Loading...
HomeMy WebLinkAbout2023-11-10Clarftwn Electronic Council Communications Information Package Date: November 10, 2023 Time: 12:00 PM Location: ECCIP is an information package and not a meeting. Description: An ECCIP is an electronic package containing correspondence received by Staff for Council's information. This is not a meeting of Council or Committee. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Members of Council: In accordance with the Procedural By-law, please advise the Municipal Clerk at clerks@clarington.net, if you would like to include one of these items on the next regular agenda of the appropriate Standing Committee, along with the proposed resolution for disposition of the matter. Items will be added to the agenda if the Municipal Clerk is advised by Wednesday at noon the week prior to the appropriate meeting, otherwise the item will be included on the agenda for the next regularly scheduled meeting of the applicable Committee. Members of the Public: can speak to an ECCIP item as a delegation. If you would like to be a delegation at a meeting, please visit the Clarington website. Electronic Council Communications Information Package (ECCIP) November 10, 2023 Pages 1. Region of Durham Correspondence 1.1 Changes to Regional Services in Observance of Remembrance Day - 3 November 6, 2023 1.2 Newly Opened Bowmanville Avenue and Regional Road 3/Concession 5 Road 8 Roundabout - November 6, 2023 1.3 Status of Zone 1 Reservoir and Zone 2 Pumping Station, Village of 7 Newcastle - November 3, 2023 2. Durham Municipalities Correspondence 3. Other Municipalities Correspondence 3.1 Municipality of Wawa - Support of Bill C-310 Amendments 118.06 (2) and 11 118.07 (2) of the Income Tax Act to Increase Tax Credits for Volunteer Firefighting - November 7, 2023 3.2 Municipality of Wawa - Amendment to the Legislation Act, 2006 to 13 Include Digital Publications as Acceptable Means of Publication - November 7, 2023 4. Provincial / Federal Government and their Agency Correspondence 4.1 Ontario Human Rights Commission - Human Rights -Based Approach 15 (HRBA) Framework - October 30, 2023 5. Miscellaneous Correspondence 5.1 Minutes from the Ganaraska Region Conservation Authority dated 20 October 19, 2023 5.2 Minutes from the Newcastle Business Improvement Area dated October 61 12, 2023 Page 2 777w7)))) DURHAM REGION Changes to Regional services in observance of Remembrance Day Posted on Monday, November 06, 2023 Back to Search Whitby, Ontario — The Regional Municipality of Durham is advising residents of impacts to Regional programs and services on November 10 and 11 in observance of Remembrance Day. When and Where: The following programs and/or services will be unavailable due to office and facility closures: Friday, November 10 • Provincial courts, located at Regional Headquarters in Whitby • Ontario Works offices in Ajax, Oshawa, Uxbridge (both locations) and Whitby • All Family Services Durham locations • Adult Day Programs (Long -Term Care and Services for Seniors) • Durham Region's Waste Management Centre for new and replacement blue boxes and green bins located in Whitby • Health Department programs and services, including: o Services at Consumers Drive in Whitby and Perry Street in Port Perry o Oral Health Clinic in Oshawa o Sexual health clinics at the Oshawa Centre and Pickering Town Centre • Breastfeeding Clinic at the Whitby Mall o Immunization Clinics in all locations Saturday, November 11 • All waste management facilities in Oshawa, Scugog and Brock; and the Clarington Household Special Waste Depot. Why: In observance of Remembrance Day. Page 3 Note: There will be no impact to child care centres, fee subsidy programs, or other services provided by Children's Services Division of Social Services. In addition, there will be no impacts to waste collection services or bus service provided by Durham Region Transit. =ism For media inquiries, please contact Corporate Communications(mailto:corporatecommunications@durham.ca).. © 2023 Durham Region, 605 Rossland Road East, Whitby, Ontario L1N 6A3, Canada, Telephone (within regional limits): 311, Telephone: 905-668-7711, Toll -Free: 1-800-372-1102 By GHD Digital Page 4 777B7)))) DURHAM REGION Newly opened Bowmanville Avenue roundabout maximizes safety in Durham Region Posted on Monday, November 06, 2023 Back to Search Whitby, Ontario — The roundabout at Bowmanville Avenue (Regional Road 57) and Regional Road 3/Concession Road 8 is now open to traffic. As part of the Region's Durham Vision Zero Strategic Road Safety Action Plan en living-here/vision-zero.aspx)., roundabouts are being installed at select intersections across the region to maximize safety. Roundabouts reduce the number of conflict points and eliminate the most severe crashes by lowering traffic speed and only requiring drivers to look in one direction for oncoming traffic. Roundabouts also often reduce vehicle delay, fuel consumption, and emissions since vehicles are not required to wait at a red traffic signal. Road users are reminded that traffic circulates counter -clockwise around the central island in a roundabout and that entering vehicles must yield to all traffic already in the roundabout. For more information on roundabouts, please refer to the website durham.ca/Roundabout Uen/living-here/road-and- traffic-safety.aspx#Roundabout s),. To learn more about the Bowmanville Avenue Roundabout construction project, visit durham.ca/BowmanvllleAveRoundabout (https: apps.durham.ca/Applications/Works/PublicWorksProjects projectdetails.aspx? project=2926).. To learn more about Durham Vision Zero, visit durham.ca/VisionZero (en living-here/vision- zero.aspx).. —30— For media inquiries, please contact Corporate Communications(mailto:corporatecommunications@durham.ca).. © 2023 Durham Region, 605 Rossland Road East, Whitby, Ontario L1N 6A3, Canada, Telephone (within regional limits): 311, Telephone: 905-668-7711, Toll -Free: 1-800-372-1102 By GHD Digital Page 5 Page 6 Sent via email (clerks clarington.net) Li November 3, 2023 Mayor Foster and Members of Municipality of Clarington Council c/o June Gallagher, Municipal Clerk, and John Paul Newman, Deputy Clerk Municipality of Clarington The Regional Municipality of 40 Temperance Street Durham Bowmanville, Ontario L1 C 3A6 Works Department Attention: Mayor Foster and Members of Clarington Council 605 Rossland Rd. E. Level 5 RE: Status of Newcastle Zone 1 Reservoir and Zone 2 Pumping Station PO Box 623 Village of Newcastle, Municipality of Clarington Whitby, ON L1 N 6A3 Canada Regional Municipality of Durham (Region) staff have received Municipality 905-668-7711 1-800-372-1102 of Clarington (Municipality) Resolution #PD-061-23 and the letter from durham.ca Brookfield Residential (Brookfield) and DG Group (DG) (collectively referred to as the North Village Landowners Group) dated September 12, 2023. To summarize, the Region tracks development activity and regularly checks