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General Government Committee
Minutes
Date: June 3, 2024
Time: 9:30 a.m.
Location: Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh,
Councillor L. Rang, Councillor C. Traill, Councillor M. Zwart
Regrets: Councillor W. Woo
Staff Present: J. Newman, L. Turcotte, R. Maciver, T. Pinn, L. Reck, L. Backus,
P. Davidson
Other Staff Present: M. Westover
1. Call to Order
Councillor Traill called the meeting to order at 9:33 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.
5. Presentations/Delegations
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Suspend the Rules
Resolution # GG-089-24
Moved by Councillor Anderson
Seconded by Councillor Elhajjeh
That the Rules of Procedure be suspended to add a Delegation by Pankaj
Panchal, Unity in Diversity, and Jay Sharma, Regarding a Proposal for
Establishing a Cricket Ground in Bowmanville, to the Agenda.
Carried
5.1 Presentation by Cynthia Davis, President and CEO, Lakeridge Health,
Regarding 2023/2024 Lakeridge Health Update
Cynthia Davis, President and CEO, Lakeridge Health, was present regarding
2023/2024 Lakeridge Health Update. Cynthia provided an overview of the
2024/2025 annual priorities and the Bowmanville Hospital redevelopment. C.
Davis outlined the capital planning projects and noted the Da Vinci Surgical
Robot had its first operation April 4, 2024. Cynthia provided an overview of their
new Inclusion, Diversity, Equity, Accessibility, and Anti -Racism multi -year action
plan and how they are coordinating and integrating mental health and addiction
services. C. Davis explained they are increasing access to primary care through
Queen's-Lakeridge Health MD Family Medicine Program. Cynthia stated that
their annual general meeting takes place on June 13, 2024, and answered
questions from Members of Committee.
Resolution # GG-090-24
Moved by Councillor Anderson
Seconded by Councillor Rang
That the Presentation of Cynthia Davis, President and CEO, Lakeridge Health,
regarding 2023/2024 Lakeridge Health Update, be received with thanks.
Carried
5.2 Presentation by Anthony Pezzetti, Deputy General Manager, Operations,
and Nicole Lysaght, Manager, Policy and Planning, Durham Region Transit,
Regarding Durham Region Transit Service Update
Anthony Pezzetti, Deputy General Manager, Operations, and Nicole Lysaght,
Manager, Policy and Planning, Durham Region Transit, were present regarding
Durham Region Transit Service Update. Using an electronic presentation, Nicole
provided an overview of the On Demand service and the Courtice, Bowmanville,
Newcastle/Orono scheduled services. N. Lysaght outlined the weekday ridership
in Clarington and the 2024 budget. Nicole explained the service growth plan in
Clarington, service reinstatement, and supporting infrastructure for every bus
stop. Nicole and Anthony answered questions from Members of Committee.
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Resolution # GG-091-24
Moved by Councillor Anderson
Seconded by Councillor Rang
That the Presentation by Anthony Pezzetti, Deputy General Manager,
Operations, and Nicole Lysaght, Manager, Policy and Planning, Durham Region
Transit, Regarding Durham Region Transit Service Update, be received with
thanks.
Carried
Recess
Resolution # GG-092-24
Moved by Mayor Foster
Seconded by Councillor Rang
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 10:43 a.m. with Mayor Foster in the Chair.
5.3 Delegation by Milton Dakin, President, Canadian Foresters Project
(Eastern) Group, Regarding a Request to Reduce Municipal Taxes
Milton Dakin, President, Canadian Foresters Project (Eastern) Group, was
present regarding a Request to Reduce Municipal Taxes. Milton provided an
overview of the group's expenses and expressed concerns relating to increased
property tax. Milton stated that they are a not -for -profit, charitable organization
and have 61 units, with 31 subsidized. M. Dakin explained the subsidy started
with CMHC and ended with Durham Region, who had full control of their
operation. Milton added that they now subsidize on their own except for 12 units
that are still subsidized by Durham Region. M. Dakin explained that the group
always made a profit which would be put into their building reserve fund. Milton
added that no one makes a profit other than paying employees who have health
benefits and pension plans. M. Dakin stated that the windows need repair which
will be paid through their building reserve fund.
