it W. Partner agreed the committee should comment on it P. Wirch stated the committee can comment on both the policy and whether new developments are meeting affordable housing standards. He also stated there is a meeting regarding the secondary plan June 27tn and comments can be submitted until July 18tn P. Wirch sharing screen with North Village Secondary Plan P. Wirch asked whether the committee should compile comments at this meeting or via email. W. Partner stated comments could be emailed to H. Masood who can then consolidate and circulate. H. Masood to circulate relevant information on North Village Secondary Plan. D. Rose suggested before comments are formally sent that they are circulated to the committee. Discussion among committee members on definitions of affordable, ADUs and lack of diversity of housing options. W. Partner noted that by July 4th all of comments on the North Village Secondary Plan will be submitted to H. Masood to be compiled, circulated, and then submitted. M. Jones will explore the possibility of us being circulated on other commenting opportunities. H. Masood compiled the comments following the meeting and submitted to the Community Planning Department on July 18th. Adjournment: 9:00 P.M. "Subject to Advisory Committee Approval" Clarington Task Force for Affordable Housing ciffboon Committee Meeting Minutes June 14, 2023 Next Meeting: September 14, 2023 — 7:00 pm Following this meeting the Terms of Reference were updated based on the discussion that took place. Following the meeting it was highlighted by the Municipal Legislative Services Department that Section 4.2 should not have the language from the template and the committee should decide if there are specific qualifications they'd like to include. Following this meeting M. Taylor formally resigned from her position on the committee as she cannot make Thursday meetings. Following this meeting H. Masood compiled the committee's comments on the North Village Secondary Plan, which are to be submitted to the Community Planning Department by July 18th. They are subject to approval of the task force at the September 14th meeting. Page 77 **Subject to Advisory Committee Approval** ci ft Clarington Heritage Committee Meeting Minutes /��in June 20, 2023 If this information is required in an alternate format, please contact the Accessibility. Co-ordinator at 905-623-3379 ext. 2131 Minutes of the Clarington Heritage Committee Special Meeting held as a hybrid meeting in person at 40 Temperance Street, Bowmanville and via Microsoft Teams on June 06, 2023, at 7:00 PM. Members Present: Peter Vogel, Steve Conway, Victor Suppan, Jason Moore (ACO), Ron Sproule, Heather Graham, Noel Gamble, Laura Thiel-Convery (Museum), Colin Maitland, Joseph Dalrymple, Steven Lawson, Sher Leetooze (NVDHS), Regrets: Councillor Elhajjeh, Myno Van Dyke (NVDHS), Ron Hooper Staff Present: Sarah Allin, Jane Wang, Planning and Infrastructure Services Guests: George Acorn, Community Services 1 Declaration of Interest There were no disclosures of interest stated at this meeting. 2 Land Acknowledgement Statement P. Vogel read aloud Clarington's Land Acknowledgement Statement. 3 Adoption of Agenda 23.20 Moved by J. Dalrymple, seconded by S. Conway That the Agenda be adopted "Carried" 4 Adoption of Minutes of Previous Meeting 23.21 Moved by J. Dalrymple, seconded by J. Moore That the minutes of May 16, 2023, Clarington Heritage Committee meeting be adopted. "Carried" 23.22 Moved by J. Dalrymple, seconded by S. Conway That the minutes of June 6, 2023, Clarington Heritage Committee meeting be adopted. "Carried" Page 7� - Ciarftwn 5 Delegations/Presentations: **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes June 20, 2023 5.1 George Acorn: Heritage Permit Application; 2020 Lamb Road (Camp 30 — Cafeteria) G. Acorn briefly explained the proposed work for Camp30 Cafeteria building maintenance initiated by the Municipality. The work would temporarily remove and store the chimney in the Cafeteria Building. The chimney will be removed to the roofline level. The full plan for building preservation has not been set out yet. The heritage permit application is submitted for the proactive preparation of future preservation. The structural assessment has been done recently. Removal of part of the chimney would prevent negative impacts on the roof during the maintenance construction and reduce the cost of construction. The Jury Lands Foundation is supportive of the temporary removal of the chimney for maintenance purposes. Committee members asked questions for clarification on the work scope and storage. The graffiti issue will be addressed in future restoration measures. 6 Business Arising 6.1 Heritage Permit Applications 3006 Concession St. E No updates for this application. 6.2 Heritage Permit application: 2662 Concession 8, Bowmanville The property owner provided clarification on the proposed work of the Sawmill building and photos of the current conditions of the building. The proposed work includes rebuilding sliding doors on the west and north side of the building, replacing windows on the west and north sides, installing two support beams and rebuilding the Mortise and tenon on the south-east wall. 23.23 Moved by V. Suppan, Seconded by J. Dalrymple "Carried" That recommends approval of the proposed alterations and Heritage Incentive Grant application for 2662 Concession 8, Bowmanville, as a minor application, subject to rebuilding sliding doors on the west and north side of the building, replacing windows on the west and north sides, installing two support beams and rebuilding the Mortise and tenon on the south-east wall. 23.24 Moved by V. Suppan, Seconded by S. Conway That a Heritage Incentive Grant for the proposed work be supported. "Carried" 6.3 Orono Library update No updates at this time. The railing design proposal will be circulated to the Committee for comments. Pag2 79 Clarington 6.4 Implication of Bill 23 **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes June 20, 2023 The material of Bill 23 implication had been circulated. J. Dalrymple shared the experience of the Ontario Heritage Conference 2023 and conversations regarding interpreting Bill 23. Sarah went through the slides briefly. Staff is developing a work plan to address the implications on the properties listed on the Municipal Register. Public access to the heritage properties information had been provided on the website: Heritage Inventory - Clarington. The Clarington Official Plan review is underway. The Committee will be provided with the opportunity to comment regarding heritage policies, Heritage Conservation Districts, and other subjects. 6.5 2022 Motion Update The list of 2020 Motions has been circulated to the Committee members. The committee discussed the items on the motion list. Staff provided a few updates for motion items: 2656 Concession 4, the house relocation was not pursued. The condition of the property raised concerns. 156 Church Street: the drawings with the revised design were requested. 98 concession road will be on the plan to proceed with the designation. The tunnel of Camp 30: required appropriate commemoration. 340 Highway 2: The property can be accessed through the adjacent property owned by the Municipality. Let staff know when a site visit might take place. The Tree list: information needs to be provided on the website. 1800 Rudell Road: HIA recommended relocating the building on the property. The designation of a few properties needs to be moved forward. The registration at Ontario Trust needs to follow up. 23.25 Moved by V. Suppan, Seconded by S. Leetooze That requires additional resources to staff for proceeding designations of properties evaluated by the Committee in the past two years. "Carried" 7 Project Reports 7.1 Municipal lnventory/Register: 45 Raynes Avenue: V. Suppan submitted a complete evaluation and materials of the Goodyear site. It was indicated that the fish ladder and dam were also historically significant. The Committee further discussed the appropriate approach **Subject to Advisory Committee Approval** ci ftw Clarington Heritage Committee Meeting Minutes ffn June 20, 2023 to designate the Goodyear site. Staff had prepared the report for the Council regarding the Notice of Intent to Demolish received for the property to be presented to Council on June 26th. Committee members discussed potential properties to be evaluated by the sub- committee. 7.2 Outreach/Education Sub -committee: Heritage Information Station Project: No update Heritage Barn Project: No update 8 Correspondence and Council Referrals: None 9 New Business: 9.1 Heritage Permit Application: 14 Concession St. W The property owner proposed to repair and replace with the aluminum soffit and facia to prevent wild animals from getting into the house. 23.26 Moved by J. Dalrymple, Seconded by C. Maitland That recommends approval of the proposed alterations and Heritage Incentive Grant application for 14 Concession St. W, as a minor application, subject to repair and replacement with aluminum soffit and facia to the extent necessary to prevent the wild animal's entry. 23.27 Moved by V. Suppan, Seconded by S. Conway That amends motion 23.26 that repairs and replaces the facia only to the extent necessary to prevent the wild animals' entry. "Carried" 9.2 2020 Lambs Road (Camp 30 Criteria Building) 23.28 Moved by J. Dalrymple, seconded by J. Moore That the Committee supports the alterations proposed by the Heritage Permit Application (File No. HPA 2020-OXX) and considers the application to be minor and subject to the approval of the Director of Planning and Infrastructure Services. 23.29 Moved by V. Suppan, Seconded by S. Conway That amend motion 23.28 that the brick pattern and dimension of the chimney be recorded prior to the temporary removal. "Carried" am Clarington 9.2 other items **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes June 20, 2023 Sarah shared that an air conditioning unit is being installed at Waverley Place, as it is necessary to bring humidity levels down in the building. This was shared for the Committee's information. V. Suppan suggested establishing a connection with the Metrolinx Heritage Committee. A heritage permit application was received for the Camp 30 property proposing the demolition of the triple dorm building. Staff is reviewing the application. The Committee will be updated on the process application and the application will come before the Committee for its consideration. 10 Other Committee Updates: None 10.1 Bowmanville, Orono and Newcastle CIP: None 10.2 ACO — Clarington Branch: None 10.3 NVDHS: None 10.4 Museum: None 10.5 Heritage Conservation District: a member of the Heritage Committee is required to sit on the board of the Heritage Conservation District. The matter will be discussed in the next meeting. 10.6 Wilmot Creek Heritage Park: requested the water flow reattached to the Belmont house. 11 Standing items: 11.1 81 Scugog Street: The property had been sold. It remains in standing items. 