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Home My WebLink About10/29/2012 mull LwAq dv r General Purpose and Administration Committee Minutes October 29, 2012 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, October 29, 2012 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak Councillor J. Neal Councillor W. Partner Councillor C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Corporate Services & Human Resources, M. Marano Operations Supervisor, C. Peters Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Deputy Clerk, A. Greentree Committee Coordinator, J. Gallagher Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated at this meeting. ANNOUNCEMENTS Councillor Hooper attended the following: • Clarington Board of Trade Fall Manufacturing Familiarization Tour on Friday, October 26, 2012. • Ground Breaking Ceremony for the Duke of Cambridge Public School on Thursday, October 25, 2012. - 1 - General Purpose and Administration Committee Minutes October 29, 2012 Councillor Hooper announced the following upcoming events: • Clarington Older Adult Association's Halloween Lunch and Costume Contest on Tuesday, October 30, 2012 at noon at the Clarington Beech Centre. • Clarington Board of Trade's 3rd Annual Ladies Night on Tuesday, October 30, 2012 at the Holiday Inn, Bowmanville. • Bowmanville Annual Armistice Dinner on Saturday, November 3, 2012. • Grand Re-Opening of the Bowmanville Kelsey's Restaurant on Saturday November 3, 2012. Councillor Novak attended the following events: • Basic Emergency Management Training two day course on October 24 and 25, 2012 at the Region of Durham. • Re-Opening of Roses Bistro & Flower Boutique on Thursday, October 25, 2012 on King Street in Bowmanville. Councillor Novak announced the following upcoming events: • Parent Police Coalition Meeting on Monday, October 29, 2012 at 7:00 p.m. at John M. James Public School 175 Mearns Avenue, Bowmanville. • St. Therese Christmas Bazaar on Saturday, November 3, 2012 at St. Therese Roman Catholic Church Hall at 3800 Courtice Road North, Courtice. • Grand opening of Avis Optometric Centre on Saturday, November 3, 2012 at 15 Roswell Drive. • Eldad United Church Roast Beef Dinner on Sunday, November 4, 2012 at the Solina Hall. • Region of Durham Curbside Battery Collection Program during the week of November 12, 2012. • Draft Oshawa Creek Watershed Plan & Draft Black/Harmony/Farewell Creek Watershed Plan Public Information Centre, hosted by the Central Lake Ontario Conservation Authority, on Tuesday, November 6, 2012 at 6:30 p.m. at Faith United Church located at 1778 Nash Road. Councillor Partner attended the following events: • Electronic Waste & Household Hazardous Waste Collection on Saturday, October 27, 2012 at the Clarington Operations Depot. • Orono Halloween Bash, hosted by the Orono Business Improvement Association, on Saturday, October 27, 2012 at the Orono Town Hall. Councillor Partner announced the following upcoming events: • Kendal Lions Pancake Breakfast on Sunday, November 4, 2012. • Remembrance Day Parade on Sunday, November 4, 2012 starting at 1:15 p.m. beginning at the Orono Oddfellows & Rebekah Hall. - 2 - General Purpose and Administration Committee Minutes October 29, 2012 Councillor Traill attended the following events: • St. Joseph's Catholic Church Bazaar on October 27, 2012 at 127 Liberty St. S., Bowmanville. • Opening Reception for the Visual Arts Centre's 32nd Annual Juried Art Show on Sunday, October 28, 2012. Councillor Traill announced the opening of a new business, Floratechnics, on Saturday, November 3, 2012 at 11:00 a.m. Councillor Woo attended the Re-Opening of Roses Bistro & Flower Boutique on Thursday, October 25, 2012 on King Street in Bowmanville. Councillor Woo announced the following upcoming events: • Grand Opening of the new Royal Bank on Monday, October 29, 2012 at 9:30 a.m. at the corner of Liberty and King, Bowmanville. • Newcastle Historical Society History of Newcastle Movie Night on Tuesday, November 6, 2012 at the Newcastle Community Hall Centennial Room. • Grand Re-Opening of the Bowmanville Kelsey's Restaurant on Saturday November 3, 2012. Mayor Foster attended the following events: • Bowmanville High School Commencement on Friday, October 26, 2012. • Puck Drop Flames Cup Girls Hockey Challenge on Saturday, October 27, 2012 at Garnet B. Rickard Recreation Complex. Mayor Foster announced the following upcoming events: • Bowmanville Toastmasters Club 25th Anniversary on Saturday, November 3, 2012 at the Quality Hotel & Conference Centre, 1011 Bloor St. East in Oshawa. • Grand Opening of the new Royal Bank on Monday, October 29, 2012 at 9:30 a.m. at the corner of Liberty and King, Bowmanville. • Royal Canadian Legion is selling poppies. MINUTES Resolution #GPA-505-12 Moved by Councillor Hooper, seconded by Councillor