HomeMy WebLinkAbout2024-12-02
General Government Committee
Post-MeetingAgenda
Date:December 2, 2024
Time:9:30 a.m.
Location:Council Chambers or Electronic Participation
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: Lindsey Turcotte, Committee
Coordinator, at 905-623-3379, ext. 2106 or by email at lturcotte@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio/Video Record: The Municipality of Clarington makes an audio and/or video record of
General Government Committee meetings. If you make a delegation or presentation at a General
Government Committee meeting, the Municipality will be recording you and will make the recording
public on the Municipality’s website, www.clarington.net/calendar
Noon Recess: Please be advised that, as per the Municipality of Clarington’s Procedural By-law,
this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by
the Committee.
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/archive
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.
Pages
1.Call to Order
2.Land Acknowledgement Statement
3.Declaration of Interest
4.Announcements
5.Presentations/Delegations
5.1 Delegation by Martin Field, Chair, Spay Neuter Initiatives Association,
Regarding Pet Spay Neuter for Low-Income and Homeless People
4
6.Consent Agenda
6.1 LGS-039-24 - Intimate Partner Violence - Support of Bethesda House 18
*6.1.1 Memo-012-24 - Update to Report LGS-039-24 Intimate Partner
Violence - Support of Bethesda House
26
6.2 LGS-042-24 - Traffic By-law Amendments 27
6.3 FSD-050-24 - 2025 Interim Tax Levy 38
6.4 FSD-051-24 - 2025 Interim Financing By-law 43
6.5 PUB-019-23 - Corporate Climate Action Plan, 2024 48
*6.6 CAO-009-24 - Status update on Outstanding Resolutions of Council 53
(Section 2.11 has been Updated)
7.Items for Separate Discussion
7.1 LGS-040-24 - Municipal Service Boards Terms of Reference Update 61
7.2 LGS-041-24 - Appointments to the Agricultural Advisory Committee,
Diversity Advisory Committee, and Energy from Waste – Waste
Management Advisory Committee
130
7.3 Correspondence from the Orono Business Improvement Area,
Regarding, Request for Funds from the Orono BIA Reserve Fund
136
General Government Committee Agenda
December 2, 2024
Page 2
8.Unfinished Business
9.New Business
9.1 Veterans Crosswalk - Councillor Traill 143
9.2 Request the Redistribution of the Provincial Land Transfer Tax and GST
to Municipalities for Sustainable Infrastructure Funding - Mayor Foster
145
(Requires 2/3 Vote to be Discussed)
*9.3 Support of Ontario Big City Mayor's Solve the Crisis Campaign -
Councillor Woo
147
(Requires 2/3 Vote to be Discussed)
10.Confidential Items
11.Adjournment
General Government Committee Agenda
December 2, 2024
Page 3
From:no-reply@clarington.net
To:ClerksExternalEmail
Subject:New Delegation Request from Field
Date:Friday, November 15, 2024 2:15:42 PM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
Subject
Sunsidized Pet Spay Neuter for Low-income and Homeless People
Action requested of Council
None: Will seperatly apply for a funding grant award.
Date of meeting
12/2/2024
Summarize your delegation
Introduction of our Service & Request for Municipal Support.
Have you been in contact with staff or a member of Council
regarding your matter of interest?
Yes
Name of the staff member or Councillor.
Animal Shelter Supervisor: Jennifer Horne
Will you be attending this meeting in person or online?
In person
First name:
Martin
Single/Last name
Field
How to pronounce your name:
Field
Firm/Organization (if applicable)
Spay Neuter Initiatives Association
Page 4
Job title (if applicable)
Board of Directors, Chair
Address
Town/Hamlet
Oshawa
Postal code
Email address:
Phone number
Alternate phone number
Do you plan to submit correspondence related to this matter?
Yes
Do you plan to submit an electronic presentation (i.e.
PowerPoint)? If yes, the file must be submitted to the
Municipal Clerk’s Department by 2 p.m. on the Friday prior to
the meeting date.
Yes
I acknowledge that the Procedural By-law Permits seven
minutes for delegations.
Yes
[This is an automated email notification -- please do not respond]
Page 5
Funding Request for
Spay Neuter Initiatives Association
A registered Canadian charity and
non-profit organization dedicated to
addressing the issue of overpopulation
of cats and dogs in Durham Region.
Page 6
•Created in 2010
•Incorporated on August 19, 2010
•Became Registered Canadian Charity on
February 11, 2011
•We increased efforts to help in the aftermath
of the COVID pandemic
•With the help of accredited and excellent
veterinarians and their expertise, we call our
new program SNIP.
Page 7
Page 8
...by facilitating subsidized, low-cost
spay/neuter procedures for the
animals of lower-income residents.
Page 9
Community Engagement:Increased
visibility in the community can build a
positive reputation,potentially bringing
in more clients.
Public Health Contribution:
They play a crucial role in
controlling pet populations.
Financial Incentives:Although the
services are offered at lower
fees, veterinarians may still
receive some compensation by
offering additional paid services.
Page 10
ACCESSIBILITY We believe that every pet owner should have access to affordable
veterinary care.
COLLABORATION
We work closely with reputable, accredited veterinary clinics within
Durham Region. These clinics provide their expertise, their facility, and
skilled veterinary professionals.
COMMUNITY IMPACT
By preventing unplanned litters, we contribute to a healthier and more
sustainable pet population and reduces the number of unwanted, unowned
pets by municipal animal services.
Page 11
We conduct educational outreach campaigns
and awareness programs to promote responsible
pet care.
Funds received from a municipality will be
used only to subsidize spay/neuter
surgeries for the animals of residents in
that municipality who are income qualified
at application time.
Administrative expenses, transportation,
and program coordination require
financial support.
Page 12
•
•
•
Page 13
Since launching on April 15th, 2024, we’ve seen
first hand how many residents are truly struggling
financially. Families, more than ever, are
grappling with food insecurity, housing instability
and limited access to medical and dental care –
not only for themselves but for their pets.
By offering subsidized spay/neuter services, we
empower pet owners to make responsible choices
for their animals. Despite our new program’s very
reasonable fees, a significant number of
applicants find it impossible to cover even these
costs.
Page 14
Page 15
Supporting a low-cost spay/neuter
program isn’t just about compassion –
it’s a smart financial decision. By
investing in the well-being of our
community’s animals, municipalities can
simultaneously enhance public safety,
reduce expenses, and create a more
caring and harmonious environment for
all residents.
Page 16
Thank
you!
SNIP is supported
by:
Learn more on our website: snipanimalclinic.ca
Page 17
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: LGS-039-24
Submitted By: Rob Maciver, Deputy CAO/Solicitor
Reviewed By: Mary-Anne Dempster, CAO By-law Number:
Authored By: Pinder DaSilva, IDEA Officer
File Number: Resolution#:
Report Subject: Intimate Partner Violence - Support of Bethesda House
Recommendation:
1. That Report LGS-039-24, and any related delegations or communication items, be
received;
2. That the following actions be taken to support Bethesda House in their efforts to access
resources needed to help prevent Intimate Partner Violence (IPV):
a. The Regional Councillor for Wards 1 & 2, as a member of the Regional Health
and Social Services Committee, is asked to support Bethesda House in their
delegation to the December 2024 meeting;
b. The Regional Councillor for Wards 1 & 2 is asked to advocate to the Health and
Social Services Committee on behalf of Bethesda House and their request for
funds to support two additional beds;
3. That the IDEA Officer be directed to:
a. Provide Letters of Support to Bethesda House for their future funding
applications, highlighting the need for resources and funding to support victims of
Intimate Partner Violence;
b. Continue to dialogue with Bethesda House, to identify future opportunities to
collaborate in support of victims of Intimate Partner Violence;
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Municipality of Clarington Page 2
Report LGS-039-24
4. That Clarington Community Engagement Staff continue with the following outstanding
actions, arising out of the recommendations of Report LGS-003-24:
a. Plan and host an Intimate Partner Violence Roundtable in December 2025 with
community partners to bring awareness and discuss potential community-based
solutions that will address the lack of resources;
b. Propose a funding stream, as part of the 2025 budget, within the Community
Funding Program, which supports community safety programs, including IPV,
especially in rural areas of Clarington;
5. That this resolution be forwarded to all Durham MPPs, the Ontario Ministry of the
Attorney General, the Ministry of Women’s Social and Economic Opportunity, Durham
Region Council, all lower-tier Durham municipalities, and Durham Regional Police
Services Board; and
6. That all interested parties listed in Report LGS-039-24, and any delegations be advised
of Council’s decision.
Page 19
Municipality of Clarington Page 3
Report LGS-039-24
Report Overview
Arising out of a delegation from Bethesda House, this report provides recommendations to
implement actions to support Bethesda House in their efforts to access resources needed to
help prevent Intimate Partner Violence (IPV).
1. Background
Clarington Actions
1.1 Clarington is committed to providing a safe, diverse, inclusive, and vibrant community
for its residents. Strategic Priority C.2.5 is committed to “supporting the proactive
management of community safety and well-being” and includes the following actions:
Collaborate with Durham Regional Police Services – Community Safety Advisory
Council to support the proactive management of community safety matters.
Support the development and implementation of the Community Safety and Well -
Being Plan (facilitated by Region of Durham).
Prioritize initiatives to improve community safety and well-being.”
1.2 In March 2023, a jury made 86 recommendations to the Province resulting from the
inquest into the murders of Carol Culleton, Anastasia Kuzyk and Nathalie Warmerda m
who were murdered as a result of intimate partner violence (IPV) in 2015.
1.3 In response to the jury’s recommendations, on June 12, 2023, Clarington Council
approved Resolution #GG-121-23, a New Business item brought forward:
That Staff investigate the recommendations of the Renfrew County Inquest
and report back on which recommendations could be implemented by the
Municipality of Clarington
1.4 In response to the above Resolution #GG-121-23, Council considered Report LGS-003-
24 on February 5, 2024, outlining the actions that the Municipality would commit to,
including:
Arranging training, in 2024, for front-line staff who may encounter IPV situations;
Incorporating a reference to IPV within Clarington’s 2024 Reconciliation Action
Plan.
Promoting and sharing public education campaigns to promote awareness about
IPV including, where available, in multiple languages and formats;
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Municipality of Clarington Page 4
Report LGS-039-24
Identifying/creating, by end of 2024, private confidential spaces in libraries and
community centres, where victims of IPV could make phone calls to shelters,
police and victim services for support and guidance;
Co-hosting age-appropriate community awareness programs which address IPV
in 2024/2025;
Proposing a funding stream, as part of the 2025 budget, within the Community
Funding Program, which supports community safety programs, including IPV,
especially in rural areas of Clarington; and
Installing information and resources in recreation facility washrooms and
community message boards in 2024.
Staff have made progress on the above recommendations, with the last two bullets remaining
outstanding.
1.5 Report LGS-003-24 also included a recommendation that Council take the following
actions in an effort to help prevent Intimate Partner Violence:
Affirm that Intimate Partner Violence (IPV) has reached epidemic proportions;
Continue to advocate, to the Region of Durham, for transportation services for
residents accessing IPV-related support where public transportation is
inadequate, or not available;
Continue advocating for expanded cell service and high-speed internet
throughout the community; and
Continue to promote and support community safety outreach programs across
the Municipality.
2. Delegation from Bethesda House
2.1 Arising out of the February 5, 2024, GGC meeting, Executive Director of Bethesda
House, Laura Burch, was invited as a delegate to present to Council. Laura Burch
spoke at the May 6, 2024, GGC meeting, and presented several resource challenges
associated with their work, including:
In the previous year, Bethesda House received over 3000 crisis calls from
individuals in distress, seeking support from the torment of abuse;
Due to limited resources, recruitment and retention challenges due to wage
disparities for staff, and space capacity constraints, they had to turn away over
800 women and their children annually, leaving them vulnerable to further harm ;
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Municipality of Clarington Page 5
Report LGS-039-24
In 2023-24 fiscal year, Bethesda House served 169 women and children in the
shelter, while the community counsellor and housing worker served 295 clients;
In Ontario, since November 2023, there have been 17 femicides, with 7 of those
in March 2024 and;
There is considerable disparity between the demand for shelter space and
capacity to accommodate those in need. Despite the population growth and the
need for comprehensive support in combating gender-based violence Bethesda
House is still only funded for 18 beds, significantly limiting their ability to serve all
those seeking safety.
2.2 Following the Bethesda House delegation, Council approved Resolution #GG-072-24:
That the Delegation of Laura Burch, Executive Director, Bethesda House,
Regarding the Intimate Partner Violence Epidemic, be received;
That Staff engage with Bethesda House to review their recommendations to
compare with Clarington's IDEA Plan; and
That Staff report back on the collaboration with Bethesda House.
2.3 In response to these significant resource challenges, Bethesda House submitted a
proposal, in November 2023, to the Region of Durham to fund two overflow beds at a
cost of $49,467.60 per room per year. They have not received a fulsome response the
Region of Durham.
2.4 Laura Burch presented several calls to action to Council, including a request for
Council’s support to expedite the Region of Durham’s review of their proposal for
overflow beds.
Investment in Shelter Infrastructure to support the expansion and enhancement
of shelter facilities, ensuring that every survivor has access to a safe bed when
fleeing abuse.
Address the wage disparities among shelter staff to support the quality of care
provided to survivors. Fair compensation is not only a matter of equity but a
prerequisite for effective service delivery.
Expedite the review of the proposal for overflow beds, recognizing the urgent
need to bolster the capacity to accommodate survivors in crisis.
Community Engagement and Education, including the allocation of resources
towards community education initiatives aimed at fostering a culture of respect,
equality, and non-violence.
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Municipality of Clarington Page 6
Report LGS-039-24
Community Fundraising and Awareness Event: Attend and support IPV Epidemic
Awareness Event and Walk held at Durham Region Headquarters on September
21, in partnership with Herizon House, Y’s Wish, Denise House, Luke’s Place,
Safety Network Durham, and Victim Services.
2.5 Arising out of Laura Burch’s presentation, Council approved the following Resolution
#GG-072-24 at the May 27, 2024, Council meeting:
That the Delegation of Laura Burch, Executive Director, Bethesda House,
Regarding the Intimate Partner Violence Epidemic, be received;
That Staff engage with Bethesda House to review their recommendations to
compare with Clarington's IDEA Plan; and
That Staff report back on the collaboration with Bethesda House.
3. Clarington Legislative Services Staff Review
3.1 Legislative Services Staff met with Laura Burch and provided information on actions the
Municipality of Clarington has already taken to support Intimate Partner Violence:
Information and resources posters installed at recreation facility washrooms and
community message boards;
Identified private confidential spaces in libraries and community centres, where
victims of IPV could make phone calls to shelters, police and victim services for
support and guidance and;
Provided training to front-line and Management Staff in Community Services and
Clarington Public Library on recognizing and supporting victims of Intimate
Partner Violence.
3.2 Unfortunately, the majority of Bethesda House’s calls to action presented to Clarington
Council required financial resources that are out of scope for the Municipality of
Clarington. Therefore, Legislative Services Staff discussed supporting Bethesda House
with the following actions:
Provide Letters of Support for future funding applications, highlighting the need
for resources and funding to support victims of Intimate Partner Violence.
Set up a meeting with Clarington Regional Councillors to discuss potential
actions Council could take at Regional Council meeting to support Bethesda
House.
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Municipality of Clarington Page 7
Report LGS-039-24
4. Clarington Council Actions
Legislative Services Staff, along with Clarington’s Regional Councillors for Wards 1 & 2 and
Wards 3 & 4, met with Laura Burch on October 28, 2024. At the meeting, Laura shared that
Bethesda House:
Has not heard from the Municipality of Region of Durham staff regarding their
funding request for the two additional beds.
Has not officially presented their request to Regional Council or at the Health and
Social Services Committee.
Has had recent conversations with Durham Regional Police Services and Ontario
Provincial Police who are both looking at submitting funding proposals in
partnership with Bethesda House.
Has been provided with a contact at the Premiers Office who Laura is
communicating with to submit a request for funds proposal to support additional
wages and resources to support staff hiring and retention.
The two additional beds that they are requesting funds for are currently being
used due to the high demand for their services. They are currently funding these
beds through fundraising initiatives, but it is not sustainable long term.
Arising out of the discussion, the following recommendations were developed:
Bethesda House present a delegation at the December 2024 Health and Social
Services Committee to request funding for the two additional beds. Councillor
Anderson is a member of the Committee and will support the request.
That Bethesda House explain to the Health and Social Services Committee that
the beds are not empty but being used as the demand is high but not financially
sustainable.
That Bethesda House reach out to Clarington Legislative Services Staff when
they require letters of support when submitting the requests for funding to the
Provincial government.
5. Financial Considerations
There are no financial considerations that impact the Municipality of Clarington.
6. Concurrence
Not applicable.
Page 24
Municipality of Clarington Page 8
Report LGS-039-24
7. Strategic Plan
This report aligns with Strategic Priority C.2.5 which states that Clarington is committed
to “supporting the proactive management of community safety and well -being.”
8. Conclusion
It is respectfully recommended that Council approve the Staff recommendations made
in this report to advocate to the Region of Durham to approve the funding request from
Bethesda for two additional beds at a cost of $49,467.60 per room per year.
Staff Contact: Pinder DaSilva, IDEA Officer, 905-623-3379 ext. 2563 or
pdasilva@clarington.net.
Attachments:
Not Applicable
The following interested parties will be notified of Council's decision :
Regional Municipality of Durham
Laura Burch, Bethesda House
Durham MPPs
Ministry of the Attorney General
Ministry of Women’s Social and Economic Opportunity
Durham Region Council
Durham Regional Police Services
Page 25
MEMO
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1C 3A6
1-800-563-1195 | Local: 905-623-3379 | info@clarington.net | www.clarington.net
If this information is required in an alternate format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131.
To: All Members of Council
From: Pinder DaSilva, IDEA Officer
Date: November 29, 2024
File No.: LGS-039-24
Memo No.: Memo-012-24
Re: Update to Intimate Partner Violence Report LGS-039-24
The purpose of this memo is to provide an update to all members of Council regarding
Report Number LGS-039-24, Intimate Partner Violence – Support of Bethesda House. The
report included the following recommendation:
That the following actions be taken to support Bethesda House in their efforts to
access resources needed to help prevent Intimate Partner Violence:
a. The Regional Councillor for Wards 1 & 2, as a member Regional Health and
Social Services Committee, is asked to support Bethesda House in their
delegation to the December 2024 meeting.
b. The Regional Councillor for Wards 1 & 2 is asked to advocate to the Health
and Social Services Committee on behalf of Bethesda House and their request
for funds to support two additional beds.
Since the agenda was published, Staff had an update with Laura Burch, Executive Director
for Bethesda House. Legislative Services Staff have confirmed that Laura will no longer be
presenting as a delegate at the December Regional Health and Social Services Committee
meeting. Instead, she will be meeting directly with Durham Region staff to look at other
Regional funding options.
Therefore, the above noted recommendation is no longer required.
Page 26
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: LGS-042-24
Authored by: Michelle Chambers, Legislative Services Coordinator
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Traffic By-law Amendments
Recommendations:
1. That Report LGS-042-24, and any related delegations or communication items, be
received;
2. That the By-law attached to Report LGS-042-24, as Attachment 1, to amend the
Traffic By-law, be approved; and
3. That all interested parties listed in Report LGS-042-24, and any delegations be
advised of Council’s decision.
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Municipality of Clarington Page 2
Report LGS-042-24
Report Overview
The purpose of this report is to seek Council approval for the increase of the stopping
offences fines in the Municipality, and to delete obsolescent references in the Traffic By-law
to Municipal Safety Zones. These changes are reflected in the amending By-law attached to
this report. This includes amendment to Schedule 20 of the Traffic and Parking By-law 2014-
059, as amended.
1. Background
1.1 Traffic safety is a key objective of Municipal Law Enforcement.
1.2 Staff initiated a review of the existing traffic fines to improve compliance in areas of
repeated concern, namely surrounding schools.
1.3 The Municipality of Clarington’s Traffic By-law 2014-059 contains offences that prohibit
stopping at signed locations, as well as certain distances from intersections, driveways,
infrastructure, etc. As a result of the review, Staff are recommending several enhancements
to the by-law to promote safety.
2. Review of No Stopping Offence
No Stopping Offence
2.1 Prohibited stopping locations are designated in areas where the halting of a vehicle, even
momentarily could pose a dangerous risk to motorists and pedestrians. Prohibited locations
are designated adjacent to schools, sidewalks, and include proximity to intersections,
pedestrian crossings, driveways, and emergency access routes. Strong deterrents like
appropriate fines and strict enforcement helps reduce the risk of accidents and allows traffic
to move freely without obstruction.
2.2 There has been an ongoing and increasing need for additional safety measures near
schools. Most designated no stopping zones in the Traffic By-law are adjacent to schools.
In response to public concerns, increased public awareness campaigns and frequent
enforcement in school zones have been implemented. Municipal Law Enforcement Officers
conduct regular and blitzed enforcement during drop-off and pick-up times. While there are
indications that this increased enforcement is having a positive impact, Staff believe there is
a need for further Municipal response. To address this persistent issue, staff recommend
implementing stricter penalties and further continued public awareness campaigns. These
measures aim to enhance compliance and ensure the safety of children and pedestrians in
school zones.
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Municipality of Clarington Page 3
Report LGS-042-24
2.3 Increasing the No Stopping fines will promote awareness and compliance. Having higher
fines serves as a strong deterrent, encouraging drivers to be more mindful of parking
regulations, especially in sensitive areas like school zones and, over the long term, will
reduce the number of infractions issued.