11.2 Fletcher Tree: 11.3 Tollhouse plaque Adjournment: 9:50 p.m. Next Meeting: September 19, 2023, 7.00 p.m. NEWCASTLE COMMUNITY HALL 1923 - 2023 NEWCASTLE COMMUNITY HALL BOARD Meeting Tuesday June 20 2023 Council Chambers 7 PM Present Were: Crystal Yaki, Chair Peter Martin Sharon Grant -Young Janeen Rowsell Barry Carmichael W. Woo, Regional Councilor Also Present: Gabrielle Bell, Secretary Kevin Symak, Custodial/Maintenance Lindsey Patenaude Erica Mittag 1. LAND ACKNOWLEDGEMENT The Newcastle Community Hall is situated within the traditional and treaty territory of the Mississaugas and Chippewas of the Anishinabeg known today as the Williams Treaties First Nations. Our work on these lands acknowledges their resilience and their longstanding contributions to the area now known as the Municipality of Clarington. Presented by E. Mittag Page 83 2. BOARD/COMMITTEE ORIENTATION — Municipality of Clarington L. Patenaude and E. Mittag 3. A/C REPORT — Municipality of Clarington — C. Yaki 4. APPROVAL OF AGENDA Motion by, seconded by That agenda is approved as presented with addition of Christmas Dinner — J. Calder-Rowsell "CARRIED" 5. APPROVAL OF MINUTES Motion by, seconded by That May minutes are accepted as circulated. "CARRIED" 6. CUSTODIAL REPORT — Kevin Symak 7. BUSINESS ARISING —C. Yaki a) Curtains b) Roofing Project 6. FINANCIAL REPORT Motion by J. Rowsell, seconded by P. Martin That financial report is accepted as circulated "CARRIED" It is noted that the $1000.00 donation from Horticulture Society is included in the $2500.00 budget line for garden. This line item has not been increased to $3500.00. Purchase of computer for custodial use has been approved up to $1000.00 7. INVOICES N/A 8. CORRESPONDENCE a) Thank you note received from S. DeJong 9. 100TH COMMITTEE UPDATE — C. Yaki - BIA 1001" banners have been installed - On The House magazine has come out (reaching 7000 homes) Celebrating 100 Years Newcastle Community Hall. This was a collaboration with Newcastle Historical Society and the magazine. - Board members have been asked if they will be participating on July 29 10XILLAGE CONCERTS — J. Calder/G. Bell - Band schedule has been circulated and posted on Facebook - We are grateful for the sponsorship received and have met budget requirements. - Investigating possibility of having a wine/charcuterie area in the patio - In discussions with Newcastle Lions Club to have a 50/50 draw at concerts and host a BBQ one evening. 11.HOTEL CALIFORNIA — G. Bell The evening was a great success, 294 tickets were sold. Thank you to all the volunteers and Board members that came out to help the day of. Special thank you to Kevin and Janeen for being there from beginning to end. Student volunteers were great to have for set up the day prior. Martinis were once again well received. Hors d'oeuvres were delicious — Touch of Glass and Linens did a wonderful job preparing and serving. Ron Strike was recognized throughout the evening for sponsoring the food. He also donated 2 Blue Jay tickets to be auctioned off. Board discussed changing band as it has been 10 years with Hotel California. April 27 2024 has been set aside for next year's concert. 12.GARDENS K. Symak noted the watering system will be turned on this week. C. Yaki has sent a thank you letter to the Horticulture Society for their donation. An email has been sent to garden contractor asking if they will do edging of gardens. Page 85 P. Thexton reported 6 pots of spring bulbs (daffodils) have been added for next year. Work on gardens will start 3rd week of May at which time some plantings will be moved and some added. Mulch and additional soil are planned. Suggested a stone of sorts to be added to north side garden to acknowledge Horticulture Society members. C. Yaki noted there is a bench in the parkette dedicated to past, present and future Horticulture members. 13.NEW BUSINESS a) K. Symak and Councilor Woo have spoken with Region Bylaw for garbage and confirmed we do have a 4 bag/pail limit on Tuesday and Thursday each week. The officer informed K. Symak the hall has had 7 warnings in the past about excessive garbage and could lead to a fine if it continues. Garbage may only be put out on Hwy 2. There is no limit to green and blue bin. Any bags/pails beyond 4 will have to be tagged at b) extra cost of $2.50 per bag/pail. J. Rowsell has also called region and been told the BIA area has unlimited garbage pickup. Motion to adjourn by S. Grant -Young at 8:30 pm '� Newcastle Memorial Arena Management Board Municipality of Clarington Minutes ofMeetin,- - Tuesday, Auzust 8, 2023 (Via Microsoft Teams) Not vet approved by the Board In Attendance — Dave Bouma - Chair Gary Oliver — Vice Chair Shea -Lea Latchford, Omar Patel, Todd Taylor, Sue White, Councillor Margaret Zwart Regrets — Jim Vinson Meeting opened at 7:03 p.m. with the Land Acknowledgement 1. Agenda - Motion #23-018 Moved by Todd Taylor, seconded by Gary Oliver THAT: The Agenda be accepted. CARRIED 2. Acceptance of Minutes - Motion #23-019 Moved by Todd Taylor, seconded by Sue White THAT: The minutes of June 13, 2023, (no quorum at July's meeting) be approved with the following amendment: Waiting for follow up regarding liability insurance coverage. CARRIED 3. Financial Report — Todd reported there have been no changes to the quarterly report since our last meeting but was open to questions. 4. Risk Management — No report at this time. 5. New Business: Construction Update — The pouring of the concrete floor is complete, and we seem to be on schedule. Decisions will have to be made on a score board and the stencil for centre ice. The extra dressing rooms and the accessible washroom are complete. Page 87 2. Advertising Sub -Committee: Sue White and Omar Patel will form a sub -committee and will speak with Beacon Heights Business Solutions for direction on advertising for the arena. 6. Round Table — A round table discussion followed. 7. Adiournment - The meeting was adjourned by the Chair at 8:28 p.m. Next Board Meeting — Tuesday, September 12, 2023 - (In Person) Newcastle Memorial Arena Management Board Municipality of ClarinVon Minutes of Meetinz — Tuesday, September 12, 2023 (Via Microsoft Teams) Not vet approved by the Board In Attendance — Dave Bouma - Chair Gary Oliver — Vice Chair Shea -Lea Latchford, Todd Taylor, Councillor Margaret Zwart Regrets — Sue White Absent: Omar Patel, Jim Vinson Meeting opened at 7:03 p.m. with the Land Acknowledgement Agenda - Motion #23-020 Moved by Todd Taylor, seconded by Councillor Margaret Zwart THAT: The Agenda be accepted. CARRIED 2. Acceptance of Minutes - Motion #23-021 Moved by Gary Oliver, seconded by Todd Taylor THAT: The minutes of August 8, 2023 be approved as presented. CARRIED 3. Financial Report Todd reported we will have a positive balance for when we reopen. 4. Risk Management — No report at this time. 5. New Business: Construction Update — Ken Ferguson has scheduled a meeting for September 18, 2023, for an update. The meeting will take place at the Tourism Building and for those unable to join in person there will be an opportunity to join virtually. 2. Advertising: Deferred until the next meeting. Ice Rates: Motion #23-022 Moved by Councillor Margaret Zwart, seconded by Gary Oliver THAT: The ice rates will increase by 2.5% for the 2023-2024 season. CARRIED "In Camera" — An "In Camera" session was held, and the minutes forwarded to the Clerks Department under separate cover. 6. Round Table Discussion- A round table discussion followed. 7. Adjournment - The meeting was adjourned by the Chair at 8:35 p.m. Next Board Meeting — Tuesday, October 10, 2023 - (Location to be determined) Page 90 * Subject to Advisory Committee Approval * Agricultural Advisory Committee of Clarington Meeting Minutes Date: Thursday, August 10, 2023 Time: 7:30 p.m. Location: Microsoft Teams or Meeting Room 1 C, Municipal Administrative Centre 40 Temperance St., Bowmanville, Ontario Members Present: Tom Barrie, Ryan Cullen, Eric Bowman, Jordan McKay, Brenda Metcalf, John Cartwright, Craig Rickard, Henry Zekveld (Chair), Councillor Zwart Regrets: Richard Rekker, Jennifer Knox, Mitch Morawetz (DRFA) Staff Present: Amy Burke, Sylvia Jennings — Planning and Infrastructure Services Guests: Allison De Vos — Invest Durham 1. Welcome and Introductions Henry Zekveld welcomed all to the meeting, with introductions. 2. Land Acknowledgement Statement Henry Zekveld recited Clarington's Land Acknowledgement Statement. 3. Declarations of Interest None 4. Approval of Minutes of June 8, 2023 Amendment to the June 8, 2023 minutes was identified. Tom Barrie volunteered for Vice -Chair. 023-012 Moved by Eric Bowman, Seconded by Tom Barrie That the minutes of the June 8, 2023 meeting, as amended, be approved. Carried 5. Presentations / Delegations 5a. Presentation by Ben Earle, CEO of Feed the Need Durham, Regarding Food Insecurity and Local Food Systems in Durham B. Earle presented to the Committee regarding Feed the Need in Durham, its evolving role throughout the pandemic, and potential opportunities for collaboration with Durham's agricultural sector. Feed the Need is a regional food hub supplying food to about 65 emergency food providers. B. Earle described Feed the Need's Agricultural Advisory Committee of Clarington August 10, 2023 Page 91 role in the food supply system including its partnerships with food suppliers, donors, and food banks, soup kitchens, etc. The demand for Feed the Need's services is growing, with approximately 15% of Durham residents experiencing some form of food insecurity. There has been a 48% increase in the number of people accessing the organization's network of food banks in the last year. The organization is increasingly focusing on fresh food including meat, milk, eggs, and produce. Those experiencing food insecurity are often unable to access local food due to lack of means of access to farmers market, or unaffordability. Feed the Need in Durham is seeking increased residents' access while also supporting local producers. Partnerships with farmers and organizations like Egg Farmers of Canada and the Ontario Milk Program have been essential to this goal. The organization is continuing to look for mutually beneficial partnerships with food producers and residents, such as a recent launch of a CSA pilot project. Feed the Need is also launching a food innovation lab with local post -secondary institutions to find creative solutions to food insecurity that work with the local agriculture system. B. Earle answered various questions from the Committee. He explained that the organization is always looking to collaborate more with local farmers, and that the greatest need is fresh food or pantry staples. He noted that Feed the Need does purchase fresh food, particularly milk and eggs, and is not solely looking for donations, but that they can provide Food Donation Tax Credits to farmers. Clarington residents seeking food resources can seek out food banks in the urban areas within Feed the Need's network. He noted that the majority of funding is from corporate or personal donations, with the organization's budget expanding from less than $500,000 prior to the pandemic to now close to $2.5 million annually. Henry thanked Ben for his presentation. Following the presentation, Committee members discussed various opportunities for integrating agriculture into land use planning, local schools, and the urban environment. The Committee suggested greater integration would foster awareness, support food security, and create a stronger connection between the urban and rural parts of the community, ultimately strengthening Clarington's identity. The Committee will further explore these themes as part of Official Plan Review discussions. 