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General Government Committee
Minutes
Date: November 4, 2024
Time: 9:30 a.m.
Location: Council Chambers or Electronic Participation
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh,
Councillor L. Rang, Councillor C. Traill, Councillor W. Woo,
Councillor M. Zwart
Staff Present: M. Dempster, J. Newman, L. Turcotte, R. Maciver, T. Pinn, D.
Lyons, M. Perini
Other Staff Present: A. Micu
1. Call to Order
Councillor Woo called the meeting to order at 9.31 a.m.
Councillor Traill joined later in the meeting at 9:35 a.m.
2. Land Acknowledgement Statement
Mayor Foster 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 Traill joined the meeting.
5. Presentations/Delegations
5.1 Delegation by Marian Timmermans, Board Member, Marigold Hospice Care,
Regarding Marigold Hospice Care Update
Marian Timmermans, Board Member, Marigold Hospice Care, was present
regarding an Update on the Marigold Hospice. Using an electronic presentation,
Marian stated that the grand opening will be in Fall 2025.
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General Government Committee Minutes
November 4, 2024
M. Timmermans provided an overview of their current budget and their capital
and operating budget for 2024-2025. Marian outlined their construction budget
and noted that more than half was awarded through a legal tender process. M.
Timmermans explained they need to raise $1,000,000 to acquire essential
furnishings, fixtures, and equipment and requested Council's support in raising
$800,000 to ensure their operations run smoothly. Marian answered questions
from Members of Committee.
Resolution # GG-165-24
Moved by Mayor Foster
Seconded by Councillor Anderson
That the Delegation of Marian Timmermans, Board Member, Marigold Hospice
Care, regarding Marigold Hospice Care Update, be received with thanks; and
That Staff engage with Marigold Hospice Care to consider appropriate
recognition for the Board members.
Yes (7): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Traill, Councillor Woo, and Councillor Zwart
Carried on a recorded vote (7 to 0)
6. Consent Agenda
Resolution # GG-166-24
Moved by Councillor Elhajjeh
Seconded by Councillor Rang
That all Items listed in Section 6, with the exception of Items 6.2, 6.3, and 6.11,
be approved, in accordance with the Agenda.
Carried
6.1 LGS-038-24 - Municipal Law Enforcement Division Service Delivery Review
Implementation Response
Resolution # GG-167-24
That Report LGS-038-24, and any related delegations or communication items,
be received for information.
6.4 FSD-045-24 - Supply and Delivery of Two Vacuum Mounted Sweeper Trucks
Resolution # GG-168-24
That Report FSD-045-24, and any related delegations or communication items,
be received;
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November 4, 2024
That Nexgen Municipal Inc. with a total bid amount of $1,182,761.00 (Net HST)
being the lowest compliant bidder meeting all terms, conditions and
specifications of SS2024-5 be awarded the contract for the Supply and Delivery
of Two Vacuum Mounted Sweeper Trucks;
That the total estimated funds required for this project in the amount of
$1,187,625.00 (Net HST) for truck costs and other costs such as licensing,
radios, GPS units, and Clarington lettering and striping in the amount of
$4,864.00 (Net HST) be funded by the Municipality as follows:
Description Account Number Amount
Fleet Replacement Roads - (2024) 110-36-388- $904,500
83642-7401
Additional Funds - Municipal Capital Works 100-36-388- 283,125
Reserve Fund 83642-7401
That all interested parties listed in Report FSD-045-24, and any delegations be
advised of Council's decision.
FSD-046-24 - Purchasing By-law Review 2024
Resolution # GG-169-24
That Report FSD-046-24, and any related delegations or communication items,
be received;
That the By-law attached to Report FSD-046-24, as Attachment 1, be approved;
and
That all interested parties listed in Report FSD-046-24, and any delegations be
advised of Council's decision.
FSD-047-24 - Supply and Haulage of Granular Material
Resolution # GG-170-24
That Report FSD-047-24, and any related delegations or communication items,
be received;
That Robert E. Young Construction Ltd. having successfully completed the initial
one-year term with a total bid amount of $219,999.94 (Net HST), be awarded the
second -year term with a total estimated bid amount of $165,487.87 (Net HST),
being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2023-32 for Supply and Haulage of Granular Material;
That pending satisfactory performance and price, the Manager, Procurement, in
consultation with the Director of Public Works, be given the authority to extend
the contract for this service for up to three additional one-year terms for a total
estimated five-year contract value of $1,100,000 (Net HST);
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November 4, 2024
That the total estimated funds required for this project for the second -year term in
the amount of $165,487.87 (Net HST) be funded by the Municipality as provided.
The estimated funds required for the third, fourth and fifth -year terms are
included in future budget accounts:
Description Account Number Amount
100-36-382-10280-7112 GR PATCH/RESURF-MISC $165,487.87
OPER SUPPLY
That all interested parties listed in Report FSD-047-24, and any delegations be
advised of Council's decision.