Comparison with Area Municipalities
2.4 Several comparable Municipalities were canvassed on what their current fine amounts are.
The results are as follows:
Municipality Stopping Related Offences Additional Notes
Clarington $45.00/$60.00 Proposed $50.00/$75.00
Ajax $60.00 AMPS
Brampton $100.00
Markham $50.00/$75.00/$100.00 AMPS
Milton $50.00 /$75.00
Oakville $65.00
Oshawa $45.00/$65.00/$85.00 AMPS
Uxbridge $45.00/$75.00 $75.00 – Adjacent to School
Whitby $40.00/$60.00/$80.00 AMPS
3. Overview of changes to the Traffic and Parking Part II Fines
under the Provincial Offences Act
3.1 Increasing all of the no stopping offence fines to have the same early voluntary payment
and set fine amount, allows for more streamlined, consistent, and simplified enforcement
for the Municipal Law Enforcement Officers.
3.2 The following are the proposed increases:
Increase stopping offence fines in rows 7 to 17, from $30.00 early payment fine and
$45.00 set fine to $50.00 early payment fine and $75.00 set fine.
Increase stopping offence fines in rows 18 to 27, 56, and 69, from $45.00 early payment
fine and $60.00 set fine to $50.00 early payment fine and $75.00 set fine.
Page 29
Municipality of Clarington Page 4
Report LGS-042-24
4. Municipal Safety Zones
Removal of Municipal Safety Zones
4.1 Arising out of Report EGD-015-14, Municipal Safety Zones were added to the Traffic and
Parking By-law #2014-059. These Municipal Safety Zone are designated areas where
parking fines are doubled to emphasise public safety and smooth traffic flow. These include
part of the highway, or a fire route connected to the part of the highway where parking and
stopping restrictions are in force and where all applicable fines for parking and stopping are
doubled.
4.2 The signage required for enforcing the designated Municipal Safety Zones is not in place.
Therefore, our Municipal Law Enforcement Officers are unable to issue infractions with
doubled fine amounts in these areas.
4.3 Not all schools in Clarington have designated Municipal Safety Zones. The seven zones
include stretches of Avondale Drive, Bons Avenue, Farmington Drive, Glenabbey Drive,
Meadowglade Road, Nash Road, and West Side Drive. Increasing the no stopping fines fo r
all stopping offences and removing the Municipal Safety Zones will establish a consistent
approach for all schools and negate the need for additional signage. This will also
streamline the ticketing process for Enforcement Officers.
Removal of Schedule 20 of Traffic By-law 2024-059
4.4 It is therefore recommended that Schedule 20 of Traffic By-law 2014-059 be deleted.
Community Safety Zones (CSZ)
4.5 The designated Community Safety Zones (CSZ) will remain in effect in the Municipality of
Clarington. These are sections of roadway where public safety is of special concern.
Community Safety Zones may include roadways near schools, daycare centres,
playgrounds, parks, hospitals, senior citizen residences and roadway sections with
identified high collision or road speed violation rates within a community. The purpose of a
CSZ is to make motorists aware that they are within a zone where speeding fines are
increased through a special designation under the Highway Traffic Act. Community Safety
Zone signs inform drivers that they are entering a zone that the local municipality has
designated as an area where the safety of its children/citizens is paramount. There are no
changes being proposed to the CSZ’s.
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Municipality of Clarington Page 5
Report LGS-042-24
5. Financial Considerations
5.1 It is anticipated that the increased fine amounts will initially boost yearly revenue by
approximately $7,925.00 to $25,650.00. However, the primary goal of this increase is to
promote awareness and compliance. If successful, this will gradually reduce the number of
parking infractions, thereby maintaining parking revenues at their current levels
6. Strategic Plan
C.2.5: Support the proactive management of community safety and well -being.
7. Climate Change
Not Applicable.
8. Concurrence
This report has been reviewed by the Deputy CAO, Public Services and the Deputy
CAO/Treasurer, who concurs with the recommendations.
9. Conclusion
It is respectfully recommended that the proposed amendment to the Traffic By-law
2014-059, be approved.
Staff Contact: Michelle Chambers, Legislative Services Coordinator, 905-623-3379 ext. 2101 or
mchambers@clarington.net
Attachments:
Attachment 1 – Proposed Amendment including Schedule
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 31
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
The Corporation of the Municipality of Clarington
By-law 2024-XXX
Being a By-law to amend the Traffic and Parking By-law 2014-059, as amended.
Whereas, By-law 2014-059 was enacted by Clarington to regulate traffic and parking on
highways, private property and municipal property;
And whereas the Municipality of Clarington is authorized by the Municipal Act, 2001,
S.O. 2001, c.25 to enact by-laws in respect of highways under its jurisdiction.
Now, therefore the Council of the Municipality of Clarington enacts as follows :
1. That Section 57 of By-law 2014-059, Municipal Safety Zones, be deleted.
2. That “Schedule 20 of By-law 2014-059 – Municipal Safety Zones”, be deleted.
3. That the Set Fine amounts included as Schedule “A” be attached to and form an
integral part of, By-law 2014-059.
Passed in Open Council this XX day of XXXX, 2024.
_____________________________________
Adrian Foster, Mayor
_____________________________________
June Gallagher, Municipal Clerk
Written approval of this by-law was given by Mayoral Decision MDE-2024-XXX dated
XXXX, XX 2024.
Page 32
Schedule “A” – Set Fines
Page 33
Municipality of Clarington
Part II Provincial Offences Act
By-law #2014-059: Traffic By-law
Page 1 of 4
Item Column 1
Short Form Wording
Column 2
Provision
creating or
defining Offence
Column 3
Voluntary
payment
payable within 7
days
Column 4
Set fine
1 Parked/stopped right wheels more than 15cm from curb 10(a) $30 $45
2 Fail to stop/park with right wheels near as practicable to edge of highway 10(b) $30 $45
3 fail to stop/park wholly within parking space 11(a) $30 $45
4 stop/park so as to occupy more than one parking space 11(b) $30 $45
5 stop/park so as to prevent use of adjacent parking spaces 11(c) $30 $45
6 Stop/park so as to obstruct traffic 11(c) $30 $45
7 Stopped on or over sidewalk/footpath 12(2)(a) $50 $75
8 Stopped within intersection/roundabout/crosswalk 12(2)(b) $50 $75
9 Stopped within 15 metres of crosswalk 12(2)(c) $50 $75
10 Stopped, interfere with highway cleaning 12(2)(d) $50 $75
11 Stopped on roadway alongside stopped or parked vehicle 12(2)(e) $50 $75
12 Stopped upon bridge, elevated structure or within tunnel or underpass 12(2)(f) $50 $75
13 stopped on median strip 12(2)(g) $50 $75
14 stop in bus stop, interfere with bus 12(2)(h) $50 $75
15 stopped alongside/across from excavation or obstruction 12(2)(i) $50 $75
16 stopped, interfere with movement of traffic 12(2)(j) $50 $75
17 stopped within 1 metre of driveway or laneway 12(2)(k) $50 $75
18 stopped within 30 metres in advance of traffic signal 12(2)(l) $50 $75
19 stopped within 30 metres in advance of school crossing 12(2)(l) $50 $75
20 stopped within 15 metres beyond traffic signal 12(2)(l) $50 $75
21 stopped within 15 metres beyond school crossing 12(2)(l) $50 $75
22 stopped within 6 metres of commercial entrance 12(2)(m) $50 $75
Note: The penalty provision for the offences indicated above is Section 58 of By-law 2014-059, a certified copy of which has been filed.
Municipality of Clarington
Page 34
Part II Provincial Offences Act
By-law #2014-059: Traffic By-law
Page 2 of 4
Item Column 1
Short Form Wording
Column 2
Provision
creating or
defining Offence
Column 3
Voluntary
payment
payable within 7
days
Column 4
Set fine
23 stopped within 6 metres of industrial entrance 12(2)(m) $50 $75
24 stopped within 6 metres of institutional entrance 12(2)(m) $50 $75
25 stopped within 6 metres of high-density residential entrance 12(2)(m) $50 $75
26 stopped within 15 metres of intersecting roadway 12(2)(n) $50 $75
27 stopped within 30 metres of intersection where signs posted 12(2)(n) $50 $75
28 parked within 1 metre of driveway 13(1)(a) $30 $45
29 parked within 3 metres of fire hydrant 13(1)(b) $50 $75
30 parked within 15 metres of intersection 13(1(c) $30 $45
31 parked within 30 metres of posted intersection 13(1)(c) $30 $45
32 parked on/over boulevard 13(1)(d) $30 $45
33 parked display vehicle for sale 13(1)(e) $30 $45
34 parked for purpose of washing, greasing or repairing vehicle 13(1)(f) $30 $45
35 parked within approach lanes and circle of roundabout 13(1)(g) $45 $60
36 parked within 30 metres in advance of level railway crossing 13(1)(h) $30 $45
37 parked within 15 metres beyond level railway crossing 13(1)(h) $30 $45
38 parked between 3:00 a.m. and 5:00 a.m. 13(1)(i) $30 $45
39 parked longer than 3 hours 13(1)(j) $30 $45
40 parked within turning basin of cul-de-sac 13(1)(k) $30 $45
41 parked within 15 metres of a dead end 13(1)(l) $30 $45
42 parked within 6 metres of commercial entrance 13(1)(m) $45 $60
43 parked within 6 metres of industrial entrance 13(1)(m) $45 $60
44 parked within 6 metres of institutional entrance 13(1)(m) $45 $60
45 parked within 6 metres of high-density residential entrance 13(1)(m) $45 $60
46 parked within 3 metres of a community mailbox 13(1)(n) $30 $45
Note: The penalty provision for the offences indicated above is Section 58 of By-law 2014-059, a certified copy of which has been filed.
Page 35
Municipality of Clarington
Part II Provincial Offences Act
By-law #2014-059: Traffic By-law
Page 3 of 4
Item Column 1
Short Form Wording
Column 2
Provision
creating or
defining Offence
Column 3
Voluntary
payment
payable within 7
days
Column 4
Set fine
47 parked interfere with snow removal 13(1)(o) $45 $60
48 parked on private property without owner's consent 14(a) $30 $45
49 parked in fire route 14(b) $50 $75
50 parked/stopped on municipal property without consent 15(a) $30 $45
51 parked/stopped on municipal property in contravention of conditions 15(b) $30 $45
52 park within 30 metres of intersecting Regional road 16(a) $45 $60
53 park within 8 meters of any fire hall on same side 16(b) $50 $75
54 park within 30 metres of any fire hall on opposite side 16(b) $50 $75
55 park commercial vehicle other than industrial area 18(2) $45 $60
56 stopped where prohibited 21 $50 $75
57 parked where prohibited 22 $45 $60
58 park when time restricted 23 $45 $60
59 parked where location restricted 24(2) $45 $60
60 parked at meter, fail to pay 29 $20 $30
61 parked at expired meter 29 $20 $30
62 parked longer than 3 hours at uncontrolled meter 30 $20 $30
63 fail to park vehicle opposite designated meter 31(1) $20 $30
64 fail to park within designated parking space 33 $30 $45
65 parked at covered meter 34(1) $30 $45
66 parked in loading zone 35 $45 $60
67 stopped in school bus loading zone 45 $50 $75
Note: The penalty provision for the offences indicated above is Section 58 of By-law 2014-059, a certified copy of which has been filed.
Page 36
Municipality of Clarington
Part II Provincial Offences Act
By-law #2014-059: Traffic By-law
Page 4 of 4
Item Column 1
Short Form Wording
Column 2
Provision
creating or
defining Offence
Column 3
Voluntary
payment
payable within 7
days
Column 4
Set fine
68 parked in designated accessible parking space, no valid accessible permit 46(9)(a) $350 $500
69 Stop/park in designated bicycle lane 50(b) $50 $75
70 parked longer than maximum limit at meter 25(a)(b) $20 $30
Note: The penalty provision for the offences indicated above is Section 58 of By-law 2014-059, a certified copy of which has been filed.
Page 37
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: FSD-050-24
Authored by: Jessica James, Manager of Taxation Services
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: 2025 Interim Tax Levy
Recommendations:
1. That Report FSD-050-24, and any related delegations or communication items, be
received;
2. That the By-law attached to Report FSD-050-24, as Attachment 1, be approved; and
3. That all interested parties listed in Report FSD-050-24, and any delegations be
advised of Council’s decision.
Page 38
Municipality of Clarington Page 2
Report FSD-050-24
Report Overview
The Municipality of Clarington levies interim taxes annually before the approval of the final
tax rates to ensure it can meet its financial obligations until the final tax levies are processed.
1. Background
1.1. The Municipal Act, 2001 authorizes a municipality, prior to the adoption of the estimates
for the year, to pass a by-law levying amounts on the assessment of property in the
local municipality for local municipal purposes.
1.2. Historically, the Municipality has passed an interim tax levy in December of the
preceding year to ensure that tax bills are processed in January of the taxation year.
1.3. Section 317(2) allows the by-law to be passed in November or December of the
preceding year (2024) provided the by-law does not come into force until a specified
date in the following year (2025).
1.4. Interim tax bills are divided into two installments: February 20, 2025, and April 17, 2025.
1.5. If Council did not pass the interim tax levy, taxes could not be collected until the final tax
bills were processed in the spring. This delay could result in a cash flow issue for the
Municipality and require taxpayers to pay their taxes in two instalments rather than the
current four (or more if they use pre-authorized payments).
2. Financial Considerations
2.1. An interim tax levy provides cash flow to the Municipality in the first half of the year until
the final taxes can be levied in June and September. This change reduces the risk of
using interim borrowing, which would incur interest costs.
2.2. Interim tax levies also allow taxpayers to spread the annual tax bill over four payments
throughout the year rather than all the taxes being due in the latter part of the year. The
payments could be further spread over twe lve months if the taxpayer signs up for pre-
authorized payments, which provides a constant flow of cash for the Municipality to
meet its financial obligations during the year.
2.3. Taxpayers can pay their taxes at any time prior to the due date, for example pa yment
could be made bi-weekly or monthly. Interest does not start getting charged until, and if,
there is an outstanding balance after a due date.
Page 39
Municipality of Clarington Page 3
Report FSD-050-24
3. Strategic Plan
By collecting interim tax levies, the Municipality will be able to continue to be a leader in
the delivery of municipal services and continue to promote effective and long-term fiscal
management.
4. Climate Change
Not Applicable
5. Concurrence
Not Applicable.
6. Conclusion
It is respectfully recommended that Council approve the 2025 Interim Tax By-law to
ensure that interim tax bills are processed consistent with past timelines and to ensure
that tax revenues can be collected throughout the whole 2025 taxation year.
Staff Contact: Jessica James, CMRP(A), Manager, Taxation Services, 905-623-3379 x2609 or
jjames@clarington.net.
Attachments:
Attachment 1 – Draft by-law to levy interim taxes for 2025
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 40
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2024-0XX
Being a by-law to authorize an Interim Tax levy for 2025.
Whereas the Council for the Municipality of Clarington deems it necessary to pass a
by-law to levy an Interim Rate for 2025 on the whole of the assessment for each
property class in the local municipality as provided for in Section 317 of the Municipal
Act, 2001 as amended;
And whereas Section 317 (2) of the Municipal Act, 2001 as amended, allows a by-law
to levy interim taxes to be passed in November or December of the previous year if it
provides that it does not come into force until a specified day in the following year.
Now therefore the Council of the Municipality of Clarington enacts as follows:
1.That the Council of the Corporation of the Municipality of Clarington is hereby
authorized to levy in 2025 on the whole of all taxable assessment on the property
according to the last revised assessment roll, a sum not to exceed that which
would be produced by applying the prescribed percentage (or 50 per cent if no
percentage is otherwise prescribed) of the total amounts billed to each property
for all purposes in the previous year on the properties that, in the current year,
are in the property class as provided for in Section 317 of the Municipal Act,
2001 as amended;
2. That for the purposes of calculating the total taxes for the previous year under
paragraph 1, if any taxes were levied for only part of the previous year because
assessment was added to the roll during the year, an amount shall be added
equal to the additional taxes that would have been levied if the taxes had been
levied for the entire year;
3.That the interim tax levy rates shall also apply to any property added to the
assessment roll after this by-law is enacted;
4.That all taxes levied under the authority of this By-law shall be payable in
Canadian funds and shall be divided into two equal instalments, the first of
said instalments to become due and payable on or before the 20th day of
February 2025 and the second of said instalments to become due and payable
on or before the 17th day of April 2025 and shall be paid to the Treasurer of
the Corporation of the Municipality of Clarington. Upon payment of any
applicable fee, and if paid on or before the due date imprinted on the bill, taxes
Attachment 1 to Report FSD-050-24
Page 41
may also be paid at most chartered banks in the Province of Ontario;
5.That as Section 342(b) of the Municipal Act, 2001, as amended provides for
alternative instalments and due dates in the year for which the taxes are
imposed other than those established under clause (4) to allow taxpayers to
spread the payment of taxes more evenly over the year. A taxpayer may pay
taxes on a 12-month pre-authorized payment plan payable on the first day of
each month from December to November. In the event of the default of payment
on the pre-authorized payment plan, enrolment in the plan shall be terminated
and the interim tax levy shall be due and payable on the instalment dates as set
out is Section 4 of this by-law;
6. That as provided in Section 345 (2) of the Municipal Act, 2001, as amended if
the taxes or any instalment levied in accordance with this by-law remain unpaid
on the first day of the month following the instalment due dates set out in Section
4 of this by-law, a penalty of one and one quarter per cent (1.25%) will be
imposed on the amount for taxes due and unpaid; and
7.That as provided in Section 345(3) of the Municipal Act, 2001 as amended any
taxes levied pursuant to this by-law that are due and unpaid, interest at the rate
of one and one quarter per cent (1.25%) per month (15% per annum) of the
unpaid taxes shall be levied on the first day of each calendar month for so long
as the taxes remain unpaid.
8.That in accordance with the Municipal Act, 2001, Section 317(2) this by-law shall
be effective on January 1, 2025.
Passed in Open Council this XXth day of December 2024.
_____________________________________
Adrian Foster, Mayor
_____________________________________
June Gallagher, Municipal Clerk
Attachment 1 to Report FSD-050-24
Page 42
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: FSD-051-24
Authored by: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: 2025 Interim Financing By-law
Recommendations:
1. That Report FSD-051-24, and any related delegations or communication items, be
received;
2. That the By-law attached to Report FSD-051-24, as Attachment 1, be approved; and
3. That all interested parties listed in Report FSD-051-24, and any delegations be
advised of Council’s decision.
Page 43
Municipality of Clarington Page 2
Report FSD-051-24
Report Overview
The Municipality of Clarington is required to provide a by-law authorizing temporary
borrowing as part of its banking arrangements with TD Bank. This by-law is an annual
requirement and remains unchanged from prior years. Staff do not anticipate that the
Municipality will draw on this credit facility.
1. Background
1.1 Annually, Council is requested to grant authority to the Mayor and Treasurer to borrow,
temporarily, funds that may be required to meet current expenditures and liabilities of
the Municipality before the receipt of the Municipality's property taxes and other
revenues. These borrowings may be in the form of external or internal sources,
including inter-fund transactions.
1.2 The legal authority for these borrowings is under Section 407 of the Municipal Act, 2001.
It allows municipalities to borrow amounts between January 1 and September 30 not to
exceed 50 per cent of total estimated annual revenues and to borrow amounts between
October 1 and December 31 not to exceed 25 per cent of total estimated annual
revenues. In 2025, the Municipality is able to use the previous year’s revenues as a
calculation because the budget has not yet been adopted.
1.3 Consistent with prior years, the request for authority is $15,000,000. Under current
regulations, the upper limit would be more than $38,403,900 until September and
$19,201,900 from October to December.
1.4 Historically, it has not been necessary for the Mayor and the Treasurer to exercise this
authority. Staff do not plan on utilizing the funds in 2025; however, depending on the
timing of long-term debentures and timing of capital construction starts, short term
borrowing may be required.
2. Financial Considerations
2.1 The Municipality only pays interest expenses on the amount of funds that are borrowed
at any given time. If the Municipality does not borrow funds, there will be no interest
expense incurred.
3. Strategic Plan
Not Applicable
Page 44
Municipality of Clarington Page 3
Report FSD-051-24
4. Climate Change
Not Applicable.
5. Concurrence
Not Applicable.
6. Conclusion
It is respectfully recommended that the temporary borrowing by-law be approved and
authority be provided. This authority provides the Municipality with contingency
borrowing capacity in the event of unknown circumstances related to collecting the
Municipality's revenues. The proposed 2025 limit remains unchanged from 2022.
Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 x.2602 or
tpinn@clarington.net.
Attachments:
Attachment 1 - Draft By-law to authorize temporary borrowing for the year 2025
Interested Parties:
The following interested parties will be notified of Council's decision:
a. TD Bank
Page 45
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
The Corporation of the Municipality of Clarington
By-law 2024-XXX
Being a by-law to authorize the borrowing of $15,000,000 to meet, until taxes are
collected, the current expenditures of the Municipality for the year 202.
Whereas under Section 407 of the Municipal Act, 2001, the Municipality is empowered
to borrow for current expenditures from January 1 to September 30, up to 50 per cent
and from October 1 to December 31 up to 25 per cent, of the estimate revenues for the
year;
Now therefore the Council of the Municipality of Clarington enacts as follows:
1. That the Deputy CAO/Treasurer be hereby authorized on behalf of the
Municipality to borrow from time to time by way of operating line of
credit/overdraft facility, from the Bank holding the Municipality’s banking contract,
(hereinafter called the “Bank”), a sum or sums not exceeding in the aggregate
$15,000,000 to meet until the taxes are collected the current expenditures of the
Municipality for the year, including the amounts required for the purposes
mentioned in Subsection (1) of Section 407 of the Municipal Act, 2001, with
interest at such rate as may be agreed upon from time to time with the Bank
under the banking contract.
2. That all sums borrowed pursuant to the authority of this by-law as well as all
other sums borrowed in this year and in previous years from the Bank for any or
all of the purposes mentioned in the said Section 407, shall with interest thereon,
be a charge upon the whole of the revenues of the Municipality for the current
year and for all preceding years as and when such revenues are received.