6. Business Arising from Previous Meeting 6a. Bowmanville Farmers Market Update — Ryan Cullen R. Cullen provided an update on ongoing talks with organizers and vendors of the Bowmanville Farmers Market. In follow up to the previous discussion with the group, R. Cullen met with the organizers and spoke to vendors of the Market regarding the concerns heard by the Committee. He spoke about how organizers and vendors should ensure they're transparently communicating about the products that are sold at the farmers markets. He emphasized the need for more transparency and Agricultural Advisory Committee of Clarington August 10, 2023 Page 92 education of market organizers and vendors to ensure there is mutual respect between food producers and vendors to ultimately support local agriculture in Ontario. 6b. Initiation of the Official Plan Review — release of Discussion Paper (www.clarington.net/OPReview) and Report PDS-048-23 — A. Burke A. Burke reported that the Official Plan Review was officially launched at a Special Meeting of Council on June 27, 2023. As part of the launch, a Discussion Paper and related Discussion Questions were released to start the conversation about what should be explored as part of the Official Plan Review. Next steps include the selection of a project consultant and development of consultation and engagement plan. Initial engagement with the Committee by the Project Team will follow, likely in early 2024. The Committee concluded that they would work through the Discussion Questions over the course of the remaining 2023 meetings, providing early input into the process. 7. Communications The following communications items were circulated as part of the meeting agenda and provided for information: • Municipal comments on the Proposed Provincial Planning Statement and Bill 97 (Helping Homebuyers, Protecting Tenants Act, 2023) (Report PDS-037- 23) • Economic Development Initiatives (Report PDS-045-23) — June 27, 2023 • Durham Agricultural Advisory Committee Resolution Regarding City of Pickering — Backyard Chickens in Pickering — June 28, 2023 (Letter) • Durham Agricultural Advisory Committee Terms of Reference and 2023 Workplan — June 28, 2023 (Report #2023-P-16) • Bowmanville Avenue (Regional Road 57) and Regional Road 3/ Concession Road 8 in the Municipality of Clarington — Notice of Road Closure — July 10, 2023 • Invitation to DAAC 2023 Farm Tour 8. Liaison Reports 8a. Durham Agricultural Advisory Committee — T. Barrie T. Barrie shared updates. The DAAC farm tour is on September 21, 2023. Those interested are encouraged to sign up soon, as spots are filling up. 8b. Durham Region Federation of Agriculture — M. Morawetz No updates. 8c. Durham Farm Connections — B. Metcalf B. Metcalf shared updates. The All About Farming trailer will be at the Canadian National Exhibition. Most volunteering spots are now filled, but B. Metcalf can be Agricultural Advisory Committee of Clarington August 10, 2023 Page 93 contacted if individuals are interested in future volunteering. A second trailer has been acquired through grant funding and will debut at the Blackstock Fair on August 26, 2023. 8d. Durham Agricultural Economic Development Update — A. De Vos A. De Vos shared updates. Invest Durham is currently in the process of hiring a coordinator to support the Durham Farm Fresh and Durham Farm Connections programs. Invest Durham is also gathering information related to On Farm Diversified Uses to ensure area municipalities can incorporate best practices into their Official Plan reviews. They will also be helping with the DAAC farm tour. 9. New Business 9a. Discussion on Draft 2023 / 2024 Work Plan — C. Rickard The working group formed at the last meeting worked to create a one -page draft Work Plan for the Committee to consider. C. Rickard described the thought process and general goals of the Work Plan. The Committee discussed key topics that are included on the work plan including agricultural connections to the waterfront, On Farm Diversified Uses, and interaction between agriculture and active, urban uses. The Committee decided to create a shared document that they could comment on before the next meeting, and to ultimately finalize the Work Plan at the next meeting, or the following one. The work plan will form the basis for the annual Committee update to Council. Planning for the 2023 annual update will begin at the November Committee meeting. 9b. Rodenticides — C. Zwart C. Zwart discussed with the Committee a concern from a community member regarding rodenticides. The community member brought forward a resource regarding the issue which was shared with the Committee in advance of the meeting. The Committee discussed the comparative advantages and disadvantages of rodenticides and noted that rodenticides serve a valuable purpose, and there is a lack of effective, viable alternatives. They advised that rodenticides are sometimes a required component of inspections including the Egg Farmers of Canada audit. The Committee suggested that there may be some appropriate regulations such as expanding the types of rodenticides that require a license to obtain, or restricting access to older, potentially more dangerous technology. 10. Other Business 10a. Council Strategic Plan Survey A draft Council Strategic Plan has been released by the Municipality. A survey has recently been released to collect feedback from residents and businesses. More information and a link to the survey is available at the project webpage (Council Strategic Plan). The survey is open until September 30, 2023. 11. Date of Next Meeting October 12, 2023 Agricultural Advisory Committee of Clarington August 10, 2023 Page 94 12. Adjournment The meeting adjourned at 9:20 p.m. Agricultural Advisory Committee of Clarington August 10, 2023 Page 95 Clarington 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: Council Date of Meeting: September 25, 2023 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO File Number: Report Number: FSD-035-23 Resolution#: By-law Number: Report Subject: South Bowmanville Recreation Centre Funding Recommendations: 1. That Report FSD-035-23, and any related delegations or communication items, be received; 2. That Council provide direction on the preferred option and associated actions as presented in this report: a) Option 1 — Twin Pad Arena/Aquatic Centre/Gymnasium/Walking Track/Multi- Purpose Rooms/Outdoor Skating Rink • That Council approve Option 1, as outlined in this report; • That Council approve the revised project cost $152,907,629 to be funded through debenture funding at the discretion of the Deputy CAO/Treasurer; b) Option 2 — Aquatic Centre/Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking track/Outdoor Skating Rink • That Council approve Option 2, as outlined in this report; That Council approve the revised project cost of $90,218,381 to be funded through debenture funding at the discretion of the Deputy CAO/Treasurer; c) Option 3 — Twin Pad Arena/Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink • That Council approve Option 3, as outlined in this report: • That Council approve the revised project cost $124,134,989 to be funded through debenture funding keggiscretion of the Deputy CAO/Treasurer; Municipality of Clarington Page 2 Report FSD-035-23 d) Option 4 — Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink • That Council approve Option 4, as outlined in this report; • That Council approve the project cost of $64,837,402; That per Resolution #GG-072-22, Option 4 be funded in the amount of $65,000,000 as included in the 2022 capital budget will be financed through debenture; 3. That the CAO be given delegated authority to negotiate a revised proposal with Colliers Project Leaders for project management services for the project; 4. That the Outdoor Skating Rinks identified in Report FSD-035-23 be approved to a maximum of $8,000,000 and that the Deputy CAO/Treasurer is authorized to make an application to the Region of Durham for the necessary debentures for both the Outdoor Skating Rinks and the South Bowmanville Recreation Centre, such terms at the discretion of the Deputy CAO/Treasurer not to exceed 20 years in any single issue; 5. That the Deputy CAO/Treasurer is authorized to split the debenture into phases at their discretion and in consultation with the Region of Durham 6. That the CAO be given delegated authority to award contracts for the construction of the two outdoor skating rinks, given an upset budget of $8,000,000; and 7. That all interested parties listed in Report FSD-035-23, and any delegations be advised of Council's decision. Page 97 Municipality of Clarington Report FSD-035-23 Report Overview Page 3 This report is seeking direction from Council on the preferred plan to develop, design, and construct the new South Bowmanville Recreation Centre (SBRC). The intent is to provide a variety of options that will best address the recreation and leisure needs of our residents while at the same time considering both the capital project and preliminary operating budget costs of each option. This follows the approval to pause the project in February 2023 due to construction market challenges, rising interest rates and some uncertainty as to what specific amenities are needed to serve all residents of Clarington. All options presented include the necessary amenities to address the immediate need for program and activity space for registered and drop -in programs in Bowmanville. This will be achieved by constructing a large double gymnasium, indoor walking track, and multi -use program/activity space. The options presented also include the construction of a refrigerated outdoor skating rink, as requested by Council in February 2023. It is the recommendation of staff that when considering the options outlined in this report, Council do so with the intention of finalizing the indoor facility expansion at the South Bowmanville site. This would allow Council to focus any future indoor development recommendations arising from the Parks, Recreation and Culture Master Plan (PRCMP) that is currently underway. While the options provided in this report will serve the recreation and leisure needs of the residents of Bowmanville, there is also a benefit for residents across the Municipality. Staff are also seeking approval for the proposed outdoor skating rink plan to construct refrigerated outdoor rinks at Courtice Community Complex (CCC) and Diane Hamre Recreation Complex (DHRC). The project would see the CCC rink operational for November 2024 and the DHRC rink operational for November 2025. 1. Background 1.1 At the February 27, 2023, Joint Committee meeting, Report CAO-006-23 was presented. The recommendations included pausing the SBRC project, expediting the PRCMP to better inform the needs of the community, and directing staff to prepare the design and costing for the construction of outdoor refrigerated skating surfaces to be located centrally, westerly, and easterly within Clarington. 