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Home My WebLink About03-25-24 Clar*wn Council Revised Agenda Date: March 25, 2024 Time: 6:30 p.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Legislative Services Coordinator, at 905-623-3379, ext. 2101 or by email at mhhmmbers@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. AudioNideo Record: The Municipality of Clarington makes an audio and video record of Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be recording you and will make the recording public by publishing the recording on the Municipality's website, www.clarington.net/calendar. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non-audible mode during the meeting. Copies of Reports are available at www.clarington.net The Revised Agenda will be published on Friday after 3.30 p.m. Late items added or a change to an item will appear with a * beside them. March 25, 2024 Council Agenda Pages 1. Call to Order 2. Moment of Reflection 3. Land Acknowledgement Statement 4. Declaration of Interest 5. Announcements 6. Presentations / Delegations (10 minute time limit) 6.1 Janice Atwood, Principles Integrity, regarding the Integrity 6 Commissioner's Annual Report from November 2022 to January 2024 (Integrity Commissioner's Annual Report Attached) 6.2 Ron Hooper regarding the Discontinuation of Clarington's Task Force on Affordable Housing (Report LGS-011-24 - Advisory Board and Committee's Terms of Reference Update) (Item 6.12 of the General Government Committee Minutes dated March 4, 2024) 6.3 Joanne France regarding report LGS-008-24 - Municipal Regulation of Encampments (Item 5.5.1 of the General Government Committee Minutes dated March 4, 2024) 7. Consent Agenda 7.1 Council and Standing Committee Minutes 7.1.1 Minutes of a Regular Meeting of Council dated February 26, 12 2024 7.1.2 Minutes of the General Government Committee Meeting dated 16 March 4, 2024 7.1.2.1 Councillor Zwart - Procedural By-law Amendment 32 (Councillor Zwart intends to introduce the attached amendment to Item 9.2) Page 2 March 25, 2024 Council Agenda 7.1.2.2 Correspondence from Rege Harren, Regarding Item 33 9.2 of the General Government Committee Minutes dated March 4, 2024 *7.1.2.3 Correspondence from Brian O'Connor and Morgan 35 Jarvis O'Connor of K9 Central, regarding Item 5.1 of the General Government Committee Minutes dated March 4, 2024 7.1.3 Minutes of the Special General Government Committee meeting 39 dated March 5, 2024 7.1.4 Minutes from the Planning and Development Committee 41 meeting dated March 18, 2024 7.2 Advisory Committee and Local Board Minutes 7.2.1 Minutes of the Clarington Agricultural Advisory Committee 49 meeting dated January 11 and February 8, 2024 7.2.2 Minutes of the Clarington Accessibility Advisory Committee 56 meeting dated January 30 and February 13, 2024 7.2.3 Minutes of the Clarington Heritage Committee meeting dated 60 February 20, 2024 7.2.4 Minutes of the Bowmanville Santa Claus Parade Committee 64 meeting dated February 21, 2024 7.2.5 Minutes of the Tyrone Community Hall Board meeting dated 66 February 21, 2024 7.2.6 Minutes of the Tyrone Community Hall Board AGM meeting 68 dated February 21, 2024 7.2.7 Minutes of the Clarington Diversity Advisory Committee meeting 71 dated March 14, 2024 *7.2.8 Minutes of the Newcastle Arena Board meeting dated February 78 13, 2024 (Closed minutes from the February 13, 2024 meeting are distributed under separate cover) 7.3 Communications Page 3 March 25, 2024 Council Agenda 7.4 Staff Reports and Staff Memos 7.4.1 PUB-006-24 - Communications and Interoperability Radio 80 System Use Adhesion Agreement 7.5 By-laws 7.5.1 2024-009 - Being a by-law to promote the safe and orderly use of public spaces, to protect infrastructure To maintain the functional integrity of public spaces, and to prevent nuisance within public spaces, as well as adjacent private property, and to repeal By-law 2006-126 (Item 5.5.1 of the General Government Committee Minutes dated March 4, 2024) 7.5.2 2024-010 - Being a by-law to provide for the establishment and adoption of an Emergency Management Program for the Municipality of Clarington (Item 6.4 of the General Government Committee Minutes dated March 4, 2024) 7.5.3 2024-011 - Being a by-law to establish certain lands as public highways (Item 6.10 of the General Government Committee Minutes dated March 4, 2024) 7.5.4 2024-012 - Being a By-law to establish, lay out and dedicate certain lands as public highways in the Municipality of Clarington, To assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington, and to name them. (Item 6.1 of the Planning and Development Committee Minutes dated March 18, 2024) Page 4 March 25, 2024 Council Agenda 7.5.5 2024-013 - Being a By-law to establish, lay out and dedicate certain lands as public highways in the Municipality of Clarington To assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington, and to name them. (Item 6.2 of the Planning and Development Committee Minutes dated March 18, 2024) 8. Items for Separate Discussion 9. Business Arising from Procedural Notice of Motion 10. Unfinished Business 11. Confidential Items 12. Confirming By-Law 13. Adjournment Page 5 Principles Integrity February 1, 2024 Integrity Commissioner's Annual Report Municipality of Clarington Principles Integrity is pleased to submit this annual report, covering the period from November 2022 and January 31, 2024. The purpose of an Integrity Commissioner's annual report is to provide the public with the opportunity to understand the ethical well-being of the Municipalities elected and appointed officials through the lens of our activities. About Us: Principles Integrity is a partnership focused on accountability and governance matters for municipalities. Principles Integrity currently serves as Integrity Commissioner (and as Lobbyist Registrar/Closed Meeting Investigator/Municipal Ombudsman for some clients) in approximately 60+ Ontario municipalities and other public bodies. The Role of Integrity Commissioner, Generally: An Integrity Commissioner's statutory role is to carry out, in an independent manner, the following functions: • Advice on ethical policy development • Education on matters relating to ethical behaviour • Providing on request, advice and opinions to Council, members of Council and members of Local Boards • Providing a mechanism to receive inquiries (often referred to as 'complaints')which allege a breach of ethical responsibilities • Resolving complaints informally, where appropriate, and • Investigating, reporting and making recommendations to Council on those complaints that cannot be resolved informally, while being guided by Council's codes, policies and protocols. This might contrast with the popular yet incorrect view that the role of the Integrity Commissioner is primarily to hold elected officials to account; to investigate alleged transgressions and to recommend 'punishment'. The better view is that Integrity Commissioners serve as an independent resource, coach, and guide, focused on enhancing the municipality's ethical culture. The operating philosophy of Principles Integrity recites this perspective. We believe there is one overarching objective for a municipality in appointing an Integrity Commissioner, and that is to raise the public's perception that its elected and appointed officials conduct themselves with integrity: Page 6 Principles Integrity The perception that a community's elected representatives are operating with integrity is the glue which sustains local democracy. We live in a time when citizens are skeptical of their elected representatives at all levels. The overarching objective in appointing an Integrity Commissioner is to ensure the existence of robust and effective policies, procedures, and mechanisms that enhance the citizen's perception that their Council (and local boards) meet established ethical standards and where they do not, there exists a review mechanism that serves the public interest. The practical effect of achieving this objective is an increase in trust, respect and engagement in municipal affairs. In carrying out our broad functions, the role falls into two principal areas. 'Municipal Act' functions, focused on codes of conduct and other policies relating to ethical behaviour, and 'MCIA' or Municipal Conflict of Interest Act functions. From an activity perspective, an Integrity Commissioner's role can be depicted this way: Municipal Conflict of Consulting Interest Act Complaints Assistance in the Address most preparation and adoption Advisory allegations within the of Codes of Conduct and The Key function of an Integrity Code framework; Policies governing ethical potential for Court Commissioner. Guidance can behaviour 'bulletproof' application 400 Genera y not Of similar importance for applicable Local Board Members N. Educational Code Complaints Orientation,Annual or Specific Training, 7d000�> Annual Reports, Ar Lessons Learned from Complaints Local Board i�eai agar i Code Complaints As Assigned Local Board Independent triage, Governance Advice investigation, Closed Meeting Investigations Similar,however disposition and/or Advocacy usually reporting administered in groups The emphasis of Principles Integrity is to help municipalities enhance their ethical foundations and reputations through the drafting of effective codes of conduct and other policies governing ethical behaviour, to provide meaningful education related to such policies, and to provide pragmatic binding advice to Members seeking clarification on ethical issues. As noted in the graphic, we believe that the support we give to Members of Council increases the public's perception of them, which in turn leads to greater trust, respect and engagement. Because the development of policy and the provision of education and advice is not in every case a full solution, the broad role of the Integrity Commissioner includes the function of Page 7 Principles Integrity seeking and facilitating resolutions when allegations of ethical transgressions are made, and, where it is appropriate and in the public interest to do so, conducting and reporting on formal investigations. This in our view is best seen as a residual and not primary role. Confidentiality: Much of the work of an Integrity Commissioner is done under a cloak of confidentiality. While in most cases secrecy is required by statute, the promise of confidentiality also encourages full disclosure by the people who engage with us. We maintain the discretion to release confidential information when it is necessary to do so for the purposes of a public report, but those disclosures would be limited and rare. Clarington's Activity: During the period covered by this report,we have been engaged in a moderate level of activity as Integrity Commissioner for the Municipality of Clarington's which subdivides roughly into three categories: 1. Policy Development and Education During the period covered by this report, we provided education and training on the Code of Conduct to Council as part of its post-election orientation on January 20, 2023. On September 19, 2023 we attended to provide training to the Newcastle Community Hall Board. 2. Advice The advice function of the Integrity Commissioner is available to all Members of Council and where applicable their staff and Members of local boards on matters relating to the code of conduct,the Municipal Conflict of InterestAct and any other matter touching upon the ethical conduct of Members. Advice provided by the Integrity Commissioner is confidential and independent, and where all the relevant facts are disclosed, is binding upon the Integrity Commissioner. Our advice is typically provided in a short Advice Memorandum which confirms all relevant facts and provides with clarity our analysis and a recommended course of action. During the period covered by this report, we responded to 5 such requests for advice. 3. Complaint Investigation and Resolution Our approach to reviewing complaints starts with a determination as to whether an inquiry to us is within our jurisdiction, is beyond a trifling matter, is not either frivolous or vexatious, and importantly, whether in its totality it is in the public interest to pursue. We always look to the possibility of informal resolution in favour of formal investigation and reporting. Once a formal investigation is commenced, the opportunity to seek informal resolution is not abandoned. Where we are able to resolve a matter without concluding a formal investigation, our Page 8 Principles Integrity practice is to provide a written explanation in the form of a Disposition Letter to the complainant to close the matter. Often the respondent Member is involved in preliminary fact-finding and will also be provided with a summary of the disposition. Where formal investigations commence, they are conducted under the tenets of procedural fairness and Members are confidentially provided with the name of the Complainant when that information is necessary to enable them to respond to the allegations raised. During the period covered by this report, 4 complaints have been received, all of which were concluded by disposition letter. Ethical Themes Around the Province: With due regard to our obligation to maintain confidentiality, this annual report enables us to identify learning opportunities from advice requests and investigations conducted in a variety of municipalities. Disclosure of confidential information from closed meeting sessions There have been some examples where elected or appointed officials fail to recognize the serious implications of disclosing confidential information, particularly information learned of through attendance in closed session. A Member's obligation to maintain confidentiality is clear. They may not unilaterally decide to share confidential information, even if they believe the information should be publicly disclosed. This extends to releasing information even to their own legal counsel to obtain a 'second opinion'. We treat this breach of ethical responsibility as breach of a cardinal rule, and if an allegation in this regard is proved to be true, it tends to attract a recommended sanction at the upper end of the prescribed range. Left unchecked, confidentiality a breach undermines not only Council's interests on the matter subject to the breach, but destroys the trust required of elected officials, and the staff that support them, to ensure that all relevant, and sensitive, information required to support the deliberation on a matter is freely supplied. Non-disparagement One area of prominence continues to be the failure of some Members of Council to adhere to rules against disparagement. Members of Council are entitled, and indeed expected to disagree on all manner of issues. However, one of the cornerstones to democracy must be the recognition that different opinions and perspectives are to be respected, and disagreement should not devolve into disrespect, disparagement and name-calling. Disrespectful interactions and/treatment of others can fall along a continuum which may manifest as occasional incivility and micro-aggressions, but when unchecked can culminate in bullying and harassment. Members of Council should be mindful to treat each other, Page 9 Principles Integrity staff and the public with appropriate respect and professionalism at all times. Some Members of Council hold a view was that they are entitled to their freely express their opinion, even if that includes disparagement of others, and so long as they share it via personal email, and not on the municipal server, they are not constrained by any rules around decorum. This is incorrect. Members are bound by the Code provisions of respectful and non-disparaging communication, whether sharing views on their own email, social media, or elsewhere. Participation in social media discussions lends its own opportunity for attracting Code of Conduct complaints alleging disparagement. Members should be mindful that comments can be used or amplified in ways that bring municipal integrity into disrepute. It is important that Members be careful, accurate, and non-disparaging even as they attempt to offer what they see as a fair critique of municipal policy and actions. Municipal policy is advanced through the deliberations of Council and so wherever possible the focus should be on facilitating a discussion 'in the Chamber', and not in internet channels, so the general public, staff, and Council colleagues, can participate in the mechanisms through which a variety of important interests can be balanced and distilled into Council decisions made through democratic process. Regardless of the medium, regardless of the intended audience, and regardless of motive, we have observed several instances where Members of Council in municipalities around the province have been found to have breached ethical standards by saying or recording things they have come to regret. Recognizing and avoiding conflicts of interest Recognizing and appropriately avoiding conflicts of interest when they arise is the topic of most advice requests we receive. As confirmed by the Collingwood Judicial Inquiry (November 2020) there can be a complex array of circumstances that can give rise to conflicts of interest, including those that though not covered by the Municipal Conflict of Interest Act, are nevertheless