3. That the Deputy CAO/Treasurer is hereby authorized and directed to apply in
payment of all sums borrowed as aforesaid, together with interest thereon, all of
the monies hereafter collected or received either on account or realized in
respect of taxes levied for the current year and preceding years or from any other
source which may lawfully be applied for such purpose.
Page 46
4. That the Deputy CAO/Treasurer is hereby authorized to furnish to the Bank a
statement showing the nature and amount of the estimated revenues of the
Municipality not yet collected and also showing the total of any amounts
borrowed under Section 407 of the Municipal Act, 2001, that have not been
repaid.
5. That this by-law shall be effective on January 1, 2025.
Passed in Open Council this ____th day of December, 2024.
_____________________________________
Adrian Foster, Mayor
_____________________________________
June Gallagher, Municipal Clerk
Page 47
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: PUB-019-24
Authored by: Natalie Ratnasingam, Climate Change Response Coordinator
Submitted By: Lee-Ann Reck, Deputy CAO, Public Services
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Corporate Climate Action Plan, 2024
Recommendation:
1. That Report PUB-019-24, and any related delegations or communication items, be
received for information.
Page 48
Municipality of Clarington Page 2
Report PUB-019-24
Report Overview
This report provides the fourth annual update on the Corporate Climate Action Plan (CCAP).
The CCAP is a five-year plan with an update scheduled for 2026. The report includes a
summary of accomplishments from 2024, as well as priorities for 2025. As the updated
Conservation and Demand Management Plan (CDM) 2025-29 was approved this year, a
status report on implementation of the new plan will be provided with the 2025 Annual
Update.
1. Background
Previous Decisions
1.1 On March 2, 2020, the Municipality of Clarington declared a climate emergency,
highlighting its commitment to protecting the community and ecosystems from climate
change by reducing greenhouse gas (GHG) emissions (Resolution: GG-083-20).
1.2 In March 2021, Council endorsed the Clarington Corporate Climate Action Plan (CCAP)
(Resolution: C-085-21). The CCAP contains 116 actions to respond to the impacts of
climate change and establishes corporate GHG emissions reductions targets. The
CCAP sets a target of 35% reduction from baseline 2018 GHG emissions by 2030, and
to achieve net-zero by 2050.
1.3 In December 2023, Council approved the Green Fleet and Equipment Policy
(Resolution: C-159-23), replacing the Electric Vehicle Action Plan (EVAP) with a more
flexible approach to fleet electrification.
2. CCAP Update
2024 Accomplishments
2.1 Since the last update in 2023, Staff have been working on the identified action items. A
table summarizing the completed and in-progress actions are below:
Action CCAP Action
Number
Status
Contract awarded to update the Green
Development Framework
1.25, 1.26, 1.27 Underway
Page 49
Municipality of Clarington Page 3
Report PUB-019-24
Action CCAP Action
Number
Status
Investigating the feasibility of a District Energy
System (DES) in the Courtice Major Transit Station
Area (MTSA)
1.22, 1.24 Underway
GHG Reduction Pathway Feasibility Study 1.11, 1.13, 1.2, 1.22,
1.3, 1.31, 1.4, 1.5,
1.7, 1.9, 1.10, 1.11
Underway
Electric Vehicle (EV) Charging Infrastructure
Installations
1.30 Underway
Creation of a Sustainable Procurement Policy 1.16, 1.7 Underway
Public Education Social Media Campaign 1.23 Underway
e-Waste Initiative in Collaboration with CLMA 1.15 Underway
Climate Action Plan Reserve Fund and Climate
Change Resilience Reserve Fund created
1.17, 1.18, Complete
Sustainable and Resilient Design Standard 1.2, 1.22, 1.28, 3.2,
4.3, 4.4
Complete
Green Fleet and Equipment Policy 1.30 Complete
Update to Clarington Emergency Plan to include
climate-related emergencies
2.6, 2.14 Complete
Climate Change considerations added to Council
Reports
1.21 Complete
Page 50
Municipality of Clarington Page 4
Report PUB-019-24
Action CCAP Action
Number
Status
New Conservation and Demand Management Plan
2025-29 approved by Senior Leadership Team
1.5 Complete
2.2 The Climate Change Response Coordinator also represented the Municipality at the
Durham Climate Roundtable Fall Forum, held by the Brilliant Energy Institute. The event
provided an opportunity for the public to engage directly with local municipalities to learn
about their sustainability initiatives. This format encouraged open dialogue, allowing
community members to better understand local climate goals and actions .
2.3 Staff also attended the Durham Greener Buildings Evening of Recognition to showcase
sustainability initiatives in our municipal buildings. The Municipality won an award for
Best Energy Performing Large Townhall for the Municipal Administrative Centre and
received a Climate Leadership Award in recognition of the GHG Reduction Pathway
Feasibility Study.
2025 Priorities
2.4 Staff are working with the hired Consultants to complete the GHG Reduction Pathway
Feasibility Study, which will outline key strategies to lower emissions across 25
Municipally owned and operated buildings. Once the Study is finalized, it will be
presented to SLT for feedback and refinement. Following the internal review, it will be
presented to Council for final approval.
2.5 A grant application is being submitted through the Local Leadership for Climate
Adaptation (LLCA) initiative, offered by the Federation of Canadian Municipalities’
Green Municipal Fund. The grant will help support a Community Climate Adaptation
Plan. The Plan will include conducting climate risk assessment to identify community-
specific hazards and assess vulnerable infrastructure and develop actions to enhance
community resilience.
2.6 Staff are planning to update the 2018 Urban Forestry Strategy to examine municipal
tree canopy and green spaces, as well as establish targets and a roadmap for urban
areas. The updated Strategy will also look to integrate urban heat island projections into
plans for tree planting activities.
2.7 In 2025, Staff will begin the process of updating the CCAP. This will involve an updated
GHG inventory, revised strategies to meet our targets, and a timeline for implementation
of action items. The new Plan will provide the Municipality with a clear, actionable
Page 51
Municipality of Clarington Page 5
Report PUB-019-24
framework to continue addressing the impacts of climate change and ensure we remain
on track to reach our climate targets.
3. Financial Considerations
3.1 Projects related to the implementation of the CCAP will be funded in part by the Climate
Change Professional Fees account, and the Climate Action/Climate Change Resilience
Reserve Funds, as appropriate.
3.2 As grants become available, Staff will continue to prepare applications to offset costs
where possible. In 2024, Staff have successfully applied for and received close to
$300,000 to offset the cost of the Municipality’s sustainability initiatives.
4. Strategic Plan
G.4.2. Be a leader in anticipating and addressing the impacts of climate change.
5. Climate Change
The work summarized in this report supports the Municipality’s work to reduce corporate
GHG emissions and to improve both overall community resilience in the face of a
changing climate.
6. Concurrence
Not Applicable.
7. Conclusion
It is respectfully recommended that Council receive this report for information.
Staff Contact: Natalie Ratnasingam, Climate Change Response Coordinator, 905-623-3379 x.
2429 or nratnasingam@clarington.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 52
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: CAO-009-24
Authored by: Amanda Welsh
Submitted By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Status update on Outstanding Resolutions of Council
Recommendation:
1. That Report CAO-009-24, and any related delegations or communication items, be
received for information.
Page 53
Municipality of Clarington Page 2
Report CAO-009-24
Report Overview
As part of Report CAO-003-23, which provided an update on outstanding resolution from the
2018-2022 term, Council directed the CAO to report semi-annually, a status update on
outstanding resolutions.
To date there are 11 outstanding resolutions, 1 carried over from 2023 and the remainder
from this year. This report provides a complete list of the outstanding resolutions, a status
update for each and an expected timeline to report back to Council.
1. Background
1.1 On January 9, 2023 Council passed resolution # GG-008-23, that the CAO report semi-
annually a status update on outstanding Resolutions of Council.
1.2 This report identifies the outstanding resolutions, a status update for each and the
scheduled timeframe for completion.
2. Outstanding Motions, Status and Recommendations
Council request for Staff Report - Municipal Payment Modernization
2.1 At the June 26, 2023 Council Meeting, the following motion was carried:
Resolution #C-093-23
That Report LGS-023-23, Municipal Parking Payment Modernization be referred back to
the CAO's Office, and that staff report back on machines that accept debit/credit or
debit/credit/cash in additional to the mobile app; and
That the Bowmanville BIA be engaged in the process.
2.2 Staff are in the process of procuring machines that accept various methods of payment
and plan on reporting back to Council once the procurement and installation has taken
place.
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Report CAO-009-24
District Energy System
2.3 At the General Government Committee meeting on February 5, 2024 the following
motion was carried:
Resolution # GG-001-24
Whereas at the Council Meeting of January 24th, 2024, Regional Council endorsed in
principle the concept of a district energy system (DES) in the Courtice Transit -Oriented
Community (CTOC) that leverages waste heat from Regional infrastructure in the
adjacent Clarington Energy Park;
And whereas district energy is a strategic priority for building sector decarbonization
with the potential to contribute more than 15 percent of total GHG emissions reductions
by 2050, making it one of the top decarbonization strategies for Durham Region;
And whereas this is a unique opportunity for the Region of Durham and Clarington to
work with utilities and landowners to demonstrate leadership in a major transit -oriented
development initiative surrounding the future Courtice GO Station;
Now therefore be it resolved that the Municipality of Clarington collaborate with the
Regional Municipality of Durham to integrate the DES concept into the CTOC
Secondary Plan; and
That a copy of this resolution be forwarded to the Regional Municipality of Durham an d
Association of Municipalities of Ontario
2.4 Planning and Development Staff continue to collaborate with the Region of Durham on
the district energy portfolio.
Council Request for Staff Report - Parking on Clarington Streets
2.5 At the Planning and Development Committee meeting on March 18, 2024 the following
motion was carried:
Resolution #PD-024-24
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.
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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.
2.6 A general amendment to the Zoning By-law was made in June 2024 to address parking
concerns. Research is underway for the review of parking opportunities within existing
neighbourhoods and to implement methods to improve parking conflicts through
additional signage. Planning and Infrastructure, Development Engineering and Public
Services, Public Works Staff are working together to include amendments to the
Boulevard By-law.
Council Request for Staff Report – Collaboration with Bethesda House regarding
Intimate Partner Violence (IPV) Epidemic
2.7 At the General Government Committee meeting on May 6, 2024 the following motion
was carried:
Resolution #GG-072-24
That the Delegation of Laura Burch, Executive Director, Bethesda House, Regarding
the Intimate Partner Violence Epidemic, be received;
That Staff engage with Bethesda House to review their recommendations to compare
with Clarington's IDEA Plan; and
That Staff report back on the collaboration with Bethesda House.
2.8 Staff have prepared Report LGS-039-24 Intimate Partner Violence – Support of
Bethesda House for the December 2 General Government Committee meeting.
2.9 The Community Funding program has been expanded to provide opportunities to fund
Community Safety initiatives, which could include initiatives addressing Intimate Partner
Violence.
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Council Request for Staff Report – Garbage Receptacles in the Downtown Core
2.10 At the General Government Committee meeting on October 7, 2024, the following
motion was carried:
Resolution #GG-160-24
Whereas there have been a growing number of complaints from residents and
businesses concerning the amount of litter in the downtown core and the downtown
core is a major driver of economic activity and current trash receptacles may be
insufficient to address the growing challenge;
Therefore be it resolved that Staff be directed to study the feasibility and cost of adding
receptacles – or replacing existing receptacles – to better address this challenge.
2.11 In conjunction with the BIA, Staff have identified locations to add more split receptacles
through the external vendor. The service contract with the external vendor is expiring at
the end of 2024. Staff will include additional garbage receptacle locations as part of the
approval process for the new contract.
Council Request for Staff Report – Non-Property Tax Revenue
2.12 At the General Government Committee meeting on October 7, 2024, the following
motion was carried:
Resolution #GG-163-24
Whereas, the Municipality of Clarington is a growing community with increasing
financial needs; and
Whereas, the Municipal Act, 2001 legislates how the Municipality may earn revenue;
Now therefore be it resolved that Staff report back to the January 13, 2025, General
Government Committee meeting, on the non-property tax revenue options available to
the Municipality, an overview on the required process for implementation and required
resources.
2.13 Finance and Technology staff are preparing to bring a report to the January 13 General
Government Committee meeting.
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Council Request for Staff Report – Update Kennel and Noise By-law
2.14 At the General Government Committee meeting on March 4, 2024 the following motion
was carried:
Resolution #GG-013-24
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.
2.15 At the time of this Council Resolution, it was noted that Municipal Law Enforcement
(“MLE”) was currently reviewing several other by-laws as directed by Council, and that a
response would take some time. In hindsight, this delegation should have been
disallowed because the substance of the request was essentially a by-law complaint.
There has been ongoing action by MLE in respon se to noise complaints from Sandra
Kearns, and a formal update will be presented to Council at an upcoming meeting.
Council Request for Staff Report – Open Air Burn By-law
2.16 At the General Government Committee meeting on October 7 2024, the following
motion was carried:
Resolution #GG-157-24
That Report PUB-015-24, be referred back to Staff, to report back by the end of the
year, incorporating scenarios two and three, stated in Report PUB -015-24, so both
urban and rural residents can burn on their property; and
That Staff review the size of the fire pits, respecting fire bans, and permitting.
2.17 Public Services, Emergency and Fire Services Staff are preparing a report on the Open
Air Burn By-law for the January 13 General Government Committee meeting.
Council Request for staff to coordinate with the organizers of the Clarington Polar Bear
Plunge
2.18 At the General Government Committee meeting on October 7, 2024 the following
motion was carried:
Resolution #GG-159-24
That Item 7.1, Correspondence from Nancy and Hugh Towie, Regarding Clarington
Polar Bear Swim - January 1, 2025, be referred to Staff.
2.19 Staff are working with user group to issue permit and ensure appropriate Municipal
Resources are arranged for the event.
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Council Request for Staff Report – Municipal Affordable Housing Development
2.20 At the Planning and Development Committee meeting on October 21, 2024 the
following motion was carried:
Resolution #PD-069-24
That the Delegation of Daniel Segal, Segal Construction, Regarding Municipal Housing
Development, be referred to Staff.
2.21 Planning and Infrastructure Staff have reached out to Mr. Segal to arrange a meeting to
further discuss Municipal Housing Developments. Mr. Segal has expressed interest in
having Regional Staff in attendance, a coordinated meeting will take place in early
2025.
Council Request to come up with appropriate recognition for the Marigold Hospice
Board
2.22 At the General Government Committee meeting on November 4, 2024, the following
motion was carried:
Resolution #GG-165-24
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.
2.23 Staff are currently working with the Hospice Board and Communications on how to best
move forward.
3. Financial Considerations
Not Applicable.
4. Strategic Plan
These outstanding resolutions cover a broad cross section of items within the Strategic
Plan.
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5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the applicable Deputy CAO’s who concur with the
recommendation.
7. Conclusion
It is respectfully recommended that Council receives the report for information.
Staff Contact: Amanda Welsh, Executive Assistance to the CAO 905 -623-3379 x2018 or
awelsh@clarington.net
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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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: LGS-040-24
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary-Anne Dempster, CAO Resolution#:
Authored by: Lindsey Turcotte, Committee Coordinator
File Number: By-law Number:
Report Subject: Municipal Service Boards Terms of Reference Update
Recommendations:
1. That Report LGS-040-24, and any related delegations or communication items, be
received;
2. That the By-law attached to Report LGS-040-24, as Attachment 1, to repeal By-law
2008-039, and to establish the Tyrone Hall Board, be approved;
3. That the By-law attached to Report LGS-040-24, as Attachment 2, to repeal By-law
2008-038, and to establish the Solina Community Hall Board, be approved;
4. That the By-law attached to Report LGS-040-24, as Attachment 3, to repeal By-law
2014-094, and to establish the Newcastle Village Community Hall Board, be
approved;
5. That Peter Martin, and Vincent Wong, on the Newcastle Village Com munity Hall
Board, whose terms have expired, be thanked for their work on the Board;
6. That the resignations of Crystal Yaki and Barry Carmichael from the Newcastle
Village Community Hall Board, be received with thanks;
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7. That the appointment of Janeen Calder, to the Newcastle Hall Board, be extended
until December 31, 2026, or until a successor is appointed;
8. That the Committee consider the applications for appointments to the Newcastle
Village Community Hall Board, and that the vote be conducted to appoint the citizen
representatives, in accordance with the Appointment to Boards and Committees
Policy;
9. That the Appointment to Boards and Committee Policy, now named the
Board/Committee Management Policy attached to Report LGS-040-24, as
Attachment 5, be approved; and
10. That all interested parties listed in Report LGS-040-24, and any delegations be
advised of Council’s decision.
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Report Overview
This report details recommended changes to the Municipal Service Boards’ Terms of
Reference to provide a standardized and consistent governance approach. Additionally, this
report provides changes to the Clarington Appointment to Boards and Committees Policy.
1. Background
1.1 Section 196 of the Municipal Act, 2001 authorizes a municipality to establish a Municipal
Service Board and provides that a municipality may give a Municipal Service Board the
control and management of such services and activities of the municipality as the
municipality considers appropriate and shall do so by delegating the powers and duties
of the municipality to the Board.
1.2 The Municipality of Clarington has four Municipal Service Boards (MSBs): Newcastle
Village Community Hall Board, Newcastle Arena Board, Tyrone Hall Board, and Solina
Hall Board.
1.3 The Terms of References for the MSBs have not been comprehensively reviewed since
2014 (although there have been slight amendments). The Advisory Boards/Committees
have had their Terms of Reference updated within the past year. MSBs are slightly
different in that their Terms are set out in their establishing by-law.
2. Terms of Reference Review
2.1 There have been many changes in technology, governance, accountability, and general
procedures since 2014. Therefore, the best approach to account for the changes is to
create a standardized template for the MSB’s. The template addresses issues and
inconsistencies between the Board’s and provides better governance, and
understanding for both the municipality and the MSB, including improved efficiency and
effectiveness.
2.2 The template includes definitions, delegation, board mandate and responsibilities,
municipality responsibilities, board composition, board member qualifications, term
length, remuneration, election of positions, conduct of board members, absences,
resignations, chair and vice-chair, responsibilities and obligations, conflict of interest,
frequency of meetings, quorum, land acknowledgment statement, procedure and rules,
electronic participation, open meetings, public participation and delegations, agendas
and minutes, relationship with the municipality, insurance, budget, and
purchasing/procurement policy.
2.3 The updated draft Terms of Reference (TOR) was provided to the Boards in July 2024.
Since then, the Boards have reviewed and provided comments/changes for Staff to
review.
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Changes applicable to all Boards
2.4 Staff Liaison – Staff recommend including a Staff Liaison for each MSB. The Staff
Liaison is a representative from the Public Services Department who will attend board
meetings as a non-voting resource person when requested and provides a link between
the MSB and the Municipality. The benefit to the MSB is having a single point of contact
at the Municipality.
2.5 Term Length – the term lengths are inconsistent between the MSBs; therefore, Staff
recommends appointing members for a term that runs concurrent with the term of
Council, or until their successor is appointed, similar to the Advisory Boards /
Committees. Staff do not recommend staggering terms because it does not achieve
what is desired or expected and adds additional administrative work that is not needed
as turnover on the Boards and Committees occurs naturally. In 2024 there were 19
resignations, not including any term expiries or added members due to the Terms of
Reference updates. Board / Committee members may resign at any time and often do
so for various reasons, which results in a constant turnover of members. If the goal is to
keep some member knowledge on the Board, Council often reappoints members who
have sat on the Board previously, which achieves that same result as staggered terms.
2.6 Hall Use by Municipality – Staff have added a clause that states the Municipality can
use the facility, when available, at no cost, in consultation with the Board. This could be
used for delivering recreational programming, to the benefit of the community. The
Municipality will cover any expenses associated with the use of the facility.
2.7 Snow Clearing and Grass Cutting Responsibilities – Staff from the Community Services
Division provided the Boards flexibility with delivering winter maintenance and grass
cutting. The Municipality will reimburse the Newcastle Village Community Hall Board for
winter maintenance and Solina Hall Board for grass cutting, and the Municipality is
responsible for winter maintenance and grass cutting at the Tyrone Hall Board.
3. Newcastle Hall Board
3.1 Staff are recommending the composition be changed from three directors appointed by
Council and two Directors elected from among citizens of Newcastle Village to seven
voting members (six citizens and one Member of Council), appointed by Council through
the regular appointment process.
3.2 Staff are also recommending the qualifications for Members be changed from a citizen
of the Village of Newcastle to a citizen of the Municipality of Clarington. To reflect this
change, the map attached to the by-law as Schedule A will be removed. Although this is
a departure from the past, it provides clarity on the appointments to the Board (i.e. no
need to determine how an “election” is conducted; no need to determine what the
boundaries of “Newcastle” are; there is a wider pool of people who could be appointed)
and is consistent with the other MSBs. Typically, what we see with other MSBs, the
applicants for appointment to the Board are residents local to the area and/or have a
particular vested interest.
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3.3 Currently, the Board has three members (Barry Carmichael, Peter Martin, and Vincent
Wong) whose terms expire on December 31, 2026. Additionally, Crystal Yaki, who was
elected by the Community, for a term ending December 31, 2025, has resigned as of
December 31, 2024. If the composition and appointment process outlined in this report
is approved, Staff are recommending that the current members be appointed for the
remainder of the Council term. Staff have contacted Janeen Calder, who has agreed to
extending her term from December 31, 2025, to December 31, 2026, to align with the
other Board members.
3.4 That leaves four vacancies on the Board, so Staff are recommending that four members
be appointed, for a term ending December 31, 2026, or until a successor is appointed. If
the TOR is approved, there will no longer be a requirement to appoint citizens wit hin the
Village of Newcastle. The following have put forward an application, which has been
attached as a Confidential Attachment 6:
Barry Carmichael
Deanna Frost
Peter Martin
Sean McNamara
Travis Woodbeck
3.5 Staff are recommending removing the Legacy Funds section from the by-law. The
Montague (for use and benefit of the Hall) and Rinch (for maintenance, improvements,
and preservation of the Hall) Trusts are under the municipality’s responsibility and
management and, therefore not required in the By-law as the Board does not manage
the funds. The funds are still accessible by request of the Board. The removal of this
section does not change the financial relationship between the Board and the
municipality.