1.2 This decision was primarily based on the rising cost estimates for constructing the proposed facility due to construction market challenges and the rising debenture debt borrowing costs. Municipality of Clarington Report FSD-035-23 Page 4 1.3 At its meeting on January 31, 2022, the Committee approved the construction of a swimming pool, twin pad arena, gymnasium and associated administrative space (excluding library, wellness centre and multi -purpose community space) to be built in a single-phase and debentured at an estimated cost of $65.1 million. 1.4 A debenture was issued in June 2022 for $26.4 million, with interest ranging from 3.35 percent to 4.75 percent, representing $20 million for the South Bowmanville project. An additional debenture was planned to be issued in 2023 or 2024 for the balance of the project cost. 2. Parks, Recreation & Culture Master Plan (PRCMP) 2.1 The 2023 budget approved funding for completing Clarington's PRCMP. The Master Plan will provide Council and staff with a guide to make decisions towards 2036 when Clarington is expected to reach 162,640 residents, which is a growth of 60% compared to the 2021 Census population of 101,427. Existing and projected population projections, utilization and participation data, facility provision levels and trends, and community consultations will form the foundation of the Master Plan. 2.2 Staff have initiated this work with Monteith Brown Planning Consultants (MBPC), and the Plan is expected to be completed in September 2024, with significant findings and recommendations presented to the working group in May 2024. However, we have discussed this report and the proposed options with MBPC, and they have provided some comments for our consideration. 2.3 Based on previous studies completed for Clarington and their understanding of projected growth and associated recreation and leisure trends, MBPC observed that the proposed gymnasium, walking track and multi -purpose program and activities spaces in all four options have merit. 2.4 At this time, it would be premature for MBPC to provide a conclusive opinion on constructing indoor ice pads and/or swimming pools. This level of analysis will form part of the PRCMP work. However, based on their previous work with the Municipality, they are aware that we currently operate two older facilities, Darlington Sports Centre, and the Alan Strike Centre. As we will state in this report, any decision on these amenities will trigger consideration of a review of the viability of these two facilities in our longer - term plans. 3. Facility Project Options Option #1 — Twin Pad Arena/Aquatic Centre/Gymnasium/Walking Track/Multi- Purpose Rooms/Outdoor Skating Rink Page 99 Municipality of Clarington Page 5 Report FSD-035-23 3.1 This option generally represents the facility development plan that was approved by Council in the 2022 capital budget. Additionally, this option includes the addition of a refrigerated outdoor skating rink. This addition addresses the direction from Council to locate one of the three outdoor rinks centrally in the municipality. 3.2 Currently, the Municipality operates five arena pads; there are two additional board - operated single -pad arenas in Clarington. If Council approves this recommendation, staff, with the assistance of the findings in the PRCMP report, will assess the mid to longer -term demand for ice across the Municipality. 3.3 In 2010, a major renovation was completed on the Darlington Sports Centre. The objective at the time was to extend the arena's useful life for 10-15 years (to 2025). If it is determined that the demand for ice time is diminishing, staff will consider re - purposing this facility to non -ice activities. By operating the facility as a year-round "dry pad," we can facilitate lacrosse, ball hockey, pickleball, and other uses. This type of operation would generate floor rental revenue for 12 months, with a reduction in the facility's annual operating costs. Any operational savings will help offset the tax levy impact of the new facility. 3.4 With the construction of a new aquatic facility in South Bowmanville, the continued operation of the Alan Strike Aquatic & Squash Centre will need to be reviewed. Again, the findings in the PRCMP will be critical to this review, and staff would be considering re -purposing this facility for other recreation and leisure activities. Any operational savings will help offset the tax levy impact of the new facility. 3.5 This facility plan will effectively address Bowmanville's lack of programming space. The lack of facilities results in minimal registered and drop -in programs for our residents. With access to school gymnasiums a programming challenge, especially post - pandemic, there is only one full-sized gymnasium in Clarington. This deficiency was noted in the 2017 Indoor Facilities Development Strategy and has only worsened as our population has grown. 3.6 The same situation exists for indoor programs and activity spaces in Bowmanville. Currently, staff program preschool, children, and fitness activities in the community hall at the Garnet Rickard Complex. The space is not ideal for this type of programming and, with the other competing needs of the space for events, cannot satisfy our residents' growing demands. 3.7 The refrigerated outdoor skating rink will provide a unique opportunity for our residents to enjoy an extended outdoor skating season that would ideally operate from late November into March. For the remainder of the year this space would be an ideal location for other outdoor activities such as markets and pickle ball. This "civic square" will be a focal point for the entire facility. Page100 Municipality of Clarington Page 6 Report FSD-035-23 3.8 The following capital project costing and preliminary operating budget information is provided: Capital Costs LA Estimated Project Budge Design Services (8.6% of Construction/Site Development) Project Management Construction Site Development IWIW $11,438,000 Construction Contingency (2.5 % of Construction Cost/Site Development) Furnishings, Fixtures & Equipment Net HST (1.76%) Notes: 500,000 125,000,000 M-111111TIT11 IJI11 3,325,000 2,000,000 Sub -Total $150,263,000 2,644,629 Total $152,907,629 1. Due to site constraints, construction of a new indoor soccer dome is not feasible with this option, existing indoor field will be maintained. 2. Indoor walking track to be integrated into gymnasium design. 3. This option would fill out the northern piece of this property and would not accommodate future indoor development. Operating Costs: Page 101 Municipality of Clarington Page 7 Report FSD-035-23 3.9 The following assumptions were used in determining this preliminary operating budget: • Twin pad arena will operate year-round and will provide additional ice to existing users as well as accommodate new users. • Introduction of learn to skate program and expansion of public skating schedule. • Existing indoor soccer field will remain, with some growth expected. • Swimming pools will accommodate lessons, public swimming, and swim club rentals. • Gymnasium and program/activity space will generate rental revenue and accommodate recreation, older adult, and fitness programs. • Facility will accommodate an expanded summer camp program and better integrate the outdoor spaces. • Revenue from facility name rights or sponsorships has not been factored into the budget at this time. • Full-time Facility Supervisor, Aquatic and Recreation Programmers will be located in this facility. • Facility will operate seven days per week from 6am — 12am and will be adequately staffed with qualified full-time operators. • Customer service staff will be scheduled, as needed, during facility operating hours. Revenues Facility Rental Revenues Program Revenues Other Revenues Facility Capital Surcharge Total Revenue Expenditures $1,202,000 845,900 75,000 175,000 $2,297,900 Page102 Municipality of Clarington Report FSD-035-23 Page 8 FT Salaries, Wages, Benefits 11275,700 PT Salaries, Wages, Benefits 1,455,600 Materials & Supplies 136,800 Utilities 1 687,100 Contracted Services 324,500 Total Expenditures 3,879,700 Net Levy $1,581,800 Less Projected 2026 BIS Net Levy* (175,000) Revised Net levy $1,406,800 * Excludes Debt Servicing Costs Option #2 — Aquatic Centre/Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink 3.10 This option does not include the twin pad arena but does include the refrigerated outdoor skating rink. With the additional space available on the site without the arena, staff are also proposing the addition of a soccer dome, including a walking track around the perimeter of the field. This field would replace the existing indoor field, which would be renovated to accommodate a large double gymnasium. 3.11 The current indoor soccer field was opened in 2005 and was intended to serve the needs of the Darlington Soccer Club's indoor house league program. At that time, there were few indoor soccer options in Durham Region, and youth and adult usage at our facility was strong during the October — March indoor season. This trend continued until surrounding municipalities constructed larger indoor fields. 3.12 The proposed soccer dome can be constructed more cost-effectively than traditional building construction. The current indoor soccer field dimensions limit the level of play that can accommodated on this field. Building a new domed field will significantly expand the range of soccer and other activities. While the current field is suitable for the Darlington Soccer Club's indoor youth house league program, there are limitations with accommodating the Rep program and other higher levels of indoor play. Page103 Municipality of Clarington Page 9 Report FSD-035-23 3.13 The current indoor soccer field is a popular location for our drop -in indoor walking program. By incorporating the walking track into the soccer field perimeter construction, a longer rubber -based track will increase the popularity of this location. Staff will also be able to develop new walking programs, and there will be benefits for the existing Lakeridge Health Cardiac Rehabilitation Program. 3.14 The following capital project costing and preliminary operating budget information is provided: Capital Estimated Project Budget Design Services (8.6% of Construction/Site Development) $6,708,000 Project Management 500,000 Construction 70,000,000 Site Development 8,000,000 Construction Contingency (2.5 % of Construction Cost/Site 1,950,000 Development) Furnishings, Fixtures & Equipment 1,500,000 Sub -Total $88,658,000 Net HST (1.76%) 1,560,381 Notes: Total $90,218,381 Page 104 Municipality of Clarington Page 10 Report FSD-035-23 1. Outdoor Skating Rink refrigeration system will be required with this option. 2. Indoor Walking Track to be designed on soccer dome interior perimeter. 