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Special General Government Committee
Minutes
Date: November 24, 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 L. Rang, Councillor W. Woo, Councillor M. Zwart
Regrets: Councillor C. Traill
Staff Present: M. Dempster, J. Newman, L. Patenaude, G. Acorn, S. Brake, R.
Maciver, T. Pinn, C. Salazar, D. Speed
Other's Present: P. Davidson, M. Pick, L. Pinto, J. MacLean
1. Call to Order
Mayor Foster called the meeting to order at 9:32 a.m.
2. Land Acknowledgement Statement
Councillor Woo led the meeting in the Land Acknowledgement Statement.
3. Declaration of Interest
There were no disclosures of interest stated at this meeting.
4. 2024-2027 Strategic Plan
4.1 Presentation by Karen R. Wianecki, M.PI., MCIP, RPP, Director of Practice,
Planning Solutions Inc., Regarding Report CAO-020-23 2024-2027 Strategic
Plan
Karen R. Wianecki, M.PI., MCIP, RPP, Director of Practice, Planning Solutions
Inc. and Justin MacLean, Manager, Strategy, Intergovernmental Affairs and
Transformation, were present regarding the 2024-2027 Strategic Plan. Using an
electronic presentation, Karen provided an overview of the demographic,
economic, environmental, socio-cultural, and technological changes. K. Wianecki
explained how the Strategic Plan aligns with the multi -year budget and outlined
the strategic investments and strategic planning integrated process.
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Justin MacLean provided an overview of how the Strategic Plan was created,
how the draft Plan was presented to the public and the top priorities identified by
survey respondents and Council. Karen outlined the community engagement
results and provided an overview of the enhancements and structure of the Plan,
including the mission and vision. Justin provided an overview of the objective and
outcomes of each pillar and explained the multi -year budget priorities, actions
and how the Strategic Plan will be implemented. Justin and Karen answered
questions from Members of Committee.
4.2 CAO-020-23 2024 — 2027 Strategic Plan
Resolution # GG-189-23
Moved by Councillor Woo
Seconded by Councillor Elhajjeh
That Report CAO-020-23 and any related delegations or communication items,
be received;
That Council endorse the 2024 - 2027 Strategic Plan, attached to Report CAO-
020-23, as Attachment 2;
That Staff be directed to implement the Plan and report on progress annually;
That Council direct staff to develop a performance measurement framework that
will support the implementation of the Strategic Plan; and
That all interested parties listed in Report CAO-020-23 and any delegations be
advised of Council's decision.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Woo, and Councillor Zwart
Absent (1): Councillor Traill
Carried on a recorded vote (6 to 0)
Later in the meeting, see following motion.
Recess
Resolution # GG-190-23
Moved by Councillor Anderson
Seconded by Councillor Woo
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 10:30 a.m. with Mayor Foster in the Chair.
The foregoing Resolution #GG-189-23 was then carried on a recorded vote.
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5. Presentation by Trevor Pinn, Deputy CAO/Treasurer, Regarding
Clarington's 2024-2027 Proposed Budget
Trevor Pinn, Deputy CAO/Treasurer was present regarding Clarington's 2024-
2027 Proposed Budget. Using an electronic presentation, Trevor outlined the
population actuals from 2001 to 2021 and the growth forecast to 2051. Trevor
explained the long-term financial planning roadmap, the pillars of financial
planning, and the long-term financial plan funnel. T. Pinn provided an overview of
the following:
Chapter 1 - Introduction
• Projected Property Assessment
• 2023 Accomplishments
• Capitalizing on Grants
• Tax Allocation
o 50% to the Region of Durham
0 33% to the Municipality of Clarington
0 17% to the Province of Ontario
• Projected Tax Levy (4.1 %)
• Budget Process
• Staffing Requests
• Commitment to Continuous Improvement
Chapter 2 - Operating Budget
• Operating Budget and Highlights
• External Agency Requests
• Long-term Debt
Chapter 3 - Capital Budget
• Asset Management Plan
• Capital Investment by Asset Category
• Bridges and Culverts
• Buildings
• Miscellaneous Equipment
• Parking Lots
• Parks
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• Roads and Related
Chapter 4 - Reserves and Reserve Funds
• Reserves and Reserve Funds
• Obligatory and Discretionary Reserve Funds
Chapter 5 - Supplemental Information
• Business Cards
• Economic and Legislative Information
• Acronyms and Glossary
Next Steps
e!_�rPitaii�
o November 24, 2023 Special General Government Committee
o December 4, 2023, Special Council (Council may waive the remaining
time to make amendments)
• Mayoral Veto - 10 days following amendments and can be shortened.