3.6 Removal of the Will/Debenture - The historical documents were reviewed by the Deputy
CAO/Solicitor and the Treasurer and were deemed not applicable to the current
governance. The fundamental change happened in 1974 when the Regional
Municipality of Durham Act was passed, and everything was transferred from the Village
of Newcastle to the Town of Newcastle and then ultimately Clarington. This change
fundamentally dissolved the “binding to the 1923 Indenture”. Although this is a departure
from previous legal reviews/interpretations, it should not have a bearing on how the
Board will continue to do its work. Although the indenture conveyed the building and the
trusts, it should no longer tie us to the governance. It should also be noted that the
building and the trusts were given to the “Corporation of the Village of Newcastle” (i.e.
not the Board), and by extension, the Municipality of Clarington. Additionally, it was the
municipality that established the Board under the Community Centres Act in 1959, and
subsequently has been treated as a Board of Council. Although we are honouring the
spirit of the Indenture, we will not be following the initial governance model. The general
intent of the indenture/will/donations was to provide a Hall in Newcastle for the public,
which is still being maintained.
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3.7 Role of the Board - The Board is a group of people appointed to have certain
responsibilities (as a Municipal Service Board under the Municipal Act) which includes
the control and management of the property/hall. Their roles are determined by Council,
and do not necessarily extend to concerns about a 100-year-old conditional donation.
The responsibilities of the Board are outlined in the Terms of Reference and are
consistent with the original intent to have a hall m anaged by residents, but where the
property and the trust remain with the Municipality.
3.8 The Board reviewed the TOR and provided the comments as outlined in Attachment 4
which Staff have responded to.
4. Tyrone Hall Board
4.1 Composition changed from “appropriate number of directors” to seven total (six citizens,
one Member of Council). Staff believe that, to go any larger, is to invite problems with
obtaining quorum. Boards should be reminded that the role of the board is to set policy.
If more persons are needed to carry out the policy, this can be done as volunteers, but
they do not need to be voting members of the Board.
4.2 Staff clarified questions regarding quorum, the Municipality using the hall, and
dissolution of the Board.
4.3 The Tyrone Hall Board reviewed the TOR and provided the following comments:
Section Tyrone Hall Board Comments Staff Response
Board
Qualifications
Requirements to include “historical”
board members who no longer live
in Clarington.
The Clarington resident requirement is
consistent with all our Boards and
Committees and is our standard for
Council appointments. However, those
citizens (not Clarington residents) can still
help the board and be volunteers.
Volunteers can still help fulfill board tasks
but can’t be appointed to the Board or
vote on decisions of the Board.
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Section Tyrone Hall Board Comments Staff Response
Absences Concerns with “Notifying the Chair
of an absence within 24 hours in
advance of a meeting” as
sometimes members are unable to
comply within that timeframe. The
Board assumed the member could
not attend future meetings.
Therefore, they requested to add
“When possible”.
There is no “punishment” if a member
doesn’t notify the Chair within 24 hours
and it does not mean the member cannot
attend future meetings. This requirement
is more of a courtesy to the other
Members of the Board.
If the Members know that they won’t meet
quorum, they will know in advance that
the meeting is cancelled or rescheduled,
and they can make other plans for that
time. This is a standard that we believe is
reasonable and Members should try to
adhere to, but if it’s not met, Staff are
certain the other Members will
understand.
5. Solina Hall Board
5.1 Composition changed from “six persons and one member of whom shall be a Member
of Council” to seven total members (six citizens, one Member of Council).
5.2 Staff provided clarification regarding the new sidewalk on Concession Road 6, the Staff
Liaison, position papers, and resignations.
5.3 The following are the comments from the Board:
Section Solina Hall Board Comments Staff Response
Definition Request to include Canteen and
Picnic Shelter to the definition.
Staff have added this in.
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Section Solina Hall Board Comments Staff Response
Term Length Suggestion to have staggered
terms. The Board has concerns
regarding the entire board
changing in the same year,
affecting the consistency of the
Board. They would like to see at
least one experienced member on
the board at all times.
Staggered terms do not achieve what
is desired or expected.
Board/Committee members may
resign at any time and often do for
various reasons. Therefore, there is
usually a constant turnover of
members. If the goal is to keep some
Member knowledge on the Board,
Council often reappoints members
who have sat on the Board previously,
which achieves that result anyway.
Staggered terms add additional
administrative work that is not needed
as it occurs naturally. This is also
explained in Section 2.5 of this report.
6. Newcastle Arena Board
6.1 The Newcastle Arena Board has reviewed the draft Terms of Reference and cannot
concur at this time. The Board is now under review by the Community Services Division,
arising from questions/concerns from the Board. Staff have received one resignation
from the Board, however, it is not recommended to fill the vacancy at this time, until the
review is complete.
7. Appointment to Boards and Committee Policy
7.1 At the November 8, 2021, General Government Committee meeting, the Boards and
Committees Appointment policy was approved. Since that time, Council passed the
Clarington Policy System, therefore, Staff have updated the policy to the new template ,
including changing the Policy name to “Board/Committee Management Policy”. The
following outlines the additional changes that have been incorporated.
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Section Current Policy Text Suggested
Amendment/Addition
Scope Staff are recommending the following be
added:
“This policy applies to the Clarington
Advisory Committees, Municipal Service
Boards, and other Committees that
Council makes appointments to”.
Definitions Staff have added in definitions for
Advisory Committees, Municipal Service
Boards, and Other Committees.
Council Review of
Clarington
Boards/Committees
Staff are recommending the following
section be added to provide Council an
opportunity to review the
Boards/Committees before appointing
members to them:
“At the beginning of the Council term,
Staff shall bring forward a report
containing Clarington Board/Committee
background information for Council
review to determine the
Board/Committees for the current term.
This report will include the mandatory
Boards/Committees (i.e. Accessibility
Advisory Committee and Municipal
Service Boards) for information only.”
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Section Current Policy Text Suggested
Amendment/Addition
Vacancies “The Committee Coordinator shall
contact any unsuccessful
applicants to see if they are still
interested in sitting on the
board/committee. If they wish to
put forward their application and,
if there are enough qualified
applicants to fill the vacancy
positions, the vacancy will not be
advertised, and a report will go
directly to the GGC meeting”.
Staff are recommending that the current
text be deleted and replaced with the
following to ensure all applications are
consistent with the most up-to-date
application form and provide residents
an additional opportunity to submit an
application. This could occur years after
the original appointments and some
residents may not have been aware
when the position was first available, or
may have not been interested then but
are now. Re-advertising may also give
Council a greater selection of
candidates to choose from.
“The Committee Coordinator shall
contact any unsuccessful applicants to
notify them that there is a vacancy. The
vacancy will be advertised, and a report
will go directly to the GGC meeting. If
the unsuccessful applicants are still
interested, they will be directed to
submit a new application.”
Vacancies N/A Staff are recommending the following
section be added:
If the appointed member declines their
appointment, Staff will not re-advertise
for the position and shall bring forward
the current applications at the next
General Government Committee
meeting for Council consideration.
Applications “In the final month of a Term of
Council, the Committee
Coordinator shall ensure that the
opportunity for appointments to
boards and committees is
advertised as deemed appropriate
by the Municipal Clerk”.
As a result of the inclusion of the
Council Review of Clarington
Boards/Committees (above), Staff are
recommending removing the words “In
the final month of a Term of Council”
and replacing it with the following:
“Once the Board/Committees are
confirmed”
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Section Current Policy Text Suggested
Amendment/Addition
Applications N/A Staff are recommending the following
section be added:
“Each candidate for a Board/Committee
shall be at least eighteen (18) years of
age, on the date of appointment, unless
otherwise specified in the Terms of
Reference of the Board/Committee. Paid
employees of the Board / Committee
and Municipal employees are ineligible
to be a member of the Board”.
Applications “If an application is received after
the deadline, but prior to the start
of the meeting, the application will
be forwarded to Members of
Committee and noted as “late”,
where possible, as determined by
the Municipal Clerk”.
Staff are recommending the current text
be deleted and replaced with the
following to avoid additional
administrative work and ensures
equality:
Late applications will be kept on file but
will not be processed for the current
vacancy.
Applications “advertised in the local
newspapers, if available, on the
Municipal website, the Clarington
Volunteers website, and social
media”.
Staff are recommending changing the
current wording to the following:
“advertised as deemed appropriate by
the Municipal Clerk.”
Staff intend to advertise as usual,
provided such avenues are available
(i.e. local newspapers).
Evaluation “Applications for vacancies to the
Clarington Public Library will
include a skills matrix prepared by
the Library CEO”.
Staff are recommending changing the
current text with the following:
“The responsible department for the
Board/Committee may prepare a
recommendation to be included in the
agenda”.
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Section Current Policy Text Suggested
Amendment/Addition
Voting The Municipal Clerk, or designate,
shall record the vote by asking
each Member of Council for their
vote verbally and adding it to the
tracking document. The totals for
the vote are calculated after each
Member of Council has voted.
It has been the practice to start with the
Board / Committee Council
representative. Therefore, Staff have
imbedded the wording into the Policy as
follows:
“The Municipal Clerk, or designate, shall
record the vote by asking each Member
of Council for their vote, starting with the
Council Representative for the Board /
Committee, verbally and adding it to the
tracking document.”
8. Financial Considerations
Not applicable.
9. Strategic Plan
The recommendations of this report are consistent with L.1.3 of the Strategic Plan to
empower Staff to identify opportunities to improve efficiency and effectiveness and
strengthening existing and build new partnerships with upper levels of government,
academia, businesses, community groups, and other sectors.
10. Climate Change
Not applicable.
11. Concurrence
This report has been reviewed by the Deputy CAO, Public Services, Deputy
CAO/Treasurer, and the Director of Community Services, who concurs with the
recommendations.
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12. Conclusion
It is respectfully recommended that Committee approve the Terms of References for the
Municipal Service Boards and the Clarington Appointments to Boards and Committees
Council Policy.
Staff Contact: Lindsey Turcotte, Committee Coordinator, 905-623-3379 ext. 2106 or
LTurcotte@clarington.net.
Attachments:
Attachment 1 – Tyrone Hall Board By-law
Attachment 2 – Solina Hall Board By-law
Attachment 3 – Newcastle Village Community Hall Board By-law
Attachment 4 – Newcastle Village Community Hall Board Comments
Attachment 5 – Board/Committee Management Policy
Attachment 6 – Confidential Application Package for Newcastle Village Community Hall Board
(Distributed Under Separate Cover)
Interested Parties:
The following interested parties will be notified of Council's decision:
Newcastle Arena Board
Solina Hall Board
Tyrone Hall Board
Newcastle Village Community Hall Board
Page 73
Attachment 1 to Report LGS-040-24
The Corporation of the Municipality of Clarington
By-law No. 2024-XXX
Being a By-law to establish a Municipal Service Board to operate a Community
Hall in Tyrone in the former Township of Darlington, now in the Municipality of
Clarington and to repeal By-law 2008-039.
Whereas Section 196 of the Municipal Act, 2001 authorizes a municipality to establish a
Municipal Service Board;
And whereas Section 198 of the Municipal Act, 2001 provides that a municipality may
give a Municipal Service Board the control and management of such land services and
activities of the municipality as the municipality considers appropriate and shall do so by
delegating the powers and duties of the municipality to the Board;
And whereas Council approved the recommendations in Report LGS -040-24 to update
the By-law and Terms of Reference for the Tyrone Community Hall Board;
Now therefore the Council of the Corporation of the Municipality of Clarington enacts as
follows:
Definitions
1. “Tyrone Community Hall” means the property located at 2716 Concession Road 7,
Hampton, Ontario, and includes the Community Hall building interior, and adjacent
parking lot.
Delegation
2. In accordance with section 196 of the Municipal Act, 2001, as amended, a municipal
service board is hereby established under the name of “The Tyrone Community Hall
Board” (the “Board”) and is delegated with the responsibility for control and
management of the Tyrone Community Hall.
Board Mandate and Responsibilities
3. The Board is responsible for the general maintenance, care, and use of the Tyrone
Community Hall and the cost of all utilities for the Tyrone Community Hall.
4. If the Board desires to make any alterations or additions to the Tyrone Community
Hall, including but not limited to erecting partitions, attaching equipment and
installing furnishings, the Board may do so at its own expense, provided that before
undertaking any alteration or addition, the Board submits to the Municipality a plan
showing the proposed alterations or additions and the Board shall not proceed to
make any alteration or addition unless the Director of Community Services or
designate has approved the Plan. AII alterations and additions made by or on behalf
of the Board shall immediately become property of the Municipality without
compensation to the Board. Page 74
By-law No. 2024-XX Page 2
5. The Board shall promptly notify the Municipality of any accident, defect, damage , or
deficiency in or on any part of the Tyrone Community Hall which comes to the
attention of the Board.
6. It is the Board’s responsibility to hire any employees and administer any human
resource matters, including payroll to be paid for out of the Board’s budget. Any
employee of the Board will be considered an employee of the Board and will be
subject to the appropriate laws and regulations regarding employment and will not
be considered an employee of the Municipality of Clarington under any
circumstances.
7. The Board shall always maintain the Tyrone Community Hall in an orderly and
hygienic condition as determined by the Municipality. The Board shall keep the
Tyrone Community Hall in a clean condition and shall obtain at its expense janitorial
services.
8. The Board shall be responsible for such day-to-day repair and maintenance of the
Hall as are proper or necessary to keep the Hall clean and in good condition. For
state-of-good repair needs beyond this, the Board should notify the municipal staff
designated, by submitting on-line service requests.
Municipality Responsibilities
9. The Municipality shall retain responsibility for structural repairs or replacements to
the roof, foundation or load-bearing walls, building envelope and/or the mechanical
equipment associated with the Tyrone Community Hall. The Municipality retains
absolute and sole discretion for decisions relating to such repairs or replacements,
and all expenditures shall have budgetary approval by the Municipality.
10. The Municipality shall be responsible for grass cutting and winter maintenance
including snow removal for this property.
Board Composition
11. The Board shall be comprised of the following seven members, appointed by
Council:
Six citizen members; and
1 Member of Council.
12. Board tasks can take place using voting members and volunteers, without creating a
subcommittee or working group.
13. The Public Services Department of the Municipality shall assign a representative
who will act as a Staff Liaison to the Board. As the Municipal Staff Liaison, this
individual will attend Board meetings as a non-voting resource person when
requested.
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By-law No. 2024-XX Page 3
Board Member Qualifications
14. To be eligible to serve, a Board member must be a resident of the Municipality of
Clarington.
Term Length
15. Board membership shall run concurrent with the term of Council (4 years) or until
their successor is appointed.
16. In accordance with Section 196(4) of the Municipal Act, the members of the Board
are eligible for appointment for more than one term.
Remuneration
17. Board members serve on a voluntary basis and do not receive any form of
remuneration.
Election of Positions on the Board
18. The Board shall elect a Chair, Vice-Chair, Treasurer, and Secretary annually, from
among its voting membership. Members of Council sitting on the Board are not
eligible to fill the position of Chair or Vice-Chair, except as Election Chair, as outlined
in this By-law.
19. Before the election of Chair, a Council member shall be the Election Chair during the
election portion of the meeting. Once the Chair is elected, they may take the Chair
and conduct the other elections and the remainder of the meeting. See Schedule A
for the Election Process.
20. If any of the elected positions become vacant, a new election shall be held for that
position for the duration of the year. If the Vice-Chair becomes vacant, the Chair
may appoint a member of the Board as Interim Vice -Chair until a new Vice-Chair can
be elected. The elections, when required, will be held at the next meeting of the
Board in accordance with the process set out in Schedule A.
Conduct of Board Members
21. Each member of the Board shall have one vote.
22. The Chair, or a spokesperson/member appointed by the Board, may speak on
behalf of the Board to Council or the public. Other members shall not act, or speak,
on behalf of the Board without prior approval of the Board.
23. The Board, or its members, shall not issue petitions, resolutions, or position papers
on behalf of the Board unless specifically authorized by Council resolution.
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By-law No. 2024-XX Page 4
24. The Board, and its members, shall also not act outside of the mandate of the Board.
Should the Board wish to comment on an issue that is within the mandate of another
Council committee or Board, the Chair shall consult with the responsible Staff
Liaison(s) and the Chair of the other committee or Board.
25. The Board, by resolution, may request that Council remove a Member from the
Board, by providing a brief explanation of the request within a recommendation in
the Board’s minutes (which may include closed session.)
Absences
26. Members unable to attend a Board meeting shall notify the Chair at least 24 hours in
advance of the meeting.
27. If a member is absent for three consecutive meetings, or who fails to attend fifty (50)
per cent of the meetings, held in any one calendar year, the Board, by resolution,
and having regard for any personal, medical, or extenuating circumstances, may
request that Council remove the Member, including a Member of Council, from the
Board.
28. Members unable to attend a meeting cannot send a n alternate.
Resignations
29. Members who wish to resign shall notify the Chair, and the Municipal Clerk, in
writing, of the resignation. The Chair shall notify, either by email, or on an agenda,
the other members of the resignation but shall not give details of the resignation
other than timing.
30. Council may appoint new members to the Board to fill any vacancies, as required, in
accordance with Clarington’s “Appointment to Boards and Committee’s Policy”.
Chair and Vice-Chair
31. It shall be the duty of the Chair to:
a) provide leadership to the Board;
b) ensure that the Board carries out its mandate and responsibilities;
c) act as the primary liaison between the Board, Council, Clarington Staff and
Members of the Public.
d) set the meeting dates and agendas items, with input from Members;
e) provide information to Members on any matter relating to the business of the
Board;
f) open the meeting by taking the Chair and calling the members to order;
g) announce the business before the Board and the order in which it is to be
acted upon; Page 77
By-law No. 2024-XX Page 5
h) receive and submit, in the proper manner, all motions presented by the
Members;
i) enforce the rules of procedure for meetings of the Board; and
j) adjourn the meeting when the business is concluded.
32. The Chair may eject any person, including another Board member, from a meeting if,
in the opinion of the Chair, that person is being disruptive or uncivil.
33. If the Chair is temporarily absent, or the position becomes vacant, the Vice-Chair will
assume the position and responsibilities of the Chair until a new Chair is elected.
Responsibilities and Obligations of Members
34. A member of the Board shall have the following duties:
a) to deliberate on, and execute, the mandate and responsibilities of the
Board;
b) to attend meetings and work activities;
c) to vote when a motion is put to a vote; and
d) to read, understand, and abide by applicable laws, policies, procedures, and
rules, including the Code of Conduct, and any guidelines for the Board.
Conflict of Interest
35. A conflict of interest may arise for Board members when their personal or business
interest conflict with the duties and decisions of the Board. The municipal conflict of
interest requirements as defined by the Municipal Conflict of Interest Act, R.S.O.
1990, c. M.50 will apply to the Board. A Board member must disclose any potential
or perceived conflict of interest and shall remove themselves from the meeting for
the duration of the discussion and voting (if any) with respect to that matter.
Frequency of Meetings
36. The Board shall meet a minimum of four times annually.
Quorum
37. Quorum shall be a simple majority of the total number of currently appointed Board
members (i.e. 50% plus one). If there is no quorum after 15 minutes of the
scheduled start time, the meeting shall be cancelled and/or rescheduled.
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By-law No. 2024-XX Page 6
Land Acknowledgement Statement
38. In recognition of a necessary first step towards honouring the original occupants of a
place, and to recognize the traditional First Nations, Metis and/or Inuit territories of a
place, and to commemorate Indigenous peoples' principal kinship to the land . The
Land Acknowledgement Statement, that is consistent with the Municipality’s
statement, shall be read at the beginning of each Board meeting, in accordance with
the Land Acknowledgement Guidelines.
Procedure and Rules
39. A Board of Council is subject to the Clarington Procedural By-law which governs the
proceedings of Council and its Committees and Boards, Council Code of Conduct,
this By-law, and any other applicable policies and/or procedures.
Electronic Participation
40. A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time; and
41. For clarity, a member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes of
both the closed and open portions of the meeting).
Open Meetings
42. All Board meetings must be open to the public unless otherwise noted.
43. The Board shall provide at least one week’s notice (i.e., an agenda) for a regular or
special meeting or 24-hour notice for a rescheduled meeting. Notice will be provided
using as many means as possible, including the municipality’s website by forwarding
the agenda to the Municipal Clerk’s Office.
44. The meeting must adhere to Subsection 239 (2), Municipal Act, 2001, regarding
Closed meetings.
45. In accordance with Section 239 (4) of the Municipal Act, 2001, before holding a
meeting, or part of a meeting, that is to be closed to the public, a municipality or local
board or committee of either of them shall state by resolution :
a) The fact of the holding of the meeting; and
b) The general nature of the matter to be considered at the closed meeting.
46. Where a meeting, or part of a meeting, is closed to the public, the Board shall
request those persons, not specifically invited to the closed meeting, to vacate the
meeting room in which the meeting is being held.
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By-law No. 2024-XX Page 7
47. A meeting shall not be closed to the public during a vote except where the meeting
is a closed meeting permitted or required by statute, and where the vote is for a
procedural matter or for giving directions or instructions to employees of the board or
persons retained under contract with the board, or officers, employees, or agents of
the Municipality.
48. Minutes of the closed session shall be recorded and provided to the Clerk’s Office
for distribution to Council at their next appropriate meeting.
Public Participation and Delegations
49. Members of the public are not permitted to participate in the Board discussions but
may appear as a delegation before the Board. Delegations shall be for a maximum
of 5 minutes. Those wishing to appear as a delegation at a Board meeting must
advise the Chair or Secretary a minimum of five days before the meeting.