3. This option would fill out the northern piece of this property and would not accommodate future indoor development. Operating Costs: 3.15 The following assumptions were used in determining this preliminary operating budget: • The existing indoor soccer facility will be renovated into a large double gymnasium. • The new soccer dome will provide a full-sized indoor field that will attract higher levels of play, split field usage and year-round play. • Swimming pools will accommodate lessons, public swimming, and swim club rentals. • Gymnasium and program/activity space will generate rental revenue and accommodate recreation, older adult, and fitness programs. • Facility will accommodate an expanded summer camp program and better integrate the outdoor spaces. • Revenue from facility name rights or sponsorships has not been factored into the budget at this time. • Full-time Facility Supervisor, Aquatic and Recreation Programmers will be located in this facility. • Facility will operate seven days per week from 6am — 12am and will be adequately staffed with qualified full-time operators. • Customer service staff will be scheduled, as needed, during facility operating hours. Revenues Facility Rental Revenues Program Revenues Other Revenues $517,000 75,000 Page105 Municipality of Clarington Report FSD-035-23 Page 11 BudgetDollar Facility Capital Surcharge Amount 75,000 Total Revenue $1,517,900 Expenditures FT Salaries, Wages, Benefits 980,400 PT Salaries, Wages, Benefits Materials & Supplies Utilities Contracted Services 1,254,600 126,000 551,000 253,700 Total Expenditures $3,165,700 Net Levy $1,647,800 Less Projected 2026 BIS Net Levy* (175,000) Revised Net levy $1,472,800 * Excludes Debt Servicing Costs Option #3 — Twin Pad Arena/Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink 3.16 With the inclusion of a twin pad arena in this option, the comments regarding future ice needs apply in this case. If this goes forward, staff will consider the future for Darlington Sports Centre and the possible re -purposing. 3.17 With no aquatic centre proposed, the overall building footprint would accommodate the construction of the domed indoor soccer field, with the walking track. 3.18 The following capital project costing and preliminary operating budget information is provided: Capital Costs: Page106 Municipality of Clarington Report FSD-035-23 Estimated Project Budget MA Design Services (8.6% of Construction/Site Development) Project Management Construction Site Development Construction Contingency (2.5 % of Construction Cost/Site Development) Furnishings, Fixtures & Equipment Net HST (1.76%) Notes: Page 12 $9,288,000 100,000,000 2,700,000 1,500,000 Sub -Total $121,988,000 2,146,989 Total $124,134,989 1. Outdoor Skating Rink to be integrated into twin pad refrigeration system. 2. Site constraints will limit any further indoor expansion on this site. 3. This option includes renovating existing indoor field to gymnasium space. Operating Costs: 3.19 The following assumptions were used in determining this preliminary operating budget: • Twin pad arena will operate year-round and will provide additional ice to existing users as well as accommodate new users. • Introduction of learn to skate program and expansion of public skating schedule. Page107 Municipality of Clarington Report FSD-035-23 Page 13 • The new soccer dome will provide a full-sized indoor field, that will attract higher levels of play, split field usage and year-round play. • Gymnasium and program/activity space will generate rental revenue and accommodate recreation, older adult, and fitness programs. • Facility will accommodate an expanded summer camp program and better integrate the outdoor spaces. • Revenue from facility name rights or sponsorships has not been factored into the budget at this time. • Full-time Facility Supervisor, and Recreation Programmer will be located in this facility. • Facility will operate seven days per week from 6am — 12am and will be adequately staffed with qualified full-time operators. • Customer service staff will be scheduled, as needed, during facility operating hours. Revenues Facility Rental Revenues Program Revenues Other Revenues Facility Capital Surcharge Total Revenue Expenditures FT Salaries, Wages, Benefits PT Salaries, Wages, Benefits Materials & Supplies $1,397,000 264,000 75,000 150,000 $1,886,000 972,400 656,400 Page108 Municipality of Clarington Report FSD-035-23 Utilities Contracted Services Total Expenditures Net Levy Less Projected 2026 BIS Net Levy* Revised Net levy * Excludes Debt Servicing Costs Page 14 621,000 273,700 2,589,500 $703,500 (175,000) $528,500 Option #4 — Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink 3.20 This option was developed considering the previously approved project budget of $65.1 M and could be considered as the first phase of a two-phase overall site development plan. The primary focus of this option is to provide residents with the much -needed community program space in the gymnasium and multi -purpose rooms. The soccer dome construction will also provide a better facility that will attract higher - level soccer play as well as other activities. 3.21 The following capital project costing and preliminary operating budget information is provided: Capital Costs: Estimated Project Budget Design Services (8.6% of Construction/Site Development) Project Management Construction $4,816,000 500,000 50,000,000 Page109 Municipality of Clarington Report FSD-035-23 Site Development Construction Contingency (2.5 % of Construction Cost/Site Development) Furnishings, Fixtures & Equipment Net HST (1.76%) Notes: Page 15 6,000,000 1,400,000 1,000,000 Sub -Total $63,716,000 1,121,402 AEL Total $64,837,402 1. This option includes renovating existing indoor field to gymnasium space. 2. This building footprint of this option would accommodate further expansion on this site in the future. Operating Costs: 3.22 The following assumptions were used in determining this preliminary operating budget: • The existing indoor soccer facility will be renovated into a large double gymnasium. • The new soccer dome will provide a full-sized indoor field that will attract higher levels of play, split field usage and year-round play. • Gymnasium and program/activity space will generate rental revenue and accommodate recreation, older adult, and fitness programs. • Facility will accommodate an expanded summer camp program and better integrate the outdoor spaces. • Revenue from facility name rights or sponsorships has not been factored into the budget at this time. Page110 Municipality of Clarington Report FSD-035-23 Page 16 • Part-time Facility Coordinator Full-time Recreation Programmer will be located in this facility. • Facility will operate seven days per week from 6am — 12am and will be adequately staffed with qualified full-time operators. • Customer service staff will be scheduled, as needed, during facility operating hours. Revenues Facility Rental Revenues $497,000 Programs Revenue 234,000 Other Revenue 42,000 Facility Capital Surcharge 75,000 Total Revenue $848,000 Expenditures FT Salaries, Wages, Benefits PT Salaries, Wages, Benefits 487,300 576,000 Materials & Supplies Utilities 41,000 340,000 Contracted Services 139,500 Total Expenditures $1,583,800 Net Levy $735,800 Less Projected 2026 BIS Net Levy* (175,000) Kevised Net levy * Excludes Debt Servicing Costs Page111 Municipality of Clarington Page 17 Report FSD-035-23 4. Project Management Services 4.1 In September 2022, Colliers Project Leaders was awarded a contract to provide project management services to assist the Municipality with developing, designing, and constructing this recreation centre. Following the decision to pause the project, the contract with Colliers was cancelled, and work completed to date was invoiced and paid in full. 4.2 Given the amount of background work completed before the decision to postpone, there is an economic benefit to obtaining approval from Council to re-engage Colliers to complete this project. If approved, municipal staff will request a revised fee proposal for project management services, working on behalf of the Municipality, on this design -bid - build project. We will also request a revised project schedule that is intended to align with the projected opening of this facility in 2026. 5. Proposed Outdoor Skating Rinks Program 5.1 At the February 20, 2023, Joint Committee meeting, the following resolutions were approved: That Staff be directed to prepare a design and costing proposal to create an outdoor refrigerated skating surface (trail and/or pad) with a budget not to exceed $20 million of the funds earmarked for the South Bowmanville Recreation Complex." That a central skating location be explored first, with a Western (Courtice) and Eastern (Newcastle/Orono) to be considered based on budgetary feasibility; and That the changes in the project scope be funded by the previously approved debenture and development charges for the South Bowmanville Recreation Centre. 5.2 Staff are recommending the addition of an outdoor skating rink in all the South Bowmanville options in this report that will effectively address the desire to have an outdoor rink located centrally within the municipality. 5.3 Based on preliminary investigations into potential locations, staff recommend the two additional outdoor skating rinks be built at the Courtice Community Complex and Diane Hamre Recreation Complex. The Courtice location is planned to be operational in November 2024, with the Newcastle rink to be operating in November 2025. Page112 Municipality of Clarington Page 18 Report FSD-035-23 5.4 The outdoor skating rinks are planned to be 60" X 120" oval skating pads. They will provide 4-5 months of skating during the winter season. Mechanical and equipment rooms will be constructed adjacent to the pads. These concrete pads will deliver multi- use opportunities during the non -winter seasons, including pickleball courts, market areas, etc. These rinks are intended to operate with minimal staffing resources; however, we will need to increase the operating budgets for increased utility and maintenance costs. 6. Financial Considerations Current Economic Considerations 6.1 In its July 2023 Monetary Policy Report, the Bank of Canada has renewed the flexible inflation -targeting strategy until December 2026. The current target is 2% within a range of 1 % to 3%. This target is for the Consumer Price Index (CPI), which does not reflect the building costs that impact the Municipality of Clarington; however, stable consumer inflation can assist in mitigating building indices. 6.2 In June 2022, inflation was approximately 8.1%; in June 2023, it was 2.8%, indicating a return to the target range. While this is not indicative of long-term inflation, it does suggest that the measures taken in the past twelve months are working to reduce inflation to the average level. 6.3 The critical tool the Bank of Canada used to reduce inflation was to increase interest rates to slow the economy. This impacts the Municipality and residents by increasing the cost of borrowing. Over the past ten years, interest rates have been relatively low compared to current interest rates. 6.4 While interest rates are expected to level off, Staff expect a slower return to a lower interest rate. The following chart shows the interest rates since 1992; the current rate is not unusual given the past 30-year trend. Page113 Municipality of Clarington Report FSD-035-23 1 GG7 1 GGs 20A "ill i i 14.00 12.00 10.00 % 8.00 6.00 % 4.00 2.00 .........y........... ...... 