covered by the common law In any event, obtaining clear and reliable advice from the Integrity Commissioner can help avoid costly and time-consuming investigations if there is any uncertainty about the application of the Rule. Staying in your lane One area of concern that continues to arise relates to members of Council overstepping their role, attempting to 'take the reins' to fix a constituent's problem, or directing staff how to do their job. Members of Council serve an important role in putting constituents in touch with appropriate staff, and and leading them to established processes, but it is important to strike the correct balance between guiding constituents and becoming their advocate. It continues to be the case that elected officials attempt to inject themselves in quasi- judicial matters such as by-law enforcement, or with respect to insurance claims. While it is important for Council to retain an oversight role, and have the ability to monitor how its Page 10 Principles Integrity by-laws and programs affect the community, file-level interference by individual elected officials must be avoided. In municipalities subject to 'stronger mayor powers" the question arises as to whether a mayor with those powers can give direction to staff beyond the specific circumstances mentioned in the Act (essentially to carry out 'Mayoral Decisions' authorized by the Act, or to direct that staff conduct research and provide advice). For non-'stronger mayors' and for stronger mayors exceeding their jurisdiction, inappropriate interference arises because of a misinterpretation of the Municipal Act provision which identifies the role of the Head of Council as 'Chief Executive Officer'. This provision has led to confusion and, occasionally, overreach by Heads of Council in erroneously perceiving a role leading the municipality's administration. Elected officials— even Heads of Council — have no role in the day-to-day administration of municipal government unless specifically authorized by statute. Failing to recognize this, stepping outside of their proper role as elected officials to 'take the reins' of administration, undermines staff and can be perceived as interfering with management. This overstepping of the proper role by Members, even Mayors, must be recognized as inappropriate under the Code of Conduct and the Council-Staff Relations Policy, both mandated under the Municipal Act. As always, obtaining clear and reliable advice can help avoid a costly and time-consuming investigation. Conclusion: We look forward to continuing to work with Members of Council to ensure a strong ethical framework. We embrace the opportunity to elevate Members' familiarity with their obligations under the Code and to respond to emerging issues. As always, we welcome Members' questions and look forward to continuing to serve as your Integrity Commissioner. It has been a privilege to assist you in your work by providing advice about the Code of Conduct and in resolving complaints. We recognize that public service is not easy and the ethical issues that arise can be challenging. The public rightly demands the highest standard from those who serve them, and we congratulate Council for its aspirational objective to strive to meet that standard. Finally, we wish to thank the Clerk for her professionalism and assistance where required. Although an Integrity Commissioner is not part of the administrative hierarchy, the work of our office depends on the facilitation of access to information and policy in order to carry out the mandate. This was done willingly and efficiently. 1 The recent amendments to the Municipal Act which provide designated mayors to make unilateral decisions with respect to municipal organization and prescribed provincial interests is neither indicative of non-designated mayors being'weak',nor representative of the extensive powers American'strong mayors'have,particularly in light of the role partisan politics plays in electing administrators there. Page 11 Cbr• ngton If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Council Minutes Date: February 26, 2024 Time: 6:30 p.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor L. Rang, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Staff Present: M. Dempster, L. Patenaude, R. Maciver, T. Pinn, C. Salazar, J. Gallagher, M. Machacek 1. Call to Order Mayor Foster called the meeting to order at 6:30 p.m. 2. Moment of Reflection Councillor Anderson led the meeting in a moment of reflection. 3. Land Acknowledgement Statement Councillor Anderson recited the Land Acknowledgement Statement. 4. Declaration of Interest There were no disclosures stated at this meeting. 5. Announcements Members of Council announced upcoming community events and matters of community interest. 6. Presentations / Delegations 6.1 Presentation of the Les Fowlie Intellectual Freedom Award and the Library Board of the Year Award, to the Clarington Public Library Board Mayor Foster presented the Les Fowlie Intellectual Freedom and the Library Board of the Year Awards to the Clarington Public Library Board. 1 Page 12 Council Minutes - February 26, 2024 7. Consent Agenda 7.1 Council and Standing Committee Minutes Resolution # C-007-24 Moved by Councillor Rang Seconded by Councillor Elhajjeh That all items listed in Section 7.1 , with the exception of Item 7.1 .2, Planning and Development Committee Minutes dated February 12, 2024 (Item 11.1 Confidential Memo-001-24 from Rob Maciver, Deputy CAO/Solicitor, Regarding 2020 Lambs Road, Bowmanville), to be discussed in Closed Session, at the end of the agenda, be approved on consent. Carried 7.1.1 Minutes from the General Government Committee Meeting dated February 5, 2024 7.1.2 Minutes from the Planning and Development Committee Meeting dated February 12, 2024 7.1.3 Minutes of a Regular Meeting of Council dated January 29, 2024 7.2 Advisory Committee and Local Board Minutes Resolution # C-008-24 Moved by Councillor Anderson Seconded by Councillor Zwart That all Items listed in 7.2, be received on consent. Carried 7.2.1 Minutes from the Tyrone Community Hall Board dated January 18, 2023, April 19, 2023, June 21, 2023, November 16, 2023, and January 17, 2024 7.2.2 Minutes from the Samuel Wilmot Nature Area Management Advisory Committee dated January 16, 2024 7.2.3 Minutes from the Clarington Heritage Committee Meeting dated January 16, 2024 7.2.4 Minutes from the Newcastle Arena Board dated January 9, 2024 7.2.5 Minutes from the Clarington Active Transportation and Safe Roads Advisory Committee dated January 24, 2024 7.2.6 Minutes from the Diversity Advisory Committee Meeting dated February 8, 2024 7.3 Communications 2 Page 13 Council Minutes - February 26, 2024 7.4 Staff Reports and Staff Memos 7.5 By-laws Resolution # C-009-24 Moved by Councillor Woo Seconded by Councillor Anderson That leave be granted to introduce By-laws 2024-005 to 2024-007; and That the said by-laws be approved. Carried 7.5.1 2024-005 - Being a by-law to establish the position and to define and determine the duties and responsibilities of the Chief Administrative Officer and to repeal by-law 98-171 7.5.2 2024-006 - Being a by-law to provide for the administration and enforcement of the Building Code Act within the Municipality of Clarington 7.5.3 2024-007 - Being a by-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington 8. Items for Separate Discussion 9. Business Arising from Procedural Notice of Motion 10. Unfinished Business 11. Confidential Items Closed Session Resolution # C-010-24 Moved by Councillor Woo Seconded by Councillor Zwart That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter (Item 11 .1 Confidential Memo-001-24 from Rob Maciver, Deputy CAO/Solicitor, Regarding 2020 Lambs Road, of the February 12, 2024, Planning and Development Committee Meeting) that deals with litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board and advice that is subject to solicitor-client privilege, including communications necessary for that purpose. Carried 3 Page 14 Council Minutes - February 26, 2024 Rise and Report The meeting resumed in open session at 7:21 p.m. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. 12. Confirming By-Law Resolution # C-011-24 Moved by Councillor Zwart Seconded by Councillor Anderson That leave be granted to introduce By-law 2024-008, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 26th day of February 2024; and That the said by-law be approved. Carried 13. Adjournment Resolution # C-012-24 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That the meeting adjourn at 7:24 p.m. Carried 4 Page 15 • Cbrington If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 General Government Committee Minutes Date: March 4, 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 W. Woo Regrets: Councillor M. Zwart Absent: Councillor C. Traill Staff Present: M. Dempster, J. Newman, L. Patenaude, R. Maciver, T. Pinn, C. Salazar, D. Speed, J. Gallagher, L. Reck 1. Call to Order Councillor Rang called the meeting to order at 9.31 a.m. Councillor Woo joined later in the meeting at 9:36 a.m. 2. Land Acknowledgement Statement Councillor Elhajjeh led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Announcements Members of Committee announced upcoming community events and matters of community interest. Councillor Woo joined the meeting at 9.36 a.m. 1 Page 16 General Government Committee Minutes dated March 5, 2024 5. Presentations/Delegations (10 Minute Time Limit) 5.1 Delegation by Sandra Kearns, Regarding a Request to Amend Kennel By- law 2013-25 and Noise By-law 2007-071 to Prevent Noise from Impacting Neighbouring Properties Sandra Kearns was present regarding a request to amend the Kennel and Noise By-law to prevent noise from impacting neighboring properties. Using an electronic presentation, Sandra expressed concerns and contradictions between the two by-laws S. Kearns stated no contradictions have been found in any area municipality's by-laws. Sandra displayed videos of the constant barking sounds from her property. S. Kearns expressed concerns regarding the Kennel By-law, including Section 2.3 and the number of dogs allowed, site drawings, and operation requirements. Sandra also expressed concerns regarding the Public Special Events By-law, Section 3.23. S. Kearns concluded by requesting the Committee undertake a review of the by-laws to prevent noise from impacting neighboring properties and provide clarity on the regulations and answered questions from Members of Committee. Resolution # GG-013-24 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That the Delegation of Sandra Kearns, Regarding Request to Amend Kennel By- law 2013-025 and Noise By-law 2007-071 to Prevent Noise from Impacting Neighboring Properties, be referred to Staff to report back on the review of the by-laws. Carried 5.2 Presentation by Andrea Smith, Policy Advisor, Corporate Initiatives, Region of Durham, Regarding the Development of Durham Region's 2025 Strategic Plan Andrea Smith, Policy Advisor, Corporate Initiatives, Region of Durham, was present regarding the Development of Durham Region's 2025 Strategic Plan. Using an electronic presentation, Andrea provided the background of Durham Region's Strategic Plan. A. Smith outlined the approaches to strategy development and the development timeline. Andrea provided an overview of the engagement activities created and noted additional engagement opportunities will continue until June. A. Smith stated they are raising awareness and encouraging engagement in their survey and answered questions from Members of Committee. 2 Page 17 General Government Committee Minutes dated March 5, 2024 Resolution # GG-014-24 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Delegation by Andrea Smith, Policy Advisor, Corporate Initiatives, Region of Durham, Regarding the Development of Durham Region's 2025 Strategic Plan, be received with thanks. Carried 5.3 Presentation by Inspector Stefanie Finateri, Officer-in-Charge, Durham Regional Police Service, Regarding a 2023 Annual Review Inspector Stefanie Finateri, Officer-in-Charge, Durham Regional Police Services, was present regarding the 2023 Annual Review. Using an electronic presentation, Inspector Finateri provided an overview the 2023 East Division boundaries. Inspector S. Finateri explained the comparisons of roadway safety, street/compliance checks, calls for service, general occurrences, and stolen vehicles, between 2022 to 2023. Inspector Finateri provided an overview of their notice of community crime program, outlined the community initiative programs, and answered questions from Members of Committee. Resolution # GG-015-24 Moved by Councillor Woo Seconded by Councillor Anderson That the Delegation by Inspector Stefanie Finateri, Officer-in-Charge, Durham Regional Police Service, Regarding a 2023 Annual Review, be received with thanks. Carried Recess Resolution # GG-016-24 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Committee recess for 10 minutes. Carried The meeting reconvened at 10:56 a.m. with Councillor Rang in the Chair. 3 Page 18 General Government Committee Minutes dated March 5, 2024 5.4 Presentation by Jocelyn Siciliano, Sahar Foroutani, and Stella Danos- Papaconstantinou, Region of Durham, Regarding Homelessness in Durham Region Sahar Foroutani, Area Manager of Homeless System Team, Jocelyn Siciliano, Area Manager of Homeless Direct Delivery Team, and Stella Danos- Papaconstantinou, Commissioner of Social Services, Region of Durham, were present regarding a Homelessness Overview. Sahar provided an overview of the homelessness system including emergency shelters, supports, and services, homelessness prevention, and housing and related services. S. Foroutani explained the various situations of homelessness including unsheltered, emergency shelter, temporarily accommodated, and at risk of homelessness. Sahar provided an overview of the Housing First program, the coordinated access system, and the by-name list. Jocelyn outlined their homelessness outreach services (Mental Health Outreach Program, Primary Care Outreach Program, and Durham Region Outreach Workers) and additional community street outreach programs. J. Siciliano provided an overview of their key performance indicators, homeless help contact information and training opportunities. Sahar, Jocelyn, and Stella answered questions from Members of Committee. Resolution # GG-017-24 Moved by Councillor Anderson Seconded by Councillor Woo That the Delegation by Sahar Foroutani, Area Manager of Homeless System Team, Jocelyn Siciliano, Area Manager of Homeless Direct Delivery Team, and Stella Danos-Papaconstantinou, Commissioner of Social Services, Region of Durham, Regarding a Homelessness Overview, be received with thanks. Carried 5.5 Presentation by Rob Maciver, Deputy CAO/Solicitor, Regarding Report LGS-008-24, Municipal Regulations for Encampments Rob Maciver, Deputy CAO/Solicitor, was present regarding Report LGS-008-24, Municipal Regulations for Encampments. Using an electronic presentation, Rob provided an overview of the changing social landscape and summarized the existing municipal regulation framework. R. Maciver provided an overview of recent legal rulings in Waterloo, City of Kingston, and Court Cases from British Columbia. Rob explained the new approach to encampment regulation, which will replace the current Parks By-law. R. Maciver displayed photos of different encampment sites and noted the by-law will outline where encampment sites are unsuitable. Rob added that unregulated encampment sites become more permanent, and large, etc. R. Maciver explained the new approach which includes providing a space for temporary shelter overnight, with rules of maximum areas and distance regulations. Rob explained that an encampment protocol for Municipal Law Enforcement will be created, and Staff will work in 4 Page 19 General Government Committee Minutes dated March 5, 2024 close consultation with Durham Region and DRPS. R. Maciver answered questions from Members of Committee. 5.5.1 LGS-008-24 - Municipal Regulation of Encampments Resolution # GG-018-24 Moved by Councillor Anderson Seconded by Councillor Woo That Report LGS-008-24, and any related delegations or communication items, be received; That the By-law, included as Attachment 1 of Report LGS-008-24, to amend By- law 2006-126, a by-law to regulate public parks and open spaces in Clarington, be approved; That the Legislative Services Department is directed to prepare an encampment response protocol for Municipal Law Enforcement Officers in consultation with the Region of Durham and the Durham Regional Police Services; and That all interested parties listed in Report LGS-008-24, and any delegations, be advised of Council's decision. Carried Later in the Meeting, see following motion Suspend the Rules Resolution # GG-019-24 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That the Rules of Procedure be suspended to extend the meeting until the discussion of Item 5.1.1 is complete. Carried The foregoing Resolution #GG-018-24 was then put to a vote and carried. The Committee recessed for their one hour scheduled break in accordance with the Procedural By- law. The meeting reconvened at 1 .07 p.m. with Councillor Rang in the Chair. 