Agendas and Minutes
50. The Board shall forward all agendas to the Municipal Clerk’s Office one week before
the meeting and shall include the following:
a) Date, time, location, electronic participation details (where applicable);
b) Land Acknowledgement Statement;
c) Disclosure of Pecuniary Interest;
d) Presentations / Delegations
e) Adoption of Previous Minutes;
f) Items for Discussion; and
g) Adjournment.
51. The Board shall report to Council by presenting the unapproved minutes
immediately after the minutes are finalized by the Chair. Minutes do not wait to be
adopted by the Board first. The draft minutes of all Board meetings shall be reviewed
by the Chair and forwarded to the Municipal Clerk’s Office for inclusion on the next
Council Agenda.
52. Any changes to the minutes at the next Board meeting will be reflected in those
meeting minutes and a corrected or changed version of the previous minutes shall
be provided to the Municipal Clerk’s Office for publication.
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By-law No. 2024-XX Page 8
53. Minutes shall include:
a) Date, time, location, and indication of whether electronic participation took
place;
b) Members absent and present;
c) Land Acknowledgement Statement;
d) Disclosure of Pecuniary Interest;
e) Adoption of Previous Minutes;
f) Presentations / Delegations;
g) Items and Recommendations Discussed and voted on;
h) Date, time, and location of next meeting (where applicable/possible); and
i) Adjournment.
54. Recommendations and decisions reached by the Board must be based on
consensus wherever possible. If a consensus cannot be reached and there are
different opinions on the issue, the Chair may call for a formal vote by show of
hands. Recommendations and decisions will be carried by a simple majority of the
voting members present.
55. Only recommendations and decisions that appear in the minutes of the Board can
be considered as officially representing the position of the Board.
56. To approve a recommendation from a Board, a Member of Council shall remove it
from the consent agenda and put forward a motion to approve the recommendation
found within the minutes of the Board meeting.
57. See Schedule B for details on motions and amendments.
Relationship with Municipality
58. The Board will provide information to the Municipality on the operation and
management of the Tyrone Community Hall and may be required to present a report
to Council.
59. The Board may enter into the following agreements, provided they are within
budgetary limits,
a) rental agreements for private events at the Tyrone Community Hall;
b) agreements for normal operating or administrative matters;
60. The municipality has the right to use the hall, when available, at no cost, in
consultation with the board. The Municipality will cover any expenses associated
with the use of the hall.
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By-law No. 2024-XX Page 9
61. Except as expressly permitted, the Board shall not enter into any agreement which
has the potential to commit funds, oblige or encumber the Municipality, or incur any
debt or long-term financial obligation.
62. The Board shall submit their books and records to the Municipality annually for
review by the Municipality's auditors and consolidation with the Municipality of
Clarington's financial statements.
63. The Board or it’s members found not to be following the Terms of Reference may be
reported to Council for review and to determine whether the contrary conduct
requires further actions, such as removal of the member or Board. Additionally, the
Municipality may dissolve the Board at any time through the repeal of this by-law.
Insurance
64. The Municipality shall provide property and third-party liability insurance coverage in
respect of the Tyrone Community Hall.
65. The Municipality represents that general commercial liability insurance coverage is
provided to the Board, its employees, and volunteers under the terms and conditions
Municipality's Master Insurance Policy. The Board or its employees shall forward to
the Municipality, appropriate documentation of all claims or potential claims. The
Board shall undertake all of its activities in a manner consistent with that of a prudent
owner in order to prevent or minimize claims, injuries, or damages, and shall work
co-operatively with the Municipality's insurer in the investigation and defense of all
claims.
Budget
66. The Board agrees to use all revenue generated for the exclusive purpose of
operation and maintenance of the Tyrone Community Hall.
67. The Board is responsible for determining eligibility for grants and for applications for
and administration of grant funding opportunities.
68. Upon Board dissolution, all assets, including bank accounts, shall be transferred to
the Municipality, and all business records shall be turned over to the Municipality.
69. The Municipality will request input from the Board recommendations for inclusion in
the Capital Budget Program. These recommendations will be cons idered within the
approved Capital Budget Prioritization criteria. Items not considered as part of the
Municipality’s responsibility would include interior painting; movable
equipment/furnishings and program related betterments/upgrades.
70. Any operating budget requests shall be submitted to the Municipality of Clarington in
accordance with the budget timelines established by the Deputy CAO / Treasurer
and shall be considered with all other budget requests.
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By-law No. 2024-XX Page 10
Purchasing/Procurement Policy
71. All expenditures must relate to matters directly within the mandate and
responsibilities of the Board.
72. All Board expense information is considered to be public information and shall be
made available upon request to the Municipal Clerk or Deputy CAO / Treasurer.
73. All purchases shall be in accordance with the Municipality’s Purchasing/Procurement
By-law and within the Board’s approved budget. All expenses that exceed the
Board’s approved budget require Council approval.
Repeal
74. That By-law 2008-038 is hereby repealed.
____________________
Mayor Adrian Foster
____________________
June Gallagher, Municipal Clerk
Page 83
By-law No. 2024-XX Page 11
Schedule A
Election Process
Nominations – Accepting nominations, from the floor, for any position:
1. Nominator raises their hand to indicate they are going to nominate a member.
2. Does not need a seconder.
3. Nominees’ names are recorded in the minutes.
4. A person can nominate themselves.
5. A member can be nominated for more than one position but can only hold
one position at a time.
6. A member may be nominated even if the y are not in attendance.
7. Nominees do not have to leave the room during the vote. They can participate
in the voting.
8. The Election Chair can continue presiding, even if they are one of the
nominees for the office.
9. Nominations are open until the Election Chair asks for nominations and there
are no names put forth at which time the Election Chair will close
nominations.
10. Nominees can remove their name at any point during the process, or the next
meeting if they are not in attendance.
Stand – As each member is nominated, the Election Chair asks the nominee if they will
have their name stand. If the member does not agree their name shall not be
included in the vote.
Voting
1. If there is only one nominee, that person is appointed.
2. If there is more than one nominee the Election Chair asks, for each nominee,
“All those in favour of Bob Smith for Chair, please raise their hands”. The
person with the most votes is appointed.
3. If the vote is tied, and there are more than two people nominated for the
position, the person with the least votes is removed and another round of
voting with the remaining members is conducted. If a tie vote remains with
two people, and all voting members are present, the selection will be made by
picking a name out of a hat.
Page 84
By-law No. 2024-XX Page 12
Schedule B
Motions and Amendments
1. Voting on motions and their amendments is done in this order:
On the amendment to the amendment (the second amendment)
On the amendment
On the motion or the motion as amended (this must happen if approved
amendments have been added to the motion).
2. Tied Vote
If the vote is tied, the motion is lost.
3. Majority Vote
Every member present at the meeting, when the vote is called, shall vote unless
disqualified under the Municipal Conflict of Interest Act. The vote required to pass
a motion shall be a simple majority.
4. Reconsider a Lost Motion
A lost motion should not come up again during the same year unless at least
two-thirds of the members present to approve a motion that “the question be
reconsidered.” This motion shall be added to the agenda, is n ot debatable and
calls for an immediate vote.
5. Motions
The following steps are required to introduce, deliberate, and vote on a motion:
A member asks to speak and when their turn comes up, they make a motion
by saying “I move…”.
Another member seconds the motion. If there is no seconder, no discussion
or vote takes place; it is not recorded in the minutes; and the Committee
either proposes a different motion or moves to the next agenda item.
The Chair should restate the motion clearly after it has been made and
seconded “It is moved and seconded that …”.
Only one motion is addressed at a time.
Discussion is not in order until a motion has been stated by the chair.
Discussion follows. The Chair should not allow anyone to speak twice on a
motion until everyone has had a chance to speak once.
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By-law No. 2024-XX Page 13
The Chair should give up the chair when they move a motion. In this case, the
Vice-Chair or any other member may act as Chair until the motion is voted on.
The vote is taken, and the Chair announces the result – “The motion is
carried”, or “The motion is lost.”
6. Negative Motions
Negative Motions are not in order and should not be allowed (i.e. “That the car
not be automatic transmission” should be changed to “That the car be standard
transmission”.)
7. Amendments
Amendments or small changes to a motion may be proposed at any time during
the discussion. It cannot be contrary to the main motion. It must be relevant to
the motion and can change the motion in only one of three ways:
By leaving out certain words
By adding certain words
By replacing certain words with others.
(Not more than two amendments may be made to an open motion at one time.
As soon as one amendment has been accepted or rejected another may be
proposed if it is different from the one already defeated).
If dealing with motions or amendments, always state the exact wording. The
Chair may ask the secretary to read it if the phrase is forgotten.
Adoption of an amendment does not mean adoption of the main motion. The
amendment is carried before the main motion as amend ed. When the “main
motion, as amended” is on the floor, the Chair will state “main motion as
amended” before the vote.
8. Withdrawal of Motions
A motion can be withdrawn with the consent of the mover. If the seconder
withdraws a new seconder will be required before the motion can be voted on.
Amendments must be withdrawn in reverse order. If the mover refuses to
withdraw, the motions must be voted on.
Page 86
Attachment 2 to Report LGS-040-24
The Corporation of the Municipality of Clarington
By-law No. 2024-XXX
Being a By-law to establish a Municipal Service Board to operate a Community
Hall in Solina in the former Township of Darlington, now in the Municipality of
Clarington and to repeal By-law 2008-038.
Whereas Section 196 of the Municipal Act, 2001 authorizes a municipality to establish a
Municipal Service Board;
And whereas Section 198 of the Municipal Act, 2001 provides that a municipality may
give a Municipal Service Board the control and management of such services and
activities of the municipality as the municipality considers appropriate and shall do so by
delegating the powers and duties of the municipality to the Board;
And whereas Council approved the recommendations in Report LGS-040-24 to update
the By-law and Terms of Reference for the Solina Community Hall Board;
Now therefore the Council of the Corporation of the Municipality of Clarington enacts as
follows:
Definitions
1. “Solina Community Hall” means the property located at 1964 Concession Road 6,
Hampton, Ontario, and includes the Community Hall building interior, outdoor
washrooms (interior), baseball fields, associated green space, canteen, and picnic
shelter.
Delegation
2. In accordance with section 196 of the Municipal Act, 2001, as amended, a municipal
service board is hereby established under the name of “The Solina Community
Centre Board” (the “Board”) and is delegated with the responsibility for control and
management of the Solina Community Centre.
Board Mandate and Responsibilities
3. The Board is responsible for the general maintenance, care, and use of the Solina
Community Centre and the cost of all utilities for the Solina Community Centre.
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By-law No. 2024-XX Page 2
4. If the Board desires to make any alterations or additions to the Solina Community
Centre, including but not limited to erecting partitions, attaching equipment and
installing furnishings, the Board may do so at its own expense, provided that before
undertaking any alteration or addition, the Board submits to the Municipality a plan
showing the proposed alterations or additions and the Board shall not proceed to
make any alteration or addition unless the Director of Community Services or
designate has approved the Plan. AII alterations and additions made by or on behalf
of the Board shall immediately become property of the Municipality without
compensation to the Board.
5. The Board shall promptly notify the Municipality of any accident, defect, damage, or
deficiency in or on any part of the Solina Community Centre which comes to the
attention of the Board.
6. It is the Board’s responsibility to hire any employees and administer any human
resource matters, including payroll to be paid for out of the Board’s budget. Any
employee of the Board will be considered an employee of the Board and will be
subject to the appropriate laws and regulations regarding employment and will not
be considered an employee of the Municipality of Clarington under any
circumstances.
7. The Board shall always maintain the Solina Community Centre in an orderly and
hygienic condition as determined by the Municipality. The Board shall keep the
Solina Community Centre in a clean condition and shall obtain at its expense
janitorial services. The Board will be responsible for winter maintenance, including
snow removal. The Board will also be responsible for grass cutting, with
reimbursement of these costs by the Municipality.
8. The Board shall be responsible for such day-to- day repair and maintenance of the
Centre as are proper or necessary to keep the Centre clean and in good condition.
For state of good repair needs beyond this, the Board should notify the municipal
staff designated, by submitting on-line service requests.
Municipality Responsibilities
9. The Municipality shall retain responsibility for structural repairs or replacements to
the roof, foundation or load bearing walls, building envelope and/or the mechanical
equipment associated with the Solina Community Centre. The Municipality retains
absolute and sole discretion for decisions relating to such repairs or replacements,
and all expenditures shall require budgetary approval by the Municipality.
Page 88
By-law No. 2024-XX Page 3
Board Composition
10. The Board shall be comprised of the following seven members, appointed by
Council:
Six citizen members; and
1 Member of Council.
11. Board functions or tasks can take place using voting members and volunteers,
without creating a subcommittee or working group.
12. The Public Services Department of the Municipality shall assign a representative
who will act as a Staff Liaison to the Board. As the Municipal Staff Liaison, this
individual will attend Board meetings as a non-voting resource person when
requested.
Board Member Qualifications
13. To be eligible to serve, a Board member must be a resident of the Municipality of
Clarington.
Term Length
14. Board membership shall run concurrent with the term of Council (4 years) or until
their successor is appointed.
15. In accordance with Section 196(4) of the Municipal Act, the members of the Board
are eligible for appointment for more than one term.
Remuneration
16. Board members serve on a voluntary basis and do not receive any form of
remuneration.
Election of Positions on the Board
17. The Board shall elect a Chair, Vice-Chair, Treasurer, and Secretary annually, from
among its voting membership. Members of Council sitting on the Board are not
eligible to fill the position of Chair or Vice-Chair, except as Election Chair, as outlined
in this By-law.
18. Before the election of Chair, a Council member shall be the Election Chair during the
election portion of the meeting. Once the Chair is elected, they may take the Chair
and conduct the other elections and the remainder of the meeting. See Schedule A
for the Election Process.
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By-law No. 2024-XX Page 4
19. If any of the elected positions become vacant, a new election shall be held for that
position for the duration of the year. If the Vice-Chair becomes vacant, the Chair
may appoint a member of the Board as Interim Vice -Chair until a new Vice-Chair can
be elected. The elections, when required, will be held at the next meeting of the
Board in accordance with the process set out in Schedule A.
Conduct of Board Members
20. Each member of the Board shall have one vote.
21. The Chair, or a spokesperson/member appointed by the Board, may speak on
behalf of the Board to Council or the public. Other members shall not act, or speak,
on behalf of the Board without prior approval of the Board.
22. The Board, or its members, shall not issue petitions, resolutions, or position papers
on behalf of the Board unless specifically authorized by Council resolution.
23. The Board, and its members, shall also not act outside of the mandate of the Board.
Should the Board wish to comment on an issue that is within the mandate of another
Council committee or Board, the Chair shall consult with the responsible Staff
Liaison(s) and the Chair of the other committee or Board.
24. The Board, by resolution, may request that Council remove a Member from the
Board, by providing a brief explanation of the request within a recommendation in
the Board’s minutes (which may include closed session.)
Absences
25. Members unable to attend a Board meeting shall notify the Chair at least 24 hours in
advance of the meeting.
26. If a member is absent for three consecutive meetings, or who fails to attend fifty (50)
per cent of the meetings, held in any one calendar year, the Board, by resolution,
and having regard for any personal, medical, or extenuating circumstances, may
request that Council remove the Member, including a Member of Council, from the
Board.
27. Members unable to attend a meeting cannot send a n alternate.
Resignations
28. Members who wish to resign shall notify the Chair, and the Municipal Clerk, in
writing, of the resignation. The Chair shall notify, either by email, or on an agenda,
the other members of the resignation but shall not give details of the resignation
other than timing.
29. Council may appoint new members to the Board to fill any vacancies, as required, in
accordance with Clarington’s “Appointment to Boards and Committee’s Policy”.
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By-law No. 2024-XX Page 5
Chair and Vice-Chair
30. It shall be the duty of the Chair to:
a) provide leadership to the Board;
b) ensure that the Board carries out its mandate and responsibilities;
c) act as the primary liaison between the Board, Council, Clarington Staff and
Members of the Public.
d) set the meeting dates and agendas items, with input from Members;
e) provide information to Members on any matter relating to the business of the
Board;
f) open the meeting by taking the Chair and calling the members to order;
g) announce the business before the Board and the order in which it is to be
acted upon;
h) receive and submit, in the proper manner, all motions presented by the
Members;
i) enforce the rules of procedure for meetings of the Board; and
j) adjourn the meeting when the business is concluded.
31. The Chair may eject any person, including another Board member, from a meeting if,
in the opinion of the Chair, that person is being disruptive or uncivil.
32. If the Chair is temporarily absent, or the position becomes vacant, the Vice-Chair will
assume the position and responsibilities of the Chair until a new Chair is elected.
Responsibilities and Obligations of Members
33. A member of the Board shall have the following duties:
a) to deliberate on, and execute, the mandate and responsibilities of the
Board;
b) to attend meetings and work activities;
c) to vote when a motion is put to a vote; and
d) to read, understand, and abide by applicable laws, policies, procedures, and
rules, including the Code of Conduct, and any guidelines for the Board.
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Conflict of Interest
34. A conflict of interest may arise for Board members when their personal or business
interest conflict with the duties and decisions of the Board. The municipal conflict of
interest requirements as defined by the Municipal Conflict of Interest Act, R.S.O.
1990, c. M.50 will apply to the Board. A Board member must disclose any potential
or perceived conflict of interest and shall remove themselves from the meeting for
the duration of the discussion and voting (if any) with respect to that matter.
Frequency of Meetings
35. The Board shall meet a minimum of four times annually.
Quorum
36. Quorum shall be a simple majority of the total number of currently appointed Board
members (i.e. 50% plus one). If there is no quorum after 15 minutes of the
scheduled start time, the meeting shall be cancelled and/or rescheduled.
Land Acknowledgement Statement
37. In recognition of a necessary first step towards honouring the original occupants of a
place, and to recognize the traditional First Nations, Metis and/or Inuit territories of a
place, and to commemorate Indigenous peoples' principal kinship to the land . The
Land Acknowledgement Statement, that is consistent with the Municipality’s
statement, shall be read, at the beginning of each Board meeting, in accordance
with the Land Acknowledgement Guidelines.
Procedure and Rules
38. A Board of Council is subject to the Clarington Procedural By-law which governs the
proceedings of Council and its Committees and Boards, Council Code of Conduct,
this By-law, and any other applicable policies and/or procedures.
Electronic Participation
39. A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time; and
40. For clarity, a member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes of
both the closed and open portions of the meeting).
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Open Meetings
41. All Board meetings must be open to the public unless otherwise noted.
42. The Board shall provide at least one week’s notice (i.e., an agenda) for a regular or
special meeting or 24-hour notice for a rescheduled meeting. Notice will be provided
using as many means as possible, including the municipality’s website by forwarding
the agenda to the Municipal Clerk’s Office.
43. The meeting must adhere to Subsection 239 (2), Municipal Act, 2001, regarding
Closed meetings.
44. In accordance with Section 239 (4) of the Municipal Act, 2001, before holding a
meeting, or part of a meeting, that is to be closed to the public, a municipality or local
board or committee of either of them shall state by resolution :
a) The fact of the holding of the meeting; and
b) The general nature of the matter to be considered at the closed meeting.
45. Where a meeting, or part of a meeting, is closed to the public, the Board shall
request those persons, not specifically invited to the closed meeting, to vacate the
meeting room in which the meeting is being held.
46. A meeting shall not be closed to the public during a vote except where the meeting
is a closed meeting permitted or required by statute, and where the vote is for a
procedural matter or for giving directions or instructions to employees of the board or
persons retained under contract with the board, or officers, employees, or agents of
the Municipality.
47. Minutes of the closed session shall be recorded and provided to the Clerk’s Office
for distribution to Council at their next appropriate meeting.
Public Participation and Delegations
48. Members of the public are not permitted to participate in the Board discussions but
may appear as a delegation before the Board. Delegations shall be for a maximum
of 5 minutes. Those wishing to appear as a delegation at a Board meeting must
advise the Chair or Secretary a minimum of five days before the meeting.
Agendas and Minutes
49. The Board shall forward all agendas to the Municipal Clerk’s Office one week before
the meeting and shall include the following:
a) Date, time, location, electronic participation details (where applicable);
b) Land Acknowledgement Statement;
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By-law No. 2024-XX Page 8
c) Disclosure of Pecuniary Interest;
d) Presentations / Delegations
e) Adoption of Previous Minutes;
f) Items for Discussion; and
g) Adjournment.
50. The Board shall report to Council by presenting the unapproved minutes
immediately after the minutes are finalized by the Chair. Minutes do not wait to be
adopted by the Board first. The draft minutes of all Board meetings shall be reviewed
by the Chair and forwarded to the Municipal Clerk’s Office for inclusion on the next
Council Agenda.
51. Any changes to the minutes at the next Board meeting will be reflected in those
meeting minutes and a corrected or changed version of the previous minutes shall
be provided to the Municipal Clerk’s Office for publication.
52. Minutes shall include:
a) Date, time, location, and indication of whether electronic participation took
place;
b) Members absent and present;
c) Land Acknowledgement Statement;
d) Disclosure of Pecuniary Interest;
e) Adoption of Previous Minutes;
f) Presentations / Delegations;
g) Items and Recommendations Discussed and voted on;
h) Date, time, and location of next meeting (where applicable/possible); and
i) Adjournment.
53. Recommendations and decisions reached by the Board must be based on
consensus wherever possible. If a consensus cannot be reached and there are
different opinions on the issue, the Chair may call for a formal vote by show of
hands. Recommendations and decisions will be carried by a simple majority of the
voting members present.
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By-law No. 2024-XX Page 9
54. Only recommendations and decisions that appear in the minutes of the Board can
be considered as officially representing the position of the Board.
55. To approve a recommendation from a Board, a Member of Council shall remove it
from the consent agenda and put forward a motion to approve the recommendation
found within the minutes of the Board meeting.