Neal THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on October 15, 2012, be approved. CARRIED - 3 - General Purpose and Administration Committee Minutes October 29, 2012 Councillor Novak chaired this portion of the meeting. PUBLIC MEETING (a) Subject: Application to Amend the Zoning By-law 84-63 Applicant: Sylvia Vanhaverbeke Report: PSD-046-12 Paul Wirch, Planner, made a verbal and PowerPoint presentation to the Committee regarding the application. No one spoke in opposition to or in support of the application. Edmond Vanhaverbeke was present on behalf of the applicant. He stated that he is in support of the recommendations contained in the Report and that he was available to answer any questions. Mayor Foster chaired this portion of the meeting. DELEGATIONS Glenn McLeod, Field Advisor, Trees Ontario, was present regarding the 50 Million Tree Program. He made a verbal presentation to accompany a PowerPoint presentation and a handout of a brochure. Mr. McLeod explained the purpose of Trees Ontario, including the importance of planting trees. He noted that Trees Ontario has a target of planting 50 million trees by the year 2025. Mr. McLeod explained that Trees Ontario provides funding, planning, training, communications, and public education programs. He noted that 2012 was the first year Trees Ontario added windbreak and riparian planting programs. Mr. McLeod asked that Council direct Staff to display the brochure for Trees Ontario, as well as promote the program on the Municipality's website. Resolution #GPA-506-12 Moved by Councillor Hooper, seconded by Councillor Novak THAT the delegation of Glenn McLeod, Field Advisor, Trees Ontario, regarding the 50 Million Tree Program, be received with thanks; and THAT Staff be directed to display the brochure in the display at reception, as well as provide a link to Trees Ontario on the Municipality's website. CARRIED - 4 - General Purpose and Administration Committee Minutes October 29, 2012 Frank Debrah was present requesting a pedestrian walkway to bridge the Townline Road gap. He made a verbal presentation to accompany a PowerPoint presentation. Mr. Debrah explained that his passion is sustainable development and he has an interest in establishing a pedestrian walkway to bridge the Townline Road gap in order to create a better environment for the citizens. Mr. Debrah explained that he walks most places and the lack of connection on the Townline Road is a barrier between the south and north areas of Courtice. He believes that a pedestrian walkway will improve sustainability, improve health, and assist citizens with mobility issues. Mr. Debrah noted that this would be similar to several examples in Europe. He asked that Council agree to the plan, in principle, with further investigation into a public-private partnership. Mr. Debrah urged the Committee to work towards a link between the two areas, whether or not it is at Townline Road. Resolution #GPA-507-12 Moved by Councillor Novak, seconded by Councillor Neal THAT the delegation of Frank Debrah regarding requesting a pedestrian walkway to bridge the Townline Road gap, be referred to Engineering Services to be included in their valley land trail planning project. CARRIED Bernie Robinson was called but was not present. RECESS Resolution #GPA-508-12 Moved by Councillor Hooper, seconded by Councillor Novak THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:36 a.m. PRESENTATIONS There were no presentations. Councillor Novak chaired this portion of the meeting. - 5 - General Purpose and Administration Committee Minutes October 29, 2012 PLANNING SERVICES DEPARTMENT AN APPLICATION BY SYLVIA VANHAVERBEKE TO REZONE LANDS IN THE NEWCASTLE VILLAGE CENTRE FROM RESIDENTIAL TO COMMERCIAL Resolution #GPA-509-12 Moved by Councillor Woo, seconded by Councillor Partner THAT Report PSD-046-12 be received; THAT the application to amend the Zoning By-law, as submitted on behalf of Sylvia Vanhaverbeke, be approved, and that the draft Zoning By-law Amendment, as contained in Attachment 2 to Report PSD-046-12, be passed; THAT the Durham Regional Planning Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-046-12 and Council's decision; and THAT all interested parties listed in Report PSD-046-12 and any delegations be advised of Council's decision. CARRIED Councillor Traill chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR SEPTEMBER, 2012 Resolution #GPA-510-12 Moved by Councillor Neal, seconded by Councillor Hooper THAT Report EGD-029-12 be received for information. CARRIED - 6 - General Purpose and Administration Committee Minutes October 29, 2012 REQUEST FOR REPORT — USING ROAD ALLOWANCE FOR OVERFLOW PARKING Resolution #GPA-511-12 Moved by Councillor Woo, seconded by Councillor Partner THAT Staff be directed to prepare a report regarding the opportunity to use the