5 Page 20 General Government Committee Minutes dated March 5, 2024 5.6 Delegation by Lynn Jeffs, Gems for Gems, Regarding Report PUB-003-23 Hope's Cradle Lynn Jeffs, Gems for Gems, was present via electronic means regarding Report PUB-003-23 Hope's Cradle. Lynn explained the background of three cradles in Canada and why they are important. L. Jeffs stated that the Fire Chief and Council have supported the addition of Hope's Cradle in Fire Station #1. Lynn explained the process of Hope's Cradle and the stakeholders involved. L. Jeffs requested Committee to table the decision to the next General Government Committee Meeting so that Gems for Gems can prepare information to address concerns put forward by Children's Aid and DRPS. Lynn answered questions from Members of Committee. Alter the Agenda Resolution # GG-020-24 Moved by Mayor Foster Seconded by Councillor Anderson That the Agenda be altered to consider Report PUB-003-24, at this time. Carried 6.3 PUB-003-24 - Hope's Cradle Resolution # GG-021-24 Moved by Mayor Foster Seconded by Councillor Anderson That Report PUB-003-24, and any related delegations or communication items, be referred to the April 8, 2024, General Government Committee meeting; That Clarington Council support, in principle, the opening of the Bowmanville Hope's Cradle; That Staff engage in further discussion with the stakeholders; and That all interested parties listed in PUB-003-24, and any delegations, be advised of Council's decision. Carried 6 Page 21 General Government Committee Minutes dated March 5, 2024 6. Consent Agenda Resolution # GG-022-24 Moved by Mayor Foster Seconded by Councillor Elhajjeh That all items listed in Section 6, with the exception of Item 6.3 (previously considered), be approved on consent. Carried 6.1 Correspondence from the Newcastle Memorial Arena Requesting Funds to Purchase a Scrubber Resolution # GG-023-24 That Staff release the remaining funds in the Newcastle Operating Reserve Funds to the Newcastle Memorial Arena Board, to purchase a Scrubber. 6.2 Correspondence from the Region of Durham, Regarding a Request to the Province to Permanently Remove Tolls on Highway 407 Between Brock Road in Pickering and Highway 35/115 (Mayor Foster) Resolution # GG-024-24 That the following resolution from the Region of Durham, regarding Request to the Province to Permanently Remove Tolls on Highway 407 Between Brock Road in Pickering and Highway 35/115, be endorsed by the Municipality of Clarington: Whereas Highway 407 from Brock Road (Regional Road 1) in Pickering to Highway 35/115 is provincially owned and tolls are set by the province; And whereas the province introduced legislation that if passed would ban tolls from provincially owned highways including all 400-series highways except for Highway 407 which is located almost exclusively in Durham Region; And whereas if excluded from the proposed ban on tolls, Highway 407 would become the only tolled provincially owned highway in Ontario, resulting in unfair economic impacts to Durham Region residents and businesses; And whereas the Province of Ontario has previously removed tolls on Highways 412 and 418 located within Durham, demonstrating the willingness to removing existing unfair tolls on provincially owned highways and should therefore include the provincial 407 as part of the proposed legislation; And whereas the removal of tolls on the provincial Highway 407 would reduce the cost of living for Durham Region residents and drive economic growth, while ensuring fair and equitable treatment across all provincial 400-series highways; 7 Page 22 General Government Committee Minutes dated March 5, 2024 Now therefore be it resolved that the Council of the Regional Municipality of Durham hereby requests that the Province of Ontario include the provincially owned portion of Highway 407 in any legislation banning tolls on provincially owned highways; and That a copy of this resolution be sent to The Honourable Doug Ford, Premier of Ontario, the Honourable Prabmeet Sarkaria, Minister of Transportation, The Honourable Vijay Thanigasalam, Associate Minister of Transportation, all local Durham MPPs, and all Durham local area municipalities; the City of Kawartha Lakes, Peterborough County, Northumberland County, Cobourg, Belleville and their MPs and MPPs; the Ontario Trucking Association; and associations related to the farming community in Durham Region and Ontario. 6.4 PUB-004-24 - Emergency Management By-law Amendments Resolution # GG-025-24 That Report PUB 004-24, and any related delegations or communication items, be received; That By-Laws 2018-010, 2018-072, and 2022-28 containing Clarington's Emergency Management Plan be repealed, and that the By-law attached to Report PUB-004-24 as Attachment 2, containing Clarington's recommended Emergency Management Plan, be approved; and That all interested parties listed in Report PUB 004-24, and any delegations, be advised of Council's decision. 6.5 PUB-005-24 - Bowmanville Dog Park Lighting Update Resolution # GG-026-24 That Report PUB-005-24, and any related delegations or communication items, be received; That Council direct Staff in the Infrastructure division to include a project for the installation of a hardwired lighting system for the Bowmanville Leash Free Park as part of the 2025-2027 capital budget request. 6.6 FSD-009-24 - 2023 Annual Council Remuneration Report Resolution # GG-027-24 That Report FSD-009-24, be received for information. 8 Page 23 General Government Committee Minutes dated March 5, 2024 6.7 FSD-010-24 - Shaw House Accessibility Upgrades —Additional Funding Resolution # GG-028-24 That Report FSD-010-24, be received; That additional funds in the amount of $131,170 to complete the Shaw House Renovation project be allocated from the Community Services Building Refurbishment Reserve Fund be approved; That $193,830 of unexpended capital project funds be reallocated to the Shaw House Renovation project be approved; and That all interested parties listed in Report FSD-010-24, and any delegations be advised of Council's decision. 6.8 LGS-006-24 - 2023 Annual Accessibility Update Resolution # GG-029-24 That Report , and any related communication items, be received; That the Report be placed on the Municipal website to meet the Accessibility for Ontarians with Disabilities Act (AODA) requirements; and That all interested parties listed in Report be advised of Council's decision. 6.9 LGS-007-24 - Printing Services for External Organizations Resolution # GG-030-24 That Report LGS-007-24, and any related delegations or communication items, be received; That the Council Policy for Printing Services for Non-Profit Organizations, arising out of Report CLD-005-01, be repealed; That the CAO be responsible for establishing a Management Directive for printing services for external organizations; and That all interested parties listed in Report LGS-007-24, and any delegations, be advised of Council's decision. 6.10 LGS-009-24 -Assumption of Road Widenings Resolution # GG-031-24 That Report LGS-009-24, and any related delegations or communication items, be received; and That the By-law attached to Report LGS-009-24, as attachment 1, be approved. 9 Page 24 General Government Committee Minutes dated March 5, 2024 6.11 LGS-010-24 - Diversity in Clarington - 2023 Update on Diversity Initiatives and Clarington's Diversity Advisory Committee Resolution # GG-032-24 That Report LGS-010-24 be received for information. That all interested parties listed in Report LGS-010-24, and any delegations, be advised of Council's decision. 6.12 LGS-011-24 -Advisory Board and Committee's Terms of Reference Update Resolution # GG-033-24 That Report LGS-011-24, and any related delegations or communication items, be received; That Resolution #GPA-008-04, regarding the Protocol for Council —Appointed Advisory Committees, approved in 2004, be rescinded; That Clarington's Task Force on Affordable Housing be discontinued and that the members be thanked for their contribution; That the Tourism Advisory Committee be discontinued; That the proposed new Terms of References for Clarington's Advisory Committees, as Attachments 1 through 7 to Report LGS-011-23, be approved; That Staff be directed to advertise for the vacancies on the Accessibility Advisory Committee and Samuel Wilmot Nature Area Management Advisory Committee; and That all interested parties listed in Report LGS-011-24, and any delegations be advised of Council's decision. 7. Items for Separate Discussion 7.1 LGS-012-24 -Appointments to the Bowmanville Santa Claus Parade Committee, Clarington Active Transportation and Safe Roads Advisory Committee, Diversity Advisory Committee, and Newcastle Village Community Hall Board Resolution # GG-034-24 Moved by Mayor Foster Seconded by Councillor Woo That Report LGS-012-24, and any related delegations or communication items, be received; That the resignations of Janet Lange, Jennifer Van Huss, Michelle Speirs, Brad Jakobsen, Henry Wildeboer, Nakul Roy, Mary Taylor, Meera MacDonald, Yasmin Shafi, Andaleeb Shafi, and Sharon Grant-Young, be received; 10 Page 25 General Government Committee Minutes dated March 5, 2024 That the applicants for the Clarington Task Force on Affordable Housing vacancies, be notified of Council's decision to discontinue the Task Force; That Staff be authorized to re-advertise for the remaining vacancy on the Newcastle Village Community Hall Board; That the Committee consider the applications for appointments to the Bowmanville Santa Claus Parade Committee, Clarington Active Transportation and Safe Roads Advisory Committee, and Diversity Advisory Committee, and that the vote be conducted to appoint the citizen representatives, in accordance with the Appointment to Boards and Committees Policy; and That all interested parties listed in Report LGS-012-24 and any delegations be advised of Council's decision. Carried Resolution # GG-035-24 Moved by Mayor Foster Seconded by Councillor Woo Bowmanville Santa Claus Parade Committee That Cailley Hinbest, Dory Strikwerda, Ron Hooper, and Sajith Gnanasikhamani (Kevin), be appointed to the Bowmanville Santa Claus Parade Committee for a term ending December 31, 2026, or until a successor is appointed. Carried Clarington Active Transportation and Safe Roads Advisory Committee That Deborah Dorion be appointed to the Clarington Active Transportation and Safe Roads Advisory Committee for a term ending December 31 , 2026, or until a successor is appointed. Clarington Diversity Advisory Committee That Beverley Neblett, Rochelle Thomas, and Vincent Wong, be appointed to the Diversity Advisory Committee for a term ending December 31, 2024, or until a successor is appointed. 11 Page 26 General Government Committee Minutes dated March 5, 2024 7.2 Correspondence from Ron Morissette, Contract Supervisor Works Construction, Region of Durham, Regarding a Request for Noise By-law Exemption Resolution # GG-036-24 Moved by Mayor Foster Seconded by Councillor Anderson That the request to extend the Noise By-law Exemption, from Ben McWade, P. Eng, Acting Manager, Construction Management Services, Region of Durham, to July 30, 2024, be approved. Carried 8. Unfinished Business 9. New Business 9.1 Request the Province to Undertake a Comprehensive Social and Economic Prosperity Review for Municipal Sustainability (Mayor Foster) Resolution # GG-037-24 Moved by Mayor Foster Seconded by Councillor Elhajjeh Whereas current provincial-municipal fiscal arrangements are undermining Ontario's economic prosperity and quality of life; And whereas nearly a third of municipal spending in Ontario is for services in areas of provincial responsibility and expenditures are outpacing provincial contributions by nearly $4 billion a year; And whereas municipal revenues, such as property taxes, do not grow with the economy or inflation; And whereas unprecedented population and housing growth will require significant investments in municipal infrastructure; And whereas municipalities are being asked to take on complex health and social challenges — like homelessness, supporting asylum seekers and addressing the mental health and addictions crises; And whereas inflation, rising interest rates, and provincial policy decisions are sharply constraining municipal fiscal capacity; And whereas property taxpayers — including people on fixed incomes and small businesses — can't afford to subsidize income re-distribution programs for those most in need; And whereas the province can, and should, invest more in the prosperity of communities; 12 Page 27 General Government Committee Minutes dated March 5, 2024 And whereas municipalities and the provincial government have a strong history of collaboration; Now therefore be it resolved that the Municipality of Clarington requests that the Province of Ontario commit to undertaking, with the Association of Municipalities of Ontario (AMO), a comprehensive social and economic prosperity review to promote the stability and sustainability of municipal finances across Ontario; and That a copy of this resolution be forwarded to the Premier of Ontario, the Minister of Municipal Affairs and Housing, local MPPs, AMO and the Municipal Finance Officers'Association of Ontario (MFOA). Carried 9.2 Request for Report to Change Procedural By-law Regarding Delegations (Mayor Foster) Resolution # GG-038-24 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Municipal Clerk be directed to prepare a report for possible wording changes to the Procedural By-law, as follows: 1. Require all requests for delegations to be accompanied by a written submission, to be included in the Agenda, outlining their subject, their address, their reason for delegating, their desired action requested of Council, and any supporting documentation. 2. For matters which are more properly within the responsibility of staff, the Clerk shall notify the proposed delegate that the delegation shall not be listed on the agenda and shall direct the proposed delegate to the appropriate department. The delegation shall not be listed on an agenda until staff has had the opportunity to address the matter. 3. Not allow delegations who are there for the sole purpose of generating publicity for an event. 4. Not allow candidates, or nominees, for a political party. 5. Regarding decorum, add the following clause as follows: a. "No person shall make detrimental comments, or speak ill of, or malign the integrity of staff, the public or Council and Committee." b. Members of the public shall be respectful of Council, staff, delegations and all attendees at the meeting by refraining from public outbursts, heckling, shouting, making comments, or behaviour intended to disrupt the debate, discussion and/or general proceedings. c. Attendees shall not engage in conversations, display placards or props. 13 Page 28 General Government Committee Minutes dated March 5, 2024 6. Change the time limit for delegations from ten minutes to five minutes, with a single extension of two minutes (as the exception only) by majority vote. Should there be more than one individual that registers to speak as a group, the group shall be allotted up to ten minutes to delegate. That all interested parties be advised of Council's decision. Amendment Resolution # GG-039-24 Moved by Councillor Elhajjeh Seconded by Mayor Foster That the foregoing Resolution #GG-038-24 be amended by replacing the words "single extension of two minutes (as the exception only)" with the words "single extension of up to five minutes" in paragraph 6. Carried Main Motion as Amended Resolution # GG-040-24 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Municipal Clerk be directed to prepare a report for possible wording changes to the Procedural By-law, as follows: 1. Require all requests for delegations to be accompanied by a written submission, to be included in the Agenda, outlining their subject, their address, their reason for delegating, their desired action requested of Council, and any supporting documentation. 2. For matters which are more properly within the responsibility of staff, the Clerk shall notify the proposed delegate that the delegation shall not be listed on the agenda and shall direct the proposed delegate to the appropriate department. The delegation shall not be listed on an agenda until staff has had the opportunity to address the matter. 3. Not allow delegations who are there for the sole purpose of generating publicity for an event. 4. Not allow candidates, or nominees, for a political party. 14 Page 29 General Government Committee Minutes dated March 5, 2024 5. Regarding decorum, add the following clause as follows: a. "No person shall make detrimental comments, or speak ill of, or malign the integrity of staff, the public or Council and Committee." b. Members of the public shall be respectful of Council, staff, delegations and all attendees at the meeting by refraining from public outbursts, heckling, shouting, making comments, or behaviour intended to disrupt the debate, discussion and/or general proceedings. c. Attendees shall not engage in conversations, display placards or props. 6. Change the time limit for delegations from ten minutes to five minutes, with a single extension of up to five minutes by majority vote. Should there be more than one individual that registers to speak as a group, the group shall be allotted up to ten minutes to delegate. That all interested parties be advised of Council's decision. Carried 9.2.1 Correspondence from Libby Racansky, Expressing Concerns about Proposed Procedural By-law Changes Item 9.2.1, Correspondence from Libby Racansky, Expressing Concerns about Proposed Procedural By-law Changes, was considered during Item 9.2. 