56. See Schedule B for details on motions and amendments.
Relationship with Municipality
57. The Board will provide information to the Municipality on the operation and
management of the Solina Community Centre and may be required to present a
report to Council.
58. The Board may enter into the following agreements, provided they are within
budgetary limits,
a) rental agreements for private events at the Solina Community Centre; and
b) agreements for normal operating or administrative matters.
59. The municipality has the right to use the Centre, when available, at no cost, in
consultation with the board. The Municipality will cover any expenses associated
with the use of the Centre.
60. Except as expressly permitted, the Board shall not enter into any agreement which
has the potential to commit funds, oblige or encumber the Municipality, or incur any
debt or long-term financial obligation.
61. The Board shall submit their books and records to the Municipality annually for
review by the Municipality's auditors and consolidation with the Municipality of
Clarington's financial statements.
62. The Board or it’s members found not to be following the Terms of Reference may be
reported to Council for review and to determine whether the contrary conduct
requires further actions, such as removal of the member or Board. Additionally, the
Municipality may dissolve the Board at any time through the repeal of this by-law.
Insurance
63. The Municipality shall provide property and third-party liability insurance coverage in
respect of the Solina Community Centre.
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64. The Municipality represents that general commercial liability insurance coverage is
provided to the Board, its employees, and volunteers under the terms and conditions
Municipality's Master Insurance Policy. The Board or its employees shall forward to
the Municipality, appropriate documentation of all claims or potential claims. The
Board shall undertake all of its activities in a manner consistent with that of a prudent
owner in order to prevent or minimize claims, injuries, or damages, and shall work
co-operatively with the Municipality's insurer in the investigation and defense of all
claims.
Budget
65. The Board agrees to use all revenue generated for the exclusive purpose of
operation and maintenance of the Solina Community Centre.
66. The Board is responsible for determining eligibility for grants and for applications for
and administration of grant funding opportunities.
67. Upon Board dissolution, all assets, including bank accounts, shall be transferred to
the Municipality, and all business records shall be turned over to the Municipality.
68. The Municipality will request input from the Board recommendations for inclusion in
the Capital Budget Program. These recommendations will be considered within the
approved Capital Budget Prioritization criteria. Items not considered as part of the
Municipality’s responsibility would include interior painting; movable
equipment/furnishings and program related betterments/upgrades.
69. Any operating budget requests shall be submitted to the Municipality of Cl arington in
accordance with the budget timelines established by the Deputy CAO / Treasurer
and shall be considered with all other budget requests.
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Purchasing/Procurement Policy
70. All expenditures must relate to matters directly within the mandate and
responsibilities of the Board.
71. All Board expense information is considered to be public information and shall be
made available upon request to the Municipal Clerk or Deputy CAO / Treasurer.
72. All purchases shall be in accordance with the Municipality’s Purchasing/Procurement
By-law and within the Board’s approved budget. All expenses that exceed the
Board’s approved budget require Council approval.
Repeal
73. That By-law 2008-038 is hereby repealed.
____________________
Mayor Adrian Foster
_________________
June Gallagher, Municipal Clerk
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By-law No. 2024-XX Page 12
Schedule A
Election Process
Nominations – Accepting nominations, from the floor, for any position:
1. Nominator raises their hand to indicate they are going to nominate a member.
2. Does not need a seconder.
3. Nominees’ names are recorded in the minutes.
4. A person can nominate themselves.
5. A member can be nominated for more than one position but can only hold
one position at a time.
6. A member may be nominated even if they are not in attendance.
7. Nominees do not have to leave the room during the vote. They can participate
in the voting.
8. The Election Chair can continue presiding, even if they are one of the
nominees for the office.
9. Nominations are open until the Election Chair asks for nominations and there
are no names put forth at which time the Election Chair will close
nominations.
10. Nominees can remove their name at any point during the process, or the next
meeting if they are not in attendance.
Stand – As each member is nominated, the Election Chair asks the nominee if they will
have their name stand. If the member does not agree their name shall not be
included in the vote.
Voting
1. If there is only one nominee, that person is appointed.
2. If there is more than one nominee the Election Chair asks, for each nominee,
“All those in favour of Bob Smith for Chair, please raise their hands”. The
person with the most votes is appointed.
3. If the vote is tied, and there are more than two people nominated for the
position, the person with the least votes is removed and another round of
voting with the remaining members is conducted. If a tie vote remains with
two people, and all voting members are present, the selection will be made by
picking a name out of a hat.
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Schedule B
Motions and Amendments
1. Voting on motions and their amendments is done in this order:
On the amendment to the amendment (the second amendment)
On the amendment
On the motion or the motion as amended (this must happen if approved
amendments have been added to the motion).
2. Tied Vote
If the vote is tied, the motion is lost.
3. Majority Vote
Every member present at the meeting, when the vote is called, shall vote unless
disqualified under the Municipal Conflict of Interest Act. The vote required to pass
a motion shall be a simple majority.
4. Reconsider a Lost Motion
A lost motion should not come up again during the same year unless at least
two-thirds of the members present to approve a motion that “the question be
reconsidered.” This motion shall be added to the agenda, is not debatable and
calls for an immediate vote.
5. Motions
The following steps are required to introduce, deliberate, and vote on a motion:
A member asks to speak and when their turn comes up, they make a motion
by saying “I move…”.
Another member seconds the motion. If there is no seconder, no discuss ion
or vote takes place; it is not recorded in the minutes; and the Committee
either proposes a different motion or moves to the next agenda item.
The Chair should restate the motion clearly after it has been made and
seconded “It is moved and seconded tha t …”.
Only one motion is addressed at a time.
Discussion is not in order until a motion has been stated by the chair.
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Discussion follows. The Chair should not allow anyone to speak twice on a
motion until everyone has had a chance to speak once.
The Chair should give up the chair when they move a motion. In this case, the
Vice-Chair or any other member may act as Chair until the motion is voted on.
The vote is taken, and the Chair announces the result – “The motion is
carried”, or “The motion is lost.”
6. Negative Motions
Negative Motions are not in order and should not be allowed (i.e. “That the car
not be automatic transmission” should be changed to “That the car be standard
transmission”.)
7. Amendments
Amendments or small changes to a motion may be p roposed at any time during
the discussion. It cannot be contrary to the main motion. It must be relevant to
the motion and can change the motion in only one of three ways:
By leaving out certain words
By adding certain words
By replacing certain words with others.
(Not more than two amendments may be made to an open motion at one time.
As soon as one amendment has been accepted or rejected another may be
proposed if it is different from the one already defeated).
If dealing with motions or amendments, always state the exact wording. The
Chair may ask the secretary to read it if the phrase is forgotten.
Adoption of an amendment does not mean adoption of the main motion. The
amendment is carried before the main motion as amended. When the “main
motion, as amended” is on the floor, the Chair will state “main motion as
amended” before the vote.
8. Withdrawal of Motions
A motion can be withdrawn with the consent of the mover. If the seconder
withdraws a new seconder will be required before the motion can be voted on.
Amendments must be withdrawn in reverse order. If the mover refuses to
withdraw, the motions must be voted on.
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Attachment 3 to Report LGS-040-24
The Corporation of the Municipality of Clarington
By-law No. 2024-XXX
Being a By-law to establish a Municipal Service Board to control and manage
activities at the Newcastle Village Community Hall and to repeal By-law 2014-
094
Whereas pursuant to an Indenture dated July 30, 1923 (the "Massey Trust"), Chester
Daniel Massey agreed to convey the land and the building now known municipally as
the Newcastle Village Community Hall, 20 King Avenue West, which is legally described
as Part of Lot 28, Concession 2, former Village of Newcastle, now in the Municipality of
Clarington, designated as Lots 2, 3 and 4 on Block "A" on the plan of the Village of
Newcastle (the "Property") to The Corporation of the Village of Newcastle upon certain
trusts;
And whereas By-Law No. 723 passed by the Municipal Council of the Village of
Newcastle on December 14, 1959 established the Newcastle Village Community Hall
and appointed a board under the Community Centres Act, 1949 to manage the
Property;
And whereas by virtue of paragraph 2(1)(c) of The Regional Municipality of Durham Act,
1973, S.O. 1973 c.78, The Corporation of the Village of Newcastle amalgamated with
The Corporation of the Township of Clarke and The Corporation of the Township of
Darlington and continued as a town municipality under the name The Corporation of the
Town of Newcastle effective January 1, 1974;
And whereas by virtue of section 148 of The Regional Municipality of Durham Act, 1973,
(a) the Newcastle Village Community Hall Board was dissolved as of December 31,
1973; (b) the Council of The Corporation of the Town of Newcastle was deemed to be
the board of the Newcastle Village Community Hall under the Community Recreation
Centres Act, 1974; and (c) the assets and liabilities of the Newcastle Village Community
Hall Board became the assets and liabilities of The Corporation of the Town of
Newcastle;
And whereas by virtue of subsection 1(2) of The Regional Municipality of Durham
Amendment Act (Newcastle-Clarington), 1993, S.O. 1993 c.3, on July 1, 1993 The
Corporation of the Town of Newcastle was continued as a town municipality under the
name of The Corporation of the Municipality of Clarington (the "Municipality");
And whereas the Community Recreation Centres Act, 1974 was repealed effective
January 1, 2003;
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By-law No. 2024-XX Page 2
And whereas section 196 of the Municipal Act, 2001 authorizes the Council of a
Municipality to establish municipal service boards;
And whereas section 198 of the Municipal Act, 2001, S.O. 2001 c.25 provides that a
municipality may give a municipal service board the control and management of such
services and activities of the municipality as the municipality considers appropriate and
shall do so by delegating the powers and duties of the municipality to the board;
And whereas the Council of the Municipality ("Council") wishes to maintain a municipal
service board to control and manage the Newcastle Village Community Hall.
And whereas Council approved the recommendations in Report LGS -040-24 to update
the By-law and Terms of Reference for the Newcastle Village Community Hall Board;
Now therefore the Council of the Corporation of the Municipality of Clarington enacts as
follows:
Definitions
1. “Newcastle Village Community Hall” or “Hall” means the property located at 20
King Avenue West, Newcastle, Ontario, and includes the Community Hall
building interior and exterior grounds, parking lot and gazebo area.
Delegation
2. In accordance with section 196 of the Municipal Act, 2001, as amended, the
municipal service board that was established pursuant to Clarington By-law
2014-094(?) under the name of “The Newcastle Village Community Hall Board”
(the “Board”) is hereby continued under the same name and is delegated with the
responsibility for control and management of the Newcastle Village Community
Hall.
Board Mandate and Responsibilities
3. The Board is responsible for the general maintenance, care, and use of the
Newcastle Village Community Hall, including planting, care, and maintenance of
flowers and shrubs, and the cost of all utilities for the Newcastle Village
Community Hall.
4. If the Board desires to make any alterations or additions to the Newcastle Village
Community Hall, including but not limited to erecting partitions, attaching
equipment and installing furnishings, the Board may do so at its own expense,
provided that before undertaking any alteration or addition, the Board submits to
the Municipality a plan showing the proposed alterations or additions and the
Board shall not proceed to make any alteration or addition unless the Director of
Community Services or designate has approved the Plan. AII alterations and
additions made by or on behalf of the Board shall immediately become property
of the Municipality without compensation to the Board.
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5. The Board shall promptly notify the Municipality of any accident, defect, damage ,
or deficiency in or on any part of the Newcastle Village Community Hall which
comes to the attention of the Board.
6. It is the Board’s responsibility to hire any employees a nd administer any human
resource matters, including payroll to be paid for out of the Board’s budget. Any
employee of the Board will be considered an employee of the Board and will not
be considered an employee of the Municipality of Clarington under any
circumstances.
7. The Board shall always maintain the Newcastle Village Community Hall in an
orderly and hygienic condition as determined by the Municipality. The Board shall
keep the Newcastle Village Community Hall in a clean condition and shall obtain
at its expense janitorial services.
8. The Board is responsible for managing winter maintenance, including snow
removal. Upon submission of required documentation, the Municipality will
reimburse the Board the cost of the winter maintenance
9. The Board shall maintain and keep the Newcastle Village Community Hall and
every part thereof in good working order and promptly make all needed general
maintenance, repairs, and replacements, as would a prudent owner.
10. Any repairs or maintenance work undertaken to the Hall, whether structural or
otherwise, shall be undertaken within the parameters of its designation under
section 29 of the Ontario Heritage Act, R.S.O. 1990, c. 0.18 as a property which
has historic or architectural value or interest (Municipal By-law 93-147).
11. The Board may authorize campaigns for voluntary donated funds to support the
general operations of the hall or any particular phase or aspect of the hall’s
operation.
Use
12. The Hall may be used for such purposes as in the judgment of the Board will
benefit the community, and that will promote education and the arts.
13. The Board may,
a) fix the hours when the Hall will be open to the public;
b) establish rates, fees or charges for admission to, or use of, the Property;
and
c) adopt policies or rules for the use or rental of the Property.
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Municipality Responsibilities
14. The Municipality shall retain responsibility for structural repairs or replacements
to the roof, foundation or load bearing walls, building envelope and/or the
mechanical equipment associated with the Newcastle Village Community Hall.
The Municipality retains absolute and sole discretion for decisions relating to
such repairs or replacements, and all expenditures shall require budgetary
approval by the Municipality.
15. The Municipality shall be responsible for general scheduled maintenance of
grounds which includes grass cutting, litter pick-up, spring and fall clean-up of the
gardens, and assistance with annual mulch application on this property.
16. The Municipality shall be responsible for the repair and maintenance of the
gazebo and cenotaph areas, including the provision of Canadian flags for display
on the two flag poles on the property.
Board Composition
17. The Board shall be comprised of the following seven members, appointed by
Council:
Six citizen members; and
1 Member of Council, being either the Ward 4 Local Councillor or the
Regional Councillor Wards 3 and 4.
18. Board tasks can be undertaken by Board members or volunteers, without
creating a subcommittee or working group.
19. The Public Services Department of the Municipality shall assign a representative
who will act as a Staff Liaison to the Board. As the Municipal Staff Liaison, this
individual will attend Board meetings as a non-voting resource person when
requested.
Board Member Qualifications
20. To be eligible to serve, a Board member must be a resident of the Municipality of
Clarington.
Term Length
21. Board membership shall run concurrent with the term of Council (4 years) or until
their successor is appointed.
22. In accordance with Section 196(4) of the Municipal Act, the members of the
Board are eligible for appointment for more than one term.
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By-law No. 2024-XX Page 5
Remuneration
23. Board members serve on a voluntary basis and do not receive any form of
remuneration.
Election of Positions on the Board
24. The Board shall select a Chair bi-annually, Vice-Chair, Treasurer, and Secretary
annually, from among its voting membership by a majority vote of the Board
members. Members of Council sitting on the Board are not eligible to fill the
position of Chair or Vice-Chair, except as Election Chair, as outlined in this By-
law.
25. Before the election of Chair, a Council member shall be the Election Chair during
the election portion of the meeting. Once the Chair is elected, they may take the
Chair and conduct the other elections and the remainder of the meeting. See
Schedule A for the Election Process.
26. If any of the elected positions become vacant, a new election shall be held for
that position for the duration of the year. If the Vice-Chair becomes vacant, the
Chair may appoint a member of the Board as Interim Vice-Chair until a new Vice-
Chair can be elected. The elections, when required, will be held at the next
meeting of the Board in accordance with the process set out in Schedule A.
Conduct of Board Members
27. Each member of the Board shall have one vote.
28. The Chair, or a spokesperson/member appointed by the Board, may speak on
behalf of the Board to Council or the public. Other members shall not act, or
speak, on behalf of the Board without prior approval of the Board.
29. The Board, or its members, shall not issue petitions, resolutions, or position
papers on behalf of the Board unless specifically authorized by Council resolution.
30. The Board, and its members, shall also not act outside of the mandate of the
Board. Should the Board wish to comment on an issue that is within the mandate
of another Council committee or Board, the Chair shall consult with the
responsible Staff Liaison(s) and the Chair of the other committee or Board.
31. The Board, by resolution, may request that Council remove a Member from the
Board, by providing a brief explanation of the request within a recommendation in
the Board’s minutes (which may include closed session.)
Absences
32. Members unable to attend a Board meeting shall notify the Chair at least 24
hours in advance of the meeting.
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By-law No. 2024-XX Page 6
33. If a member is absent for three consecutive meetings, or who fails to attend fifty
(50) per cent of the meetings, held in any one calendar year the Board, by
resolution, and having regard for any personal, medical, or extenuating
circumstances, may request that Council remove the Member, including a
Member of Council, from the Board.
34. Members unable to attend a meeting cannot send a n alternate.
Resignations
35. Members who wish to resign shall notify the Chair, and the Municipal Clerk, in
writing, of the resignation. The Chair shall notify, either by email, or on an
agenda, the other members of the resignation but shall not give details of the
resignation other than timing.
36. Council may appoint new members to the Board to fill any vacancies, as
required, in accordance with Clarington’s “Appointment to Boards and
Committee’s Policy”.
Chair and Vice-Chair
37. It shall be the duty of the Chair to:
a) provide leadership to the Board;
b) ensure that the Board carries out its mandate and responsibilities;
c) act as the primary liaison between the Board, Council, Clarington Staff and
Members of the Public.
d) set the meeting dates and agendas items, with input from Members;
e) provide information to Members on any matter relating to the business of the
Board;
f) open the meeting by taking the Chair and calling the members to order;
g) announce the business before the Board and the order in which it is to be
acted upon;
h) receive and submit, in the proper manner, all motions presented by the
Members;
i) enforce the rules of procedure for meetings of the Board; and
j) adjourn the meeting when the business is concluded.
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By-law No. 2024-XX Page 7
38. The Chair may eject any person, including another Board member, from a meeting
if, in the opinion of the Chair, that person is being disruptive or uncivil.
39. If the Chair is temporarily absent, or the position becomes vacant, the Vice-Chair
will assume the position and responsibilities of the Chair until a new Chair is
elected.
Responsibilities and Obligations of Members
40. A member of the Board shall have the following duties:
a) to deliberate on, and execute, the mandate and responsibilities of the
Board;
b) to attend meetings and work activities;
c) to vote when a motion is put to a vote;
d) to read, understand, and abide by applicable laws, policies, procedures, and
rules, including the Code of Conduct, and any guidelines for the Board ; and
e) work on one working Committee.
Conflict of Interest
41. A conflict of interest may arise for Board members when their personal or
business interest conflict with the duties and decisions of the Board. The
municipal conflict of interest requirements as defined by the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50 will apply to the Board. A Board member must
disclose any potential or perceived conflict of interest and shall remove
themselves from the meeting for the duration of the discussion and voting (if any)
with respect to that matter.
Frequency of Meetings
42. The Board shall meet a minimum of nine times annually.
Quorum
43. Quorum shall be a simple majority of the total number of currently appointed
Board members (i.e. 50% plus one). If there is no quorum after 15 minutes of the
scheduled start time, the meeting shall be cancelled and/or rescheduled.
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Land Acknowledgement Statement
44. In recognition of a necessary first step towards honouring the original occupants
of a place, and to recognize the traditional First Nations, Metis and/or Inuit
territories of a place, and to commemorate Indigenous peoples' principal kinship
to the land. The Land Acknowledgement Statement, that is consistent with the
Municipality’s statement, shall be read, at the beginning of each Board meeting,
in accordance with the Land Acknowledgement Guidelines.
Procedure and Rules
45. A Board of Council is subject to the Clarington Procedural By-law which governs
the proceedings of Council and its Committees and Boards, Council Code of
Conduct, this By-law, and any other applicable policies and/or
procedures.Electronic Participation
46. A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present
at any point in time; and
47. For clarity, a member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session (i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Open Meetings
48. All Board meetings must be open to the public unless otherwise noted.
49. The Board shall provide at least one week’s notice (i.e., an agenda) for a regular
or special meeting or 24-hour notice for a rescheduled meeting. Notice will be
provided using as many means as possible, including the municipality’s website
by forwarding the agenda to the Municipal Clerk’s Office.
50. The meeting must adhere to Subsection 239 (2), Municipal Act, 2001, regarding
Closed meetings.
51. In accordance with Section 239 (4) of the Municipal Act, 2001, before holding a
meeting, or part of a meeting, that is to be closed to the public, a municipality or
local board or committee of either of them shall state by resolution:
a) The fact of the holding of the meeting; and
b) The general nature of the matter to be considered at the closed meeting.
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By-law No. 2024-XX Page 9
52. Where a meeting, or part of a meeting, is closed to the public, the Board shall
request those persons, not specifically invited to the closed meeting, to vacate
the meeting room in which the meeting is being held.
53. A meeting shall not be closed to the public during a vote except where the
meeting is a closed meeting permitted or required by statute, and where the vote
is for a procedural matter or for giving directions or instructions to employees of
the board or persons retained under contract with the board, or officers,
employees, or agents of the Municipality.
54. Minutes of the closed session shall be recorded and provided to the Clerk’s
Office for distribution to Council at their next appropriate meeting.
Public Participation and Delegations
55. Members of the public are not permitted to participate in the Board discussions
but may appear as a delegation before the Board. Delegations shall be for a
maximum of 5 minutes. Those wishing to appear as a delegation at a Board
meeting must advise the Chair or Secretary a minimum of five days before the
meeting.
Agendas and Minutes
56. The Board shall forward all agendas to the Municipal Clerk’s Office one week
before the meeting and shall include the following:
a) Date, time, location, electronic participation details (where applicable);
b) Land Acknowledgement Statement;
c) Disclosure of Pecuniary Interest;
d) Presentations / Delegations
e) Adoption of Previous Minutes;
f) Items for Discussion; and
g) Adjournment.
57. The Board shall report to Council by presenting the unapproved minutes
immediately after the minutes are finalized by the Chair. Minutes do not wait to
be adopted by the Board first. The draft minutes of all Board meetings shall be
reviewed by the Chair and forwarded to the Municipal Clerk’s Office for inclusion
on the next Council Agenda.