unopened road allowance bounded by Queen Victoria Street and Boulton Street (commonly referred to as George Manners Street road allowance) as overflow parking to Bond Head Parkette. CARRIED OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. Councillor Hooper chaired this portion of the meeting. EMERGENCY AND FIRE SERVICES DEPARTMENT COST TO PREPARE A FIRE MASTER PLAN — IN-HOUSE Resolution #GPA-512-12 Moved by Mayor Foster, seconded by Councillor Partner THAT Report ESD-016-12 be received for information. CARRIED Councillor Neal chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT PUBLIC ACCESS DEFIBRILLATOR PROGRAM — LAKERIDGE HEALTH AGREEMENT RENEWAL Resolution #GPA-513-12 Moved by Councillor Hooper, seconded by Councillor Novak THAT Report CSD-009-12 be received; - 7 - General Purpose and Administration Committee Minutes October 29, 2012 THAT Council authorize the Mayor and Clerk to sign the Agreements provided by the Central East Prehospital Care Program (CEPCP), on behalf of Lakeridge Health; THAT Central East Prehospital Care Program be advised of action taken; and THAT the Orono Arena Board, Newcastle Arena Board and the Newcastle Community Hall Board be advised of action taken. CARRIED AS AMENDED (See following motion) Resolution #GPA-514-12 Moved by Councillor Partner, seconded by Councillor Traill THAT the foregoing Resolution #GPA-513-12 be amended by adding the following at the end: "THAT Staff be directed to report back to the November 12, 2012 General Purpose and Administration Committee meeting on providing defibrillator service at all the hall boards." CARRIED The foregoing Resolution #GPA-513-12 was then put to a vote and carried as amended. 2013 COMMUNITY GRANT PROGRAM, BALANCE SHEET Resolution #GPA-515-12 Moved by Councillor Partner, seconded by Mayor Foster THAT Report CSD-010-12 be received for information. CARRIED Councillor Partner chaired this portion of the meeting. - 8 - General Purpose and Administration Committee Minutes October 29, 2012 CLERK'S DEPARTMENT 3rd QUARTER PARKING REPORT Resolution #GPA-516-12 Moved by Councillor Hooper, seconded by Mayor Foster THAT Report CLD-031-12 be received; and THAT a copy of Report CLD-031-12 be forwarded to the Bowmanville Business Centre for their information. CARRIED REQUEST FOR REPORT — COST BENEFIT OF PARKING METERS IN DOWNTOWN BOWMANVILLE Resolution #GPA-517-12 Moved by Councillor Neal, seconded by Councillor Traill THAT Staff be directed to prepare a cost benefit report on on-street parking meters in Bowmanville; and THAT this report include input from the Business Improvement Areas. CARRIED Mayor Foster chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT CL2012-29, GUIDERAIL IMPROVEMENTS, VARIOUS LOCATIONS Resolution #GPA-518-12 Moved by Councillor Partner, seconded by Councillor Woo THAT Report COD-026-12 be received; THAT Peninsula Construction Inc., Fonthill, ON with a total bid in the amount of $328,907.76 (Net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2012-29, be awarded the contract for 2012 Guiderail Improvements, Various Locations as required by the Engineering Department; - 9 - General Purpose and Administration Committee Minutes October 29, 2012 THAT the funds required in the amount of $403,000.00 which includes $328,907.76 for tender, design contract administration and contingencies and net HST be drawn from the following accounts: Roadside Protection Program, 110-32-330-83338-7401 $397,000.00 (2012, 2011 and 2010) Bridge Maintenance, 100-36-380-10200-7112 $ 6,000.00 Total Funds Required $403,000.00 ;and THAT the Mayor and Clerk be authorized to execute the necessary agreement. CARRIED The order of the Agenda was altered to consider Unfinished Business Item (b). REPORT COD-025-12, RFP2012-8 FIRE MASTER PLAN (TABLED FROM OCTOBER 15, 2012 GPA MEETING) Resolution #GPA-519-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT Resolution #GPA-488-12 be lifted from the table. CARRIED The following resolution was before the Committee: Resolution #GPA-488-12 Moved by Councillor Hooper, seconded by Councillor Traill THAT Report COD-025-12 be received; THAT Dillon Consulting, Toronto, Ontario, with a total estimated bid price of $71,226.91 (net of H.S.T. Rebate), being the highest ranked proposal meeting all terms, conditions and specifications be awarded the contract for RFP2012-8 Provision of Consulting Services — Fire Master Plan, as required by the Emergency and Fire Service Department; and - 10 - General Purpose and Administration Committee Minutes October 29, 2012 THAT the funds required in the amount of $71,226.91 be drawn from the 2012 Emergency and Fire Services Administration — Consulting account #100-28-130-00000-7160. CARRIED HOLIDAY TRAIN EVENT —ADDITIONAL FUNDING Resolution #GPA-520-12 Moved by Councillor Neal, seconded by Councillor Hooper THAT $2000 