9.3 Oath of Office (Councillor Anderson) Resolution # GG-041-24 Moved by Councillor Anderson Seconded by Councillor Woo That Council approves the Clarington Diversity Advisory Committee's recommendation, in their February 2, 2024 minutes, regarding the Oath of Office for Members of Council; That Council calls upon the Province of Ontario to make changes to the Oath of Office to include indigenous and treaty rights by changing the oath of office to the following, which has been endorsed by many Ontario municipalities: "I will be faithful and bear true allegiance to His Majesty King Charles III and I will faithfully observe the laws of Canada including the Constitution, which recognizes and affirms the Indigenous and treaty rights of First Nations, Inuit and Metis peoples." That this resolution be forwarded to the Premier of Ontario, the Minister of Municipal Affairs and Housing, the local MPPs, the Durham Area Municipalities, the Clarington Diversity Committee, and any other interested parties. Carried 15 Page 30 General Government Committee Minutes dated March 5, 2024 10. Confidential Items Suspend the Rules Resolution # GG-042-24 Moved by Mayor Foster Seconded by Councillor Woo That the Rules of Procedure be suspended to add an additional item, Regarding the Hampton Hall Board, to the Agenda. Carried Closed Session Resolution # GG-043-24 Moved by Mayor Foster Seconded by Councillor Woo That, in accordance with Section 239 (2) of the MunicipalAct, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with personal matters about an identifiable individual, including municipal or local board employees. Carried 10.1 Hampton Hall Board (Councillor Anderson) Rise and Report The meeting resumed in open session at 2.57 p.m. Councillor Rang advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001, and no resolutions were passed. 11. Adjournment Resolution # GG-045-24 Moved by Councillor Elhajjeh Seconded by Councillor Anderson That the meeting adjourn at 2.58 p.m. Carried 16 Page 31 MUNICIPALITY OF CLARINGTON COUNCIL MEETING RESOLUTION # DATE: March 25, 2024 MOVED BY Councillor Zwart SECONDED BY Councillor That the foregoing Resolution #XXX be amended by replacing the following sentence, in Paragraph 6: "Change the time limit for delegations from ten minutes to five minutes, with a single extension of up to five minutes by majority vote." With the following sentence: "Change the time limit for delegations from ten minutes to seven minutes, with a single extension of three minutes by majority vote." That Paragraph 1 be amended by removing the following words: "to be accompanied by a written submission, to be included in the Agenda" That the following be added as Paragraph 7: "That the time limit for Members of the Public to speak at Public Meetings be changed from ten minutes to five minutes." That the following be added as Paragraph 8: "That the time limit for Staff and Consultant presentations at Public Meetings be added to the Procedural By-law as 20 minutes. Page 32 MUNICIPALITY OF CLARINGTON GENERAL GOVERNMENT COMMITTEES MEETING RESOLUTION # DATE: February 5, 2024 MOVED BY Mayor Foster SECONDED BY Councillor That the Municipal Clerk be directed to prepare a report for possible wording changes to the Procedural By-law, as follows: 1. Require all requests for delegations to be accompanied by a written submission,to be included in the Agenda, outlining their subject,their address, their reason for delegating, their desired action requested of Council, and any supporting documentation. would agree with this if every presentation had the same rules and the same timeframes to prepare. But this doesn't appear to be the case,as other presentations don't seem to have the same requirements. So other presenters get weeks to prepare...citizens frequently have a few days...is that fair?Of course not. Is council here to make councils job easier or to hear citizens concerns/opinions? Is this so council can ignore the presentation from citizens (having had it in digested format already)? 2. For matters which are more properly within the responsibility of staff,the Clerk shall notify the proposed delegate that the delegation shall not be listed on the agenda and shall direct the proposed delegate to the appropriate department.The delegation shall not be listed on an agenda until staff has had the opportunity to address the matter. Seems reasonable.The problem is that by the time the staff review is complete the issue may have already been decided on.Will the decision on the issue be delayed until staff have completed their work? 3. Not allow delegations who are there for the sole purpose of generating publicity for an event. Who decides this and how?What are the rules. 4. Not allow candidates, or nominees, for a political party. Why not? Explanation needed. 5. Regarding decorum, add the following clause as follows: a. "No person shall make detrimental comments, or speak ill of, or malign the integrity of staff,the public or Council and Committee." Page 33 can agree with this for staff and the public. But, elected council and committee members, are fair game. Don't run for office if you can't take the heat from public opinion. Frequently these comments, while not voiced politely, are insightful and accurate.And must not be banned. b. Members of the public shall be respectful of Council, staff, delegations and all attendees at the meeting by refraining from public outbursts, heckling, shouting, making comments, or behaviour intended to disrupt the debate, discussion and/or general proceedings.....gee,we wouldn't want to hurt anyone's feelings... has anyone ever sat in parliament? See previous comment above.Are we now going to have armed people in attendance to enforce this? Slippery slope. c. Attendees shall not engage in conversations, display placards or props.What is the reasoning? How does this affect the meeting? Maybe tie people to chairs and gag them...God forbid anyone should speak out of turn....this sounds like a public school! 6. Change the time limit for delegations from ten minutes to five minutes, with a single extension of two minutes (as the exception only) by majority vote. Should there be more than one individual that registers to speak as a group, the group shall be allotted up to ten minutes to delegate This council and mayor already have a reputation of being very difficult for the people to communicate with.This is just another attempt to silence the citizens of Clarington from effectively voicing their concerns. Each member of a group should be allowed the fully allotted time to speak....many will have different/expanded views and should be heard. 5 minutes! I wonder if the mayor could get his points across on a complicated topic in 5 minutes? He hasn't shown this skill in the past. Why would anyone expect ordinary citizens to be that skilled as orators?This is heavy handed and petty... I know we are moving away from a democracy in this province, but at least let the people speak...it is still our democratic right! Rege Harren 4537 Bethesda Road Bowmanville, Ontario L1C OZ2 Page 34 K9 Central - 2836 Holt Road -- Bowmanville, ON L1C 3K7 o . Mayor Foster& Members of Council Municipality of Clarington 40 Temperance Street Bowmanville, ON L1C 3A6 March 22, 2024 Re: Resolution #GG- 013-24—Request to Amend Kennel By-law 2013-25 and Noise Bylaw 2007-71 Dear Mayor Foster and Members of Council, We wanted to reach out to you after viewing the delegation made to the General Government Committee on March 4, 2024 that which resulted in Resolution #GG-013-24, which directed staff to investigate amending the Kennel By-law 2013-25 and Noise Bylaw 2007-71. While the delegate did not name our kennel, enough specific information was provided to identify the kennel that she was speaking about as K9 Central. It was upsetting to us as owners to hear untrue allegations made about our facility in a public meeting and we are deeply concerned about the potential next steps that council and staff may take as a result of this delegation. First,we would like to provide clarification on some misinformation that was presented to the committee: • K9 Central does not have any kennels located on or close to the lot lines. All of our kennels are centrally located in the middle of our property. Page 35 • K9 Central does not have any illegal buildings. All of the buildings on our property were built to the Ontario Building Code standards and all had the proper permits through the Municipality of Clarington. • There is a hydro corridor on the south side of our property. There are no structures built on the hydro corridor. We have been in communication and have permission from hydro to use portions of this property. • The kennel buildings are insulated and have 3/4-inch treated plywood interior to reduce noise. K9 Central is a family owned and operated business that has been providing invaluable services to the residents of Clarington and beyond since 2002. Prior to our family taking over the business, it is our understanding that this property was used as a dog kennel since the mid-1970s. Our family has worked very hard to make K9 Central a premier facility that dog owners throughout Clarington, Durham Region and beyond can trust with their beloved pets. Our facility offers a variety of services, including grooming,training, daycare and boarding. We also host a variety of educational seminars and workshops, as well as drop-in services such as"Puppy Socials"designed to help our pet parents ensure their dogs are well socialized and good K9 citizens. We provide services that are very much needed by pet owners in Clarington, including our daycare and boarding services. Clients are able to drop their dogs off at K9 Central in the morning before heading off to work, secure in the knowledge that their dogs will be well taken care of, have opportunities to exercise and play, and socializing with their furry and human friends. Dog owners rely on us to provide this care so that they can work a full day without worrying about their pet(s). Whether our clients are going on vacation, dealing with a medical emergency or a home renovation,they know they can rely on K9 Central for our boarding services. Dogs can be a handful, and the team at K9 Central provides a variety of training and socializing opportunities for pet parents to help them along their journey. Shelters are currently overrun with dogs that are"too big"or that people"just don't have time for." We work with our clients every day to come up with solutions that can keep dogs and their families together. Pet parents can start off right with our puppy classes and continue on, learning with their dogs, basic manners, loose leash walking, recalls and more. Pet parents also have the Page 36 option of combining training with fun and learn some of the dog sports we have available, including agility, dock diving,flyball and rally. These sports provide mental and physical stimulation for dogs and nurture an incredible bond between a dog and its owner. We love the Municipality of Clarington, and we have chosen to not only run our business here, but also to raise our family here as well. We frequently interact with and give back to the community in a variety of ways. You may have seen some of our dogs perform at one of the Downtown Bowmanville festivals with the Woofjocks, or maybe you came to check out the fair we hosted in support of Homeward Bound Rescue. All of our agility, disc dog and dock diving events are aligned with non-profit organizations to assist them in raising additional funds. We have great relationships with the vast majority of our neighbours.We have worked hard to minimize the impact that our business has on our neighbours, and completed projects such as implementing the"Quiet Dog Daycare"program, adding audible security cameras in strategic places around the property to identify barking dogs quicker, and we regularly review the footage to assist us in developing preventative measures. Additionally,we have begun construction on 100'length x 8'tall wooden fencing on our property line, along with rubber and black-out privacy screens on our chain link fences. Our daughters have grown up in this business and are now accomplished handlers themselves. Our eldest daughter, Shayne, is K9 Central's Karen Pryor Academy Certified Training& Behaviour Manager, and has worked one-on-one with many dogs and their parents to develop happy, healthy dogs that are now welcome members of the community. In 2011, Shayne, along with canine behaviourist Joan Weston aided in developing Durham College's Animal Care Behaviour program. Jordan, our youngest daughter,was born and raised in Clarington and proudly represents K9 Central and our community at Regional, National and International canine agility competitions. Prior to the age of 18,Jordan was named to the 2021, 2022, 2023 and 2024 AAC &WAO Canadian National Team, representing Clarington and Canada at the international level, competing across Europe and the U.S. Jordan and her dogs have won Regional and National championships along with International gold, silver and bronze medals. Our business also provides jobs to local residents, including full-time, part-time and summer student opportunities. We have many students that come back every year to spend the summer with us. All of our employees receive the proper training and learn so Page 37 much while they are here,from the proper handling and care of the dogs in our care,to training and socialization techniques that they will take with them throughout their lives. We want council to know that this isn't just our business. This is our livelihood. We live and breathe this work and we never take a day off. Changing the Kennel and Noise bylaws could negatively impact not only our business, but all of the dog owners who rely on us regularly to help take care of their dogs. We respectfully ask that council not approve any bylaw amendments that will be detrimental to existing businesses in Clarington. We would like to extend an invitation to each member of council to meet with us to discuss this matter further. We would love the opportunity to speak with you,to show you our facilities, and to work with you to achieve a positive resolution on this matter. Sincerely, Brian O'Connor Morgan Jarvis O'Connor Owner, K9 Central Owner, K9 Central Page 38 Clarington If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Special General Government Committee Minutes Date: March 5, 2024 Time: 5:30 p.m. Location: Microsoft Teams Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor L. Rang, Councillor W. Woo (until 6:22 p.m), Councillor M. Zwart Absent: Councillor C. Traill Staff Present: M. Chambers Other's Present: J. Whynot 1. Call to Order Mayor Foster called the meeting to order at 5:32 p.m. 2. Land Acknowledgement Statement Mayor Foster led the meeting with the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Welcome Remarks - Jeannette Whynot, Accessibility Coordinator Jeannette Whynot, Accessibility Coordinator, welcomed Lyndsay Aitken, Victoria Maietta, and Mubina Jaffer, from the Abilities Centre, and provided and overview of the importance of the this disability and inclusion workshop. Page 39 March 5, 2024 Cbrington Special General Government Committee Minutes 5. Resolution to Move into Closed Session for an Education and Training Session for Members of Council Closed Session Resolution # GG-046-24 Moved by Councillor Zwart Seconded by Councillor Woo That, in accordance with Section 239 (3.1) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of a training and education session. Carried 6. Closed Session - Order of Business 6.1 Education Session - Lyndsay Aitken, Manager, Post Rehabilitation, Victoria Maietta, Supervisor, Physical Literacy Education and Programming, and Mubina Jaffer, Training Facilitator, Abilities Centre, Regarding Disability and Inclusion Workshop 7. Rise and Report from Closed Session Rise and Report The meeting resumed in open session at 6:34 p.m. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239 (3.1) of the Municipal Act, 2001 and no resolutions were passed. 8. Adjournment Resolution # GG-047-24 Moved by Councillor Anderson Seconded by Councillor Zwart That the meeting adjourn at 6.35 p.m. Carried 2 Page 40 Cbr• ngton If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Planning and Development Committee Minutes Date: March 18, 2024 Time: 5:00 p.m. Location: Council Chambers or Microsoft Teams Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor L. Rang, Councillor W. Woo, Councillor M. Zwart Absent: Councillor C. Traill Staff Present: M. Dempster, J. Newman, L. Turcotte, C. Salazar, L. Backus, A. Tapp, K. Richardson, L. Reck Other Staff Present: S. AIIin, M. Westover 1. Call to Order Councillor Anderson called the meeting to order at 5:00 p.m. 2. Land Acknowledgment Statement Councillor Rang led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Announcements Members of Committee announced upcoming community events and matters of community interest. 