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By-law No. 2024-XX Page 10
58. Any changes to the minutes at the next Board meeting will be reflected in those
meeting minutes and a corrected or changed version of the previous minutes
shall be provided to the Municipal Clerk’s Office for publication. T
59. Minutes shall include:
a) Date, time, location, and indication of whether electronic participation took
place;
b) Members absent and present;
c) Land Acknowledgement Statement;
d) Disclosure of Pecuniary Interest;
e) Adoption of Previous Minutes;
f) Presentations / Delegations;
g) Items and Recommendations Discussed and voted on;
h) Date, time, and location of next meeting (where applicable/possible); and
i) Adjournment.
60. Recommendations and decisions reached by the Board must be based on
consensus wherever possible. If a consensus cannot be reached and there are
different opinions on the issue, the Chair may call for a formal vote by show of
hands. Recommendations and decisions will be carried by a simple majority of
the voting members present.
61. Only recommendations and decisions that appear in the minutes of the Board
can be considered as officially representing the position of the Board.
62. To approve a recommendation from a Board, a Member of Council shall remove
it from the consent agenda and put forward a motion to approve the
recommendation found within the minutes of the Board meeting.
63. See Schedule B for details on motions and amendments.
Relationship with Municipality
64. The Board will provide information to the Municipality on the operation and
management of the Newcastle Village Community Hall and may be required to
present a report to Council.
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By-law No. 2024-XX Page 11
65. The Board may enter into the following agreements, provided they are within
budgetary limits:
a) rental agreements for private events at the Newcastle Village Community
Hall;
b) Non-residential leases for space within the Hall for a term not to exceed 3
years;
c) employment contracts (subject to section 6) and
d) agreements for normal operating or administrative matters.
66. The municipality has the right to use the hall, when available, at no cost, in
consultation with the board. The Municipality will cover any expenses associated
with the use of the hall.
67. Except as expressly permitted, the Board shall not enter into any agreement
which has the potential to commit funds, oblige or encumber the Municipality, or
incur any debt or long-term financial obligation.
68. The Board shall submit their books and records to the Municipality annually for
review by the Municipality's auditors and consolidation with the Municipality of
Clarington's financial statements.
69. The Board or it’s members found not to be following the Terms of Reference may
be reported to Council for review and to determine whether the contrary conduct
requires further actions, such as removal of the member or Board. Additionally,
the Municipality may dissolve the Board at any time through the repeal of this by-
law.
Insurance
70. The Municipality shall provide property and third-party liability insurance
coverage in respect of the Newcastle Village Community Hall.
71. The Municipality represents that general commercial liability insurance coverage
is provided to the Board, its employees, and volunteers under the terms and
conditions Municipality's Master Insurance Policy. The Board or its employees
shall forward to the Municipality, appropriate documentation of all claims or
potential claims. The Board shall undertake all of its activities in a manner
consistent with that of a prudent owner in order to prevent or minimize claims,
injuries, or damages, and shall work co-operatively with the Municipality's insurer
in the investigation and defense of all claims.
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By-law No. 2024-XX Page 12
Budget
72. The Board agrees to use all revenue generated for the exclusive purpose of
operation and maintenance of the Newcastle Village Community Hall.
73. The Board is responsible for determining eligibility for grants and for applications
for and administration of grant funding opportunities.
74. Upon Board dissolution, all assets, including bank accounts, shall be transferred
to the Municipality, and all business records shall be turned over to the
Municipality.
75. The Municipality will request input from the Board recommendations for inclusion
in the Capital Budget Program. These recommendations will be considered
within the approved Capital Budget Prioritization criteria. Items not considered as
part of the Municipality’s responsibility would include interior painting; movable
equipment/furnishings and program related betterments/upgrades.
76. Any operating budget requests shall be submitted to the Municipality of
Clarington in accordance with the budget timelines established by the Deputy
CAO / Treasurer and shall be considered with all other budget requests.
77. On or before a date established annually by the Deputy CAO/Treasurer, the
Board shall prepare and submit to Council an estimate of its financial
requirements for the ensuing financial year and the Treasurer shall pay to the
Board out of the funds appropriated for it by Council such amounts as may be
requisitioned from time to time or shall pay the accounts approved by the Board
directly in respect to and to the limitations of the approved budget revenues and
appropriation. The Board shall only use those funds for the purposes identified in
its estimate of its financial requirements approved by Council.
Financial
78. All income received by the Board from time to time from or in respect to any
portion of the Hall shall be applied and extended in payment of the actua l
operating expenses of the Hall such as heating, lighting, and janitor service.
79. Any on-going surplus remaining after payment of the actual operating expenses
of the Hall shall be returned to the Municipality to be held in a reserve fund which
shall from time to time to be used as may be necessary or desirable by the
Municipality for rebuilding, repairing, re-fitting, improving or further equipping the
Hall so as to keep it from time to time well and thoroughly adapted for fulfilling the
purposes described in section 11.
80. If at any time for any cause or reason the revenues from the Hall are not
sufficient for its proper maintenance and use then the Municipality shall be
responsible for such deficiency.
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By-law No. 2024-XX Page 13
Donations
81. The Board shall keep distinct and regular accounts of its receipts (including any
private donations received by it and the terms, if any, upon which such donations
were made), payments, credits and liabilities. All receipts for tax purposes must
be issued by the Municipality in accordance with the requirements of the Canada
Revenue Agency.
Development Funds
82. The Board may, with the approval of Council, establish a development fund into
which donations and net revenues, if any, may be placed for future Hall
development projects and may apply any private donations in such manner as it
deems advisable but not inconsistent with the terms upon which any amount was
donated. Any funds intended for purposes beyond the calendar year will be
automatically provided to the Municipality prior to December 31st of the year of
receipt of funds, for deposit into Municipal accounts identified for Board purposes
with the exception of the funds required by the Board for on-going operational
requirements and will be maintained by the Municipality's Treasurer.
Purchasing/Procurement Policy
83. All expenditures must relate to matters directly within the mandate and
responsibilities of the Board.
84. All Board expense information is considered to be public information and shall be
made available upon request to the Municipal Clerk or Deputy CAO / Treasurer.
85. All purchases shall be in accordance with the Municipality’s
Purchasing/Procurement By-law and within the Board’s approved budget. All
expenses that exceed the Board’s approved budget require Council approval.
Repeal
86. That By-law 2014-094 is hereby repealed.
____________________
Mayor Adrian Foster
_________________
June Gallagher, Municipal Clerk
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By-law No. 2024-XX Page 14
Schedule A
Election Process
Nominations – Accepting nominations, from the floor, for any position:
1. Nominator raises their hand to indicate they are going to nominate a member.
2. Does not need a seconder.
3. Nominees’ names are recorded in the minutes.
4. A person can nominate themselves.
5. A member can be nominated for more than one position but can only hold
one position at a time.
6. A member may be nominated even if they are not in attendance.
7. Nominees do not have to leave the room during the vote. They can participate
in the voting.
8. The Election Chair can continue presiding, even if they are one of the
nominees for the office.
9. Nominations are open until the Election Chair asks for nominations and there
are no names put forth at which time the Election Chair will close
nominations.
10. Nominees can remove their name at any point during the process, or the next
meeting if they are not in attendance.
Stand – As each member is nominated, the Election Chair asks the nominee if they will
have their name stand. If the member does not agree their name shall not be
included in the vote.
Voting
1. If there is only one nominee, that person is appointed.
2. If there is more than one nominee the Election Chair asks, for each nominee,
“All those in favour of Bob Smith for Chair, please raise their hands”. The
person with the most votes is appointed.
3. If the vote is tied, and there are more than two people nominated for the
position, the person with the least votes is removed and another round of
voting with the remaining members is conducted. If a tie vote remains with
two people, and all voting members are present, the selection will be made by
picking a name out of a hat.
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By-law No. 2024-XX Page 15
Schedule B
Motions and Amendments
1. Voting on motions and their amendments is done in this order:
On the amendment to the amendment (the second amendment)
On the amendment
On the motion or the motion as amended (this must happen if approved
amendments have been added to the motion).
2. Tied Vote
If the vote is tied, the motion is lost.
3. Majority Vote
Every member present at the meeting, when the vote is called, shall vote unless
disqualified under the Municipal Conflict of Interest Act. The vote required to pass
a motion shall be a simple majority.
4. Reconsider a Lost Motion
A lost motion should not come up again during the same year unless at least
two-thirds of the members present to approve a motion that “the question be
reconsidered.” This motion shall be added to the agenda, is not debatable and
calls for an immediate vote.
5. Motions
The following steps are required to introduce, deliberate, and vote on a motion:
A member asks to speak and when their turn comes up, they make a motion
by saying “I move…”.
Another member seconds the motion. If there is no seconder, no discussion
or vote takes place; it is not recorded in the minutes; and the Committee
either proposes a different motion or moves to the next agenda item.
The Chair should restate the motion clearly after it has been made and
seconded “It is moved and seconded that …”.
Only one motion is addressed at a time.
Discussion is not in order until a motion has been stated by the chair.
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By-law No. 2024-XX Page 16
Discussion follows. The Chair should not allow anyone to speak twice on a
motion until everyone has had a chance to speak once.
The Chair should give up the chair when they move a motion. In this case, the
Vice-Chair or any other member may act as Chair until the motion is voted on.
The vote is taken, and the Chair announces the result – “The motion is
carried”, or “The motion is lost.”
6. Negative Motions
Negative Motions are not in order and should not be allowed (i.e. “That the car
not be automatic transmission” should be changed to “That the car be standard
transmission”.)
7. Amendments
Amendments or small changes to a motion may be proposed at any time during
the discussion. It cannot be contrary to the main motion. It must be relevant to
the motion and can change the motion in only one of three ways:
By leaving out certain words
By adding certain words
By replacing certain words with others.
(Not more than two amendments may be made to an open motion at one time.
As soon as one amendment has been accepted or rejected another may be
proposed if it is different from the one already defeated).
If dealing with motions or amendments, always state the exact wording. The
Chair may ask the secretary to read it if the phrase is forgotten.
Adoption of an amendment does not mean adoption of the main motion. The
amendment is carried before the main motion as amended. When the “main
motion, as amended” is on the floor, the Chair will state “main motion as
amended” before the vote.
8. Withdrawal of Motions
A motion can be withdrawn with the consent of the mover. If the seconder
withdraws a new seconder will be required before the motion can be voted on.
Amendments must be withdrawn in reverse order. If the mover refuses to
withdraw, the motions must be voted on.
Page 116
Attachment 4 to Report LGS-040-24
Newcastle Village Community Hall Board Comments
Section Newcastle Hall Board Comments Staff Response
Board Mandate
and
Responsibilities
Request to add a new paragraph:
“The Board of Directors may authorize campaigns
for voluntary donated funds to support the general
operations of the hall or any particular phase or
aspect of the hall’s operation.”
Staff added this as item 11 for Council
approval.
Note: the TOR refers to the “Board” and not
the “Board of Directors”, so that reference
has been changed.
Municipality
Responsibilities
Add “Municipal summer garden maintenance” to
line 15.
The Municipality is responsible for general
scheduled maintenance of grounds which
includes grass cutting, litter pick-up, spring
and fall clean-up of the gardens, and annual
mulch application. The Board is responsible
for general maintenance, care, and use of the
Hall, including planting, care, and
maintenance of the flowers and shrubs, and
the cost of all utilities for the Hall. Staff have
clarified this to the Board and included it in
the TOR.
Municipality
Responsibilities
Request to add a new paragraph:
“The Municipality shall be responsible for the
maintenance of the gazebo, cenotaph and are
required to supply the National Flag of Canada to
be displayed on the exterior flag poles.”
Staff are recommending the following as item
16:
“The Municipality shall be responsible for the
repair and maintenance of the gazebo and
cenotaph areas, including the provision of
Canadian flags on display on the two flag
poles on the property.”
Page 117
Attachment 4 to Report LGS-040-24
Newcastle Village Community Hall Board Comments
Section Newcastle Hall Board Comments Staff Response
Board
Composition
Requested the composition stay the same and does
not agree to having all members appointed by
Council.
Staff are recommending an increase of one
member to stay consistent with the other
Boards and having all members appointed by
Council to remain consistent with all
Boards/Committees. Additionally – there has
been issues with the process of “electing the
Village of Newcastle” Members and Staff’s
recommendation seeks to remove the issues
by having Council perform the appointments.
Page 118
Attachment 4 to Report LGS-040-24
Newcastle Village Community Hall Board Comments
Section Newcastle Hall Board Comments Staff Response
Board
Composition
Requested to have at least one Member of Council
in attendance.
Staff are not recommending adding this
wording into the TOR, because there may be
situations where the Council representative
cannot attend, but the Board has important
business to deal with. It is Staff’s opinion that
the Board should be able to conduct its
business in the absence of a member from a
meeting.
If Council would like to appoint an alternate
Council member, the following should be
added to the TOR:
“Council may appoint an alternate Council
member to attend in the absence of the
appointed Member of Council”.
If added, this would allow the Appointed
Member to notify the alternate if they are
unable to attend. This should help with
attendance of a Member of Council but does
not prevent the meeting from proceeding if
both Members of Council are unable to
attend.
Page 119
Attachment 4 to Report LGS-040-24
Newcastle Village Community Hall Board Comments
Section Newcastle Hall Board Comments Staff Response
Board
Qualifications
Requested to add a new paragraph:
“Each candidate for the Board of Directors shall be
a person at least 18 years of age. Newcastle
Community Hall and Municipal employees are
ineligible to be members of the Board of Directors”
Staff are recommending the following be
added to Clarington’s Appointment to Boards
and Committees Policy, as it is applicable to
all Boards and Committees:
“Each candidate for a Board/Committee shall
be at least eighteen (18) years of age, on the
date of appointment, unless otherwise
specified in the Terms of Reference of the
Board / Committee. Paid employees of the
Board / Committee and Municipal employees
are ineligible to be a member of the Board.”
Board
Qualifications
Request to add a new paragraph:
“Any individual who is commencing legal action
against the hall, employees, or involved in legal
action against the Municipality is ineligible to be a
Director or to be a candidate for the Board of
Directors, while so acting.”
Staff are not recommending the addition of
this paragraph as it is not a requirement/or is
included in any of the Boards and
Committee’s Terms of Reference nor is there
any way to ensure there is no legal actions.
Ultimately, all appointments (if the new
appointment process is approved) will be a
decision of Council. Council can also remove
members as they see fit.
Additionally, Section 33 in the Terms of
Reference states that the Board, by
resolution, may request that Council remove
a member from the Board, by providing a
brief explanation of the request within a
recommendation in their minutes.
Page 120
Attachment 4 to Report LGS-040-24
Newcastle Village Community Hall Board Comments
Section Newcastle Hall Board Comments Staff Response
Term Length Requested staggered 2-year terms and that a
member cannot serve more than 3 consecutive
terms without a 12-month lapse before re-
appointment.
Staggered terms do not achieve what is
desired or expected. This is explained in
Section 2.5 of this report.
The suggestion to limit terms is not permitted
by the Municipal Act Section 196(4).
Therefore, it cannot be added.
Election of
Positions on the
Board
Request to change from annually to bi-annually. Staff have made this change and are
recommending it to Council for approval.
Absences Include “or who fails to attend 50 per cent of
meetings, held in any one fiscal period to
absences.”
Staff have added this but have changed
“fiscal period” to “calendar year”. This has
also been added to all Boards' Terms of
References.
Resignations Requested that appointed positions have one
month to be filled or the Board can appoint.
Staff are not recommending this addition.
When a Board/Committee has a vacancy, it
is advertised, and then applications are
provided to Council for review and
appointment. Only Council can appoint
Members to their Boards/Committees. This is
consistent with all our Boards/Committees.
Responsibilities
and Obligations of
Members
Include “work on one working committee”. Staff have made this change and added it as
item e).
Page 121
Attachment 4 to Report LGS-040-24
Newcastle Village Community Hall Board Comments
Section Newcastle Hall Board Comments Staff Response
Frequence of
Meetings
Requested to change from four times annually to
nine with the addition to include “meetings can be
called at the discretion of the Chair” at the end of
the sentence.
Staff have made the change to the number of
meetings, but, did not include the addition of
“meetings can be called at the discretion of
the Chair”, as it is already outlined in the
Chair's responsibilities.
Agendas and
Minutes
Requested that the minutes be adopted by the
Board first or including “Draft” on the minutes to
Council.
Staff are not recommending this change. This
is consistent with all other Advisory
Committee’s / Board’s. Submitting the Draft
Minutes ensures they are received by
Council in timely manner. If Council only
received the approved minutes, they will not
be received until the Board’s next meeting,
which could be over a month later.
Providing draft minutes also gives Council an
opportunity to propose any corrections or
amendments before they are finalized.
However, Staff do recommend that the Board
indicate “Draft” on the minutes, but it is not a
requirement for the Terms of Reference.
Legacy Funds Requested to keep the Legacy Funds section. Staff are not recommending this change, in
accordance with Section 3.5 of this report.
Page 122
Attachment 5 to Report LGS-040-24
Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Page 1 of 7
Number: CP-00#
Title: Board/Committee Management Policy
Type: Operational
Sub-type: Communication/Customer Service
Owner: Legislative Services
Clerk’s Division
Approved By: Council
Approval Date: November 21, 2021
Effective Date: Click or tap to enter a date.
Revised Date: Click or tap to enter a date.
Applicable to: Council
1. Purpose:
1.1. To establish a standardized, transparent, and fair process for Council
appointments to Boards and Committees.
1.2. Reasonable efforts shall be made to ensure the membership of each
board/committee provides the necessary skills and experience to fulfill the
mandate of the board/committee while reflecting the needs of the Clarington
community. Details specific to each board/committee shall be included in the
Terms of Reference.
2. Scope:
2.1. This policy applies to the Clarington Advisory Committees, Municipal Service
Boards, and other Committees that Council makes appointments to.
3. Definitions
3.1. Advisory Committees are established by Council to provide advice and
recommendations to Council.
3.2. Municipal Service Boards are outlined in Section 195 of the Municipal Act,
2001, which authorizes a municipality to establish a municipal service board to
control and manage specific services and activities of the municipality.
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Attachment 5 to Report LGS-040-24
Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Page 2 of 7
3.3. Other Committees includes Committees of Council and other
Boards/Committees in different organizations that require Council to appoint
member(s) (i.e. Durham Region Committees etc.).
4. Council Review of Clarington Boards/Committees
4.1. At the beginning of the Council term, Staff shall bring forward a report
containing Clarington Board/Committee background information for Council
review to determine the Board/Committees for the current term. This report will
include the mandatory Boards/Committees (i.e. Accessibility Advisory
Committee and Municipal Service Boards) for information only.
5. Applications
5.1. Once the Board/Committees are confirmed, the Committee Coordinator shall
ensure that the opportunity for appointments to boards and committees is
advertised as deemed appropriate by the Municipal Clerk.
5.2. Where applicable, and where requested by the Board/Committee Chair, the
contact information for the Chair and/or Vice-Chair will be provided to
prospective applicants for the upcoming term. This will allow applicants to
reach out to the Chair / Vice Chair to better understand the Board/Committee,
their work, and the expectations.
5.3. Persons wishing to sit on a board or committee shall submit a completed
application, to the Municipal Clerk’s Division.
5.4. The Committee Coordinator shall receive all applications for appointment.
5.5. The application form, as determined by the Municipal Clerk, shall include a
declaration to be signed by the applicant confirming they meet the eligibility
requirements as set forth in this Policy, and the Terms of Reference, if
applicable, and confirming that they are submitting a fully completed
application.
Page 124
Attachment 5 to Report LGS-040-24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 3 of 7
5.6. Applications shall be deemed incomplete if there are not sufficient details to
satisfy the requirements of the vacancy. In this situation, the Committee
Coordinator can request additional information and, if not received, the
application will be deemed incomplete and shall be noted as such when
presented to Council.
5.7. Late applications will be kept on file but will not be processed for the current
vacancy.
5.8. If no, or not enough applications are received, the remaining position(s) shall
be re-advertised.
5.9. Each candidate for a Board / Committee shall be at least eighteen (18) years of
age, on the date of appointment, unless otherwise specified in the Terms of
Reference of the Board / Committee. Paid employees of the Board /
Committee and Municipal employees are ineligible to be a member of the
Board / Committee.
6. Evaluation
6.1. The Committee Coordinator shall prepare a report to the General Government
Committee (GGC) attaching an application package for each committee for
consideration and appointment. The report will contain a n indication if an
applicant does not meet the minimum criteria. The responsible department for
the Board / Committee may prepare a recommendation to be included in the
agenda.
6.2. The Committee Coordinator shall assemble the applications according to the
Board/Committee and shall forward a copy of the application packages to the
appropriate Department Head and Committee Staff Liaison, where applicable,
for their information.
7. General Government Committee (GGC) Consideration
7.1. The staff report will be included on an agenda for a regularly scheduled GGC
meeting as soon as possible after the commencement of a new Term of
Council and when vacancies occur.
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Attachment 5 to Report LGS-040-24
Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Page 4 of 7
7.2. Copies of the completed applications shall be supplied to the GGC Members in
a confidential package, under separate cover from the GGC Agenda.
7.3. The report shall be considered at the appropriate section of the agenda at the
GGC meeting, in open session.
7.4. Appointments to Boards/Committees shall be considered one
Board/Committee at a time.
8. Voting
8.1. A successful candidate must receive a majority vote of all members of Council
present at the meeting.
8.2. The appointment recommendation shall either (i) be ratified at Council; or (ii) if
pulled at Council, the vote shall proceed in the same manner as if the vote
were taking place at Committee.
8.3. The Municipal Clerk shall announce the number of positions to be filled for the
board/committee currently under consideration.
8.4. The Municipal Clerk, or designate, will display an excel sheet with the list of
candidates and list of Members of Council.