• Override - only if there is a veto and requires 2/3 Council support.
Recess
Resolution # GG-191-23
Moved by Councillor Elhajjeh
Seconded by Councillor Zwart
That the Committee recess until 1:00 p.m.
Carried
The meeting reconvened at 1:00 p.m. with Mayor Foster in the Chair.
6. External Agency Delegations
6.1 Monika Machacek, Chief Executive Officer, Clarington Library, Museums,
and Archives, and Tenzin Shomar, Vice -Chair, Public Library Board,
Regarding 2024 Operating and Capital Budget
Monika Machacek, Chief Executive Officer, Clarington Library, Museums, and
Archives, and Tenzin Shomar, Vice -Chair, Public Library Board were present
regarding the Clarington Public Library, Museums and Archives 2024-2027
Operating and Capital Budget Request. Tenzin requested an extension to their
delegation.
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Suspend the Rules
Resolution # GG-192-23
Moved by Councillor Anderson
Seconded by Councillor Elhajjeh
That the Rules of Procedure be suspended to extend the delegation for an
additional 3 minutes.
Carried
Using an electronic presentation, Tenzin provided an overview of their key
performance indicators, municipal funding trends, and strategic priorities and
objectives. Monika Machacek provided an overview of the 2024-2027 budget,
highlighting their request of $344,823.25. M. Machacek explained their variance
analysis, Ontario Public Library Staffing guidelines, key performance and major
indicators, and FTE Requests. Monika outlined their capital requests, centralizing
and consolidating assets, and the impact of consolidating assets. Monika
provided an overview of the Bowmanville Library Branch renovation and
answered questions from Members of Committee.
6.2 David Penney, President, and Denise Allen, Executive Director,
Bowmanville Older Adult Association, Regarding 2024 Operating and
Capital Budget
David Penney, President, and Denise Allen, Executive Director, Bowmanville
Older Adult Association (BOAA), were present regarding the BOAA's 2024
Operating and Capital Budget. Denise Allen provided an overview of their
mission and vision statements and outlined the programs they offer, noting the
increase in participation. D. Allen provided an overview of their 2023 events,
participation outcome, volunteer hours, community outreach, the age of
participants, and the regional breakdown. Denise outlined the 2023 Membership
Survey results and highlighted their grant request of $344,055. Denise answered
questions from Members of Committee.
6.3 Veronica Breen, Clarington Youth Centre Coordinator, and Patti Harrington,
Finance Manager, John Howard Society of Durham, Regarding 2024
Operating and Capital Budget
Veronica Breen, Clarington Youth Centre Coordinator, John Howard Society of
Durham, was present regarding the 2024 Operating and Capital Budget. Using
an electronic presentation, Veronica provided an overview of their mission and
vision statement, programs, and pillars. V. Breen explained that they offer
programs free of charge and outlined their attendance numbers. Veronica stated
they had their 16th Annual Haunted Maze night at Watson Farms, which
consisted of 90 volunteers. V. Breen highlighted their budget request of
$285,097, a reduced amount as they have a surplus. Veronica outlined their
goals for 2024 and answered questions from Members of Committee.