in with the development community and local municipalities to manage concurrent work and have always engineered solutions that match the pace of delivery of infrastructure projects with development activity. Regional staff have been actively engaged with the North Village Landowners Group for many years. This involvement has included attending meetings, reviewing technical submissions, and supporting design efforts through on -going consultation. The Region has not held up the release of any building permits to date. To the contrary, the Region provided permission for DG and Brookfield to proceed with a temporary booster pumping station years ago, a facility that will support the development of approximately 450 to 500 units. When combined with other active developments in Newcastle, this represents significant growth in the area over the next few years. Design iterations to this temporary booster pumping station remain ongoing. There have been lengthy gaps between design submissions to the Region, changes to consultants working on the project, and revisions to the approved Draft Plans. Furthermore, the uncertainty surrounding the COVID-19 situation caused mutual delays in design progress. If you require this information in an accessible four agelePse contact 1-800-372-1102 ext. 3460. Mayor Foster and Members of Clarington Council Status of Newcastle Zone 1 Reservoir and Zone 2 Pumping Station November 3, 2023 Page 2 of 4 Like the North Village Landowners Group, the Region has also seen major infrastructure projects experience longer than expected design and construction timelines due to widespread material, equipment, and labour shortages. This unfortunate reality is being faced by the entire construction industry and the Region is striving to communicate those impacts to builders and their design teams as we engage with one another. To our knowledge, the Municipality has not prepared annual population breakdowns or units to be developed per year in support of their housing pledge. Likewise, we are not aware of any specific sites or developments being assigned a portion of the housing pledge. For that reason, we cannot comment on the assertions within the letter that speak to the importance of this specific development to achieve the Municipality's objective. It should be noted that the Region has successfully advanced many major capital projects recently that supports growth in Clarington, including the following that have a direct impact on the Village of Newcastle: • Expansion of the Newcastle Water Supply Plant — construction ongoing; • Expansion of the Newcastle Water Pollution Control Plant — anticipated tender Q1 2024; and • Regional Capital Contracts D2018-063 and D2016-031 — Toronto Street / Ruddell Road Trunk Sanitary Sewer and Feedermain — construction complete. The current project schedule provided to the North Village Landowners Group in September 2023 takes into account recent Regional experience with three similar reservoir and pumping station projects, one in the Municipality of Clarington (Bowmanville) and two in the City of Pickering (Seaton). These three projects have taken approximately two years to advance through detailed design and two to three years to construct and commission. Project schedules, as always, are subject to change and are based on obtaining all approvals and financing in a timely manner, and we also note that recent supply chain issues have resulted in delays to large equipment purchases and increased project budget. The current schedule update provided by the Region on September 11, 2023, and referenced in the September 12, 2023 letter from the North Village Landowners Group, is as follows: • RFP to be issued for detailed design in Q4 2023; • Award of Consulting Assignment in Q1 2024; 0 Mayor Foster and Members of Clarington Council Status of Newcastle Zone 1 Reservoir and Zone 2 Pumping Station November 3, 2023 Page 3 of 4 • Construction tender issued Q4 2025; and • Commissioning complete in Q1 2028. We note the Region has taken the following measures to expedite this project through the bidding process and in the design phase of work: 1. The Region has prequalified four Consultants through RFPQ-1011-2022 to streamline the bidding, evaluation and award process for retaining a Consultant to complete detailed design; 2. The topographic survey for the project is underway with an anticipated completion of November 2023; 3. The Region has circulated a request for proposal for subsurface utility investigations and reporting independent of the main Consulting RFP. We expect to have a Consultant retained for this subsurface utility investigative field work in November 2023 with the fieldwork, utility mapping and reporting all completed by the end of Q1 2024; and 4. The scope of work for the Consulting Assignment will include the requirement for the Consultant to deliver a site alteration permit application package to the Municipality of Clarington in Q2 2024 to facilitate the preparation of the site's Project Area for receiving imported soil that will ultimately be utilized to meet the soil needs of the facility. The Region's intent will be to utilize excess soil from the Liberty St Reservoir and Pumping Station project in Bowmanville, which is scheduled to be issued for tender in 2024. The Region will be seeking regular updates and coordination from the North Village Landowners Group for designing infrastructure interfaces between the Newcastle Reservoir / Pumping Station site and the North Village Landowners Group's subdivision, including but not limited to the watermain connections, site grading and stormwater management design for their Subdivision. We will also look to coordinate on the North Village Landowners Group's schedule for extending sanitary sewer infrastructure to the Region's parcel as it relates to the need to design / construct an interim private sewage disposal system at the Region's facility. Page 9 Mayor Foster and Members of Clarington Council Status of Newcastle Zone 1 Reservoir and Zone 2 Pumping Station November 3, 2023 Page 4 of 4 Furthermore, the Region will be seeking support from the Municipality throughout the project on the following matters: A. The application for a Site Alteration Permit in Q2 2024; B. The application for Site Plan Approval; and C. The application for Building Permit(s). The Region remains committed to working with the Municipality of Clarington and the North Village Landowners Group to deliver this important water supply infrastructure project. Sincerely, IMKieHubble, P.Eng. Director, Environmental Services C. B. Bridgeman, Commissioner of Planning and Economic Development, Durham Region A. Harras, Regional Clerk/Director, Legislative Services, Durham Region R. Jagannathan, Acting Commissioner, Works, Durham Region P. Gillespie, Manager, Development Approvals, Works Department, Durham Region N. Andres, Manager, Engineering Planning and Studies, Works