1 Page 41 General Government Committee Minutes March 18, 2024 5. Presentations/Delegations 5.1 Presentation by Todd Brown, President and Principal Planner, and Dennis Kwan, Senior Planner, Monteith Brown Planning Consultants, and Nancy Neale, Manager, Watson and Associates, Regarding Report PDS-011-24 Parks, Recreation, and Culture Master Plan Sarah Allin, Principal Planner, Municipality of Clarington, Todd Brown, President and Principal Planner and Dennis Kwan, Senior Planner, Monteith Brown Planning Consultants, and Nancy Neale, Manager, Watson and Associates, were present Regarding Report PDS-011-24 Parks, Recreation, and Culture Master Plan. Using an electronic presentation Sarah introduced the project team. Dennis outlined the purpose of the plan and the five-phase process. D. Kwan explained the key building blocks, community profile, and the trends to consider. Dennis noted what parks, trails, and recreation and cultural facilities Clarington currently provides. D. Kwan outlined the community engagement efforts, including public open houses and community survey results. Dennis provided an overview of the participation in Clarington's parks, recreation, and culture activities, including participation barriers and public support for investment. D. Kwan noted that numerous consultation sessions were had with community stakeholders, advisory committees, and boards. Dennis provided an overview of Staff and Council engagement and provided a summary of the consultation themes. Nancy explained the impacts of Bill 23, existing funding tools, and the funding considerations for the Master Plan. S. Allin provided an overview of the next steps. Todd, Dennis, and Nancy answered questions from Members of Committee. 5.2 Delegation by Libby Racansky, Regarding Report PDS-010-24 Bill 23 Update - Ontario Regulation 41/24 Libby Racansky was present via electronic means to express concerns regarding setbacks to wetlands, requests for more studies once an application is complete, natural hazards, and public safety. L. Racansky stated that Courtice should not be developed with higher densities and answered questions from Members of Committee. 5.3 Delegation by Libby Racansky, Regarding Report PDS-011-24 Parks, Recreation, and Culture Master Plan Libby Racansky was present via electronic means and stated that the public engagement session did not display parks/parkettes or heritage features that exist in Courtice North. Libby expressed concerns regarding cash-in-lieu of parkland, lack of trails or parks for Courtice North to help with the increased population, and lack of heritage in Courtice. 2 Page 42 General Government Committee Minutes March 18, 2024 6. Consent Agenda Resolution # PD-011-24 Moved by Mayor Foster Seconded by Councillor Rang That all items listed in Section 6, be approved on consent. Carried 6.1 PDS-007-24 - Cotton Street Extension, Plan 40M-2603 Assumption By-Law Resolution # PD-012-24 That Report PDS-007-24 and any related delegations or communication items, be received; That the draft By-law (Attachment 2) to Report PDS-007-24, be approved; and That all interested parties listed in Report PDS-007-24 and any delegations be advised of Council's decision. 6.2 PDS-008-24 - Newtonville Estates Phase 1 Assumption Resolution # PD-013-24 That Report PDS-008-24, and any related delegations or communication items, be received; That the Deputy CAO of Planning and Infrastructure Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related works constructed within Plan 40M-2357; That the draft By-law (Attachment 2) to Report PDS-008-24, be approved; and That all interested parties listed in Report PDS-008-24 and any delegations be advised of Council's decision. 6.3 PDS-009-24 - Brown Street Reconstruction Project Resolution # PD-014-24 That Report PDS-009-24, and any related delegations or communication items, be received for information. 6.4 PDS-010-24 - Bill 23 Update — Ontario Regulation 41/24 Resolution # PD-015-24 That Report PDS-010-24, and any related delegations or communication items, be received for information. 3 Page 43 General Government Committee Minutes March 18, 2024 6.5 PDS-011-24 - Parks, Recreation, and Culture Master Plan — Update Report Resolution # PD-016-24 That Report PDS-011-24, and any related delegations or communication items, be received for information; and That all interested parties listed in Report PDS-011-24 and any delegations be advised of Council's decision. 6.5.1 Correspondence from Victoria Mortelliti, MCIP, RPP, Senior Manager, Policy and Advocacy, BILD, Regarding Report PDS-011-23 Item 6.5.1 was considered during Item 6, Consent Agenda. 6.6 PDS-012-24 - Planning Application Fee Refund Waivers Resolution # PD-017-24 That Report PDS-012-24, and any related delegations or communication items, be received for information. That the action items contained in Report PDS-012-24, be endorsed. That all interested parties listed in Report PDS-012-24, and any related delegations be advised of Council's decision. 6.6.1 Correspondence from Stacey Hawkins, Executive Officer, Durham Region Home Builders' Association, Regarding Report PDS-012-24 Item 6.6.1 was considered during Item 6, Consent Agenda. 6.7 PDS-013-24 - Removal of Holding — 499 Port Darlington Road, Bowmanville (Aquaview) Resolution # PD-018-24 That Report PDS-013-24, and any related delegations or communication items, be received; That the rezoning application submitted by Bowmanville Lakebreeze East Village Ltd. for the removal of the Holding symbol at 499 Port Darlington Road, Bowmanville, be refused by Council, as conditions related to the removal of the Hold have not been completed; and That all interested parties listed in Report PDS-013-24, and any delegations be advised of Council's decision. 6.8 PDS-014-24 - Policy Update — Environmental Assessment Act Resolution # PD-019-24 That Report PDS-016-24, and any related delegations or communication items, be received; 4 Page 44 General Government Committee Minutes March 18, 2024 That Report PDS-016-24 be adopted as the Municipality of Clarington's comments to the Province on the proposed new environmental assessment regulation for municipal infrastructure; and That all interested parties listed in Report PDS-016-24, and any delegations be advised of Council's decision. 7. Items for Separate Discussion 7.1 Correspondence from the Bowmanville Hospital Foundation, Requesting Mobile Sign Locations on Public Properties for the We Care, We Can Awareness Campaign Resolution # PD-020-24 Moved by Mayor Foster Seconded by Councillor Zwart That the request of the Bowmanville Hospital Foundation We care, We Can Awareness Initiative, to locate mobile signs from May 1, 2024, to August 31, 2024, at the following locations be approved: Bowmanville: Liberty & Baseline — at Tourism property King St between the CP Rail and Bowmanville Ave. Newcastle: King Avenue (north side between Massey Drive and Given Road) Newcastle Public Library, Joseph Atkinson Parkette Fire Hall Property Courtice: Corner of Highway 2 and Trulls Rd. (north side) Trulls Road Parkette Local Facilities: Courtice Community Complex Garnet B. Rickard Recreation Complex Diane Hamre Complex South Courtice Arena Bowmanville Hospital Lawn (Liberty St. S between Prince St. and Queen St.). Carried 5 Page 45 General Government Committee Minutes March 18, 2024 7.2 Correspondence from Mike Zdero, Ontario Power Generation, Regarding a Request for a Noise By-law Exemption Resolution # PD-021-24 Moved by Councillor Rang Seconded by Mayor Foster That the request for a Noise By-law exemption, from Mike Zdero, Ontario Power Generation, for the dates April 1, 2024, May 1, 2024, May 23, 2024, September 1, 2024, and January 1, 2025, be approved. Carried 8. Unfinished Business 9. New Business 9.1 Parking on Clarington Streets (Councillor Rang) Resolution # PD-022-24 Moved by Councillor Rang Seconded by Councillor Elhajjeh Whereas existing and new neighborhoods are experiencing a transition to higher densities through additional dwelling units, increasing rates of car ownership, and changing demographics to multigenerational living. And whereas new neighborhood designs in particular townhouse developments, are being proposed with narrower frontages and shallow lots reducing the possibility of accommodating more than one parking space forcing residents to park on the street, take over visitor parking, and convert fronts yards to parking. And whereas these new dense neighborhood designs increase the safety risk for children, pedestrians, and create operational constraints for municipal operations like emergency response and snow removal. Now therefore be it resolved that Staff report back on the following: a. additional measures to design standards and zoning that could improve on-street parking and visitor parking plans for new neighbourhoods; b. review of parking opportunities within existing neighbourhoods and implement methods to improve parking conflicts through additional signage and enforcement; and That Council will not support reduced townhouse frontages less than 6 metres until such time Staff report back to Council with additional design standards and zoning provisions that will improve parking plans for new and existing neighbourhoods. 6 Page 46 General Government Committee Minutes March 18, 2024 Amendment Resolution # PD-023-24 Moved by Councillor Rang Seconded by Mayor Foster That the foregoing Resolution #PD-022-24 be amended by adding Item c. in paragraph 6: "c. include amendments to the Boulevard By-law" Carried Main Motion as Amended Resolution # PD-024-24 Moved by Councillor Rang Seconded by Councillor Elhajjeh Whereas existing and new neighborhoods are experiencing a transition to higher densities through additional dwelling units, increasing rates of car ownership, and changing demographics to multigenerational living. And whereas new neighborhood designs in particular townhouse developments, are being proposed with narrower frontages and shallow lots reducing the possibility of accommodating more than one parking space forcing residents to park on the street, take over visitor parking, and convert fronts yards to parking. And whereas these new dense neighborhood designs increase the safety risk for children, pedestrians, and create operational constraints for municipal operations like emergency response and snow removal. Now therefore be it resolved that Staff report back on the following: a. additional measures to design standards and zoning that could improve on-street parking and visitor parking plans for new neighbourhoods; b. review of parking opportunities within existing neighbourhoods and implement methods to improve parking conflicts through additional signage and enforcement; c. include amendments to the Boulevard By-law; and That Council will not support reduced townhouse frontages less than 6 metres until such time Staff report back to Council with additional design standards and zoning provisions that will improve parking plans for new and existing neighbourhoods. Carried 7 Page 47 General Government Committee Minutes March 18, 2024 10. Public Meetings (6:30 p.m.) 11. Confidential Items 12. Adjournment Resolution # PD-025-24 Moved by Councillor Woo Seconded by Councillor Rang That the meeting adjourn at 7:20 p.m. Carried 8 Page 48 * Subject to Advisory Committee Approval Agricultural Advisory Committee of Clarington Meeting Minutes Date: Thursday, January 11, 2024 Time: 7:30 p.m. Location: Microsoft Teams or Meeting Room 1 C, Municipal Administrative Centre 40 Temperance St., Bowmanville, Ontario Members Present: Henry Zekveld (Chair), Tom Barrie, Eric Bowman, Brenda Metcalf, John Cartwright, Richard Rekker, Councillor Zwart, Jordan McKay, Craig Rickard Regrets: Jennifer Knox, Mitch Morawetz (DRFA), Ryan Cullen Staff Present: Sylvia Jennings, Jane Wang, Ashlee Kielbiski, Lisa Backus — Planning and Infrastructure Services Guests: Allison De Vos, Stacey Jibb, Lori Talling — Invest Durham 1. Welcome and Introductions Henry Zekveld welcomed all to the meeting, with introductions. 2. Land Acknowledgement Statement Henry Zekveld recited Clarington's Land Acknowledgement Statement. 3. Declarations of Interest None 4. Approval of Minutes of December 14, 2023 024-001 Moved by Tom Barrie, seconded by Eric Bowman That the minutes of the December 14, 2023, meeting be approved. Carried 5. Presentations / Delegations 5a. Presentation on Growing Agri-Food Durham 5 Year Action Plan — Allison De Vos, Stacey Jibb, Invest Durham Stacey Jibb and Allison De Vos from Invest Durham presented an update to the Committee on the Growing Agri-Food Durham 5 Year Action Plan. During consultation with the Committee while drafting the plan, Invest Durham committed to reporting back to the Committee annually. S. Jibb and A. De Vos described activities completed and planned related to the 10 goals of the Plan: Agricultural Advisory Committee of Clarington January 11, 2024 Page 49 • Supporting local agriculture by running local food and agriculture weeks and promoting Ontario agriculture week • Hosted agriculture and economic development workshops and supported collaboration between Durham Region staff and local farms • Shared information on diversification and ag-related uses through workshops and sharing the OMAFRA guidelines on permitted uses • Organized a tour of the Oshawa Port and connected with representatives from the Hamilton-Oshawa Port Authority on supporting grain infrastructure at the port • Interviewed food processing facility operators in Scugog to understand capacity limits and opportunities to source more local agriculture • Hosted succession planning workshops, future workshops are planned for the coming years • Continued to partner with Durham Farm Connections on their agriculture education programming and assisted in a successful grant application to hire a joint coordinator for Durham Farm Fresh and Durham Farm Connections • Supported DAAC in the development of the Agriculture 101 training for regional and local councils • Hosted a vertical farming 101 workshop and launched a series of precision agriculture videos for local schools • Partnering with Durham College on various initiatives including their advisory panel, tech innovation to agri-food issues, and local grants S. Jibb and A. De Vos reviewed next steps. Invest Durham will continue to support its projects with Durham College, Precision Agriculture Day at the Barrie Farm, and Agriculture 101 training with DAAC. The team is currently working with Scugog, Uxbridge and Brock to implement consistent on farm diversified use policies across northern Durham. The Committee provided feedback and asked questions. Information sharing practices as physical materials are less used was discussed. A. De Vos and S. Jibb agreed that consolidating and disseminating information in an effective way is a continued challenge. There is information on the Invest Durham website and a bimonthly newsletter that is shared. A. Kielbiski also shared that Clarington Economic Development will also be launching a website with a specific agricultural page. They will be reaching out to Invest Durham and the Committee for resources and advice. 6. Business Arising from Previous Meeting 6a. Tree or Ditch Issues to Report to Public Works The Committee finalized the list of recommended areas for tree or ditch work in rural areas that is affecting agricultural operations. This list will be forwarded to public works. 7. Correspondence, Council Items and Referrals None. Agricultural Advisory Committee of Clarington January 11, 2024 Page 50 8. Liaison Reports 8a. Durham Agricultural Advisory Committee — T. Barrie The January DAAC meeting was cancelled. No update. 8b. Durham Region Federation of Agriculture — M. Morawetz No update. 8c. Durham Farm Connections — B. Metcalf B. Metcalf provided the update. The primary school program will take place the first week of April at the Brooklin Arena. 8d. Durham Agricultural Economic Development Update — A. De Vos A. De Vos provided an update. Invest Durham is working on an apple value chain video project following the chain of the apple from seed to grocery store. Local businesses were featured including Wilmot and Algoma orchards, Gordon food services distribution, a Beaverton independent grocer, and Tyrone Mill. This video will be shared with students to demonstrate the food supply chain. The final product will be shared soon. 9. New Business None. 10. Date of Next Meeting February 8, 2024 11. Adjournment 024-002 Moved by Jordan McKay, Seconded by John Cartwright That the meeting adjourn at 8:05 p.m. Carried Agricultural Advisory Committee of Clarington January 11, 2024 Page 51 * Subject to Advisory Committee Approval Agricultural Advisory Committee of Clarington Meeting Minutes Date: Thursday, February 8, 2024 Time: 7:30 p.m. Location: Microsoft Teams or Meeting Room 1 C, Municipal Administrative Centre 40 Temperance St., Bowmanville, Ontario Members Present: Henry Zekveld (Chair), Tom Barrie, Eric Bowman, Brenda Metcalf, John Cartwright, Councillor Zwart, Jordan McKay, Mitch Morawetz (DRFA) Regrets: Craig Rickard, Jennifer Knox, Ryan Cullen, Richard Rekker Staff Present: Sarah Allin — Planning and Infrastructure Services, Amy Burke — Administration Guests: Allison De Vos — Invest Durham, Todd Brown — Monteith Brown Planning Consultants 1. Welcome and Introductions Henry Zekveld welcomed all to the meeting, with introductions. 2. Land Acknowledgement Statement Henry Zekveld recited Clarington's Land Acknowledgement Statement. 