0.00 % 2f6 2022 TRAD I HOE{OHOWCS.CON I BARK OF C Page 19 (source: Canada Canada Interest Rate - 2023 Data - 1990-2022 Historical - 2024 Forecast - Calendar (tradingeconomics.com)). 6.5 Given the current interest rates and historical trends, it is not advisable to delay construction to try to "time the market." It is not sure when or if interest rates will return to the levels of 2020 to 2022 or even the 2.00% levels seen before the COVID-19 Pandemic. 6.6 Staff have assumed an interest rate of 5.00% in the debt projections for this report. Given the volatility in the interest market, the Region of Durham could not provide a forecast for indicative rates; however, the Region provided a chart comparing the historical indicative rates to the Bank of Canada rate. Page114 Municipality of Clarington Report FSD-035-23 Indicative Borrowing Rates vs. BoC overnight Rate 4.00% 3.00% 2.00Y. 1.00% Page 20 0.00% ql:. 3N\�ti ��`,yti��`,yti �ytiti �o,,�. ry�`�ti �h,.yti ��\titi� �,.yti 3�,,y j��`titi %`'ti 3oti� ry�,ti3 ��`ti3 ��,.y3 ��,ti3 ��,ti3\��`ti3 y�,ti3 a�,y3 a�.y'h 4yyD. 4ry ya 4�,tiG a�,tiA oyo >ao dip lac pQc 40 '°r ��' Pam' 5e� _5Y —10Y —15Y —2CY --O—BOC O/N Rate 6.7 While there was a spread between indicative rates and the Bank Rate, this spread has decreased over the past two years. This results from market expectations of the interest rate in the long term. The actual interest rate will be locked in when the Region of Durham issues the debenture, Staff will be working with the Region to optimize the timing of debentures to maximize the benefit to the Municipality. Funding Strategy and Debt Implications 6.8 The Municipality of Clarington collects development charges on new development to fund capital -related expenses to support growth in the community. As part of this charge, some development charges are collected for recreational services and facilities including indoor and outdoor amenities. The South Bowmanville Recreational Facility was identified as part of the 2021 DC Study, as well as other outdoor amenity spaces. 6.9 Development charges will only pay for the growth component; historical caps and benefits to existing taxpayers are factored into the eligibility calculation. It is estimated that 70% of the cost of the recreation centre is eligible for development charge recovery. This amount has been included in the projections. Page115 Municipality of Clarington Report FSD-035-23 Page 21 6.10 The Municipality is allowed to borrow from internal resources to fund long-term debt. This may be done from Development Charges Related Reserve Funds or another source; however, any long-term debt, even those from internal sources, must be done in consultation with the Region of Durham. 6.11 The Municipality is restricted by the Municipal Act 2001 to an Annual Repayment Limit (ARL), which is equal to 20% of the Municipality's own source revenue. The current ARL is $22,029,858, with approximately $19,890,500 available January 1, 2023. Although debt may be funded through development charges, the debt servicing costs (principal plus interest) still count towards the ARL. Further, while development charge - funded debt counts towards the debt limit, the development charge revenue does not count towards the "own -source revenue"; it is expressly excluded. This causes a situation where high -growth municipalities may be impacted on their ability to utilize debt for asset management if their capacity is tied towards non -tax -supported growth - related debt. 6.12 The Municipality has outstanding debt with a current cost of $3.3 million, leaving approximately $18.7 million of debt servicing space available. Debt Forecast 6.13 In determining the debt limitations of the proposed four options, several general assumptions have been made which are consistent throughout the four scenarios presented in the following subsections. 6.14 The Municipality is working on its asset management plan to update asset conditions and forecast the required investments to reduce the backlog and eliminate the infrastructure deficit. For the purposes of this analysis, the current backlog has been assumed to be cleared over a ten-year period, with debt being used to cover any shortfall from tax levy increases and grants. While work has been assumed for the next ten years, the debenture issued for the work is assumed to follow four years later. The following chart shows the estimated, based on current information, capital needs in thousands until 2032 from the Asset Management Plan and known DC needs. The following does not include the SBRC or the Public Works Yard, which are dealt with in the scenarios: Page116 Municipality of Clarington Report FSD-035-23 Capital Need ('000s) $160,000 $139,928 $140,000 $131,609 . $122,035 $120,000 $111,901 $100,000 , $86 378$90,604 $82,077 $80,000 $60,000 $40,000 $20,000 $83,308 $70,751 $27,850 1 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 Page 22 6.15 This is based on current timing; the work identified has not yet been included in budgets, and by the time the work is budgeted, designed, and completed the ten-year period would likely begin in 2027/2028. Therefore, the debenture issued is assumed to be four years later. 6.16 As the Municipality refines its AMP and long-term financial plan it is anticipated that debt needs will change, and the timing could be smoother to prevent budget volatility and ensure stability in the tax levy. 6.17 Interest rates are assumed to be 4.00% in 2024, 3.50% in 2025 and 3.00% thereafter. This is based on projections from CIBC economists as well as internal staff review of economic factors. It is also assumed that debt would be issued on October 1 of each year and that all debt is issued for 20 years. 6.18 For the purposes of determining the Municipality's ARL, the own source revenue has been assumed to be 5.6%. This assumption is based on 4.1 % for the levy target (including 1.5% allocated annually to capital) and 1.5% for new growth in assessment. 6.19 The following debt forecasts include the Newcastle Community Park ($3,217,500) and funding for two outdoor rinks as identified earlier in this report ($8,000,000). The South Bowmanville Recreation Centre and the Public Works Yard are both assumed to be debentured over a two-year period. Short-term borrowing can be used to finance the working capital required, including borrowing from reserve funds. Option #1 - Twin Pad Arena/Aquatic Centre/Gymnasium/Walking Track/Multi-Purpose Rooms/Outdoor Skating Rink Page117 Municipality of Clarington Page 23 Report FSD-035-23 6.20 The following debt forecast represents the required financing for Option 1 of $152,908,000. This forecast assumes an additional $175,000 in own source revenue based on the debt repayment surcharge. $80,000,000 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 Forecasted P&I payments vs ARL ■ Total P&I ❑ Annual Repayment Limit (ARL) 0 0 W I i i iii I I I I I I I I I I I M -:I- Ln l0 I- 00 M O c-I N M �* Ln l0 I, 00 M O .1 N N N N N N N N M M rM M M M M M M M :I- �t �* O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N 6.21 Based on the assumptions, the Municipality would meet the ARL in 2034 but would not exceed it. Option #2 — Aquatic Centre/Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink 6.22 The following debt forecast represents the required financing for Option 1 of $152,908,000. This forecast assumes an additional $75,000 in own source revenue based on the debt repayment surcharge. Page118 Municipality of Clarington Page 24 Report FSD-035-23 Forecasted P&I payments vs ARL ■ Total P&I ❑ Annual Repayment Limit (ARL) $80,000,000 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 M -tl- Ln lD r� 00 Gl O .1 N M -tt Ln lD r� 00 M O N N N N N N N N M M M M M M M M M M �t �t lzt O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N 6.23 Based on the assumptions, the Municipality would not exceed the ARL at any point between now and 2042. Option #3 — Twin Pad Arena/Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink Page119 Municipality of Clarington Page 25 Report FSD-035-23 Forecasted P&I payments vs ARL ■ Total P&I ❑ Annual Repayment Limit (ARL) $80,000,000 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 M -tl- Ln lD 1, 00 M O 1-1 N M � Ln lD I, 00 M O N N N N N N N N M M M M M M M M M M �t �t lzt O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N 6.24 Based on the assumptions, the Municipality would not exceed the ARL at any point between now and 2042. Option #4 — Gymnasium/Multi-Purpose Rooms/Soccer Dome with Walking Track/Outdoor Skating Rink Page120 Municipality of Clarington Page 26 Report FSD-035-23 $80,000,000 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 $- Forecasted P&I payments vs ARL ■ Total P&I ❑ Annual Repayment Limit (ARL) M -tl- Ln lD r� 00 Gl O .1 N M -tt Ln lD r� 00 M O N N N N N N N N M M M M M M M M M M �t �t lzt O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N 6.25 Based on the assumptions, the Municipality would not exceed the ARL at any point between now and 2042. Facility Capital Surcharge 6.26 It is apparent that most municipalities are coping with competing capital priorities, greater resident expectations and limited capital funds, and Clarington is no different. Many municipalities have introduced facility rental and program usage surcharges to provide alternate sources of funding for the building of new recreation facilities or by growing reserves to fund future repairs and replacement of existing facilities. 6.27 This practice can be found in many municipalities, including in and around Durham Region. This surcharge is supplemental to other forms of capital project funding, such as development charges and infrastructure funding from other levels of government. In other cases, it is a fee directed to reserve funds to finance future repairs and replacements of building infrastructure. Examples can be found where this surcharge is applied to rental rates, expressed as a dollar amount or as a % of the rental rate. The fee can also be applied to program registrations, memberships and other activities and services. 6.28 This revenue option is being considered and would need to be specifically approved by Council. We have included a revenue line in the preliminary operating budget summaries for each facility option Council is considering. This amount is based on a surcharge for all facility rentals in this new facility, in addition to a charge for each Page 121 Municipality of Clarington Report FSD-035-23 Page 27 program registration that occurs in the facility. The primary source of revenue will be generated through a surcharge for ice rentals. 