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General Government Committee
Minutes
Date: February 5, 2024
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 C. Traill, Councillor W. Woo,
Councillor M. Zwart
Staff Present: M. Dempster, J. Newman, L. Patenaude, R. Maciver, T. Pinn, J.
Gallagher, L. Backus, L. Reck
Other Staff Present P. Da Silva
1. Call to Order
Councillor Elhajjeh called the meeting to order at 9:31 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. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
5. Presentations/Delegations (10 Minute Time Limit)
5.1 Presentation by Ian McVey, Manager of Sustainability, Regional Municipality
of Durham, Regarding Support for the Courtice Transit -Oriented
Community District Energy System
Ian McVey, Manager of Sustainability, Regional Municipality of Durham, was
present regarding Support for the Courtice Transit -Oriented Community District
Energy System (DES). Using an electronic presentation, Ian introduced the DES
and outlined the strategic alignment with Envision Durham, Durham Community
Energy Plan, and the Community Host Agreement. I. McVey explained the
project history and the district energy options.
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February 5, 2024
Ian provided an overview of the DES business case, including the sensitivity to
electricity rate escalation and the potential for low-cost financing and grants. I.
McVey outlined the district energy ownership models and municipal district
energy supportive policies. Ian explained the target project development timeline
and process and Regional Council's direction. I. McVey answered questions from
Members of Committee.
Resolution # GG-001-24
Moved by Mayor Foster
Seconded by Councillor Anderson
Whereas at the Council Meeting of January 24t", 2024, Regional Council
endorsed in principle the concept of a district energy system (DES) in the
Courtice Transit -Oriented Community (CTOC) that leverages waste heat from
Regional infrastructure in the adjacent Clarington Energy Park;
And whereas district energy is a strategic priority for building sector
decarbonization with the potential to contribute more than 15 percent of total
GHG emissions reductions by 2050, making it one of the top decarbonization
strategies for Durham Region;
And whereas this is a unique opportunity for the Region of Durham and
Clarington to work with utilities and landowners to demonstrate leadership in a
major transit -oriented development initiative surrounding the future Courtice GO
Station;
Now therefore be it resolved that the Municipality of Clarington collaborate with
the Regional Municipality of Durham to integrate the DES concept into the CTOC
Secondary Plan; and
That a copy of this resolution be forwarded to the Regional Municipality of
Durham and the Association of Municipalities of Ontario.
Carried
6. Consent Agenda
Resolution # GG-002-24
Moved by Councillor Rang
Seconded by Councillor Traill
That all items listed in Section 6, with the exception of Items 6.3 and 6.6, be
approved on consent, in accordance with the Agenda.
Carried
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6.1 LGS-003-24 - Intimate Partner Violence — Follow Up on Direction
Resolution # GG-003-24
That Report LGS-003-24, and any related delegations or communication items,
be received for information;
That, in an effort to help prevent Intimate Partner Violence, Council take the
following actions:
a. Affirm that Intimate Partner Violence (IPV) has reached epidemic
proportions;
b. Continue to advocate, to the Region of Durham, for transportation
services for residents accessing IPV-related support where public
transportation is inadequate, or not available;
c. Continue advocating for expanded cell service and high-speed internet
throughout the community; and
d. Continue to promote and support community safety outreach programs
across the Municipality.
That the IDEA Officer be directed to:
e. Arrange training, in 2024, for front-line staff who may encounter IPV
situations;
f. Incorporate a reference to IPV within Clarington's 2024 Reconciliation
Action Plan.
That Clarington Community Engagement Staff take the following actions:
g. Promote and share public education campaigns to promote awareness
about IPV including, where available, in multiple languages and
formats;
h. Identify/create, by end of 2024, private confidential spaces in libraries
and community centres, where victims of IPV could make phone calls
to shelters, police and victim services for support and guidance;
i. Co -host age -appropriate community awareness programs which
address IPV in 2024/2025;
j. Propose a funding stream, as part of the 2025 budget, within the
Community Funding Program, which supports community safety
programs, including IPV, especially in rural areas of Clarington; and
k. Install information and resources in recreation facility washrooms and
community message boards in 2024.
That this resolution be forwarded to all Durham MPPs, the Ministry of the
Attorney General, the Ministry of Women's Social and Economic Opportunity,
Durham Region Council, all lower -tier Durham municipalities, and Durham
Regional Police Services Board.
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6.2 CAO-001-24 - Define and Determine the Duties and Responsibilities of the
CAO
Resolution # GG-004-24
That Report CAO-001-24, and any related delegations or communication items,
be received;
That the By-law attached to Report CAO-001-24, as attachment 1, be approved;
and
That all interested parties listed in Report CAO-001-24, and any delegations be
advised of Council's decision.
6.4 FSD-005-24 - 2023 Annual Leasing Report and Policy Update
Resolution # GG-005-24
That Report FSD-005-24, and any related delegations or communication items,
be received;
That the Lease Financing Policy attached to Report FSD-005-24, as attachment
1, be approved;
That Attachment A to Report FND-021-03, as the Statement of Lease Financing
Policies and Goals be replaced by the "Lease Financing Policy"; and
That all interested parties listed in Report FSD-005-24, and any delegations be
advised of Council's decision.