Department, Durham Region M. Harris, Manager, Design Contracts, Works Department, Durham Region Page 10 f The Corporation of the Municipality of Wawa REGULAR COUNCIL MEETING RESOLUTION Tuesday, November 7, 2023 Resolution # RC23265 I Meeting Order: 10 1 Second by: 0 WHEREAS Canada has 90,000 volunteer firefighters who provide fire and all hazard emergency services to their communities; in addition, approximately 8,000 essential search and rescue volunteers respond to thousands of incidents every year; and WHEREAS many of these individuals receive some form of pay on call, an honorarium, or are given some funding to cover expenses, but they do not draw a living wage from firefighting; and; WHEREAS without volunteer firefighters and search and rescue volunteers, thousands of communities in Canada would have no fire and emergency response coverage; and; WHEREAS in 2013, the federal government initiated a tax credit recognizing these individuals, and calling on the federal government to increase this tax credit from $3,000 to $10,000; and; WHEREAS volunteer firefighters account for 71 % of Canada's total firefighting essential first responders; • The tax code of Canada currently allows volunteer firefighters and search and rescue volunteers to claim a $3,000 tax credit if 200 hours of volunteer services were completed in a calendar year; • This works out to a mere $450 per year, which we allow these essential volunteers to keep of their own income from their regular jobs, $2.25 an hour; • If they volunteer more than 200 hours, which many do, this tax credit becomes even less; • These essential volunteers not only put their lives on the line and give their time, training and efforts to Canadians, but they also allow cities and municipalities to keep property taxes lower than if paid services were required; p.2... This document is available in alternate formats. The Corporation of the Municipality of Wawa REGULAR COUNCIL MEETING RESOLUTION • It would also help retain these volunteers in a time when volunteerism is decreasing. THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Wawa call upon the Government of Canada to support Bill C-310 and enact amendments to subsections 118.06 (2) and 118.07 (2) of the Income Tax Act in order to increase the amount of the tax credits for volunteer firefighting and search and rescue volunteer services from $3,000 to $10,000; and; FURTHERMORE THAT a copy of the resolution be shared with the Association of Fire Chiefs of Ontario, Algoma Mutual Aid Association, Association of Municipalities of Ontario and all Ontario municipalities. RESOLUTION RESULT- — RECORDED VOTE LIMMAYOR CARRIED AND COUNCIL YES NO ❑ DEFEATED Mitch Hatfield ❑ TABLED Cathy Cannon ❑ RECORDED VOTE (SEE RIGHT) Melanie Pilon ❑ PECUNIARY INTEREST DECLARED Jim Hoffmann ❑ WITHDRAWN I Joseph O ato Disclosure of Pecuniary Interest and the general nature thereof. ❑ Disclosed the pecuniary interest and general name thereof and abstained from the discussion, vote and influence. Clerk: MAX iI CLERK — MAURY O'NEILL This document is available in alternate formats. The Corporation of the Municipality of Wawa A:�- REGULAR COUNCIL MEETING RESOLUTION Tuesday, November 7, 2023 Resolution # RC23263 Meeting Order: S Moved by: Seq7nder: WHEREAS the local newspaper company AlgVa News review has ceased the print publication of its weekly newspaper and printed its final edition on July 6, 2022; and WHEREAS the Legislation Act, 2006 provides a definition of "newspaper" which applies to every Ontario Act Regulation, as in a provision requiring publication, means a document that, (a) is printed in sheet form, published at regular intervals of a week or less and circulated to the general public, and (b) consists primarily of news of current events of general interest; ("journal"); and WHEREAS Ontario Municipalities are required to follow publication and notice requirements for Provincial Acts and Regulations; and WHEREAS communities such as the Municipality of Wawa cannot comply with publication requirements in Provincial Acts and Regulations as the Algoma News Review publication if no longer being printed in sheet form and there are no other local news publications fitting the definition of "newspaper"; and WHEREAS some small rural Ontario Municipalities may not have the means to bring an application to the Court to ask for directions and approval of an alternate manner of providing notice; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Wawa does hereby support the Township of McKellar and request the Provincial Government to make an amendment to the Legislation Act, 2006 to include digital publications as an acceptable means of publication and notice requirements for Provincial acts and Regulations; and p.2... This document is available in alternate formats. The Corporation of the Municipality of Wawa REGULAR COUNCIL MEETING RESOLUTION FURTHERMORE request the support of all Ontario Municipalities; and FURTHERMORE THAT this resolution be forwarded to the Minister of Municipal Affairs and Housing Paul Calandra, Algoma Manitoulin MPP Michael Mantha, and the Association of Ontario Municipalities (AMO). R SOLUTION RESULTORDED'VOT CARRIED MAYOR AND COUNCIL YES NO ❑ DEFEATED Mitch Hatfield ❑ TABLED Cathy Cannon ❑ RECORDED VOTE (SEE RIGHT) Melanie Pilon ❑ PECUNIARY INTEREST DECLARED Jim Hoffmann ❑ WITHDRAWN Joseph O ato Disclosure of Pecuniary Interest and the general nature thereof. ❑ Disclosed the pecuniary interest and general name thereof and abstained from the discussion, vote and influence. Clerk: CLERK - MAURY O'NEILL This document is available in alternate formats. From: communications Ca�ohrc.on.ca To: ClerksExternalEma it Subject: OHRC releases new web tool to help Ontarians meet their human rights obligations Date: Monday, October 30, 2023 10:38:20 AM October 30, 2023 OHRC releases new web tool to help Ontarians meet their human rights obligations TORONTO — Today, the Ontario Human Rights Commission (OHRC) released its Human Rights -Based Approach (HRBA) Framework, a new web -based educational tool to support the public, governments, service providers and employers across the province to design and develop policies and programs that meet their obligations under the Ontario Human Rights Code. The framework can also be used by advocates and researchers to help bring a human rights approach to their campaigns and projects. As part of the Framework, five user guides are available to support people and organizations in the following sectors: . health and human services . employer policy and programs . advocacv and research • provincial policy and programs . municipal by-laws, polices, programs and services "Understanding human rights obligations is the foundation for building policies and programs which meet the human rights of all Ontarians," said OHRC Chief Commissioner Patricia DeGuire. "The new Human Rights -Based Framework will help people understand their