Councillor Traill returned and chaired this portion of the meeting.
Resolution # GG-093-24
Moved by Councillor Anderson
Seconded by Mayor Foster
That the delegation be extended for an additional 3 minutes.
Carried
Milton explained that affordable housing is needed and are searching for ways to
keep up with the increase and encouraged Council to visit their place.
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5.4 Delegation by Larry Dickinson, Chair, The Durham County Senior Citizens
Lodge, Regarding a Request to Reduce Municipal Taxes
Larry Dickinson, Chair, The Durham County Senior Citizens Lodge, was present
Regarding a Request to Reduce Municipal Taxes. Larry provided an overview of
the Lodge and noted their costs included garbage, snow removal, septic and
pump, and general maintenance and upkeep. L. Dickinson explained that the
facility is over 50 years old and requires upgrades. Larry stated that they rent out
their meeting rooms to try and get extra funds and that their grant requests are
not successful. L. Dickinson explained that they are looking for ways to reduce
monthly bills. Larry requested a reduction in municipal taxes so that they can use
the extra funds to pay for other needed expenses/upgrades.
Resolution # GG-094-24
Moved by Mayor Foster
Seconded by Councillor Anderson
That the Delegations by Milton Dakin, President, Canadian Foresters Project
(Eastern) Group, and Larry Dickinson, Chair, The Durham County Senior Citizens
Lodge, regarding a Request to Reduce Municipal Taxes, be received with thanks;
and
That Staff be requested to engage with Durham Region for support for non-profit
organizations.
Carried
5.5 Delegation by Pankaj Panchal, Unity in Diversity, and Jay Sharma,
Regarding Proposal for Establishing a Cricket Ground in Bowmanville
Pankaj Panchal, Unity in Diversity, and Jay Sharma were present regarding a
Proposal for Establishing a Cricket Ground in Bowmanville. Using an electronic
presentation, Pankaj provided the objective of the game and outlined safety
concerns and risks for other grounds. P. Panchal explained the challenges of
growing community needs and limitations. Pankaj stated that the grounds in
Oshawa and Whitby are always booked and not available. P. Panchal noted that
the population is rapidly growing with interest in cricket. Pankaj outlined the
economic and other benefits for Clarington. P. Panchal explained that Lord Elgin
park is a perfect location as it is flat, grassy, in a central location, and meets all
criteria. Pankaj requested the project be completed by the end of July 2024 and
requested support from Members of Council to create the new cricket ground. P.
Panchal provided an overview of Unity in Diversity. Pankaj and Jay answered
questions from Members of Committee.
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Resolution # GG-095-24
Moved by Mayor Foster
Seconded by Councillor Anderson
That the Delegation by Pankaj Panchal, Unity in Diversity, and Jay Sharma,
Regarding Proposal for Establishing a Cricket Ground in Bowmanville, be
received; and
That, as part of the Parks, Recreation, and Culture Master Plan, existing sites
within Clarington and potential future sites be considered for a cricket ground.
Carried
6. Consent Agenda
Resolution # GG-096-24
Moved by Councillor Elhajjeh
Seconded by Councillor Rang
That all items in Section 6, with the exception of Items 6.4, 6.9, and 6.12, be
received on consent, in accordance with the agenda.
Carried
6.1 PUB-010-24 - Rodenticide Use in Municipal Facilities - Update
Resolution # GG-097-24
That Report PUB-010-24, and any related delegations or communication items,
be received;
That Council endorse the expansion of the rodenticide-free program to all
municipally operated recreation facilities, effective July 1, 2024;
That the 2025 budget include the $3,600 increased pest control costs to maintain
this expanded program;
That Staff work collaboratively with other departments and stakeholders to
expand the rodenticide free program;
That Staff develop an administrative pest management directive with the
objective to reduce the use of anti -coagulant rodenticides on all municipal
properties; and
That all interested parties listed in Report PUB-010-24, and any delegations be
advised of Council's decision.