3. Declarations of Interest None 4. Approval of Minutes of January 11, 2024 024-003 Moved by Tom Barrie, seconded by Eric Bowman That the minutes of the January 11, 2024, meeting be approved. Carried 5. Presentations / Delegations 5a. Presentation on Clarington Parks, Recreation and Culture Master Plan — Todd Brown, Montieth Brown Planning Consultants Todd Brown presented to the Committee on the Parks, Recreation and Culture Master Plan that is currently under development. He described how the project will create a strategy to meet the current and future needs of residents based on current resources, consultation with the community, best practices, and future demographics. He reviewed consultation to date, including public information Agricultural Advisory Committee of Clarington February 8, 2024 Page 52 centres and an online survey, and interviews with staff, Council, and community stakeholders. He is presenting to the Committee to gain rural and agricultural insights. The draft plan will be released in July, with a final plan presented in early fall. Committee members asked questions about the project and parks and recreation resources. T. Brown described how some new facilities can be funded through development charges on new development. He described how potential partnerships with schools and places of worship could be created to share recreation resources. The online survey for the plan had approximately 3200 responses, and more comments from the public were shared at public information centres. T. Brown asked several discussion questions to the group to gather insight into the opportunities to meet the recreational needs of the rural and agricultural communities. The Committee noted community halls as places for culture and recreation, including pickleball and yoga, but that there could be more programming in halls throughout the week. Community halls are largely volunteer-run and may have difficulties accommodating more activities. The volunteer community has also shrunk in recent years. Marketing and getting the word out about activities was raised as an issue. Paper resources were previously relied on. The Committee noted that resources are often available online, but many people don't know where to find a consolidated list of activities or opportunities. An engaging, magazine-like document with activities that would be available online was supported. In parks and trails, the Committee noted issues with dogs off-leash in non- designated areas and a lack of connectivity in the current trail network. Winter trail maintenance should be prioritized. Litter was noted in some parks. A performance venue for theatre, music, and dance productions was requested, similar to West Bend or Fourth Line. A book mobile concept was not strongly supported by the Committee. The Committee noted that while there are not typically many events in the rural areas, the urban areas are accessible enough for gatherings like Canada Day and Maple Fest. H. Zekveld thanked T. Brown for joining the Committee and gathering their feedback. 6. Business Arising from Previous Meeting None. 7. Correspondence, Council Items and Referrals None. Agricultural Advisory Committee of Clarington February 8, 2024 Page 53 8. Liaison Reports 8a. Durham Agricultural Advisory Committee — T. Barrie T. Barrie provided the update. At the previous meeting, Lia Van Wees from Ontario Tech's Windfields Farm presented. She is seeking a farmer who can farm a recently donated parcel. Durham Workforce Authority presented and discussed skilled trades and their relation to agriculture. Durham Economic Development provided an update to the Committee. Colebrook Farms was suggested for the DAAC tour. 8b. Durham Region Federation of Agriculture — M. Morawetz M. Morawetz provided the update. The Executive Committee planned for the year ahead including filling vacant board positions. The DRFA also plans to participate in the Touch a Truck event in Oshawa and will continue to provide comments on items they're circulated. They received correspondence from Zoo Share, which operates a biodigester with the Toronto Zoo to create a commercial fertilizer product. They have a stockpile of fertilizer available for free. March 1st is the deadline to renew your FBR number. Reminder to register farm entrances with the Farm 911 Emily project. 8c. Durham Farm Connections — B. Metcalf B. Metcalf reported that there was no update. In response to a Committee member's question, B. Metcalf explained that Durham Farm Connections is under the umbrella of Durham Region Federation of Agriculture, but is typically funded through the Celebrate Ag Gala and sponsorships. 8d. Durham Agricultural Economic Development Update — A. De Vos A. De Vos provided an update. They are supporting DAAC with Ag 101 training. Half of the municipalities have had the training so far, with Tom Barrie presenting to Clarington Council February 12. February 13t" is Canadian Agriculture Day. Invest Durham is supporting the Agri-Food Gateway program, a pilot project run by Durham College to train technology companies in agriculture with the goal of developing technology for the agriculture industry. A farm tour is being organized for municipal staff in economic development, planning and building in March. The tour will feature three different agri-businesses in Uxbridge. 9. New Business 9a. Now Accepting Applications for the 2024 Trees for Rural Roads Program A. Burke shared that the 2024 Trees for Rural Roads Program is now accepting applications (www.clarington.net/TreesForRuralRoads). 9b. Consultation on New Traffic Lights on Enfield Road at Concession 7 and Concession 8 The Committee discussed new lights installed in the rural area and noted that the Committee and DAAC were not consulted prior to their installation. DRFA is typically consulted on all new roundabouts. Committee members noted that at these new signalized intersections there is a lack of space between the light poles to accommodate farm equipment and through traffic, creating a potentially dangerous Agricultural Advisory Committee of Clarington February 8, 2024 Page 54 situation. The Committee noted that it would be helpful if they were circulated on these items. Staff will determine if the Municipality was consulted. 10. Date of Next Meeting March 14, 2024 11. Adjournment 024-004 Moved by John Cartwright, Seconded by Eric Bowman That the meeting adjourn at 9:07 p.m. Carried Agricultural Advisory Committee of Clarington February 8, 2024 Page 55 Clar*mn Clarington Accessibility Advisory Committee Minutes Tuesday January 30, 2024 6:30 p.m In-person and Virtual Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext 2131 Present: Lesley Scherer (Chair) Keith Brettell Sanja Wirch Beatrice Kraayenhof Sheikh Hossain Also Present: Jeannette Whynot — Accessibility Coordinator Regrets: Councillor Corinna Traill Hawa Mire The meeting called to order at 6:32 p.m. 1. Land Acknowledgement Statement Jeannette Whynot shared the Land Acknowledgement Statement. 2. Declarations of Interest No declarations 3. Review and approval of previous meeting minutes Moved Keith Brettell, seconded by Sanja Wirch That the minutes of the September 24, 2023 meeting be approved. Carried 4. 2023 Annual Status Update Review Jeannette shared the draft 2023 Annual Status Update with the Committee. Minor adjustments were requested by members, which have been made. Moved by Keith Brettell, seconded by Beatric Kraayenhof That the 2023 Annual Status Update be approved as presented and sent to Council for approval Carried Page 1 Internal Page 56 5. 2024-2028 Multi-Year Accessibility Plan Jeannette presented the draft 2024-2028 Multi-Year Accessibility Plan to the Committee. This document highlights the accessibility goals over the next 5 years. Committee members recommended a few minor changes, which the Accessibility Coordinator will incorporate. Moved by Sanja Wirch, seconded by Beatric Kraayenhof That the draft 2024-2028 Multi-Year Accessibility Plan be approved as presented and sent to Council for approval. Carried 6. Next Meeting Date Tuesday February 1311 — Special meeting to discuss the parks, recreation, and culture masterplan. Tuesday March 12 — Regular AAC meeting. 7. Other Business No other business was discussed. 8. Adjournment Moved by Keith Brettell, seconded by Sanja Wirch Carried Page 2 Internal Page 57 Clar*mn Clarington Accessibility Advisory Committee Minutes Tuesday February 13, 2024 6:30 p.m Hybrid Format Virtual Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext 2131 Present: Lesley Scherer (Chair) Keith Brettell Sanja Wirch Beatrice Kraayenhof Sheikh Hossain Also Present: Todd Brown, Monteith Brown Planning Consultants Jeannette Whynot — Accessibility Coordinator Regrets: Councillor Corinna Traill Hawa Mire The meeting called to order at 6:32 p.m. 1. Land Acknowledgement Statement Jeannette Whynot shared the Land Acknowledgement Statement. 2. Declarations of Interest No declarations 3. Parks, Recreation and Culture Master Plan Consultation Jeannette shared welcome remarks and introduced Todd Brown, consultant for the Municipality's Parks, Recreation and Culture Master Plan. Todd began his consultation by discussing with members what they would like to see for indoor recreation facilities, such as arenas and community centres. Members discussed items such as: accessible seating/viewing areas in arenas, providing bariatric seating, seating with moveable armrests, creating a sledge hockey/accessible arena, accessible skating sled rentals, larger more universal change rooms, and wheelchair height tables at concessions. The Committee then discussed what outdoor amenities they would like to see. Members offered the following suggestions: larger play structures for teens/adults (including outdoor fitness equipment, ninja/obstacle), improve lighting, emergency phones (blue light system found on post-secondary campuses), improve beach accessibility (beach access mats, Page 11 Internal Page 58 boardwalks, etc), truly accessible playgrounds, more shade in outdoor spaces (natural and structures), accessible rest areas (with shade) and visual edges along recreational trails. The Committee also discussed: • Expanding the inclusion program beyond summer camps. Offer it for regular programming and for adults with disabilities. • Disability-specific classes/programs (ASL meet ups, life skills classes, job skill classes, social skills, etc). o There was a discussion about whether it was better to have separate or integrated offerings. There are pros and cons to both, but the AAC generally felt like offering both would be the most inclusive. • Indoor playground that offers drop-in times. • Snoezelen room (sensory room that is bookable). • Indoor walking/wheeling tracks. • Keep the cost of room rentals low. o One member advised that to rent a library room for group knitting had become cost prohibitive recently. 4. Next Meeting Date Tuesday March 12 at 6:30pm — Regular AAC meeting. 5. Other Business No other business was discussed. 6. Adjournment Moved by Keith Brettell, seconded by Sanja Wirch, Carried Page 12 Internal Page 59 **Subject to Advisory Committee Approval** ci ft Clarington Heritage Committee Meeting Minutes ffwin February 20, 2024 If this information is required in an alternate format, please contact the Accessibility. Co-ordinator at 905-623-3379 ext. 2131 Minutes of the Clarington Heritage Committee Meeting was held as a hybrid meeting in person at 40 Temperance Street, Bowmanville, and via Microsoft Teams on February 20, 2024, at 7:00 PM. Members Present: Peter Vogel, Steve Conway, Ron Hooper, Jason Moore (ACO), Heather Graham, Noel Gamble, Laura Thiel-Convery (Museum), Myno Van Dyke (NVDHS), Ron Sproule, Joseph Dalrymple, Councillor Elhajjeh Regrets: Sher Leetooze (NVDHS), Victor Suppan, Steven Lawson Colin Maitland, Staff Present: Sarah Allin, Sylvia Jennings, Planning and Infrastructure Services Guests: Mirella Marshall and Mandy Sedgwick of Sedgwick Marshall Heritage Homes Ltd. 1 Declaration of Interest There were no disclosures of interest stated at this meeting. 2 Land Acknowledgement Statement P. Vogel read aloud Clarington's Land Acknowledgement Statement. 3 Adoption of Agenda 24.07 Moved by R. Sproule, seconded by S. Conway That the Agenda be adopted. "Carried" 4 Adoption of Minutes of Previous Meeting 24.08 Moved by R. Hooper, seconded by J. Dalrymple That the minutes of January 16, 2024, the Clarington Heritage Committee meeting be adopted. "Carried" 5 Delegations/Presentations: 5.1 Mirella Marshall and Mandy Sedgwick of Sedgwick Marshall Heritage Homes Ltd. re: 302 Given Road/145 Belmont Drive (Belmont) House Page 6Y _ **Subject to Advisory Committee Approval** ci ftw Clarington Heritage Committee Meeting Minutes ffn February 20, 2024 M. Marshall gave the overview of Belmont House restoration status. The presentation detailed the work being undertaken to restore, salvage or replace some features of the designated heritage house in accordance with the approved heritage permit and heritage conservation plan. The difficulties and challenges the construction team encountered were explained. Alternative solutions were proposed and discussed at the meeting. 6 Business Arising 6.1 Belmont House (302 Given Road/145 Belmont Drive) V. Suppan submitted a letter raising questions. The Committee discussed the location of the well, original heritage features, cellar spring in the basement, location of commemoration plaques, and restoration status. M. Van Dyke suggested a resource the applicant could connect with to help identify the location of the artesian well, and indicated the NVDHS would be able to assist with text for the commemorative plaques. The Committee asked that staff follow up with the applicant for additional information related to the columns, and railing design. 24.09 Moved by J. Dalrymple, seconded by J. Moore That NVDHS help to draft wording for the commemoration plaque for the heritage property-Belmont House (302 Given Road/145 Belmont Drive) "Carried" 6.2 Tabled Item: amend the Beech Avenue Heritage Conservation District S. Allin gave the overview of the Heritage Conservation District (HCD) designation and process under the current in force policy frame. Bill 23 also included an authority to set out processes to amend HCD by-laws.; However, this portion of the legislation is not yet in force. Therefore, currently there is no process to amend the existing HCD to include Centre Street properties at this point. 6.3 Bill 23 - Progress updates S. Allin updated the progress on listed heritage properties on the Municipal Register. In light of the legislation changes introduced by Bill 23, the Municipality is working on evaluating the listed heritage properties on the Municipal Register for designation. To better communicate with the Public, a Public Information Centre is being planned to provide opportunities for the public and property owners seeking information and clarification regarding heritage designation. The Heritage Committee is invited to be involved in this. The time and form of the PIC is subject to discussion. Ideas and suggestions are welcome. 24.10 Moved by R. Hooper, Seconded by R. Sproule That CHC supports a Public Information Centre to communicate with property owners regarding heritage designation and conservation in Clarington, and commits to participating in the PIC. Page 61 **Subject to Advisory Committee Approval** ci ftw Clarington Heritage Committee Meeting Minutes ffn February 20, 2024 "Carried" 6.4 Heritage Week promotion activities Discussed in conjunction with the involvement of the Public Information Centre. 7 Project Reports 7.1 Municipal Inventory/Register: No updates 7.2 Outreach/Education Sub-committee: Heritage Information Station Project: No update Heritage Barn Project: No update 8 Correspondence and Council Referrals: No update 9 New Business: 9.1 156 Church Street, Bowmanville Railing: S. Allin. briefly explained the issue with the accessible ramp railing at 156 Church Street as per the memo distributed to Committee members before this meeting. The accessibility improvements planned for the designated property had been brought to the Committee on previous occasions. However, the railing design was not specifically discussed. The railing currently installed is not visually appealing. The proposed solution is to soften the visual impact of the railing with landscaping. The landscaping design was presented. Committee members generally supported the proposed solution to create a more sympathetic relationship between the building and the new accessible ramp. The Committee appreciated the care taken to ensure the ramp was not installed against the heritage brick fagade. 10 Other Committee Updates: 10.1 Bowmanville, Orono and Newcastle CIP: No updates 10.2 ACO — Clarington Branch: No updates. 10.3 NVDHS — The general meeting will be held in April 13t". Antique Bottle Show/ Presentation will be held on April 17tn New Board member elections will be held in April. M, Van Dyke is retiring from the Board. 