6.7 FSD-048-24 - Supply and Delivery of One -Ton Dump, Two -Ton Dump and
Chipper Trucks
Resolution # GG-171-24
That Report FSD-048-24, and any related delegations or communication items,
be received;
That Finch Auto Group with a bid amount of $288,947.52 (Net HST) being the
low, compliant bidder meeting all terms, conditions and specifications of CL2024-
34 be awarded the contract for the supply and delivery of three one -ton dump
trucks;
That Blue Mountain Chrysler Ltd. with a bid amount of $137,416.70 (Net HST)
being the low, compliant bidder meeting all terms, conditions and specifications
of CL2024-34 be awarded the contract for the supply and delivery of one two -ton
dump truck;
That Downtown Autogroup with a bid amount of $278,946.55 (Net HST) being
the low, compliant bidder meeting all terms, conditions and specifications of
CL2024-34 be awarded the contract for the supply and delivery of two chipper
trucks;
That the total estimated funds required for this project in the amount of $712,950
(Net HST) include $705,310.77 (Net HST) for three one -ton dump trucks, one
two -ton dump truck and two chipper trucks, and other costs such as licensing,
radios, GPS units and Clarington decal lettering and striping in the amount of
$7640 (Net HST) be funded by the Municipality as provided:
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Description
Fleet Replacement Roads - (2024)
Fleet Replacement Roads - (2023)
Fleet New Parks — (2024)
General Government Committee Minutes
November 4, 2024
Account Number I Amount
110-36-388-83642- $335,925
7401
110-36-388-83642- 97,589
7401
110-36-388-83616- $140,746
7401
That all interested parties listed in Report FSD-048-24, and any delegations be
advised of Council's decision.
FSD-049-24 - Supply and Delivery of Various Vehicles
Resolution # GG-172-24
That Report FSD-049-24, and any related delegations or communication items,
be received;
That Forbes Motors Inc. with a bid amount of $106,025.76 (Net HST) being the
low, compliant bidder meeting all terms, conditions and specifications of CL2024-
35 be awarded the contract for the supply and delivery of two full electric SUVs;
That Blue Mountain Chrysler Ltd. with a bid amount of $292,254.72 (Net HST)
being the low, compliant bidder meeting all terms, conditions and specifications
of CL2024-35 be awarded the contract for the supply and delivery of four crew
cab 3/4 ton pick-up trucks;
That Downtown Autogroup with a bid amount of $397,381.78 (Net HST) being
the low, compliant bidder meeting all terms, conditions and specifications of
CL2024-35 be awarded the contract for the supply and delivery of two full electric
half -ton crew cab 4x4 pick-up trucks, one standard cab 3/4 ton long box 4x4 pick-
up truck, and two crew cab one -ton 4x4 pick-up trucks;
That the total estimated funds required for this project in the amount of $817,225
(Net HST) include $795,662.25 (Net HST) for vehicle costs and other costs such
as licensing, radios, GPS units and Clarington decal lettering and striping in the
amount of $21,563 (Net HST) be funded by the Municipality as provided-
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6.9
General Government Committee Minutes
November 4, 2024
Description
Fleet Replacement Roads - (2023)
Fleet Replacement Roads - (2024)
Green Fleet Replacement Roads — (2024)
Fleet New Parks — (2024)
C/S FAC Admin — Fleet — (2024)
MLEO Fleet Replacement — (2024)
Account Number I Amount
110-36-388-83642- $65,003
7401
110-36-388-83642- 285,516
7401
110-36-388-83645- 65,844
7401
110-36-388-83616- 150,048
7401
110-42-388-83691- 140,868
7401
110-19-388-81917- 109,946
7401
That all interested parties listed in Report FSD-049-24, and any delegations be
advised of Council's decision.
PUB-016-24 - Civic Recognition and Dedication Program
Resolution # GG-173-24
That Report PUB-016-24, and any related delegations or communication items,
be received.
That Council adopt the proposed draft Civic Recognition and Dedication Policy,
attached as Attachment 1, to identify the programs in place by the Municipality to
recognize or memorialize individuals and organizations for their outstanding
achievements or contributions to the community;
That Council repeal the following polices:
a. Flag Protocols Policy F105
b. War Dead and War Veteran Names for Streets Policy PSD-DG010
c. Recognition of Individuals in Memoriam Policy PSD-DG014
That Council provide Staff the authority to manage changes in funding categories
to the Community Funding Program through a Management Directive, including
the recommendations in this policy and future updates to align with corporate
priorities.
That all interested parties listed in Report PUB-016-24, and any delegations be
advised of Council's decision.
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November 4, 2024
6.10 PUB-017-24 - Support for Climate -Ready Plans and Processes Grant
Program
Resolution # GG-174-24
That Report PUB-017-24, and any related delegations or communication items,
be received;
That Council direct and support Staff to apply for the funding opportunity from the
Federation of Canadian Municipalities' Local Leadership for Climate Action
initiative to support the development of a Community Climate Adaptation Plan;
That all interested parties listed in Report PUB-017-24, and any delegations be
advised of Council's decision.