6.2 LGS-021-24 -Appointment of a Closed Meeting Investigator
Resolution # GG-098-24
That Report LGS-021-24, and any related delegations or communication items,
be received;
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That the Ontario Ombudsman be appointed as Clarington's Closed Meeting
Investigator, as of January 1, 2025;
That the Closed Meeting Investigator services with the Local Authority Services
Ltd. (LAS), be terminated as of December 31, 2024, and By-law 2007-231,
appointing LAS as Clarington's Closed Meeting Investigator, be repealed; and
That all interested parties listed in Report LGS-021-24, and any delegations be
advised of Council's decision.
6.3 LGS-023-24 - Council -Staff Relations Policy — Update
Resolution # GG-099-24
That Report LGS-023-24, and any related delegations or communication items,
be received;
That the updated Council -Staff Relations Policy, attached to Report LGS-023-24,
as Attachment 1, be approved;
That the Council -Staff Relations Policy be updated on Clarington's Accountability
and Transparency webpage; and
That all interested parties listed in Report LGS-023-24, and any delegations be
advised of Council's decision.
6.5 LGS-027-24 - Surplus Declaration of 238 King Street East, Bowmanville
Resolution # GG-100-24
That Report LGS-027-24, be received;
That the unopened road allowance at 238 King Street East described in Report
LGS-027-24 be declared surplus and conditionally approved for sale to the
Applicant;
That the Applicant shall pay the cost to prepare and register a reference plan for
the property to be conveyed;
That the Applicant shall pay the cost for the Municipality to obtain an appraisal of
the property to be conveyed;
That the Deputy CAO/Solicitor is authorized to enter into an agreement of
purchase and sale with the applicant with a purchase price consistent with the
appraisal obtained for the value of the property, and any other terms considered
necessary by the Deputy CAO/Solicitor;
That the Applicant shall pay the non-refundable processing fee;
That once all conditions have been fulfilled by the Applicant, the Deputy
CAO/Solicitor shall prepare the necessary by-law to give effect to the closure and
conveyance of the Road Allowance; and
That all interested parties listed in Report LGS-027-24, and any delegations be
advised of Council's decision.
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6.6 FSD-026-24 - Maintenance Hole and Catch Basin Repair
Resolution # GG-101-24
That Report FSD-026-24, and any related delegations or communication items,
be received;
That Defina Haulage Ltd. with a total estimated bid amount of $182,059 (Net
HST Rebate) for the initial one-year term and an estimated five-year contract
value of $800,265 (Net HST Rebate) being the lowest compliant bidder meeting
all terms, conditions and specifications of CL2024-16 be awarded the contract for
Maintenance Hole and Catch Basin Repair;
That pending satisfactory performance and price, the Purchasing Manager, in
consultation with the Director of Public Works, be given the authority to extend
the contract for this service for up to four additional one-year terms;
That the total estimated funds required for this project for the first -year term in the
amount of $200,265 (Net HST Rebate) includes $182,059 (Net HST Rebate) for
the maintenance hole and catch basin repair and contingency in the amount of
$18,206 be funded by the Municipality as provided. The estimated funds required
for the second, third, fourth and fifth -year terms are included in future budget
accounts.
Description Account Number Amount
CATCH BASIN/SEWER MTNCE - 100-36-380- $200,265
CONTRACT 10245-7163
That all interested parties listed in Report FSD-026-24, and any delegations be
advised of Council's decision.