responsibilities and take human rights into consideration at every step of their planning and implementation. This is one practical way to build a human rights culture in Ontario — a culture that recognizes the dignity and worth of every person and provides equal rights and opportunities Page 15 without discrimination." The HRBA Framework helps users through each stage of a new policy or program with probing human rights questions and considerations that educate and help people to think differently. A human rights -based approach can help to identify inequalities and remedy discriminatory practices. It can also empower marginalized communities by supporting their participation and inclusion in program or policy development and strengthen the capacity of government policy and decision makers to respect, protect and fulfill their legal human rights obligations. "AMO supports a rights -based approach to housing and other critical areas of municipal responsibility. Practical supports and tools such as the HRBA Framework and 'how to' guide are key to helping understand what rights -based approaches mean in practice and how municipal governments can implement them," said Colin Best, President of the Association of Municipalities of Ontario. "AMO is proud of its partnership with the Ontario Human Rights Commission and looks forward to ongoing collaboration to support all levels of government in meeting obligations under the Code." The OHRC calls on everyone in Ontario, including service providers, employers, advocates, and provincial and municipal governments, to make use of this new tool to meet their responsibilities and legal duties towards Ontarians. Quick Facts . The HRBA Framework should be used in conjunction with other related OHRC guidelines and policies, such as: human rights and rental housing, preventing discrimination based on mental health disabilities and addictions, and policy and guidelines on racism and racial discrimination. . While the HRBA Framework supports organizations in meeting their human rights obligations, it does not replace receiving legal advice where necessary. Learn More . Human Rights 101 3rd Edition (2020) . Call it out: racism, racial discrimination and human rights . Duty to Accommodate . Poverty POV — What we are hearing "The Ontario Human Rights Commission promotes and enforces human rights to create a culture of human rights accountability." www.ohrc.on.ca www.facebook.com/the.ohrc twitter.com/OntHumanRights October 30, 2023 La CODP publie un nouvel outil en ligne pour aider les Page 16 Ontariens a respecter leurs obligations en matiere de droits de la personne TORONTO — La Commission ontarienne des droits de la personne (CODP) a publie aujourd'hui son cadre d'approche fondee sur les droits de la personne (AFDP), un nouvel outil pedagogique en ligne destine a aider le public, les administrations, les fournisseurs de services et les employeurs de la province a concevoir et a elaborer des politiques et des programmes qui respectent leurs obligations en vertu du Code des droits de la personne de I'Ontario. Ce cadre peut egalement titre utilise par les defenseurs des droits de la personne et les chercheurs pour les cider a adopter une approche fondee sur les droits de la personne dans le cadre de leurs campagnes et de leurs projets. Cinq guides de I'utilisateur sont disponibles pour aider les personnes et les organismes dans les secteurs suivants : . la sante et les services sociaux . la politigue et Ies programmes de I'emDloyeur . la defense des droits et la recherche . la Dolitiaue et Ies programmes Drovinciaux . les realements. Ies DOlitiques. Ies programmes et les services municipaux Comprendre les obligations en matiere de droits de la personne est le fondement de ('elaboration de politiques et de programmes qui respectent les droits de la personne de tous les Ontariens », a declare Patricia DeGuire, commissaire en chef de la CODP de I'Ontario. « Le nouveau cadre fonde sur les droits de la personne aidera les gens a comprendre leurs responsabilites et a prendre en compte les droits de la personne a chaque etape de la planification et de la mise en oeuvre. II s'agit d'un moyen concret d'instaurer une culture des droits de la personne en Ontario : une culture qui reconnait la dignite et la valeur de chaque personne et qui garantit 1'egalite des droits et des possibilites sans discrimination ». Le cadre AFDP aide les utilisateurs a chaque etape d'une nouvelle politigue ou d'un nouveau programme en posant des questions approfondies sur les droits de la personne et en tenant compte de considerations qui eduquent et aident les gens a penser differemment. Une approche fondee sur les droits de la personne peut aider a cerner les inegalites eta remedier aux pratiques discriminatoires. Elle peut egalement renforcer I'autonomie des collectivites marginalisees en soutenant leur participation et leur inclusion dans I'Maboration de programmes ou de politiques et en renforgant la capacite des responsables politiques et des decideurs gouvernementaux a respecter, proteger et remplir leurs obligations legales en matiere de droits de la personne. L'Association of Municipalities of Ontario (AMO) soutient une approche fondee sur les droits en matiere de logement et d'autres domaines essentiels de la responsabilite municipale. Des supports et des outils pratiques tels que le cadre AFDP et le guide pratique sont essentiels pour aider a comprendre ce que les approches fondees sur les droits signifient en pratique et comment les administrations municipales peuvent les mettre en oeuvre », a declare Colin Best, Page 17 president de ('Association of Municipalities of Ontario (AMO). « L'AMO est fiere de son partenariat avec la Commission ontarienne des droits de la personne et se rejouit de poursuivre sa collaboration afin d'aider tous les niveaux de gouvernement a respecter leurs obligations en vertu du Code ». ' La CODP invite tous les habitants de I'Ontario, y compris les fournisseurs de services, les employeurs, les defenseurs des droits et les administrations provinciales et municipales, a utiliser ce nouvel outil pour s'acquitter de leurs responsabilites et de leurs obligations legales a I'egard des Ontariennes et des Ontariens. Faits marquants . Le cadre de I'AFDP doit etre utilise en conjonction avec d'autres lignes directrices et politiques connexes de la CODP, telles que la politique concernant les droits de la personne et le logement locatif, la politique sur la prevention de la discrimination fondee sur les troubles mentaux et les dependances ainsi que la politique et les Iignes directrices sur le racisme et la discrimination raciale. . Bien que le cadre de I'AFDP aide les organismes a respecter leurs obligations en matiere de droits de la personne, it ne remplace pas I'obtention d'un avis juridique si necessaire. En savoir plus . Droits de la personne 101, V edition (2020) . Denoncez-le : Racisme discrimination