10.4 Museum: No updates 10.5 Heritage Conservation District: No updates 10.6 Wilmot Creek Heritage Park: No updates Page 62 **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes ciff;wgon February 20, 2024 The Committee would like to have communication from the Jury Land Foundation. The item is to be added to the meeting agenda as a standing item. 11 Standing items: 11.1 81 Scugog Street: No update 11.2 Fletcher Tree: No update Adjournment: 8:41 p.m. Next Meeting: March 19, 2024, 7:00 p.m. Pac, 63 Bowmanville Santa Claus Parade Committee Minutes February 21, 2024, 7:00 PM Meeting Room 1A, Municipal Administrative Centre Present: Jonathan Taylor, Vice Chair, Crystal Labelle Absent: Counselor Rang Also Present via Zoom: Kelly Maika, Vice Chair, Rick Bellamy, Ashley Maika, Saranya Harikumar Jonathan Taylor called the meeting to order at 7:06p.m. Minutes taken by Kelly Maika, Vice Chair 1. Land Acknowledgement Statement Crystal Labelle led the meeting in the Land Acknowledgement Statement 2. Declaration of Pecuniary Interest None declared 3. Adoption of Minutes Moved by Kelly Maika, seconded by Rick Bellamy. That the minutes of the meeting of January, 2024 be approved Carried 4. Nominations Rick Bellamy nominated Jonathan Taylor to remain as Chair, Jonathan accepted the nomination. Passed unanimously. Kelly Maika self nominated for Vice Chair, Jonathan seconded, passed unanimously. Jonathan nominated Saranya for Treasurer, Saranya declined. Kelly nominated Saranya Harikumar for Secretary, Saranya accepted, unanimously passed. Kelly nominated Ashley Maika for Treasurer, Ashley accepted, unanimously passed. Page 64 Bowmanville Santa - 2 - July 12, 2023 Claus Parade Committee 5. NEW Business A) Advertise on social media that we are looking for adult volunteer fundraisers (people to volunteer to assist with fundraising) B) Seek at least 10 adult community members to volunteer C) Ensure new committee members understand the commitment required. Monthly meetings, plus weekly time in the shop or in the community to do prep work, fundraising and community connection. D) 7. Ongoing discussions A) Ashley will take over social media B) Issues with float length: Form to be updated by Ashley to require trailer length and make/model of vehicle towing it. C) Jonathan discussed Fine Balance and whether we should continue with them or find another avenue. Ashley will look into other options for merch. D) Jonathan addressed the need to repair/insulate the office in Santa's Workshop, Motion by Jonathan to insulate the shop and to prepare a budget for it. Ashley seconded, unanimous. Carried E) Jonathan motion to investigate updating electrical in Santa's Workshop, Ashley seconded, unanimous. Carried F) Route discussed, further discussions needed, unanimous that we need to communicate with the town earlier on this year G) Ashley to fix emails H) Kelly to email counsellor re: Pylons 1) Rick and Kelly to set up meeting with other parade committees in Clarington 9. Next meeting schedule Formal meeting March 20th, 2024 at 7pm 10. Adjournment Moved by Joanathan, Kelly seconded. Motion adjourned at 7:58pm Carried Page 65 Tyrone Community Centre Minutes Date: Feb 21, 2024 Time: 7:46 pm Facilitator: Danielle/Crystal Attendees: Calvin Alvina Nancy Marlene C Larry Kyle Danielle Crystal Jacquie Brian Diane W Marlene W Dave Greg Jessi Tim Alechia Petra Corinna Paul Jeannette Whynot Not in Attendance: Joy Nikki Karen Welcome 7:47 pm and Land acknowledgment Approval of Agenda: Jacquie, second by Kyle. Carried Approval of Last Minutes: Larry, second by Paul. Carried Reports Chair and Co-Chair-there is an appreciation luncheon in April if anyone would like to attend, so Danielle can reach out and let them know that we are coming. Maintenance- Bob Styles had changed the lock of the defibrillator case. It is used to reset. New Sheets are needed. Emergency lighting in the front hall is making loud noises and does not sound safe. Need to be brought to Tims attention. A back up battery for the sump pump would be a good investment if the municipality is not willing to go in on it. So, we do not have anymore floods from their failures. The drinking water system, when was that last tested?There should be a sheet that says that this is done regularly. We are short 2 Accessibility Parking signs. The new letters for the Tyrone Community sign need to be purchased. Motioned for Kyle to get new letters and a new storage box for up to $00, Second by Dianne. All in favor. Kyle will also look into solar lights but thinks the shade of the trees might not make them work. Rentals: Rentals for the rest of the month and for March are looking good. Larry will be now calling Waste Collections for Garbage pick-ups. Looking for some help with Page 66 cleaning the wine glasses, most people were able to take home a box. Cleaning of the oven and fridges should be done with a spring-cleaning event! Treasurer-Savings$59,337.80 Cheq-$13,180.57 Secretary- New to the board. Nothingto report. Events- Fire and Ice- not a huge turn out because the ice was not 100%. All the Leftovers will be used toward movie night and spring clean-up. April 201"will be our spring clean-up and community potluck. Clean-up will be from 2-5 and the Potluck will be from 5- 7pm. Movie Night will happen March 8'. St. Patrick's Pub Night is going great. Looking for Volunteers for the event date. Marlene W was asked by the ladies that had taken over our dances to keep them going because they no longer wanted to do them. We members asked her to go back to them and have them attend a meeting so we can figure out what exactly they want from us as a board and what they will be willing to help with. Marlene W will reach out to them. Old Business: Please hand in your forms for the list of items that would be used to upgrade some of the items in the hall. Bring to the next meeting. Next Meeting: March 20t" 2024 Meeting Adjourn: by Marlene at 8:50 pm Page 67 Tyrone Community Centre Minutes Date: Feb 21, 2024 Time: 7pm Facilitator: Danielle/Crystal Attendees: Calvin Alvina Nancy Marlene C Larry Kyle Danielle Crystal Jacquie Brian Diane W Marlene W Dave Greg Jessi Tim Alechia Petra Corinna Paul Jeannette Whynot Not in Attendance: Joy Nikki Karen Welcome 7:04pm Land Acknowledgement- read by Dianne Approval Agenda- Dave, seconded by Kyle Approval of the Last Minutes—Greg Seconded by Larry Reports Jeannette Whynot joined us from the Municipality and is the Accessibility coordinator. She explained to the board that the Federal Gov't was going to be giving the Community Centre$100,000 of Accessibility Upgrades. She explained what the plan was and that when the final plans come in,we will be able as a group to go over them and make sure they fit the needs of our growing community centre. This project will be done by December 2025. Clarington is also required to put in 20%towards this project, making that $20,000 Chair—Yearly recap-2023 brought back what used to be normal to the community. Slowly we started offering more events, and this year we were happy to announce some big changes coming to our community centre. We were able to share in the cost of new AC units that are dual purpose. The Municipality allowed us to get some new toilets so that we could start updating our washrooms. It was announced by the Municipality that we will be getting grading done around the building, which will also help with no more flooding. We are very excited to announce that we will begetting fully accessibility washrooms,which will allow us to offer rental space to people with all abilities. Movie nights are back and are Page 68 offered once a month. 30 + dances, we offered a few at the beginning of 2023. But with the lack of volunteers, we had to make the decision to cancel the dances. Pub Night in 2023 featured local breweries, wineries, Krumbs Breadry and The Doozies. The night was a big success, and we will be hosting many more. Fire and Ice, was a nice turn out and we hope that the weather will cooperate with us more in the future. Breakfast with Santa was a huge success. Everyone left full of pancakes, local maple products and lots of family activities to be done.This event is a free event put on by the Community Centre.Thankyou to the Trillium Commitee for giving us the grants for some much-needed sanitizing stations, tables and more. Our outdoor public rink was once again allowed for the community to use. In 2024 it is our hope to get our small community centre back to all the events that we offered prior to the covid lock down. We would like to thank the team of people we have running this building.Also, a personal Thank you to Joy Vaneyk, for her countless years and hours that she has given to the community centre. Joy has decided to step back from the community centre and really enjoy her retirement. Co-Chair- Maintenance— Kyle- Fire extinguishers are all good. All tags are still 2023 but will investigate contacting them for updated one.The Battery on the defibrillator is good, the set of pads are good till 2025. Rotting window frame, the steel cage outside the building, and more issues in the basement. We have 2 sump pumps in both basements, neither of them has battery backups. We need to acknowledge this so that it will also help with future floods and when the power is out. In the south basement there is discard valve is leaking water and has slim mould. Grease trap, has it been looked at in a while? It looks like it had Leaked down the wall. It should be brought to Clarington's attention. Larry- Pest control, we have an infestation of sugar ants. Larry will mention this to Tim. Rentals—Rentals for last year were great. Treasurer— Revenue- $55,341.85 Expenses- $32,907.99 Savings $64,031.68 Cheq- $8,010.97 Motion to seek approval of financials as printed, Alvina second by Greg. All in favor. Dance/ Events/Movies— Events went well, and everyone is getting back to normal. Seek a Motion to Dissolve past committee, Greg second by Kyle. Election of New board members: Chair- Danielle Co-Chair- Crystal Page 69 Secretary-Alechia Thomas Treasurer- Brian Rental Coordinator-Jacquie Maintenance- Kyle, Greg and Larry Volunteer and Commitee members: *Petra (Commitee) * Paul (C) *Ca lvin(volunteer) *Marlene (c) *Nancy(c) *Dianne(c) *Marlene W(c) Corrinna (c) Jessi (c) Tim(vol) Adjourn AGM: Greg, second by Jacquie.Carried Page 70 Clarftwn Clarington Diversity Advisory Committee Thursday, Marach 14, 7:00 PM If this information is required in an alternate format, please contact the IDEA Officer at 905-623-3379 ext 2563 Present: Tenzin Shomar Ron Hooper Dione Valentine (left at 8:43) Joe Solway Lauren Reyes-Grange Pranay Gunti Councillor Anderson Also Present: Pinder DaSilva — Municipality of Clarington Absent: Aaliyah Ruddock The meeting called to order at 7:05 p.m. 1. Land Acknowledgement Read by T. Shomar 2. Annual Selection of Vice-Chair as per current Terms of Reference Moved by CIIrAnderson; seconded J. Solway That the selection of the Vice-Chair be deferred to the April meeting to align with new members who will be joining the committee. Carried 3. Declaration of Interest No declaration of interest declared by members. 4. Review and approval of Agenda Moved by P. Gunti, seconded by J. Solway That the agenda of the meeting of March 14, 2024, be approved. Carried Page 71 5. Review and approval of meeting minutes. Moved by R. Hooper, seconded by CounsellorAnderson That the minutes of the meeting of February 8, 2024, be approved with correction to the following motion: "That the terms of reference for Clarington's Anti-Black Racism Task Force be updated to include a 2-year term forthe Co-Chair position and that the Co-Chair represent Clarington's Black community" Be changed to: That the following motion request from the Task Force be referred back to the Anti-Black Racism Task Force for clarification on why there are two co-chairs for the Task Force "That the terms of reference for Clarington's Anti-Black Racism Task Force be updated to include a 2-year term for the Co-Chair position and that the Co-Chair represent Clarington's Black community" Carried 6. Diversity Advisory Committee recruitment P. DaSilva explained that the application process for new DAC members was updated for this round to include demographic questions, in addition to questions regarding the applicant's interest, skills and knowledge. Asking these questions provided more information to Council to help increase representation on the committee. This information will be used to create a skills matrix for the committee but in order to complete it, the current members will also need to complete a demographic survey. P. DaSilva will send a link to the anonymous survey next week. D. Valentine shared that she felt more youth representation was needed on the committee and we should make extra effort to ensure we are reaching out to youth. P. DaSiIva explained that Terms of Reference does state that the committee membership will include two youth members (aged 16-24) and that currently the committee has two youth members but have had some challenges with getting one of the members to attend due to conflicting priorities. J. Solway asked if there were any youth applicants in this round of recruitment. P. DaSilva explained that one of the postings was specific to a youth position but was not sure if there were any youth applicants in the mix. CIIrAnderson stated he believes Page 72 there was one youth applicant, but they were not one of the successful applicants who was recommended by council. CounsellorAnderson asked if there are exit interviews /questions asked to find out why individuals are resigning before theirterm is up. P. DaSilva explained there is no process in place for this but can explore it and bring it back to the committee. The committee discussed the idea of sending the posting to local colleges and high schools next time to reach the youth. D. Valentine asked about the anti-racism and anti-discrimination survey and what was happening with the results. P. DaSilva advised that there is a meeting with the planning committee next week and that the planning committee includes representation from DAC and the ABR Task Force. 7. Workplan review T. Shomar asked the committee to consider what topics mentioned in the agenda (Training, community celebrations, diversifying community events etc.)that the group is passionate about and would like to move forward in the work plan -topics that can help the committee form some working groups to allow the members dive deeper into specific topics and help move it forward. D. Valentine asked where the committee was at with the updated 2024 work plan for the year. T. Shomar explained that the plan was presented with a priority column a few meetings ago and the topics suggested in this meeting are as a result of what was identified in the work plan. P. DaSilva explained that only extra topic added was "training" and it was based on the conversation at the February meeting where members discussed the need to create a strategy on what types of diversity education sessions the committee would engage in as part of their continuous learning plan. Committee members asked P. DaSilva to reshare the 2024 work plan with members. Once it is sent out, committee members to look at what they are really passionate about or if something new should be added — contact P. DaSilva or T. Shomar with this information so that plan can be updated, and the committee can start action ing the items. 8. Student Bursary Program T. Shomarthanked the planning committee members (J. Solway, L. Reyes-Grange and P. Gunti)for the work they have done on it. The following items were finalized for the program: Page 73 Process — 1 scholarship to one student for about$1,000-$1,500. Decided this was the best approach forth initial scholarship; can revisit as we move forward. Application — Questions will be asked to better understand the applicants; what kind of work are they doing in the community? What is the impact they are wanting to have? How will the funds they have received impact them financially? Letter of Reference and interview process to finalize the candidates. D. Valentine asked if the committee would we also have input from other sources of funding to support the student's application? T. Shomar explained that the challenge with figuring out what level of financial information the committee can ask for; the risk will always be there that we may receive inadequate financial information but the interview will help the committee to get some additional information. J. Solway said that the committee will also request a reference letter which will help narrow down the candidates. T. Shomar explained that is gearing the bursary towards individuals who have done exemplary work/involvement in the community and the secondary factor is the financial need. D. Valentine asked if it is aimed at exemplary students then do we need to focus on financial need? T. Shomar explained that the committee is not explicitly asking if they have financial need; wording it carefully so that it doesn't exclude kids who may not have a financial need but are doing great work in the community.The community involvementwill be the key criteria, but financial circumstances will also be used to evaluate between equally qualified individuals. L. Reyes-Grange shared that in herexperience of managing bursary process in herjob that most students who are looking at bursaries are usually looking because they need some financial support so the bursary can cover having aspirations to make positive change plus provide some financial support. Next steps — P. DaSilva to present the request to implement the bursary to the Mayors Office for support forthe initiative this year; moving forward will need to also look for financial support to increase the amounts and expand the program. 