6.7 FSD-027-24 - Financial Policies Update
Resolution # GG-102-24
That Report FSD-027-24, and any related delegations or communication items,
be received;
That the Draft "Financial Management Policy", as Attachment 1, be approved;
That the Revised "Multi -Year Budget Policy" as Attachment 2, be approved;
That the Revised "Development Charges Interest Policy" (formerly G17) as
Attachment 3, be approved;
That the Revised "Strategic Asset Management Policy", as Attachment 4, be
approved;
That Council approved policies G5 "Capital Project Overexpenditure", G15
"Surplus/Deficit Allocation Policy", G16 "Bank Signing Authority", "Debt
Management Policy" be rescinded;
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That By-law 97-203 be repealed as it relates to TR-86-97 "Accounts Receivable
Collections Policy (Overdue Accounts); and
That all interested parties listed in Report FSD-027-24, and any delegations be
advised of Council's decision.
6.8 FSD-028-24 - Northglen East Park Siteworks
Resolution # GG-103-24
That Report FSD-028-24, and any related delegations or communication items,
be received;
That Powcon Inc. with a total bid amount of $803,012.58 (Net HST Rebate) being
the lowest compliant bidder meeting all terms, conditions and specifications of
CL2024-17 be awarded the contract for the Northglen East Park Siteworks;
That the total funds required for this project in the amount of $1,131,977.73 (Net
HST Rebate) which includes construction costs of $803,012.58 (Net HST
Rebate) and other related costs such as Hydro servicing fees, playground and
splash pad equipment, design fee's, construction monitoring and materials
testing, and contingencies of $328,965.15 (Net HST Rebate) be approved; and
That all interested parties listed in Report FSD-028-24, and any delegations be
advised of Council's decision.
6.10 FSD-030-24 - 2024 Asset Management Plan Update
Resolution # GG-104-24
That Report FSD-030-24, and any related delegations or communication items,
be received;
That the Municipality's Draft 2024 Asset Management Plan, attached to Report
FSD-030-24, as attachment #1, be approved;
That the final 2024 Asset Management Plan be placed on the Municipal website,
as required by the legislation, and, if requested, a copy be forwarded to the
Province of Ontario; and
That all interested parties listed in Report FSD-030-24, and any delegations be
advised of Council's decision.
6.11 FSD-031-24 - Contract Administration and Construction Inspection Services
for the High Street and O'Dell Street Reconstruction
Resolution # GG-105-24
That Report FSD-031-24, and any related delegations or communication items,
be received;
That the proposal received from AECOM Canada Ltd. being the highest -ranked
proponent meeting all terms, conditions and specifications of RFP2024-5 be
awarded the contract for the provision of Engineering Services for;
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June 3, 2024
That the funds required for this project in the amount of $98,687.87 (Net HST
Rebate) be funded from the approved budget; and
That all interested parties listed in Report FSD-031-24, and any delegations be
advised of Council's decision.
6.13 LGS-028-24 - Surplus Declaration of Unopened Road Allowance between
Lots 22 and 23, Concession 4, Former Township of Clarke
Resolution # GG-106-24
That Report LGS-028-24 and any related delegations or communication items,
be received;
That the unopened road allowance between Lots 22 and 23, Concession 4,
Former Township of Clarke described in Report LGS-028-24 is declared surplus
and conditionally approved for sale to the Applicant;
That the Applicant shall pay the cost to prepare and register a reference plan for
the property to be conveyed;
That the Applicant shall pay the cost for the Municipality to obtain an appraisal of
the property to be conveyed;
That the Deputy CAO/Solicitor is authorized to enter into an agreement of
purchase and sale with the applicant with a purchase price consistent with the
appraisal obtained for the value of the property, and any other terms considered
necessary by the Deputy CAO/Solicitor;
That the Applicant shall pay the non-refundable processing fee;
That once all conditions have been fulfilled by the Applicant, the Deputy
CAO/Solicitor shall prepare the necessary by-law to give effect to the closure and
conveyance of the Road Allowance; and
That all interested parties listed in Report LGS-028-24 and any delegations be
advised of Council's decision.
6.4 LGS-026-24 - Delegation of Authority By-law
Resolution # GG-107-24
Moved by Mayor Foster
Seconded by Councillor Zwart
That Item 6.4, Report LGS-026-24 Delegation of Authority By-law, be referred to
the September 9, 2024, General Government Committee meeting.