raciale et droits de la personne . Obligation d'accommodement . PDV sur la pauvrete — Ce qu'on nous a dit a La Commission ontarienne des droits de la personne promeut et met en oeuvre /es droits de la personne, afin de creer une culture de responsabilite en matiere de droits de la personne. http://www.ohrc.on.ca/fr www.facebook.com/LaCODP twitter.com/LaCODP Page 18 You are subscribed to the Ontario Human Rights Commission's newsletter. To unsubscribe, click here. If this message was forwarded to you, you can subscribe to the Ontario Human Rights Commission's newsletter here. Ontario Human Rights Commission 180 Dundas Street West, 9th Floor Toronto, ON M7A 2G5 Phone: 1-800-387-9080, Email: communicationslcDohrc.on.ca, Web: www.ohrc.on.ca All personal information we hold is governed by the Freedom of Information and Protection of Privacy Act GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE BOARD OF DIRECTORS October 19, 2023 (Hybrid) GRCA 06/23 1. Welcome, Land Acknowledgement and Call to Order The Chair called the Ganaraska Region Conservation Authority (GRCA) Board of Directors meeting to order at 4:00 p.m. MEMBERS PRESENT: Mark Lovshin, Chair - Township of Hamilton Vicki Mink, Vice - Chair - Municipality of Port Hope Randy Barber - Town of Cobourg Miriam Mutton - Town of Cobourg Lance Nachoff - Township of Cavan Monaghan Adam Pearson - Municipality of Port Hope Tracy Richardson - City of Kawartha Lakes Joan Stover - Township of Alnwick/Haldimand Margaret Zwart - Municipality of Clarington ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Cory Harris, Watershed Services Coordinator Ken Thajer, Planning and Regulations Coordinator ABSENT WITH REGRETS: Bruce Buttar - Agricultural Representative Willie Woo - Municipality of Clarington ALSO ABSENT: Land Acknowledgement The Ganaraska Region Conservation Authority respectfully acknowledges that the land on which we gather is situated within the traditional and treaty territory of the Mississauga's and Chippewa's of the Anishinabek, known today as the Williams Treaties First Nations. Our work on these lands acknowledges their resilience and their longstanding contribution to the area. We are thankful for the opportunity to live, learn and share with mutual respect and appreciation. 2. Disclosure of Pecuniary Interest None. Page 20 Minutes GRCA Board of Directors 06/23 Page 2 3. Minutes of Last Meeti G RCA 47/23 MOVED BY: Vicki Mink SECONDED BY: Joan Stover THAT the Ganaraska Region Conservation Authority approve the minutes of the September 21, 2023 meeting. CARRIED. 4. Adoption of the Agenda G RCA 48/23 MOVED BY: SECONDED BY: Adam Pearson Miriam Mutton THAT the Ganaraska Region Conservation Authority adopt the agenda. CARRIED. 5. Delegations None. 6. Presentations a) Wilmot/Graham Creek Floodplain Mapping Update Study Cory Harris, Watershed Services Coordinator, presented an overview of the recently completed Floodplain Mapping Update Study. A copy of the presentation is attached to the minutes. G RCA 49/23 MOVED BY: Adam Pearson SECONDED BY: Tracy Richardson THAT the Ganaraska Region Conservation Authority receive the presentation regarding the Wilmot and Graham Creek Floodplain Mapping Update Study for information; AND FURTHER THAT the floodplain mapping for the Wilmot and Graham Creek watersheds as described in this report be adopted for use by the Ganaraska Region Conservation Authority. CARRIED. b) Floodplain Mapping Update Implementation Plan Cory Harris, Watershed Services Coordinator, presented a brief overview of the Floodplain Mapping Update Implementation Plan. A copy of the presentation is attached to the minutes. G RCA 50/23 MOVED BY: Miriam Mutton SECONDED BY: Lance Nachoff THAT the Ganaraska Region Conservation ALii ority received the presentation regarding Minutes GRCA Board of Directors 06/23 Page 3 the Floodplain Mapping Update Implementation Plan for information; AND FURTHER THAT the Floodplain Mapping Update Implementation Plan be approved by the Ganaraska Region Conservation Authority board; AND FURTHER THAT the Floodplain Mapping Update Implementation Plan be forwarded to the watershed Municipalities. CARRIED. 7. Business Arising from Minutes: a) 2024 Preliminary Budget and Municipal Levy The CAO/Secretary-Treasurer presented the 2024 Preliminary Budget and Municipal Levy staff report. GRCA 51/23 MOVED BY: SECONDED BY: Randy Barber Joan Stover THAT the Board of Directors receive the 2024 Preliminary Budget for information and; FURTHER THAT the budget be forwarded to the watershed municipalities, indicating in the cover letter, that the vote to approve the 2024 levy will be taken at the November 23, 2023 Board of Directors meeting. CARRIED. 8. Correspondence 03/23 Municipality of Clarington re Presentation GRCA 52/23 MOVED BY: Margaret Zwart SECONDED BY: Adam Pearson THAT the Ganaraska Region Conservation Authority receive the correspondence to note and file. CARRIED. 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: GRCA 53/23 MOVED BY: SECONDED BY: Adam Pearson Miriam Mutton THAT the Ganaraska Region Conservation Authority receive the permits for information. CARRIED. Permit Application requiring Ganaraska Region Conservation Authority Board of Directors discussion: None. Page 22 Minutes GRCA Board of Directors 06/23 Page 4 10. Committee Reports: None. 11. New Business None. 12. Other Business: None. 13. Public Question Period None. 14. In Camera None. 15. Adjourn G RCA 54/23 MOVED BY: Adam Pearson THAT the meeting adjourned at 5:00 p.m. CARRIED. CHAIR CAO/SECRETARY-TREASURER Page 23 Wilmot/Graham Creek Floodplain Mapping Update Study Cory Harris, P. Eng. Watershed Services Coordinator GRCA Board of Directors October 19, 2023 Ganaraska Page 24 CONSERVATION Outline • Background & Need for Study • Guidance Documents • Overview of work • Web map viewer • Project wrap up • Endorsement of mapping for use Wilmot Creek and Graham Creek Watershed Landuse [=V*%nkn Boundary _ Beach I BIUR _ Meadow _ J-, �:RU=1Munupaa s Forest E_Ag—a— wager wen.. N a 1,45a 2.9Bo S,eoa �1.eoo nu Ras amrima+rw.�wmw« cmr.na ew c,w.u�. q.o�o�.�.x..»,.o,mw.Kax I t AMoron uro'�wko-w a"r MMauw'a.m . Ganaraska Background & Need for Study • Original study done in 1977 (over 45 years ago) • Many things have changed since the original study • Land uses, culvert/bridge structures, creation of Geographic Information Systems (GIS), modelling software, mapping standards • The original models are not available (not digital) • Hydraulic model was completed using punch cards • Now representing watersheds using GIS • Creating new digital models for hydrology and hydraulics • Updating drainage areas/subcatchments, land use, soils information, structure data (i.e. replacements), channel information, etc. • The updated mapping will provide the latest data to assist with emergency preparedness planning, including flood prevention and mitigation ! 