9. Anti-Black Racism Task Force T. Shomar shared the challenges the Task Force has been experiencing with achieving quorum; the March Task Force meeting was cancelled as we couldn't make quorum. Page 74 P. Gunti shared that there is definitely gap and challenge as the committee has not been able to move the workplan forward or make any motions or decisions as quorum hasn't been met in quite a few meetings. T. Shomar shared that atthe last DAC meeting, there was a discussion around changing the Task Force's Terms of Reference to include a section stating that if a member missed 3 meetings, then they can be removed from the Task Force through a motion and vote by DAC. D. Valentine asked if we talk about the commitment level and accountability when we do recruitment? T. Shomar explained that the website talks about the commitment level, the number of meetings and it's included in the conversations. D. Valentine suggested that perhaps the Task Force members don't feel motivated or engaged as the monthly agenda is not sufficient or they don't relate to what is being covered in the agenda or in the workplan. P. Gunti stated he does not believe it has to do with the agenda or the frequency of meetings. There is always an opportunity for people to add items to the agenda and the workplan includes a number of items that were identified by the committee. CIIrAnderson shared that there is still lots happening in the in the community related to Anti-Black racism and there is still work to be done by the Task Force. D. Valentine asked what happened with the results of Clarington's Anti-Black Racism survey results that was done in 2020 or 2021 (differentfrom the Anti-Racism survey completed in 2023) and why is the committee not using the results of that survey to form their agenda and workplan. P. DaSilva and committee members asked D. Valentine for more detail on the survey as no one was aware of this survey. L. Reyes-Grange stated that she has been part of the Task Force since inception and does not recall a Clarington specific Anti-Black Racism survey. D. Valentine stated she will look for the survey information and send it out to the committee members. L. Reyes-Grange suggested that DAC ask the Task Force members through a mandatory anonymous surveywhythey have notbeen attending the meetings? She offered to help come up with the questions which she will forward to P. DaSilva who will coordinate with Communication departmentto set up the survey. Moved by L. Reyes-Grange, seconded by R. Hooper Page 75 That a mandatory survey be sent out to Anti-Black Racism Task Force members asking about the lack of attendance and engagement at meetings. Carried 10.Council Update Councillor Anderson provided the following updates: Confirmed thatthe following motion was passed by Council and will be sentto the Province: That the Diversity Advisory Committee recommends that the Municipality of Clarington Council putforward a motion to call on the provincial governmentto make changes to the Oath of Office to include Indigenous and treaty rights. Committee member recruitment- there were eight resumes/applications put forward to Council for consideration atthe GGC meeting and three individuals have been recommended. The recommendation will be ratified at the March 25th Council meeting at which point the successful candidates will be contacted. They will be invited to the April DAC meeting. The recommended changes to the Terms of Reference for all committees were also approved and will go to Council forfinal ratification. P.DaSilva to share the document with the committee. CouncillorAnderson thanked and congratulated both the committee and the Task Force on the success of the first Black Vendor Village. The feedback was great, the event was well received and well attended. Only recommendation was for there to be food vendors at next years event. J. Solway suggested possibly doing a one-day event highlighting diverse food and vendors. The results of a recent Region of Durham Employee Census showed that there is an important need to create better and more inclusive hiring practices to improve staff diversity and representation. Councillor Anderson indicated there is a similar need at Clarington and is wondering how the committee could impact the hiring practices at Clarington. P. DaSilva shared that diversifying the workforce is part of the IDEA and HR strategy so there is a plan in the works. Parks, Recreation, and Culture Master Plan report will be presented at the March 18th Planning and Development Committee meeting. Councillor Anderson emphasized that there may be some misinformation regarding the cricket pitch in Courtice, indicating that Page 76 the pitch is not booked that often so there is not a need to expand it. Stated he knows this is not true and recommended to P. Gunti that the community complete a delegation to council to emphasize the need for it. 11.Community Update P. DaSilva shared the following information with the committee: The 2023 IDEA report has been passed by Council and will be shared with the committee. The IDEA Strategy 2024-2027 will be going to Council for approval in April. P. DaSilva to share the strategy once it is approved. The Region of Durham is embarking on community focus groups of part their next Strategic Plan. P. DaSilva will share the information and link to participate. P. DaSilva will share a link to a survey being hosted by Durham Community Health Centre focused on the future of 2SLGBTQI community, theirfamily members and allies. The DRPS Community Safety Advisory Council is recruiting and last time a member of DAC helped with the interviews. P. DaSilva asked anyone who is interested in helping to reach out to her and she will provide information. 12.Other Business Next meeting will be a hybrid so that all those wanting to attend in person will be able to do so. A link to Teams will also be provided for those members not able to join in person. Future item: Share off line the results of the anti-racism and anti-discrimination survey results Moved by P. Gunti, seconded by R. Hooper That the meeting be adjourned at 9.04 p.m. Carried Next meeting: Thursday, April 11, 2024 @ 7:00 PM Hybrid: In person - Municipal Administrative Centre, Room 1A and via Teams link Page 77 Newcastle Memorial Arena Management Board Municipality of Clarinaton Minutes of Meeting — Tuesday, February 13, 2024 Not vet approved by the Board In Attendance-Dave Bouma-Chair Gary Oliver-Vice Chair Josh Turner—Interim Manager, Shea-Lea Latchford, Todd Taylor, Sue White, Jim Vinson, Councillor Margaret Zwart, Absent- Omar Patel The Chair called the meeting to order at 7:00p.m. and opened with the Land Acknowledgement. 1. Agenda-Motion #24-004 Moved by Sue White, seconded by Todd Taylor THAT: The agenda be accepted with the addition of Advertising under New Business to the agenda. CARRIED 2. Acceptance of Minutes—Motion#24-005-Moved by Todd Taylor, seconded by Gary Oliver THAT: The minutes of January 9, 2024,be accepted as presented. Clarification to the Motion #23-022 that the ice rates increased by 2.5% which will be "across the board" for the 2023- 2024 season. CARRIED 3. Manager's Report: Safe - There were no "on ice and "off ice" incidents. Still waiting for First Aid and defibrillator training for staff. There is now a list of contact names and numbers for emergencies and contractors/suppliers for the arena. Risk Management -Completed January's fire equipment report as well as the AED reports.A pothole by the main entrance will need repair as it is a tripping hazard. Monthly walk around checklist completed. Rentals- The Stick and Puck schedule is completed and will be posted on website and Facebook. There are still times open for March Break and will try to fill them. Repairs/Maintenance — Advantage Flooring will change the tiles that were oxidized during installation.New door handles were placed on the office door and the door can now be locked. Welmar repaired the back gate white panel. The Municipality repaired the mini boards that fit across the ice for half games. The stairwell door(west)lock was fixed,and the keys now work. Rivett did daily fixings and touch ups of the Olympia overhead doors. Chris Gerrits looked at the leak in the hallway and placed a patch. Page 78 2. Repairs/Maintenance cont'd The countertop in the men's washroom has been fixed as well as the light in the hallway. The fuse in the compressor room blew causing some ice maintenance problems, which in turn caused practices to be cancelled. Both Cimco and Jason from the Municipality attended and fixed the problem. Staff- Monthly meeting was held and it was reviewed how hours must be entered after every shift. The new hoodies and hats have been distributed. ORFA Update- Josh is in the process of trying to register as a member so he can begin his classes for certification. 4. Financial Report - Todd had several items to review with the Board such as the cell phone for Josh, the square machine for payment and asked Josh to follow up with an employee who has not cashed his two (2) outstanding pay cheques. He also has a few outstanding invoices which Josh and Dave will follow up. Todd also reported the audit has been completed and submitted. 5. New Business — Ontario Grant — Motion #24-006 - Moved by Todd Taylor, seconded by Gary Oliver THAT: We proceed with the grant process under Clarington Minor Hockey for $150,000 for a new electric ice resurfacer. CARRIED Floor Machine - Motion #23-007—Moved by Todd Taylor, seconded by Sue White THAT: A new floor machine be purchased. CARRIED Policy Review- Deferred until March meeting. Advertising— Sue White gave us a quick summary regarding the front lobby sign. The Board must decide if we are going to use a Yd party(Future Sign) or sell the boards ourselves. Construction Update - All repairs or inquiries are to be made though Tim Welsh or Rob Groen. They will determine if it is part of the construction project or new repairs. This is to be done via email, to ensure there is a paper trail. All tours and or contractors and Clarington personnel need to confirm with Josh prior to being on site. Dave and Josh will continue to work with Tim and Rob on remaining issues and track progress. New lights will be installed on the outside wall along the change rooms for the parking lot. 6. Round Table Discussion - A discussion followed with an "In Camera" session. The Chair adjourning the meeting at 10:16 p.m. Next Board Meeting—Tuesday, March 19, 2024— Site to be determined. Page 79 Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: March 25, 2024 Report Number: PUB-006-24 Submitted By: Lee-Ann Reck, Deputy CAO, Public Services Reviewed By: Trevor Pinn, Deputy CAO, Finance and Technology Resolution#: Authored by: Deputy Chief Randy Cowan File Number: By-law Number: Report Subject: Communications and Interoperability Radio System Use Adhesion Agreement Recommendations: 1. That Report PUB-006-24, and any related delegations or communication items, be received; 2. That Council approves the signing by the Mayor of the revised Communications and Interoperability Radio System Use Adhesion Agreement, adding Elexicon as a partner. Page 80 Municipality of Clarington Page 2 Report PUB-006-24 Report Overview Clarington is part of the existing Communications Interoperability and Radio System Use Adhesion Agreement. The Agreement allows Clarington Emergency and Fire Services and Clarington Public Works to use the Regional radio system. Elexicon would like to join the Regional system and as such the Agreement requires amendment and authorization by all parties. 1 . Background Interoperable Radio System 1.1 The Regional Radio system is owned by Durham Region and used by all 8 municipal fire services in Durham Region, all municipal Public Works Departments, Region of Durham Paramedic Services, Durham Region Police Services, and Durham Region Public Works 1.2 Each user group has their own Tact Channels that are used exclusively by them. 1.3 In the event that user groups need to communicate with each other during an emergency event, including mutual aid requests, user groups can switch to an interoperable Tact Channel, improving communication effectiveness. 2. Discussion Elexicon Request 2.1 Elexicon has requested to join the Radio System User Group. The Region has approved their request and has circulated the revised agreement to all user groups for their authorization. (Attachment 1) 2.2 In Clarington, the authorization to approve the amended agreement is with Council. 2.3 Clarington Emergency and Fire Services (CEFS) is recommending that Council approve this request as it will improve communication between Elexicon and CEFS during emergency operations. 3. Financial Considerations 3.1 The addition of Elexicon as a partner in the Agreement is anticipated to reduce the financial contributions required of existing user groups. Page 81 Municipality of Clarington Page 3 Report PUB-006-24 4. Strategic Plan 4.1 The recommendations in this report are closely aligned with the strategic priority to support the proactive management of community safety and well-being. 5. Concurrence This report has been reviewed by the Deputy CAO/Solicitor, Legislated Services who concurs with the recommendations. 6. Conclusion It is respectfully recommended that Council authorize the Mayor and Clerk to sign the revised Communications and Interoperability Radio System Use Adhesion Agreement, adding Elexicon as a partner. Staff Contact: Randy Cowan, Deputy Fire Chief, Rcowan@clarington.net. Attachments: Attachment 1 - Communications and Interoperability Radio System Use Adhesion Agreement Interested Parties: The following interested parties will be notified of Council's decision: Lincoln Frost-Hunt, Vice President Digital and Innovation, Elexicon Energy Inc. John Henry, Regional Chair and CEO and Alexander Harras, Regional Clerk, The Regional Municipality of Durham Page 82 COMMUNICATIONS INTEROPERABILITY AND RADIO SYSTEM USE ADHESION AGREEMENT FOR GOOD AND VALUABLE CONSIDERATION, the receipt and sufficiency of which are hereby acknowledged, the undersigned parties hereby covenant and agree with all other parties to the Communications Interoperability and Radio System Use Agreement (hereinafter referred to as the "Interoperability Agreement"), as follows: 1. The undersigned for each party signing below has full power and authority to bind that party and to enter into this Agreement. 2. The undersigned, Elexicon Energy Inc. ("Elexicon"), hereby covenants and agrees to comply with all applicable provisions of the Interoperability Agreement as fully as if Elexicon had originally been named a party thereto, with the exception that Elexicon shall not be responsible and shall have no liability whatsoever under the Interoperability Agreement for events or circumstances arising prior to Elexicon becoming a party to the Interoperability Agreement pursuant to this Adhesion Agreement. 3. The undersigned parties understand and agree that the Interoperability Agreement shall be amended to reflect the fact that Elexicon has become a party to the Interoperability Agreement and will be a non-voting member of the STEERING COMMITTEE, and in particular the applicable Appendices attached to the Interoperability Agreement will be deemed to be amended to reflect the addition of Elexicon. 4. This Agreement shall enure to the benefit of all parties to this Agreement and be binding upon the undersigned, its administrators, successors and assigns. 5. This Adhesion Agreement may be executed in one or more counterparts, and delivery by PDF, e-mail or other equivalent electronic means, all of which, taken together, shall be one and the same instrument. IN WITNESS WHEREOF, the undersigned parties have duly executed and delivered this Adhesion Agreement. This Adhesion Agreement becomes effective on the date of the last signature affixed below. ELEXICON ENERGY INC. Lincoln Frost-Hunt Vice President Digital and Innovation Date Signed: January 24th, 2024 Date Signed: Page 1 of 3 Page 83 THE REGIONAL MUNICIPALITY OF DURHAM and DURHAM REGIONAL POLICE SERVICE John Henry Alexander Harras c Regional Chair and CEO Regional Clerk Date Signed: February 22, 2024 Date Signed: February 22, 2024 Chief o PoliceIc Date Signed�� Z4VN' Z-67—LA THE CORPORATION OF THE TOWN OF AJAX Shaun Collier Nicole Cooper Mayor Clerk Date Signed: Date Signed: THE CORPORATION OF THE TOWNSHIP OF BROCK Walter Schummer Fernando Lamanna Mayor Deputy CAO and Clerk Date Signed: Date Signed: THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Adrian Foster June Gallagher Mayor Clerk Date Signed: Date Signed: February 27, 2024 Page 2 of 3 Page 84 THE CORPORATION OF THE CITY OF OSHAWA Dan Carter Mary Medeiros Mayor City Clerk Date Signed: Date Signed: THE CORPORATION OF THE CITY OF PICKERING Kevin Ashe Susan Cassel Mayor City Clerk Date Signed: Date Signed: THE CORPORATION OF THE TOWNSHIP OF SCUGOG Wilma Wotten Ralph Walton Mayor Clerk Date Signed: Date Signed: THE CORPORATION OF THE TOWNSHIP OF UXBRIDGE Dave Barton Debbie Leroux Mayor Director of Legislative Services/Clerk Date Signed: Date Signed: THE CORPORATION OF THE TOWN OF WHITBY Elizabeth Roy Christopher Harris Mayor Clerk Date Signed: Date Signed: Page 3 of 3 Page 85