Carried
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Suspend the Rules
Resolution # GG-108-24
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That the Rules of Procedure be suspended to extend the meeting for an
additional 20 minutes, until 12:20 p.m.
Carried
6.12 FSD-032-24 - Amendment to Purchasing Bylaw — Reporting Threshold for
Rosters
Resolution # GG-109-24
Moved by Councillor Anderson
Seconded by Councillor Elhajjeh
That Report FSD-032-24, and any related delegations or communication items,
be received;
That the By-law attached to Report FSD-032-24, as Attachment 1, be approved;
and
That all interested parties listed in Report FSD-032-24, and any delegations be
advised of Council's decision.
Carried
6.9 FSD-029-24 - Physician Recruitment
Mayor Foster chaired this portion of the meeting.
Resolution # GG-110-24
Moved by Councillor Elhajjeh
Seconded by Councillor Traill
That Report FSD-029-24, and any related delegations or communication items,
be received;
That Staff be directed to execute the Memorandum of Understanding with the
Region of Durham, to the satisfaction of the Deputy CAO/Solicitor, substantially
in the form as attached in Attachment #1;
That the remaining funds from the approved $100,000 in the 2023 budget for
physician recruitment be used to meet the Municipality's obligations to the
Region of Durham under the regional recruitment program;
That Staff be directed to create an incentive program which provides up to
$15,000 per doctor, based on a $25,000 contribution from medical offices in a
form similar to the Pilot Program in the Town of Whitby;
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That an additional $250,000 be approved to be drawn from the Economic
Development Reserve Fund to fund the incentive program for up to 10 doctors;
and
That all interested parties listed in Report FSD-029-24 and any delegations be
advised of Council's decision.
Motion Lost
Councillor Traill chaired this portion of the meeting.
Resolution # GG-111-24
Moved by Mayor Foster
Seconded by Councillor Elhajjeh
That Report FSD-029-24, and any related delegations or communication items,
be received;
That Staff be directed to execute the Memorandum of Understanding with the
Region of Durham, to the satisfaction of the Deputy CAO/Solicitor, substantially
in the form as attached in Attachment #1;
That the remaining funds from the approved $100,000 in the 2023 budget for
physician recruitment be used to meet the Municipality's obligations to the
Region of Durham under the regional recruitment program;
That Staff be directed to create an incentive program which provides up to
$25,000 per doctor, based on matching contributions from medical offices in a
form similar to the Pilot Program in the Town of Whitby;
That an additional $250,000 be approved to be drawn from the Economic
Development Reserve Fund to fund the incentive program for up to 10 doctors;
and
That all interested parties listed in Report FSD-029-24 and any delegations be
advised of Council's decision.
Carried
7. Items for Separate Discussion
7.1 LGS-025-24 - Appointment to Clarington Heritage Committee and Newcastle
Arena Board
Councillor Anderson left the meeting.
Resolution # GG-112-24
Moved by Mayor Foster
Seconded by Councillor Elhajjeh
That Report LGS-025-24, and any related delegations or communication items,
be received;
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That the resignation of Steve Lawson, Clarington Heritage Committee, and Dave
Bouma, Newcastle Arena Board, be received with thanks;
That the Committee consider the applications for appointments to the Clarington
Heritage Committee and Newcastle Arena Board, 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-025-24, and any delegations be
advised of Council's decision.
Carried
Clarington Heritage Committee
That Sitara Welch be appointed to the Clarington Heritage Committee for a term
ending December 31, 2026, or until a successor is appointed.
Newcastle Arena Board
That Bryan Hutchinson be appointed to the Newcastle Arena Board for a term
ending December 31, 2026, or until a successor is appointed.
Councillor Anderson returned to the meeting.
8. Unfinished Business
9. New Business
10. Confidential Items
11. Adjournment
Resolution # GG-113-24
Moved by Mayor Foster
Seconded by Councillor Rang
That the meeting adjourn at 12.19 p.m.
Carried
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