6.2 FSD-043-24 - South Bowmanville Recreation Complex Air Supported Dome
Structure
Resolution # GG-175-24
Moved by Mayor Foster
Seconded by Councillor Elhajjeh
That Report FSD-043-24, and any related delegations or communication items,
be received;
That the proposal received from Farley Manufacturing Inc., being the most
responsive bidder meeting all terms and conditions and specifications of
RFP2024-10 be awarded the contract for the Air Supported Dome Structure as
part of the South Bowmanville Recreation Complex (SBRC). The scope of work
will include assisting the Prime Architect, MJMA with full design/engineering,
assistance in preparing tender ready specifications, and drawings;
That the total funds required for this project in the amount of $3,362,401.75 (Net
HST Rebate) be funded from the approved budget; and
That all interested parties listed in Report FSD-043-24, and any delegations be
advised of Council's decision.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Woo, and Councillor Zwart
No (1): Councillor Traill
Carried on a recorded vote (6 to 1)
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November 4, 2024
6.3 FSD-044-24 - South Bowmanville Recreation Complex Skating Trail
Refrigeration Equipment
Resolution # GG-176-24
Moved by Councillor Zwart
Seconded by Councillor Rang
That Report FSD-044-24, and any related delegations or communication items,
be received;
That the proposal received from Cimco Refrigeration, being the most responsive
bidder meeting all terms and conditions and specifications of RFP2024-11 be
awarded the contract for the Skating Trail Refrigeration Equipment as part of the
South Bowmanville Recreation Complex (SBRC). The scope of work will include
assisting the Prime Architect, MJMA with full design/engineering, assistance in
preparing tender ready specifications, and drawings;
That the total funds required for this project in the amount of $1,471,042.56 (Net
HST Rebate) be funded from the approved budget; and
That all interested parties listed in Report FSD-044-24, and any delegations be
advised of Council's decision.
Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Woo, and Councillor Zwart
No (1): Councillor Traill
Carried on a recorded vote (6 to 1)
6.11 PDS-047-24 - North Bowmanville Dog Park Update
Resolution # GG-177-24
Moved by Councillor Elhajjeh
Seconded by Councillor Rang
That Report PDS-047-24, and any related delegations or communication items,
be received;
That Council direct Staff to seek alternative Municipally owned locations for the
development of a dog park in north Bowmanville and report back with options in
Q1 2025; and
That all interested parties listed in Report PDS-047-24 and any delegations be
advised of Council's decisions.
Yes (7): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Traill, Councillor Woo, and Councillor Zwart
Carried on a recorded vote (7 to 0)
7. Items for Separate Discussion
General Government Committee Minutes
November 4, 2024
7.1 LGS-035-24 - Appointment to the Property Standards Committee
Resolution # GG-178-24
Moved by Councillor Zwart
Seconded by Mayor Foster
That Report LGS-035-24, and any related delegations or communication items,
be received;
That the resignation of Patricia Brazeau, be received;
That the Committee consider the applications for appointments to the Property
Standards 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-035-24, and any delegations be
advised of Council's decision.
Carried
Property Standards Committee
That Derek Hannan be appointed to the Property Standards Committee for a
term ending December 31, 2026, or until a successor is appointed.
7.2 Verbal Update by Mary -Anne Dempster, CAO, Regarding Building Faster
Fund
Mary -Anne Dempster, CAO, explained that the Town of Ajax and City of Pickering
have announced that they received the 2023 Building Faster Fund allocations
and noted that Clarington has not officially heard back from the re -assessment
request by Clarington. M. Dempster stated that Staff are discussing the matter
with the Ministry and will remain committed to the fact that Clarington met the
Provincial targets. Mary -Anne noted that Staff will continue to lobby the Provincial
government to obtain the $4,000,000 allocation.
Resolution # GG-179-24
Moved by Mayor Foster
Seconded by Councillor Rang
That Item 7.2, Verbal Update by Mary -Anne Dempster, CAO, Regarding Building
Faster Fund, be received for information.
Carried
8. Unfinished Business
9. New Business
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November 4, 2024
10. Confidential Items
10.1 LGS-036-24 - CUPE Negotiations for the Renewal Collective Agreement
Effective January 1, 2025
Resolution # GG-180-24
Moved by Mayor Foster
Seconded by Councillor Rang
That Report LGS-036-24 - CUPE Negotiations for the Renewal Collective
Agreement Effective January 1, 2025, be approved, in accordance with the
Closed Session Agenda.
Carried
10.2 LGS-037-24 - Courtice Waterfront Property
Resolution # GG-181-24
Moved by Mayor Foster
Seconded by Councillor Elhajjeh
That Report LGS-037-24 - Courtice Waterfront Property, be approved, in
accordance with the Closed Session Agenda.
Carried
11. Adjournment
Resolution # GG-182-24
Moved by Councillor Zwart
Seconded by Councillor Anderson
That the meeting adjourn at 10:58 a.m.
Carried
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