6.29 This would represent a new strategy for Clarington and at this time, we have provided an estimate for possible revenues for this new recreation centre. Further discussion will be needed to assess the feasibility of expanding this charge to rentals and program activities across the Community Services department. This would involve assessing the overall benefit of the service to the greater community versus a specific benefit to a particular user group. Provincial and Federal Funding Opportunities 6.30 Provincial and Federal funding grants are practical ways to offset the costs of major capital projects. Staff have had previous success in seeking funding opportunities for various projects. Funding for infrastructure projects is not the only opportunity, there are also funding opportunities available to support building a sustainable Recreation Complex in a way that puts the Municipality on a path to Net Zero and supports the Climate Change Action Plan. 6.31 Often major infrastructure programs result in a 33-33-33% funding split, if successful between federal, provincial, and municipal levels of government. While different funding opportunities have different structures, this is most common with previous infrastructure grants. Sustainability funding opportunities vary more based on funding sources and criteria, providing an equally sound opportunity to reduce costs. While most grant opportunities have not been announced for 2024 yet, there are some ongoing funding opportunities; however, most require the submissions to include design and sustainability information that will not be ready until after approvals are in place, and some design work has been completed. 6.32 The internal Grant and Climate Administration teams will continue to work with the project team to monitor and support funding applications to secure funding support to offset the project costs. Annual Operating Budget 6.33 Community Services staff have prepared a preliminary 2026 budget for each proposed facility option. Consideration was also given to the existing Bowmanville Indoor Soccer facility operating deficit projected for the 2026 budget year. 6.34 The estimated net levy represents a tax levy increase of approximately 0.9% (in addition to the debt repayment amount) in the first year (2026) based on the 2023 levy. The start date is expected to be 2026, so the actual increase is likely lower. Further, this amount could be reduced by a naming sponsor for the facility. Page122 Municipality of Clarington Report FSD-035-23 Tax Levy Impacts Page 28 6.35 The tax levy impacts of debt will assume a 70% development charge recovery, the levy impact is shown as a percentage of the 2023 tax levy $72,443,900. Debt Levy % Operating Levy % Total Levy Servicing Cost ', Option 1 $3,289,275 4.54% 2.40% $1,406,800 1,472,800 1.95% 6.49% 2.03% 4.43% Option 2 1,737,920 Option 3 2,577,341 3.56% 528,500 560,800 0.73% 0.77% 4.29% Option 4 535,499 0.74% 1.51 % 6.36 Based on the 2023 assessment information, which is not likely to vary significantly as a result of the assessment freeze, the average home would be impacted by $15.84 for every 1 % increase in the levy. Therefore, the total tax levy impact to the average household would vary between $23.92 to $102.80. 7. Concurrence This report has been reviewed by the Director of Community Services, who concurs with the recommendations. 8. Conclusion It is respectfully recommended that Council provide direction on the preferred facility development option, as outlined in this report, to best serve the residents of this community. Upon receiving direction on the preferred development plan, staff will initiate the procurement for design and project management services. The South Bowmanville facility will provide the residents of Bowmanville and beyond a community hub where programs and activities for all ages will greatly serve those communities' recreation and leisure needs. Page123 Municipality of Clarington Report FSD-035-23 Page 29 Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 ext.2602 or tpinn@clarington.net. Attachments: Attachment 1 — SBRC Proposed Facility Options, Preliminary Operating Budget Interested Parties: The following interested parties will be notified of Council's decision: • The Region of Durham Finance Department Page124 Attachment 1 to Report FSD-035-23 South Bowmanville Recreation Centre - Option #1 - Preliminary Operating Budget Account Name Ice Rentals Indoor Soccer Rentals Lacrosse Bowl Rentals Multi Purpose Room Rentals Gymnasium Rentals Pool Rentals Advertising Revenue Vending Commissions Aquatic Revenue Fitness Class Revenue Adult 55 Program Revenue Summer Camp Revenues Recreation Program Revenue Facility Capital Surcharge Proposed Budget 2026 (Annualized) -900,000 (190,000) (10,000) (42,000) (40,000) (20,000) (50,000) (25,000) (581,900) (35,000) (39,000) (60,000) (130,000) (175,000) Total Revenues ($2,297,900) FT Facility Supervisor 122,900 FT Lead Hand 83,200 FT Facility Operators (8) 596,635 FT Recreation Programmer (Upgrade from PT) 25,400 FT Aquatic Programmer 80,600 FT Clerk II 57,700 FT Benefits (32%) 309,259 PT Facility Wages 300,000 PT Aquatic Wages 548,577 PT Customer Service Wages 172,000 PT Recreation Wages 192,400 PT Benefits (20%) 242,595 Cleaning Supplies 46,800 Misc Operating Supplies 40,000 Heat 121,000 Hydro 500,000 Water/Sewer 66,100 Phone/Fax 14,700 Snow Removal 90,000 Waste Disposal 9,900 Equipment Maintenance 30,200 R/M Building 80,000 R/M Equipment 90,000 R/M Fire Equipment 9,700 Program Supplies 50,000 Total Expenditures $3,879,667 Net Levy $1,581,767 Less Projected operating deficit for BIS 2026 ($175,000 Revised Net Levy $1,406,767 Page South Bowmanville Recreation Centre - Option #2 - Preliminary Operating Budget Account Name Ice Rentals Indoor Soccer Rentals Lacrosse Bowl Rentals Multi Purpose Room Rentals Gymnasium Rentals Pool Rentals Advertising Revenue Vending Commissions Aquatic Revenue Fitness Class Revenue Adult 55 Program Revenue Summer Camp Revenues Recreation Program Revenue Facility Capital Surcharge Proposed Budget 2026 (Annualized) 0 (405,000) (10,000) (42,000) (40,000) (20,000) (50,000) (25,000) (581,900) (70,000) (39,000) (60,000) (100,000) (75,000) Total Revenues ($1,517,900) FT Facility Supervisor 122,900 FT Lead Hand 83,200 FT Facility Operators (5) 372,900 FT Recreation Programmer (Upgrade from PT) 25,400 FT Aquatic Programmer 80,600 FT Clerk II 57,700 FT Benefits (32%) 237,664 PT Facility Wages 175,000 PT Aquatic Wages 548,500 PT Customer Service Wages 172,000 PT Recreation Wages 150,000 PT Benefits (20%) 209,100 Cleaning Supplies 36,000 Misc Operating Supplies 40,000 Heat 121,000 Hydro 375,000 Water/Sewer 55,000 Phone/Fax 10,000 Snow Removal 75,000 Waste Disposal 9,000 Equipment Maintenance 20,000 R/M Building 60,000 R/M Equipment 70,000 R/M Fire Equipment 9,700 Program Supplies 50,000 Total Expenditures $3,165,664 Net Levy $1,647,764 Less Projected operating deficit for BIS 2026 ($175,000 Revised Net Levy $1,472,764 Page South Bowmanville Recreation Centre - Option #3 - Preliminary Operating Budget Account Name Ice Rentals Indoor Soccer Rentals Lacrosse Bowl Rentals Multi Purpose Room Rentals Gymnasium Rentals Pool Rentals Advertising Revenue Vending Commissions Aquatic Revenue Fitness Class Revenue Adult 55 Program Revenue Summer Camp Revenues Recreation Program Revenue Facility Capital Surcharge Proposed Budget 2026 (Annualized) -900,000 (405,000) (10,000) (42,000) (40,000) 0 (50,000) (25,000) 0 (35,000) (39,000) (60,000) (130,000) (150,000) Total Revenues ($1,886,000) FT Facility Supervisor FT Lead Hand FT Facility Operators (6) FT Recreation Programmer (Upgrade from PT) FT Aquatic Programmer FT Clerk II FT Benefits (32%) PT Facility Wages PT Aquatic Wages PT Customer Service Wages PT Recreation Wages PT Benefits (20%) Cleaning Supplies Misc Operating Supplies Heat Hydro Water/Sewer Phone/Fax Snow Removal Waste Disposal Equipment Maintenance R/M Building R/M Equipment R/M Fire Equipment Program Supplies Total Expenditures 122,900 83,200 447,500 25,400 0 57,700 235,744 225,000 0 172,000 150,000 109,400 36,000 0 121,000 450,000 50,000 10,000 75,000 9,000 25,000 70,000 75,000 9,700 30,000 $2,589,544 Net Levy $703,544 Less Projected operating deficit for BIS 2026 ($175,000 Revised Net Levy $528,544 Page 127 South Bowmanville Recreation Centre - Option #4 - Preliminary Operating Budget Account Name Ice Rentals Indoor Soccer Rentals Lacrosse Bowl Rentals Multi Purpose Room Rentals Gymnasium Rentals Pool Rentals Advertising Revenue Vending Commissions Aquatic Revenue Fitness Class Revenue Adult 55 Program Revenue Summer Camp Revenues Recreation Program Revenue Facility Capital Surcharge Proposed Budget 2026 (Annualized) 0 (405,000) (10,000) (42,000) (40,000) 0 (25,000) (17,000) 0 (35,000) (39,000) (60,000) (100,000) (75,000) Total Revenues ($848,000) FT Facility Supervisor (Perm PT) FT Lead Hand FT Facility Operators (4) FT Recreation Programmer (Upgrade from PT) FT Aquatic Programmer FT Clerk II FT Benefits (32%) PT Facility Wages PT Aquatic Wages PT Customer Service Wages PT Recreation Wages PT Benefits (20%) Cleaning Supplies Misc Operating Supplies Heat Hydro Water/Sewer Phone/Fax Snow Removal Waste Disposal Equipment Maintenance R/M Building R/M Equipment R/M Fire Equipment Program Supplies Total Expenditures 45,500 0 298,300 25,400 0 0 118,144 165,000 0 165,000 150,000 96,000 26,000 0 75,000 240,000 25,000 5,000 50,000 7,000 10,500 35,000 25,000 7,000 15,000 $1,583,844 Net Levy $735,844 Less Projected operating deficit for BIS 2026 ($175,000 Revised Net Levy $560,844 Page 128 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: Council Date of Meeting: September 25, 2023 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO File Number: Report Number: FSD-037-23 Resolution#: By-law Number: Report Subject: Single Source Recommendation — Replacement of Aerial 11 Recommendations: 1. That Report FSD-037-23, and any related delegations or communication items, be received; 2. That, pending approval of the required funds, the Purchasing Manager and Director of Emergency Services/Fire Chief are authorized to sole source the replacement of Aerial 11 through Canoe Procurement Group and 1200 Degrees (the parent company of Darch Fire) for $2,344,336.39; and 3. That all interested parties listed in Report FSD-037-23, and any delegations be advised of Council's decision. Page129 Municipality of Clarington Report FSD-037-23 Report Overview Page 2 The Municipality has approved the replacement of Aerial 11 for Clarington Emergency and Fire Services. Report FSD-034-23 sought additional funds to complete the procurement. Following the completion of due diligence, it is being recommended that Aerial 11 be replaced through a single -source procurement with 1200 Degrees (the parent of Darch Fire). The use of a single -source procurement is allowed under the Purchasing By-law and is being recommended in this instance due to the specifications identified by the CEFS and there only being one company which produces a vehicle meeting these specifications. 1. Background 1.1 At the September 11, 2023 General Government Committee Meeting, Report FSD-034- 23 was submitted for Committee's consideration. 1.2 The report requested, among other things, that the additional $700,000 from the Fire Equipment Reserve Fund required to procure the replacement of Aerial 11, be approved from the Fire Equipment Reserve Fund and that the Deputy CAO/Treasurer be directed to contribute any proceeds from the trade-in of Aerial 11 back to the Reserve Fund. 1.3 As a follow-up to the above -noted report, staff have advised that the quotation received for the replacement of Aerial 11 is valid for 30 days and will expire on September 29, 2023. 