1 o r hi 1 (7"50 S X + 554.0 �x Q Ontario's Flooding Strategy Province's Flooding Strategy produced in 2020 and presented Five Priorities <riority #1: Understand Flood Risks Prior riance of Flood Risks Priority #3: Enhance Flood Preparedness Priority #4: Enhance Flood Response and Recovery Priority #5: Invest in Flood Risk Reduction Existing provincial flood standards are based on historic data, not future climate change projections : Project Area Page 29 Ganaraska CONSLKVATION Wilmot Creek and Graham Creek Watershed Watershed Boundary WBSerbody Watercourse Highway Arterial Local Street Laval Municipalities -rhM+wsp * fv mbrmslon purpomenly aro Ins Gsnaraska REqun 0anearvabbn �yplprity Wkes no r onvoany for, nor puerwg se the accuracy oi,he irdmmatlarr oor,la.red wNhin the map Arepa'eo Oy Ganarask- Regwo Cwse,at�pn A,m,pnty Feb 2023 >'rod6KOd pronoao by Ih& Mi�9try or Natural Remmet. GRCA sn0 other muna.pal sources. Gopynpht tcl Oueen's F nkmw.. 2023 N 1:80,000 A 0 0.5 1 2 3 d Kilometers Guidance Documents .,.'VVIVIT' 01, r s = r W,r TECHNICAL GUIDELINES FOR HAZARD MAPPING Central Lake Ontano Co —atop Credd Valley U.— Grand RWGF Conservation Aulhonty Gan —" and Region Conservation Authonty Nod —saga Valley Eo.ronmental Water Resources Group Ltd. Dr. B. Adams & Federa/F/ Guide/fines Se esppin9 Oral es f �t j'a and h 2V9rsian 1 � as Na2arq �ej naafi an Natural Resources Canada l'en'-°ral lnfrrmat�on product 1 >3e Nay�alR W eF anatla Rubfi��ak �N�.M lesryrh¢ o��naga Mk is matla• as U°aan in P��ant/hkhRY ofNayyral qre� tlby 9� F nmormaaan r 5 aanea,.i �aaa�9s¢ / nN'a.2Cp mi h!0 %/baaYe fta�� e � a 9hk- canacanatl�m Overview of Work Completed • Recreation of both hydrology and hydraulic models • Use of 2016 LiDAR data • Data integrated with new national vertical data standard (CGVD2013) • Survey of 400+ culvert and bridge structures within Clarington/Durham • Public Information Centre held in Newcastle on March 20, 2023 • Comments from public re mapping were received until March 26th • Final draft maps and report prepared • Comments received from Clarington staff in August • Final version of reports and maps prepared in September/October Land Use r Page 32 qfI- Go— ,anaraska CONSERVATION Wilmot Creek and Graham Creek Land Use Q Watershed 0 Subcatchments Land Use _ AgricuMure - Commercial - Environmental Protection - Industrial - Institutional - PitslQuarries - Residential j Municipality Road Classification Highway Arterial Local Street This map is for information purposes only and the Ganaraska Region Conservation Authority takes no responsibility for, nor guarantees, tha accuracy ofthe information contained within the map_ Prepared by Ganaraska Region Conservation Authority_ October 2023_ ,rod—' using Information proAded by the Ministry of Natural Resources, GRCA and other municipal sources, Copyright (a) Queen's Printer, 2023_ N 1:35,000 n 0 412.5825 1,650 2,475 3.300 Meters Soil Types Blackstock pontYPocl �l"~ Lalrtpbellttoft, Ganaraska 11y CONSERVATION l6 .( Enniskillen 116 6Di P—H.P, Wilmot Creek and ri,a Graham Creek C shr,:,i Bowmanville _-_. Soil Type QWatershed ir Subcatchments ---- : Municipality Soil Type r S B an3 pro r""- C ® N Road Classification Highway �'° \ i, - °I — Arterial Local Street This map is for information purposes only and the Ganaraska Region Conservation Authority takes no responsibility for, nor guarantees, the accuracy ofthe information'.tailed withun the map_ Prepared by Ganaraska Region Conservation Authority' O'tober 2023_ Produced using Information plcWded by the Ministry of Natural Resources, GRCA and other -.pal sOu S, Copyright (c) Queen's Printer, 2023_ N 1:35.000 A Page 33 0 4', — 1,650 2,475 3,300 Meters Subcatchments �r ��owl ' 8lackstock Pontypool -" t'a � CampbelltroR i � Ganaraska { -} as Enniskillen . CONSERVATION Wilmot Creek and Graham Creek Oshawa Bowmanville---__-- Subcatchments p: 5 - t(, Watershed LLSubcatchments Municipality Subwatershed All Crooked Creek Faster Creek Graham Creek Hunter Creek Mulligan Creek Orono Creek - 4,; � f � Stalker Creek Wilmot Creek Road Classification Highway Arterial Local Street This map is for Information purposes only and the ' Ganaraska Region Conservation Authority takes no responsibility for, nor guarantees, the accuracy . ofthe information curtained with'm the Map- Prepared by Ganaraska Region Conservation Authority' October2023- Produced using Information proAded by the %�' Ministry of Natural Resources, GRCA and other Copyright (c) Queen's Printer, 2023_ - N 1:35,000 Page 34 rs - 04125825 1,650 2,475 3.300 Meters GRCA Web Map Viewer https://tinyuri.com/grca-p�oject.OR httns;11grca.on:ca/index,phv/content1draham-Wilmot=creek-fioodplain-mappingaraenf,l srat�nn Sldp to content camphellcrek Q ilkII Perrytown ;G&anaraska SERVATION Soli nz _ J wcl[amr »a �^^�•--•+ • '6 ' __ Mnrr •h _ GsuJ Corners r -? '�'�• � • '�d Po r[ 9r�ta in ', ar 1, ,�1 f Wesleyvllle Graham & Wilmot Creek y S w Flood Plain Mapping Claring[on v ° t - .� - Thu Genereske Region Conservation Authority (GRCA) partnered - _ - .; � �? with the MunicipeGty of Clarington tc update flood plain mapping for or (,, ',. �,,. �_..• - �� the Graham R Wilmot Creek Watersheds. Flood plain mapping helps to identify areas that may he at risk of as^sane oarl mg[on flooding during severe storms and is an important tool for land use _ - planning and emergency preparedness. The study area covers the Graham and Wilmot Creek watersheds, aaningran which includes Newcastle Village, Orono, and the Hamlets of aronnaal ra k Brownsville, Leskard, Starkville, Clarke, and Newtonville. r View Project Page ®®� Public Information Centre (PIC) 2km WHEN: - "- "-"-o'.ince o�Cnrerio, Esri CaneCa, 2 mi -- -�- " .._ -- --- -- - - - - Es= =RE, Garmin, SafeGraph, G—Technolagie-, NAC7,i OSGS,EP--_ - ----- - -- -' - Powered by Es ri — ---- Monday, March 20, 2023, 6.00 PM to 8:00 PM 0 0rT 0 Rres& Ii�R�r■ w + w 1 • '} *019 ;Rop )RA k F= 7t fir• } L 4' r R y�j�►+yKl{+ `+*'►#ti*�etil11�r1+'y +, • fa i �7 i 1�+d;+fit►/ i� rr �. i P* f7 i j ,�#k#�� ►1 �► y ; i~ Iltl■fix**+� + Ri:w `v + r j�i4jY�.. r►++'"'"�►�����=,5�+, t►� 1 �~� .4RR� A ►_ } lk i ■a • R 1 ■ r � kNf RC' w o 0011[.IIIKV9r:4:4Are 4gIgqDoti �1y��Nti�r�r r ; jP kill 4v rto go +r i JSGS, FEMAJ Esri Cvmrnunizy Maps Co non-: utcrs in a5zie F3 ik Graham Creek at NE Newcastle a [,;�ringim qGanafaspca MAP 41 Y f I _ .:' Graham Creek t { a Flood Plain Mapping 10`f -ire AL L V 4010 01 �YL rs.,r'• 1 � T - - r...4._ a ii � � . r •jx. S.A- I.w .[ aeia�" L& .� � i J 1. ear- k'+�}k •� �_ '• � �� lsl. i 40 � - r .. ' •�-s ,apoo m ..it,� MAP 42 MAP 43 Page 39 Next Steps • Once mapping is endorsed by the Board, report and maps will be delivered to NDMP program • New mapping to be shared with Municipality of Clarington and Region of Durham to inform land use and emergency management planning • Mapping to be used to update regulatory limits • Models to be used in future risk assessment work for road crossings and asset management planning 0 'D b04 �: dp dQ acJn��.