be allocated for the Holiday Train event assistance should an insufficient number of volunteers sign up. CARRIED COAA VEHICLE PURCHASE Resolution #GPA-521-12 Moved by Councillor Hooper, seconded by Councillor Neal WHEREAS the Mayor's Classic Golf Tournament raised $25,000.00 in donations; AND WHEREAS the Municipality of Clarington has made a generous donation of the proceeds from the Mayor's Classic Golf Tournament to the Clarington Older Adults Board to assist with Clarington Older Adults Association Wheels in Action Program; AND WHEREAS Clarington Older Adults Association is now in a position to purchase an additional vehicle to supplement Wheels in Action Program; AND WHEREAS the Clarington Older Adult Centre Board has directed the COAA Executive Director to move forward with a formal request for information from all of the local vehicle dealerships within Clarington; NOW THEREFORE BE IT RESOLVED THAT the requirements of Municipal Purchasing By-law#2010-112 be waived for this transaction; THAT the Executive Director be authorized to solicit Expressions of Interest from Clarington only new car dealers to determine the availability and price of vehicles suitable for Clarington Older Adults Centre requirements; THAT the Executive Director be authorized to negotiate a purchase price, within budget, for a selected vehicle and issue a purchase order; - 11 - General Purpose and Administration Committee Minutes October 29, 2012 THAT the vehicle be paid for by the Clarington Older Adults Board using the donated funds totaling $25,000; and THAT the vehicle be registered in the name of the Municipality of Clarington. CARRIED FINANCE DEPARTMENT FINANCIAL UPDATE AS AT SEPTEMBER 30, 2012 Resolution #GPA-522-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report FND-024-12 be received for information. CARRIED SOLICITOR'S DEPARTMENT There were no reports to be considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICER FEDERAL ELECTORAL BOUNDARIES — MUNICIPALITY'S RESPONSE TO BOUNDARY COMMISSION'S PROPOSALS Resolution #GPA-523-12 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report CAO-005-12 be received; and THAT Council approve Scenario 1 in the map, attached to Report CAO-005-12, as the basis of the Municipal submission to the Federal Electoral Boundaries Commission for Ontario. CARRIED - 12 - General Purpose and Administration Committee Minutes October 29, 2012 UNFINISHED BUSINESS REPORT LGL-006-12, THE LEASE OF CLOSED ROAD ALLOWANCE (BOND STREET) TO SHERYL AND STAN ZULY, 627 MILL STREET SOUTH, NEWCASTLE (TABLED FROM OCTOBER 15, 2012 GPA MEETING) Resolution #GPA-524-12 Moved by Councillor Partner, seconded by Councillor Woo THAT Resolution #GPA-473-12 be lifted from the table. CARRIED The following resolution was before the Committee: Resolution #GPA-473-12 Moved by Councillor Woo, seconded by Councillor Partner THAT Report LGL-006-12 be received; THAT the current lease agreement be terminated; THAT the westerly half of the unopened Bond Street road allowance be offered for lease to the Zuly's; THAT the easterly half of the unopened Bond Street road allowance be offered for lease to the Love's; and THAT all property owners abutting the unopened Bond Street road allowance be notified of the proposed leases immediately. CARRIED AS AMENDED (See following motion) Resolution #GPA-525-12 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-473-12 be amended by adding the following at the end: "THAT should Mr. & Mrs. Love not wish to enter into the lease being offered, then the existing lease agreement with Mr. & Mrs. Zuly will remain status quo." CARRIED - 13 - General Purpose and Administration Committee Minutes October 29, 2012 The foregoing Resolution #GPA-473-12 was then put to a vote and carried as amended. CORRESPONDENCE FROM JOHN O'TOOLE, M.P.P., DURHAM, PROVIDING AN UPDATE ON BILL 121 —ABILITY TO PAYACT(TABLED FROM OCTOBER 15, 2012 GPA MEETING) Resolution #GPA-526-12 Moved by Councillor Neal, seconded by Councillor Hooper THAT the correspondence from John O'Toole, M.P.P., Durham, regarding Bill 121 — Ability to Pay Act, be lifted from the table. CARRIED Resolution #GPA-527-12 Moved by Councillor Neal, seconded by Councillor Partner THAT the correspondence from John O'Toole, M.P.P., Durham, regarding Bill 121 — Ability to Pay Act, be received for information. CARRIED OTHER BUSINESS There were no items considered under this section of the Agenda. COMMUNICATIONS There were no items considered under this section of the Agenda. CONFIDENTIAL REPORTS There were no items considered under this section of the Agenda. - 14 - General Purpose and Administration Committee Minutes October 29, 2012 ADJOURNMENT Resolution #GPA-528-12 Moved by Councillor Partner, seconded by Councillor Woo THAT the meeting adjourn at 12:59 p.m. CARRIED r .d MAY D PUTY CLERK - 15 -