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6.4 Melissa Rudan, Lead, Community Capital Development, and James
Meloche, Chief Executive Officer, Community Care Durham, Regarding
2024 Operating and Capital Budget
Melissa Rudan, Lead, Community Capital Development, and James Meloche,
Chief Executive Officer, Community Care Durham, were present regarding the
2024 Operating and Capital Budget. James provided an overview of their staff,
volunteers, and clients in Clarington. J. Meloche explained their mission and
vision statement. Melissa outlined their programs, services, testimonials, and
transportation. James highlighted their request of $53,476 and explained the
benefits to Clarington residents. J. Meloche requested Clarington's continued
support advocating for community support services and answered questions from
Members of Committee.
6.5 Dionne Powlenzuk, Director, and Jen Berger, Board President, Visual Arts
Centre, Regarding 2024 Operating and Capital Budget
Dionne Powlenzuk, Director, and Jen Berger, Board President, Visual Arts
Centre, were present via electronic means, regarding the 2024 Operating and
Capital Budget. Using an electronic presentation, Jen highlighted their request of
$234,826 and provided an overview of their programs, events, and exhibits. Jen
explained that they received student grants and outlined their workshops. Jen
and Dionne answered questions from Members of Committee.
6.6 Crystal Yaki, Chair, Newcastle Community Hall Board, and Theresa
Vanhaverbeke, Regarding a Request for Funding to Install Air Conditioning
at Newcastle Town Hall
Crystal Yaki, Chair, Newcastle Community Hall Board, and Theresa
Vanhaverbeke were present regarding a request for Funding to Install Air
Conditioning at Newcastle Town Hall. Using an electronic presentation, Theresa
provided an overview of the Board's decision to request funding for air
conditioning. T. Vanhaverbeke explained the benefits of air conditioning and
outlined the cost estimate and next steps for implementation. Theresa stated that
they are hosting a holiday lunch on December 25, 2023, and would like to
announce support for the air conditioning. Theresa and Crystal answered
questions from Members of Committee.
Alter the Agenda
Resolution # GG-193-23
Moved by Councillor Woo
Seconded by Councillor Zwart
That the Agenda be altered to consider Item 8, Consideration for a Plan for
Growth: Clarington's Proposed 2024-2027 Budget, at this time.
Carried
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8. Consideration of A Plan for Growth: Clarington's Proposed 2024-2027
Budget
Resolution # GG-194-23
Moved by Councillor Woo
Seconded by Councillor Elhajjeh
That in accordance with Ontario Regulation 530/22 Section 7 (4), of the
Municipal Act, Council shortens the 30-day period to pass resolutions making an
amendment to the proposed budget; and
That the period be shortened to December 4, 2023.
Amendment
Resolution # GG-195-23
Moved by Councillor Rang
Seconded by Councillor Anderson
That the 2024-2027 Proposed Budget be amended to increase the transfer to
reserve funds for playground equipment by $82,000; and
That the 2024-2027 Proposed Budget be amended to add $82,000 for Various
Parks Upgrades for the replacement of additional playground equipment per the
prioritized list of playgrounds.
Carried
Amendment
Resolution # GG-196-23
Moved by Councillor Rang
Seconded by Councillor Anderson
That the 2024-2027 Proposed Budget be amended to add $205,000 to Forestry
Services to increase the service level as follows:
• $115,000 to increase the removal of dead trees;
• $15,000 to increase the program offered by LEAF to residents; and
• $75,000 to purchase, approximately 100, additional trees for planting.
That the 2024-2027 Proposed Budget be amended by adding $205,000 per year
to the tax levy, to fund the additional service level.
Carried
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Amendment
Resolution # GG-197-23
Moved by Councillor Woo
Seconded by Councillor Zwart
That the 2024-2027 Proposed Budget be amended to add $650,000 to the
capital investments for the addition of air conditioning to the Newcastle
Community Hall to be funded by debentures;
That the Deputy CAO/Treasurer be authorized to make application to the Region
of Durham for the necessary debentures, such term at the discretion of the
Deputy CAO/Treasurer; and
That the Newcastle Community Hall be required to fund $325,000 of the principal
of the debenture, such terms of payment to be at the discretion of the Deputy
CAO/Treasurer.
Carried
Councillor Rang left the meeting at 2:58 p.m.