�❑ 4. n • o rn� °t�?�a. � � 9 Sao. 4 d4 a_ ppo a� G n ooj c' 0 Thank you to funding partners Clariagton . Government Couvernernent of Canada du Canada Public Safety Canada — National Disaster Mitigation Program (NDMP) it anarasl<a CONSERVATION Thank you! Floodplain Mapping Update Implementation Plan Cory Harris, P. Eng. Watershed Services Coordinator GRCA Board Meeting October 19, 2023 Ganaraska Page 43 CONSERVATION Outline • Context • Why are floodplain mapping updates important? • State of GRCA mapping • History of available funding • Where do we need to go? • How do we get there? �, r Context Mapping natural hazards is a delegated responsibility from Province to CAs Flood Management = 1. Prevention 2. Protection 3. Emergency Response Floodplain mapping is foundational to understanding the watershed and supports all three flood management elements Ganaraska 4( CONSERVATION Ontario's Flooding Strategy Province's Flooding Strategy produced in 2020 and presented Five Priorities <rio2rity #1: Understand Flood Risk Priori teov Hance of Flood Risks Priority #3: Enhance Flood Preparedness Priority #4: Enhance Flood Response and Recovery Priority #5: Invest in Flood Risk Reduction • Province has not provided funding to support implementation of the strategy • Flood standards are based on historic data, not future climate change projections Page 46 Part of Mandatory Services Under Ont. Reg. 686121 Sec. 1(3) (3) Where the authority considers it advisable to help ensure it complies Nvith its obligation to provide the progranis and seii,ices described in sections 2 to S. the authority shall. o the extent it consicters appropriate. ensure Mose programs Iand ser�,ices include the following components: 1. The collection, provision and management of information enabling the authority,, to, 1. delineate and map areas of natural hazards within its area of. [uris diction, ii. Zy surface water hydrology and hydraulics, including surface water flows and levels, and the related in eras ions 5etween surface Mid ground Nva er, iii. Z& strearrl mor•phologv, iv. Z & the potential effects ofclirrrate change on natural Hazards, and y. srLidy the management of natural Hazards. "'. The development of plans and policies that will support the delivery of those programs and services. 3. Public awareness, education and outreach components related to the risk of natural hazards within the authority's area of jurisdiction, 4. Consultation on the development and provision of those programs and services. Why are floodplain mapping updates important? Models need to be current to reflect changes in land use CAs provide mapping and models to municipal partners, consultants, etc. to quantify flood risks and to test impacts of development • Need up-to-date models to complete risk assessments for culvert and bridge infrastructure • Inform and prioritize asset management plan • Test climate change scenarios and make our communities more resilient Ganaraska Funding History CONSERVATION History of Federal Flood Mapping 1976 - 1996 FDRP Flood Damage Reduction Program 2015 - 2022 �tq 10 �j sneer omit '\ spit{ Section �tiuy'd NDMP National Disaster Mitigation Program 2021- 2024 FHIMP Flood Hazard Identification and Mapping Program Natural Resources Ressurces naturelles Canada:f Caruda Canada Page 49 Ganaraska CONSERVATION Federal role in Flood Mapping ■ Previous Funding Programs ■ New Funding Program Funding History 19 year gap in any Federal or Provincial funding Flood Hazard Identification Mapping Program (FHIMP) FHIMP includes the Government of Canada collaborating with provinces and territories to create or update flood hazard maps for areas at higher risk of flooding. I I I I I Flood Damage Reduction National Disaster Mitigation Program (NDMP) Program (FDRP) !+f✓:1UP was established to reduce the impacts of natural A national program that mapped fioodplain disasters on Canadians by focusing investments on areas in over 900 communities and was significant, recurring flood risks and casts. used to encourage the use of land use I controls within these mapped areas_ ll First Nation Adapt Program (FNAP) FNAP prioritizes First Nation communities most impacted by climate change related to sea level' rise, flooding, forest fires, droughtr and winter road Failures. Page 50 Ganaraska 4( CONSERVATION FHIMP Funding Being Extended • The previous National Disaster Mitigation Program (NDMP) had a 50- 50 funding requirement and had six separate application intakes between 2015 and 2021 • Natural Resources Canada (NRCan) has recently announced (October 2023) an extension to the Flood Hazard Identification and Mapping Program (FHIMP) through March of 2028H! • Funding application intakes are expected to open in the coming months • We have the next four years to leverage the federal dollars to get the mapping updates completed! Page 51 Sylvan Glen Example Gamr&*o-S*an_GIm ZOn X eu GAMARA5Ku REGION CCNSERF Tr FILL AND FLOOD RtU ru xo mmlr�rnw .>a. 14 _ OF THE GANARASKA RIVER rti�x ivvFnm w �� OMTYf�O qEf LaATdH kb. _ p[ICWL2 •d _ — I l I l MTE l.YS rPOD S BIEEi I✓1 N !I T p�y�Lyl Lm Floodplain Studies by Date Floodplain Study Year Study Completed 1970-1979 1984 - 19139 I • r_1 1990 - 1 {I99 1 2000 - 2009 1 3 11 0 0 - 2010 - 20 19 I ■ i I 1 ! t r �„r f3ew� ■� r.r "� y ■ t r l Camphellcroft i I Elizahethville i ■ Bahimore a :ends ! I ■ ram. k ■ -�� -r ! welcome X f"1�� I .. - . I ■ i.-�_. - � �� • .sue Newtonville- J• f r 4. y4ille � i Ganaraska Region Conservation �GRCA Boundary Waterhody Floodplain Study 01990-1994 Authority -Floodplain Mapping Floodplain Studies by Date Completed Q Watershed BoundaryWatercourse Year Study Completed 2000 -2009r Ganaraska L _ Local Municipalities Ontario Roa e'at grkeM - 1470 - 1474 1980 - 1989 2010 -2014 - 2020 -2023 iarvnm r.m,neooyre n�h6ryornnr�ire�v�, �caamar�mntp�is��. a�vssnvnnor INo- so-o-t so-o- 3eoo- s,ao-o- �zo-o- I :140,000 ® Update in Progress Railway `�"r'fq°�esrss,;na•mza. Meters New Vertical Datum Standard In November 2013, Natural Resources Canada (NRCan) released the Canadian Geodetic Vertical Datum of 2013 (CGVD2013), which is now the new standard for heights across Canada. This new height reference system replaced the Canadian Geodetic Vertical Datum of 1928 (CG VD28), which was adopted formally by an Order in Council in 1935. https://natural-resources.canada.ca/siteslnrcan/files/fileslpdf/Height reference system modernization (EN).pdf b 4ic Lmey'S . Find address or place I Hill GaYI Or1'S - Be I's Mill 1 • ti OSa_ _ f• �y r_ gal oal 41! on Corrsee. - �-'� � oak GcIT iIh m • 4 x W Wien } Zion adyk } 209 m wNn ey ti Mounta In Qoaeherry Hill P ga1,+4 ,. 