1.4 The quotation was received from 1200 Degrees, a member of the Canoe Procurement Group of Canada partnering with AMO. 1200 Degrees (the parent company of Darch Fire) is the sole supplier of an aerial truck that meets the Clarington Fire Department specification requirements. 1.5 The specifications for the aerial fire truck were prepared by the Emergency Services Department and included several mandatory requirements, including a `Scissor jack' system with an 11-foot footprint providing the ability to level all four corners of the truck on all levels of topography. This feature ensures firefighters are able to work on a level surface under any condition. The truck also requires an aluminum ladder which makes it easier to perform inspections and see a defect, with much less ladder deflection when extended fully, ensuring that all health and safety aspects are met. Additionally, the truck requires a traditional spool valve hydraulic control which is far more robust than electric and will reduce the overall downtime of the truck. Lastly, the truck must be able to carry 500 gallons of water to meet the emergency needs of the Municipality. 1.6 The quote was received on the deadline for the GGC meeting. Subsequent to the publication of the agenda, Staff completed the due diligence to ensure that the quote Page130 Municipality of Clarington Report FSD-037-23 Page 3 met the required specifications and that there were no other companies that could provide the required vehicle. Based on the above unique specifications, the recommendation is to award a single source contract to 1200 Degrees for one aerial fire truck. 2. Financial Considerations 2.1 Report FSD-034-23 provided the financial implications for the procurement of this vehicle. As the vendor is the only vendor which produces this vehicle, and we have an existing quote, it makes sense at this time to lock in the price of the vehicle before any more escalation of price. 3. Concurrence This report has been reviewed by the Director of Emergency Services/Fire Chief who concurs with the recommendations. 4. Conclusion It is respectfully recommended that Council approve the award of a single source procurement to 1200 Degrees for the replacement of Aerial 11. Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 ext. 2602 or tpinn@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision. Page 131 Clarington MEMO If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council From: Dave Speed, Director of Emergency Services Date: September 25, 2023 Memo #: Memo-018-23 File No.: Re: Lease Agreement with RDPS To Use CEFS Station 5 At a meeting held on June 27, 2023, the Council of the Municipality of Clarington approved Resolution C-097-23. Item c) of the Resolutions directed staff to "Pursue the signing of a lease with the Region of Durham Paramedic Services (RDPS) to concurrent use of Fire Station 5 in Enniskillen." Following discussions between RDPS/Durham Region representatives and Clarington Municipal staff, it was determined that the shared use of Fire Station 5 was operationally feasible and that there was sufficient interest by both parties to pursue the signing of a lease. Liverpool Appraisal Inc. was contracted to conduct a lease rate analysis and to recommend a fair market lease rate. The rate, plus an additional amount for utilities, was agreed upon by both parties and a lease document was drafted for signature. ■ The lease document has been vetted by Deputy CAO/Solicitor Rob Maclver and Deputy Chief Bill Hesson and signed by Fire Chief Dave Speed. The lease is effective October 1, 2023, for a two-year term, with the option to renew with the consent of both parties for two (2) subsequent two (2)-year terms. RDPS will be using Station 5 as a base to operate its Paramedical Community Services program during business hours. The CEFS volunteer firefighter service responding from Station 5 will not be impacted. Dave Speed cc: R. Maciver, Deputy CAO/Solicitor The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6 1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net Page132 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. The Corporation of the Municipality of Clarington By-law 2023-XXX Being a by-law to amend By-law 2011-005, regarding Council compensation policies, to add the 1/3 tax free allowance. Whereas Section 283 of the Municipal Act, 2001 allows that Council may pay any part of the remuneration and expenses to Members of Council; And whereas Council approved By-law 2011-005 to provide for this compensation; And whereas Council adopted the recommendations contained in Report CAO-012-23 regarding Council Compensation with Resolution C-105-23 to add the 1/3 tax free allowance to the 2023 Council salary rates, in order to address the gap amongst lakeshore municipalities in Durham Region; Now therefore the Council of the Municipality of Clarington enacts as follows: That by-law 2011-005 be amended by adding a new subsection A.5 as follows: That Council confirms the 1/3 tax-free allowance be applied to the local level remuneration to Members of Council effective beginning January 1, 2023. Passed in Open Council this XX day of MMMM, 2023. Adrian Foster, Mayor June Gallagher, Municipal Clerk Page133 Clarington MEMO If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council From: Amanda Tapp, Manager, Development Review Date: September 25, 2023 Memo #: Memo-016-23 File No.: ZBA 2020-0016 Re: By -Law to extend an Exemption to Part Lot Control Applicant: Pentaco Holdings Inc. (Kaitlin Corporation) Please be advised that the Director of Planning and Infrastructure Services has approved the extension to the Exemption of Part Lot Control submitted by Kaitlin Corporation. A copy of the approval letter is on the next page. As such, please forward the attached By-law to exempt the Part Lot Control to Council for approval. Once approved by Council, please forward the approved by-law and the attached Unit Type and Number Summary Table to the Regional Municipality of Durham and the Municipal Property Assessment Corporation (MPAC), applicant and agent. Thank you, Amanda Tapp The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6 1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net Page134 Clarftwn September 12, 2023 Pentaco Holdings Inc. C/O Kaitlin Corporation 315-220 Duncan Mill Road North York, Ontario M3B 3J5 rsutherland(a-)_kaitlincorp.com Dear Sir, Re: Application for Removal of Part Lot Control Block 2 and Part of Block 3 (Part 1, Plan 40R-30593), Plan 40M-2601 Southeast corner of Green Road and Clarington Boulevard File Number: ZBA 2020-0016 Please be advised that your application to Remove Part Lot Control from Block 2 and Part of Block 3 (more specifically described as Part 1, Plan 40R-30593), Plan 40M-2601, has now been approved. The By-law to exempt the lands from Part Lot Control, will be enacted by Council at the @ following Council meeting. Date: Monday, September 25, 2023 Time: 6.30 pm Place: Council Chambers 2nd Floor, Municipal Administrative Centre 40 Temperance Street, Bowmanville Once the By-law is enacted, and the condominium plan is registered, it will be registered on title by our Legal Services Department. If you have any questions, please contact Amanda Tapp at email atapp@clarington.net or call (905) 623-3379, extension 2408. Yours truly, Carlos Salazar, Director Planning and Infrastructure Services cc. J. Barchard, Legislative Services The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6 1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net Page135 Attachment 1 to Memo-016-023 If this information is required in an alternate format, please contact the Accessiblilty Coordinator at 905-623-3379 ext. 2131 The Corporation of the Municipality of Clarington By-law Number 2023- being a By-law to exempt a certain portion of Registered Plan 40M-2601 from Part Lot Control Whereas the Council of the Corporation of the Municipality of Clarington deems it advisable to exempt from Part Lot Control, Block 2 and Part of Block 3 (more specifically described as Part 1 in Plan 40R-30593) in Plan 40M-2601, registered at the Land Titles Division of Whitby (File ZBA2020-0016); Now therefore the Council of the Municipality of Clarington enacts as follows: 1. That Subsection 5 of Section 50 of the Planning Act shall not apply to those lands described in Paragraph 2 within the By-law. 2. That this By-law shall come into effect upon being approved by the Municipality of Clarington and thereafter Subsection 5 of Section 50 shall cease to apply to Block 2 and Part of Block 3 (more specifically described as Part 1 in Plan 40R-30593) in Plan 40M-2601. 3. Pursuant to Subsection 7.3 of Section 50 of the Planning Act, this By-law shall be in force for a period of three (2) years ending on September 21, 2025. Passed in Open Session this day of , 2023 Adrian Foster, Mayor June Gallagher, Municipal Clerk Page136 Attachment 2 to Memo-016-023 PART LOT CONTROL EXEMPTION BY-LAW 20 - ZBA 2020 - 0016 Unit Type and Number Summary Table Plan 40M-2601 APPROVED Result of Part Lot Control Unit Type and Number Exemption on Unit Type and Lots/Blocks Number Townhouse Affected Block 2 105 No Change Part of Block 3 (Specifically Part 0 No Change 1, Plan 40R- 30593) TOTAL Units 105 No Change Page137 W 1551(000 'a a Z 1 N�� 715947 " `" ONN 'D a0 O N NCO O (�� CO ao ON � O M M Z N N N N N MM M W Y t7 Z Y CLARINGTON BOULEVARD a 175 Munr� m a LOr- rn MLoI' m N N N N N M 1531 (1523 527 z 519 KING WILLIAM WAY 1515 =w, 1511 VvP 1507 ��, o is 1499 Q o Q 1495 w`(7 r'6, 0�c'6� 1491 � ��`�' c'c1� 6' 61 c9 1487 > ; c' �� `J �� 61� cS � s Ce 0 1489 �o�'oo'o �`J� � �� \ ` \ �o�o > > � 1471 c'o�ow `J , \� \ �� c' �o Z 1467 �o '7 ��\ip �0 � W 1463 c'�' s U) o LU 1459 ��,, �o Q sA V`► " 1451 r00, s0 1443 �o� rn so � Gv� 1439 0661 1435 1431 S7 1427 1423 Part Lot Control Location Map (Bowmanville) Area Subject To By -Law N 2-175 King William Way, w e 200-269 Lord Elgin Lane, E 1-29 Clarington Boulevard and s 1423-1531 Green Road, Bowmanville ,aAll�lll 3 407 . ■ldal�l1 Rdz`"� ■ z u° ng St 401 .Regional Rd 2 401 401 ZBA2020-0016 Page 138 MUNICIPALITY OF CLARINGTON COUNCIL Motion for Reconsideration: DATE: Monday, September 25, 2023 MOVED BY: Councillor Woo SECONDED BY: Councillor Traill That a portion of Resolution #C-108-23 pertaining to the Cottages on West Beach of Port Darlington section b., as follows, be reconsidered: b. The existing leases be allowed to expire for this year for the agreements with: Adrienne Hyland (daughter of the late Don Adams) - 16 West Beach Robert Lowe (nephew of the late Shirley Fowler) - 32 West Beach Motion if Reconsideration is successful: DATE: Monday, September 25, 2023 MOVED BY: Councillor Woo SECONDED BY: Councillor Traill That, notwithstanding Resolution #C-125-18, arising out of Report EGD-010-18, authorizing the CAO to renew leases on an annual basis, the term of the leases between the Municipality of Clarington and the tenants of the following cottages on West Beach of Port Darlington be granted a lease extension for five years to December 31, 2028, on the same terms and conditions set out in the original lease: Adrienne Hyland (daughter of the late Don Adams) - 16 West Beach Robert Lowe (nephew of the late Shirley Fowler) - 32 West Beach; and That all interested parties, and any delegations be advised of Council's decision. Page139