Amendment
Resolution # GG-198-23
Moved by Councillor Anderson
Seconded by Councillor Elhajjeh
That the 2024-2027 Proposed Budget be amended by adding $20,000 to various
playground upgrades to include investigating converting the underutilized field
space at Lord Elgin Park into a multi -purpose field including a cricket pitch,
subject to the recommendations of the Parks, Recreation and Culture Master
Plan; and
That the 2024-2027 Proposed Budget be amended by adding $20,000 per year
to the tax levy.
Motion Withdrawn
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November 24, 2023
Amendment
Resolution # GG-199-23
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That the 2024-2027 Proposed Budget be amended to add $290,000 to the
capital investments for the Solina Park tennis courts, basketball court, and
fencing; and
That the 2024-2027 Proposed Budget be amended to add $290,000 to the tax
levy.
Motion Lost
Amendment
Resolution # GG-200-23
Moved by Councillor Anderson
Seconded by Councillor Elhajjeh
That streetlights be added to the corner of Nash Road and Bowmanville Avenue.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Woo,
and Councillor Zwart
Absent (2): Councillor Rang, and Councillor Traill
Carried on a recorded vote (5 to 0)
Amendment
Resolution # GG-201-23
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That the 2024-2027 Proposed Budget be amended to add $15,000 to the capital
investments to purchase wind screen netting/protection for the Stuart Park
pickleball courts; and
That the 2024-2027 Proposed Budget be amended to add $15,000 to the tax
levy.
Carried
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Main Motion as Amended
Resolution # GG-202-23
Moved by Councillor Woo
Seconded by Councillor Elhajjeh
That in accordance with Ontario Regulation 530/22 Section 7 (4), of the
Municipal Act, Council shortens the 30-day period to pass resolutions making an
amendment to the proposed budget;
That the period be shortened to December 4, 2023;
That the 2024-2027 Proposed Budget be amended to increase the transfer to
reserve funds for playground equipment by $82,000;
That the 2024-2027 Proposed Budget be amended to add $82,000 for Various
Parks Upgrades for the replacement of additional playground equipment per the
prioritized list of playgrounds;
That the 2024-2027 Proposed Budget be amended to add $205,000 to Forestry
Services to increase the service level as follows:
• $115,000 to increase the removal of dead trees;
$15,000 to increase the program offered by LEAF to residents; and
$75,000 to purchase, approximately 100, additional trees for planting.
That the 2024-2027 Proposed Budget be amended by adding $205,000 per year
to the tax levy, to fund the additional service level;
That the 2024-2027 Proposed Budget be amended to add $650,000 to the
capital investments for the addition of air conditioning to the Newcastle
Community Hall to be funded by debentures;
That the Deputy CAO/Treasurer be authorized to make application to the Region
of Durham for the necessary debentures, such term at the discretion of the
Deputy CAO/Treasurer;
That the Newcastle Community Hall be required to fund $325,000 of the principal
of the debenture, such terms of payment to be at the discretion of the Deputy
CAO/Treasurer;
That streetlights be added to the corner of Nash Road and Bowmanville Avenue;
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November 24, 2023
That the 2024-2027 Proposed Budget be amended to add $15,000 to the capital
investments to purchase wind screen netting/protection for the Stuart Park
pickleball courts; and
That the 2024-2027 Proposed Budget be amended to add $15,000 to the tax
levy.
Yes (5): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Woo,
and Councillor Zwart
Absent (2): Councillor Rang, and Councillor Traill
Carried on a recorded vote (5 to 0)
7. Staff Report FSD-044-23 Long -Term Financial Planning Framework
Resolution # GG-203-23
Moved by Councillor Elhajjeh
Seconded by Councillor Zwart
That Report FSD-044-23, and any related delegations or communication items,
be received; and
That the Long -Term Financial Planning Framework attached to Report FSD-044-
23 be approved; and
That all interested parties listed in Report FSD-044-23, and any delegations be
advised of Council's decision.
Carried
9. Adjournment
Resolution # GG-204-23
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That the meeting adjourn at 3:48 p.m.
Carried
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