1 ;•u4': � # cultural �f t 1 ..... + S f' P3 AWNy, Pa 7221 m f rltaln + Page 55 9km $ i : MA SA NSA I IS,SS FFMA I Prnvinre. of AN rAh • [• ATIVL :40 0 [ :4 :4 • Y d � U i One[* t Ranking Used to Identify Priorities • Each watercourse was reviewed and ranked for age of hydrology and hydraulic models, age of mapping, and risk levels • Hydrology, hydraulics, and mapping were each given a score from 1 to 4 1 being current and accurate 4 indicating no models or digital maps Hazard level was also given a score from 1 to 4 1 being low risk 4 being high risk All of the components were combined using the formula: Score = (Hydrology + Hydraulics + Mapping) * Hazard Level Watercourse Prioritization Matrix Watershed/Watercourse Hydrology Hydraulics Mapping Hazard Level Score Cobourg Creek (in Hamilton Township/Alnwick-Haldimand)* 4 4 4 3 36 Spicer Creek/Covert Creek* 4 4 4 3 36 Wesleyville Creek 4 4 3 3 33 West Gages Creek 3 2 3 4 32 Cobourg Creek (21D assessment) 2 3 3 4 32 Midtown Creek (21D Assessment - Elgin Rd to Lake) 2 3 3 4 32 Foster Creek 2D - from CPR to CNR 1 3 3 4 28 Foster Creek - merge 2015 and 2019 models 2 2 2 4 24 Ganaraska River (Urban Area) 2 2 2 4 24 Ganaraska River (Rural Area)** 4 4 4 2 24 Gages Creek** 4 4 4 2 24 East of Gages Creek Trib 5 (Apple Orchard Rd/Bob Carr Rd and Hwy 2) 4 4 4 2 24 East of Gages Creek Trib 6 (Westwood Dr and CNR/CPR) 4 4 4 2 24 Cobourg Creek (in Cobourg) 2 2 2 4 24 Midtown Creek 2 2 2 4 24 Brook Creek 2 2 2 4 24 Plainville Creek (Plainville to Rice Lake) 4 4 4 2 24 Port Britain Creek 4 4 3 2 22 Little's Creek (on West side of Urban Port Hope) 4 4 3 2 22 Massey Creek 2 2 2 3 18 East of Gages Creek Trib 4 (Augustine Rd and Hwy 2) 4 4 4 1 12 Brookside Creek (Carruthers Rd and Hwy 2)* 4 4 4 1 12 Harwood/Goose Creek (Harwood Rd to Rice Lake) 4 4 4 1 12 West Lake Ontario Trib 8 (East of Port Granby) 4 4 3 1 11 Wesleyville Marsh Creek 4 4 3 1 11 Brands Creek (East of Port Britain Creek) 4 4 3 1 11 Wilmot Creek 1 1 1 2 6 Graham Creek 1 1 1 2 6 Lovekin Creek 1 1 1 2 6 Bouchette Point Creek Page 58 1 1 1 2 6 Port Granby Creek 1 1 1 2 6 How do we get there? Receive Board endorsement of the rW., update strategy/implementation plan Develop and finalize work plans and <; cost estimates for all projects Meet with municipal partners to a_ establish priorities and available funding to leverage federal funding y Work will need to be phased over next 4-5 years to get all watersheds up-to-date Recommending that municipalities consider allocating funds to municipal reserves such that dollars can be leveraged to obtain available federal FHIMP funding (while available) to defray and reduce costs 0 it anarasl<a CONSERVATION Thank you! Newcastle BIA MINUTES October 12th, 2023 www.villageofnewcastle.ca Attendance: Jim Norwood, Marni Lewis, Janeen Calder, Tracey Yates, Laura Knox, Carolyn Brooks, Theresa Vanhaverbeke, Lina Schmahl Regrets: Greg Lewis, Jane Black, Valentine Lovekin, Councillor Willie Woo, Bonnie Wrightman 1. Meeting called to order at 9:02am - Land Acknowledgement read 2. Approval of September minutes Motion by: Janeen Calder Seconded by: Tracey Yates Carried 3. Business Arising from Minutes: New Logo update: the current logo was a community contest held 5-6 years ago, it doesn't mention or represent the BIA. Our new logo should bring awareness to the BIA and what we do, who we are. We will add as an agenda item and review monthly. 4. President's report: n/a 5. Treasurer's Report The current bank balance is $94,557.00 6. Council Report: n/a 7. Committee Reports Safety and Decor: The Harvest Festival over -the -street banners were well received from the community. James Printing hung and removed the banners and mentioned the wires are loose and recommends us getting them tightened. Councillor Woo received the following from the Director of Public Works, "Hi Councillor Woo, Page 61 There was a previous over -street banner in Bowmanville that was maintained by Veridian. It let go due to heavy winds, caused damage, and was consequently removed for risk management reasons. The two other existing over -street banner locations in Bowmanville remain the full responsibility of the BIA. Public Works had a request earlier this year to have our vendor (Montgomery) perform an inspection of the banner set-up in Newcastle. Taking a similar and consistent approach to Bowmanville, we could not accommodate. We have not been involved with the over -street banners in Clarington for years." have reached out to Ron Albright to give me some insight into who installed the banner poles. If I am not mistaken, the Newcastle BIA worked with the Municipality for the poles to be installed. Theresa, you may also have some input. The BIA used monies from the West Bowmanville monies. We will discuss this at the next meeting. Bloomfield Garden Centre has offered BIA businesses a holiday planter for their business. They will be $50 each and delivered and picked up. They will re -fresh our planters at King Ave/Mill St for Christmas. Snow flakes are going up the first week of November. Sidewalk snow removal will be looked after by the Municipality of Clarington this winter season. You will still be responsible for any extra clean up throughout the day. Advertising: We will add BIA to the Village of Newcastle social Media pages, to draw awareness that the BIA is hosting these community events. Top posts on Instagram: Page 62 Newcastle Coming events Fall colours in Newcastle reel Harvest Festival banners up Ignite 1 st Anniversary Top posts in Facebook: Fall flowers from Bloomfields Harvest festival banners up Newcastle Wear TBT harvest festival Special Events: Harvest Festival (Saturday, October 7th, 9-4pm) It was a great day, the weather cooperated. Vendors were thrilled with the event and had a very successful day, many sold out, and thanked the community. The local restaurants provided lots of great food for the community. Thank you to the committee for organizing and running an amazing event on behalf of the BIA. Community Hall Lighting (Friday, November 17th, 2023 at 6pm) The committee would like to ask for an increase in their budget as cost for horse drawn wagon rides and light installation have gone up. A motion to change the budget for the Hall Lighting to $2500.00 Motioned by: Theresa Vanhaverbeke Seconded by: Tracey Yates Carried Santa Parade (Sunday, November 19th, 2023 at 5:30pm) Ornaments will be available to purchase at various businesses in town. Santa Breakfast (Sunday, December 3rd, 2023 at 8-1lam) Everything is booked, Santa, music, hall. Will coordinate the food shortly. 8. CBOT: Report coming next month. 9. Chamber: Page 63 Their 50th Anniversary Gala was sold out and they raised $6000 for Clarington Hospice. 10. CIP/Economic Development/Street Scape: Laura Knox from Clarington, will provide us updates from EcDev, Planning and our street scape plan for 2024. They are in the planning stages of the Hometown Holiday shopping campaign that will focus on the 3 BIAs in Clarington and where to shop and support local. 11. New Business: The BIA will be emailing a Remembrance Day print out to all businesses to hang in their windows. 12. Motion to Adjourn: Moved by: Theresa Vanhaverbeke Seconded: Marni Lewis Page 64