6.5 FSD-007-24 - 2023 Annual Commodity Hedging Report and Commodity
Hedging Policy Update
Resolution # GG-006-24
That Report FSD-007-24, and any related delegations or communication items,
be received;
That the Commodity Hedging Policy attached to Report FSD-007-24, as
attachment 1, be approved;
That Schedule B to Report COD-054-08, as the "Commodity Price Hedging
Agreements Statement of Policies and Goals" be replaced by the "Commodity
Hedging Policy" and
That all interested parties listed in Report FSD-007-24, and any delegations be
advised of Council's decision.
6.7 FSD-008-24 - Delegation of Authority to Single Source Equipment for
Outdoor Rinks
Resolution # GG-007-24
That Report FSD-008-24, and any related delegations or communication items,
be received;
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That the CAO be given delegated authority to single source the purchase of
refrigeration equipment for the construction of outdoor skating rinks as authorized
by Resolution #C-122-23; and
That all interested parties listed in Report FSD-008-24, and any delegations be
advised of Council's decision.
6.3 FSD-004-24 - Orono Arena Community Centre Indoor Rink Refurbishment
Resolution # GG-008-24
Moved by Councillor Woo
Seconded by Councillor Zwart
That Report FSD-004-24, and any related communication items, be received;
That Gerr Construction Limited with a total bid amount of $2,030,112.00 (Net
HST Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2023-41 be awarded the contract for the Orono Arena
and Community Centre Indoor Rink Replacement and renovations, as required
by the Community Services Department;
That the total cost of $2,233,123.20 (Net HST Rebate), which includes
construction costs of $2,030,112.00 (Net HST Rebate) and other related costs
such as design, inspection, testing, contract administration and contingencies of
$203,011.20 (Net HST Rebate) be funded from the Newcastle/Orono Arena
Improvements account; and
That all interested parties listed in Report FSD-004-24, and any delegations be
advised of Council's decision.
Carried
6.6 PUB-001-24 - South Bowmanville Recreation Centre —Architectural
Services
Resolution # GG-009-24
Moved by Mayor Foster
Seconded by Councillor Rang
That Report PUB-001-24, and any related delegations or communication items,
be received;
That the Purchasing By-law 2021-077, be waived to give the CAO authority to
approve Staff recommendation for the awarding of the RFP 2023-10 Architectural
(Prime Consultant) Services for the South Bowmanville Recreation Centre; and
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That the CAO be authorized to execute the necessary agreements, in a form
acceptable to the Deputy CAO/Solicitor and the Deputy CAO/Treasurer.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Woo, and Councillor Zwart
No (1): Councillor Traill
Carried on a recorded vote (6 to 1)
7. Items for Separate Discussion
8. Unfinished Business
9. New Business
9.1 Request the Province Review and Modernize the Municipal Freedom of
Information and Protection of Privacy Act (Mayor Foster)
Resolution # GG-010-24
Moved by Mayor Foster
Seconded by Councillor Traill
Whereas the Municipal Freedom of Information and Protection of Privacy Act,
1990 (MFIPPA) has not been comprehensively reviewed in over 30 years;
And whereas municipalities consider transparency an important tool for building
and maintaining public trust and recognize the importance of continuously
improving;
And whereas municipal administrators need legislation that supports effective
local program delivery, is responsive to current technology and reflects its original
intent of open and accountable government;
And whereas MFFIPA presents a number of challenges for municipal staff which
can hinder its effectiveness and efficiency when it comes to serving the public;
And whereas municipalities should have updated legislation that ensures
municipal resources are best allocated; increases trust in public institutions
through strengthening accountability, transparency and responsiveness; and
addresses the needs of the digital era;
And whereas the Association of Municipal Managers, Clerks, and Treasurers of
Ontario (AMCTO) has comprehensively reviewed MFIPPA and put forward
recommendations in their submission "Looking Ahead: A Proactive Submission to
Modernize the Municipal Freedom of Information and Protection of Privacy Act",
Now therefore be it resolved that the Ministry of Public and Business Service
Delivery be requested to review MFIPPA and consider recommendations as
outlined by AMCTO within their submission, "Looking Ahead: A Proactive
Submission to Modernize the Municipal Freedom of Information and Protection of
Privacy Act"; and
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February 5, 2024
That a copy of this resolution be forwarded to the Premier of Ontario, the Minister
of Public and Business Service Delivery, local MPPs, AMO, AMCTO.
Yes (7): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Traill, Councillor Woo, and Councillor Zwart
Carried on a recorded vote (7 to 0)
10. Confidential Items
Closed Session
Resolution # GG-011-24
Moved by Councillor Rang
Seconded by Mayor Foster
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended,
the meeting be closed for the purpose of discussing matters that deal with:
• Personal information about an identifiable individual including municipal
employees;
• Labour relations or employee negotiations; and
• The security of the property of the municipality or local board.
Carried
10.1 LGS-002-24 - 2023 CUPE Market Review
10.2 Update from Rick Hutchinson, Chief Information Officer, Regarding IT
Security Risks
Rise and Report
The meeting resumed in open session at 11.20 a.m.
Councillor Elhajjeh advised that two items were discussed in "closed" session in
accordance with Section 239(2) of the Municipal Act, 2001, as amended, and one
resolution was passed to provide direction to Staff.
11. Adjournment
Resolution # GG-012-24
Moved by Councillor Rang
Seconded by Councillor Zwart
That the meeting adjourn at 11:21 a.m.
Carried
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