8.5. The Municipal Clerk, or designate, shall record the vote by asking each
Member of Council for their vote, starting with the Council Representative for
the Board / Committee, verbally and adding it to the tracking document. The
totals for the vote are calculated after each Member of Council has voted. The
Member of Council may only vote for up to as many positions on the
Committee or Board as are remaining to be filled in that round of voting. Over-
votes are not permitted. Under-votes are permitted.
8.6. If Committee does not appoint the required number of members, the remaining
positions will be re-advertised.
8.7. The Municipal Clerk, or designate, shall record the votes as they are stated,
and if the number of positions to be filled and the number of applicants (s) with
a majority of votes are equal, those nominees shall be declared elected to the
board/committee.
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Attachment 5 to Report LGS-040-24
Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Page 5 of 7
8.8. At the end of the first, or any subsequent round of voting, where there are
fewer nominees who received a majority of votes than positions remaining to
be filled on the board or committee, those nominees receiving a majority of
votes shall be deemed to have been appointed. The Municipal Clerk, or
designate, shall remove the names of the appointed nominees from the
nominee slate.
8.9. At the end of the first, or any subsequent round of voting, where there are more
nominees who received a majority of votes than positions remaining to be filled
on the board or committee, beginning with the nominees with the highest
number of votes for that round of voting, and mo ving down the list (from
highest to lowest) the number of nominees required to fill the positions shall be
deemed to have been appointed.
8.10. In the event of a tie among nominees at the lowest end of the group of
nominees receiving a majority of votes (as stated in g) above), only those
candidates with the higher votes than the tied candidates are deemed to have
been appointed, and only those tied nominees shall be included in the next
round of voting.
8.11. At the end of the first or any subsequent round of voting, where there are no
nominees who received a majority of votes, the nominee who received the
least number of votes is removed from the nominee slate. Where there is a tie
for the least number of votes, all of those nominees tied shall be removed from
the nominee slate.
8.12. In the event of a tie among nominees who received the most votes, and the
number of tied candidates exceeds the position(s) remaining to be filled; only
those tied candidates shall be included in the next round of voting.
8.13. In the event of three successive rounds of voting with the same results, a
deadlock shall be declared by the Chair and a “draw by lot” shall be conducted
by the Municipal Clerk or designate.
8.14. Should the “draw by lot” be to fill a single vacancy when only two candidates
remain, the candidate whose name is drawn shall be declared the successful
appointee to the position.
Page 127
Attachment 5 to Report LGS-040-24
Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Page 6 of 7
8.15. Should the “draw by lot” be to fill more than one vacancy, the Municipal Clerk,
or designate, shall draw the number of names as there are vacancies. Each
name drawn shall be declared a successful appointee to the position and shall
be announced prior to drawing the next name.
9. Appointments of Council Members to Boards and Committees
9.1. The procedures outlined in Section 6 shall be followed for any appointment of
Members of Council to a board or committee.
9.2. Alternatively, Committee may dispense with voting and recommend a particular
Member of Council to a board or committee. Similarly, Council may do the
same.
10. Filling of Vacancies
10.1. In the event of a vacancy on any Board/Committee, the same procedure shall
be followed as detailed above, with the necessary modifications as noted
below.
10.2. Applications of unsuccessful applicants shall be kept on file in the event of a
vacancy.
10.3. The Committee Coordinator shall contact any unsuccessful applicants to notify
them that there is a vacancy. The vacancy will be advertised, and a report will
go directly to the appropriate GGC meeting. If the unsuccessful applicants are
still interested, they will be directed to submit a new application.
10.4. If an appointed member declines their appointment, Staff will not re-advertise
for the position and shall bring forward the current applications at the next
General Government Committee meeting for Council consideration.
Page 128
Attachment 5 to Report LGS-040-24
Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Page 7 of 7
11. Revision History:
Date Description of Changes Approved By
Page 129
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: General Government Committee
Date of Meeting: December 2, 2024 Report Number: LGS-041-24
Authored By: Lindsey Turcotte, Committee Coordinator
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary-Anne Dempster, CAO Resolution#:
File Number: By-law Number:
Report Subject: Appointments to the Agricultural Advisory Committee, Diversity Advisory
Committee, and Energy from Waste – Waste Management Advisory
Committee
Recommendations:
1. That Report LGS-041-24, and any related delegations or communication items, be
received;
2. That Ryan Cullen, Jordan McKay, Brenda Metcalf, and Henry Zekvled from the
Agricultural Advisory Committee, Beverley Neblett, Joe Solway, Rochelle Thomas,
Dione Valentine, and Vincent Wong, from the Diversity Advisory Committee, and
Glenn Baswick, Phil Haylock, Tenzin Shomar, and Jim Vincent, from the Energy
from Waste – Waste Management Advisory Committee, whose terms have expired,
be thanked for their work on the Committee;
3. That Dan Spaeth, Glenn Baswick, Greg Rowden, Pankaj Panchal, be appointed to
the Energy from Waste – Waste Management Advisory Committee for a term ending
December 31, 2026, or until a successor is appointed;
4. That Staff be directed to re-advertise for the youth vacancy on the Diversity Advisory
Committee;
5. That the Committee consider the applications for appointments to the Agricultural
Advisory Committee, Diversity Advisory Committee, and the Energy from Waste –
Waste Management Advisory Committee, and that the vote be conducted to appoint
the citizen representatives, in accordance with the Appointment to Boards and
Committees Policy; and
6. That all interested parties listed in Report LGS-041-24 and any delegations be
advised of Council’s decision.
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Municipality of Clarington Page 2
Report LGS-041-24
Report Overview
This report is intended to provide background information, regarding the vacancies on the
Agricultural Advisory Committee, Diversity Advisory Committee, and the Energy from Waste
– Waste Management Advisory Committee to assist in the appointment process.
1. Agricultural Advisory Committee
1.1 The Agricultural Advisory Committee helps Municipal Staff identify any agricultural-
related issues and makes recommendations to Council. The Committee provides
Council and staff with an agricultural perspective on many issues that impact the
industry. It also provides advice on municipal policy and by-laws as they relate to
agriculture.
1.2 The Committee is comprised of 10 citizens and 1 Member of Council. The Committee
member qualifications are:
All members must be residents of or own property in the Municipality of Clarington.
Members will be selected based on various farming interests and experiences (dairy,
beef, apple, greenhouse, cash crops, hog, poultry, etc.).
Members shall possess knowledge of agricultural issues within Clarington, technical
training in an agriculture-based field, and/or be currently involved in agricultural
activities.
Any nominated representative of an organization involved in agricultural and rural
issues is invited to apply.
1.3 The Committee has staggered terms, appointing every two years, for a four-year term.
Ryan Cullen, Jordan McKay, Brenda Metcalf, and Henry Zekveld were appointed to the
Committee in December 2020, for a term ending December 31, 2024, or until a
successor is appointed. Therefore, Committee may appoint 4 members to the
Agricultural Advisory Committee for a term ending December 31, 2028, or until a
successor is appointed. The following have put forward an application for consideration:
Chris Ennis
Brad Found
Hida Manns
Henry Zekveld
Lloyd Vandergaast
Page 131
Municipality of Clarington Page 3
Report LGS-041-24
2. Diversity Advisory Committee
2.1 Clarington’s Diversity Advisory Committee (DAC) is an advisory body that provides
advice, comments, and recommendations to Council and municipal staff on issues
affecting diversity in our community. The Committee strives toward a safe, welcoming
and inclusive Clarington, where differences are celebrated, and the voices of all peoples
are heard. The Diversity Advisory Committee engages Clarington residents to educate
and raise awareness by celebrating our community’s differences and strengths through
outreach activities.
2.2 The Committee is comprised of 10 citizens, including two youth members (ages 16-24)
and 1 Member of Council. The Committee qualifications are:
Members appointed to this Committee shall be residents of the Municipality of
Clarington and represent a broad range of under-served and equity-seeking groups
such as, but not limited to Indigenous Peoples; racialized people; Two Spirit,
Lesbian, Gay, Bisexual, Transgender, Queer and/or Questioning, Intersex, Asexual
(2SLGBTQQIA), and additional ways in which people choose to identify; people of
diverse ethnic or cultural origin; newcomers, or new Canadians.
The Committee members shall have:
a) The ability to research issues relevant to the Committee’s responsibilities;
b) Experience working in teams, with community groups/boards;
c) Knowledge, living or lived experience with diversity, equity, and inclusion
matters; and
d) Commitment as a change-agent in diversity, equity and inclusion matters in
the community.
2.3 Beverley Neblett, Joe Solway, Rochelle Thomas, Dione Valentine, and Vincent Wong
were appointed until December 31, 2024. Additionally, at the September 23, 2024 ,
Council meeting, Aaliyah Ruddock (Youth Member) was removed from the Committee
in accordance with Resolution #C-100-24. Staff have not received an application from a
youth member, therefore will be re-advertising in January 2024 with targeted advertising
to youth.
Page 132
Municipality of Clarington Page 4
Report LGS-041-24
2.4 Committee may appoint 5 members to the DAC for a term ending December 31, 2028,
or until a successor is appointed. The following have put forward an application for
appointment:
Jennifer
Bheemsingh
Gareesha Peris
Koren Kassirer
Beverley Neblett
Mahendra Bhan
Persaud
Rochelle Thomas
Star Lee DeGrace
Joe Solway
Vincent Wong
Glen Baswick
Tunde Omotoye
Dione Valentine - Late
3. Energy from Waste – Waste Management Advisory
Committee
3.1 The Energy from Waste-Waste Management Advisory Committee (EFW -WMAC) is
established to provide a forum for public and other stakeholders to monitor, review and
liaise with the Regional Municipality of Durham (Durham) on the EFW facility including
how the waste is being sorted prior to arriving on-site. The success of the EFW facility
will depend on the diversion measures and waste separation (waste management) that
happens at the transfer stations and curbside collection. The EFW -WMAC (Committee)
is being established to satisfy the Host Community Agreement (HCA) with the
Municipality of Clarington (Clarington) and the Commissioner & Medical Off icer of
Health’s Report 2009- COW -01 obligations.
3.2 The EFW -WMAC will act in an advisory role to the Durham Works Committee on issues
or concerns which arise with waste diversion, waste management, environmental
performance and monitoring of the EFW facility, including the construction and
operational phases.
3.3 The EFW -WMAC comprises volunteers selected at large from Durham in accordance
with the Terms of Reference. It is comprised of nine members (five members appointed
by Durham Regional Council and four members appointed by Clarington Council). The
members shall not hold an elected office (municipal, provincial, or federal).
3.4 Glen Baswick, Phil Haylock, Tenzin Shomar, and Jim Vincent were appointed to the
EFW -WMAC in 2023, for a term ending December 31, 2024, or until a successor is
appointed.
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Municipality of Clarington Page 5
Report LGS-041-24
3.5 There are four vacancies on the committee and Staff received applications from Dan
Spaeth, Glen Baswick, Greg Rowden, and Pankaj Pancha . Committee may appoint the
four applicants to fill the vacant positions or direct Staff to re-advertise for any number of
the positions remaining vacant after Committee has appointed certain applicants, if
applicable.
4. Advertising and Applications
4.1 The Municipal Clerk’s Division placed an advertisement in local papers and on the
Municipality’s website, www.clarington.net/Committees, to fill the vacancies on the
Agricultural Advisory Committee, Diversity Advisory Committee, and the Energy from
Waste – Waste Management Advisory Committee.
4.2 In an effort to extend the reach of our advertisements for vacancies, the Clerk’s Division
has created a profile on the www.claringtonvolunteers.ca website. Vacancies on the
Agricultural Advisory Committee, Diversity Advisory Committee, and the Energy from
Waste – Waste Management Advisory Committee were listed on the Clarington
Volunteers website.
4.3 In accordance with the “Appointment to Boards and Committees Policy”, a confidential
application package has been attached as Attachment 1 .
5. Financial Considerations
Not Applicable.
6. Strategic Plan
L.4.1: Increase opportunities for civic engagement for public participation.
7. Concurrence
Not Applicable.
Page 134
Municipality of Clarington Page 6
Report LGS-041-24
8. Conclusion
It is respectfully recommended that Committee consider the vote to make the
appointments to the Diversity Advisory Committee and Agricultural Advisory Committee
for a term ending December 31, 2028, and that Committee appoint the noted citizens to
the Energy from Waste – Waste Management Advisory Committee for a term ending
December 31, 2026, or until a successor is appointed.
Staff Contact: Lindsey Turcotte, Committee Coordinator, 905-623-3379 ext. 2106 or
LTurcotte@clarington.net.
Attachments:
Attachment 1 – Confidential Application Package (Distributed Under Separate Cover)
Interested Parties:
The following interested parties will be notified of Council's decision:
All Applicants
Agricultural Advisory Committee
Diversity Advisory Committee
Energy from Waste – Waste Management Advisory Committee
Page 135
Orono DBIA November 18, 2024
P.O. Box 273
Orono, ON L0B 1M0
To: Clerks office
clerks @clarington.net
Re: Request to be included on the December 2, 2024, General Government Committee
meeting Agenda
For:
Request of funds from our ORONO BIA RESERVE FUND
The Orono DBIA would like to formally request funds from our Orono BIA Reserve Fund
for the following items. All of these pertain to downtown improvement or support and
promotion of our downtown .
These funds to be requested for the following:
1 – Payment back to the ODBIA Events Committee of $2500.00 for the LED retrofitting f
the Christmas lights. Our lights are only 5 years old, however, they all had burnt
out by last year.
The Weiss Electric invoice to replace all LED lights was $5,000.00 tax included.
2 – Funds to pay for a small but permanent float for parades such as the Orono Fair and
the Orono Santa Claus parade. Our theme/brand is “Shop Local” and “Meet US on
Main Street” Cost is $847.50 tax included
3 - Start up money to support Orono Branding of our New Orono Hoodies for Winter
and then T-shirts. Again the Theme is “Meet Me on Main Street” Design by Brad
Beckstead Start up Total is $2,656.63
4 – New Banner for the Antique Festival. The old one is worn out. Total $1,016.21.
Cost of the above Requests = $9,520.34
We would like to formally request an even $10,000.00 to cover incidentals. Our yearly
Levy amount is a modest $6000.00.
Karen Lowery, Terrens Wellness, Vice Chair
Frank Maitland, Treasurer
Heather Maitland, Strands Studio, Secretary
Julie Cashin-Oster, Orono Weekly Times
Brad Beckstead, Apple Blossom Flower Shop
Scott Story, Event Co-ordinator
Will Davies, Pound and Pestle
Michael Massaro, Enchanted Crystal Café
Page 136
Page 1 of 1
WEISS Electric LTD
4 7 7 5 MA IN ST
ORONO O N L 0 B 1 M0
+1 2 89 6 0 00 0 9 6
a d min @we isse le ctricltd .com
www.we isse le ctricltd .co m
GST/HST Re g istra tion No .: 7 4 6 29 0 1 39
INVOICE
BILL TO
DBIA of Orono
INVOICE 1213
DATE 03/10/2024
DUE DATE 03/10/2024
DATE ACTIVITY DESCRIPTION TAX QTY RATE AMOUNT
Services Rebuild time of holiday lighting
fixtures
HST ON 8 141.25 1,130.00
Materials 20x rgb outdoor light strings with
controller two per fixture
HST ON 1 3,870.00 3,870.00
HST (ON) @ 13%575.22
TOTAL 5,000.00
PAYMENT 5,000.00
BALANCE DUE $0.00
PAI D
TAX SUMMARY
RATE TAX NET
HST (ON) @ 13%575.22 4,424.78
Page 137
Page 138
Date
2024-10-21
S.O. No.
40354
Name / Address
Orono Township
(BIA)
Ship To
P.O. No.Terms
50% Dep/COD
Rep Ship Via FOB Project Other
GST/HST No.884734047
Phone #
905-438-1906
sales@yourmovingdepot.ca Total
THIS IS A CONFIRMATION OF YOUR ORDER
PLEASE NOTIFY US IMMEDIATELY IF YOUR
ORDER IS INCORRECT
THIS IS NOT AN INVOICE...DO NOT PAY THIS AMOUNT
FREIGHT CHARGES EXTRA
ORDER CONFIRMATIONYour Moving Depot Inc
20-575 Wentworth St E
Oshawa ON L1H 3V8
Item Description ShippedOrderedB/ORate Amount
Custom ... Sweatshirt Hood JLH2020
(Navy) S
12 23.00 276.00
Custom ...Sweatshirt Hood JLH2020
(Navy) M
24 23.00 552.00
Custom ... Sweatshirt Hood JLH2020
(Navy) L
32 23.00 736.00
Custom ...Sweatshirt Hood JLH2020
(Navy) XL
25 23.00 575.00
Custom ... Sweatshirt Hood JLH2020
(Navy) 2X
7 25.00 175.00
Custom ...Screen Set Up Fee 1 37.00 37.00
Ordered By Brad Becdstead
HST (ON) on sales 13.00% 305.63
$2,656.63
Page 139
1832
EST
Page 140
Page 141
Page 142
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEES MEETING
RESOLUTION #
DATE: December 2, 2024
MOVED BY Councillor Traill
SECONDED BY Councillor Anderson
Whereas a Veterans’ Crosswalk not only makes an everyday pedestrian
crosswalk more vibrant, but also creates a bold, visual statement of our respect
and immense gratitude towards our veterans;
Whereas a Veterans’ Crosswalk at King and Temperance is an appropriate
location because it is central, close to the cenotaph and because the annual
Bowmanville Remembrance parade crosses King to reach the cenotaph every
November 11; and
Whereas the Bowmanville Veterans Crossing will serve as a permanent
memorial to those who have served in the Canadian Forces;
Now therefore be it resolved:
1. That Staff proceed with the painting of a Veterans’ crosswalk crossing
King at Temperance, running north/south;
2. That the cost of the crosswalk and its maintenance be referred to th e
Director of Finance; and
3. That the Bowmanville Legion Branch 178 be consulted with respect to
design and be invited to the opening ceremony of the crosswalk,
scheduled for November 11, 2025.
Page 143
2
Page 144
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEES MEETING
RESOLUTION #
DATE: December 2, 2024
MOVED BY Mayor Foster
SECONDED BY Councillor
Whereas municipalities face growing infrastructure needs, including roads,
bridges, public transit, water systems, and other critical services, which are
essential to community well-being and economic development; and
Whereas the current sources of municipal revenue, including property taxes and
user fees, are insufficient to meet these increasing demands for infrastructure
investment; and
Whereas the Province of Ontario currently collects the Land Transfer Tax (LTT)
on property transactions in municipalities across the province, generating
significant revenue that is not directly shared with municipalities; and
Whereas the Federal Government collects the Goods and Services Tax (GST)
on property transactions, a portion of which could be directed to municipalities to
address local infrastructure needs; and
Whereas redistributing a portion of the Provincial Land Transfer Tax and GST to
municipalities would provide a predictable and sustainable source of funding for
local infrastructure projects without creating a new tax burden on residents or
homebuyers; and
Whereas a redistribution of a portion of the existing Land Transfer Tax and GST
would allow municipalities to better plan and invest in long-term infrastructure
initiatives, supporting local economic growth and improving the quality of life for
residents;
1. Now Therefore Be It Hereby Resolved that the Municipality of Clarington
Council formally requests the Provincial Government to consider redistributing a
portion of the Land Transfer Tax collected on property transactions to
municipalities; and
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2
2. Be It Further Resolved that the Municipality of Clarington Council calls on the
Federal Government to allocate a percentage of the GST collected on property
sales to municipalities; and
3. Be It Further Resolved That this redistribution of the Land Transfer Tax and
GST should be structured to provide predictable and sustainable funding to
municipalities, allowing for better long-term planning and investment in
infrastructure projects that benefit local communities, thus ensuring that local
governments receive a fair share of the revenue to address critical infrastructure
needs; and
4. Be It Further Resolved that copies of this resolution be forwarded to Prime
Minister Justin Trudeau, Premier Doug Ford, the Ontario Minister of Finance, the
Minister of Municipal Affairs and Housing, local Members of Parliament (MPs)
and Members of Provincial Parliament (MPPs); and
5. Be It Further Resolved that copies of this resolution be forwarded to all 444
Municipalities in Ontario, the Federation of Canadian Municipalities (FCM), and
the Association of Municipalities of Ontario (AMO) for their endorsement and
advocacy.
Page 146
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE
DATE: December 2, 2024
MOVED BY: Councillor Woo
SECONDED BY:
Whereas Clarington supports OBCM’s SolvetheCrisis.ca Campaign and requests that
the Provincial and Federal Governments take Action to Address the Growing Mental
Health, Addictions and Homelessness Crisis in Ontario ; and
Whereas there is a humanitarian crisis unfolding on the streets in our municipalities,
large and small, urban and rural, across Ontario. The time for words is over, we need
immediate action at all levels of government, starting with the Province of Ontario ; and
Whereas the homelessness, mental health and addictions crisis continues to grow with
3432 drug related deaths in Ontario in 20231 and over 1400 homeless encampments
across Ontario communities in 20232; and
Whereas the province has provided additional funding and supports, such as the recent
investment of $378 million for HART Hubs that includes funding for approximately 375
beds with wraparound supports, it does not adequately address the growing crisis and
the financial and social impact on municipalities and regions across the province; and
Whereas municipalities and regions are stepping up and working with community
partners to put in place community-specific solutions to address this crisis, but
municipalities and regions lack the expertise, capacity, or resources to address these
increasingly complex health care and housing issues alone; and
Whereas this is primarily a health issue that falls under provincial jurisdiction and
municipalities and regions should not be using the property tax base to fund these
programs; and
Whereas there is no provincial lead focused on this crisis leading to unanswered
questions that span over a dozen ministries, and a lack of support to manage the
increasing needs of those who are unhoused.
Therefore, be it resolved that Clarington supports Ontario’s Big City Mayors (OBCM)
SolvetheCrisis.ca Campaign;
AND calls on the provincial and federal governments to commit to immediate action to
solve the humanitarian crisis that Ontario is facing as the numbers of unhoused
1 Office of the Chief Coroner, Ontario (2024). OCC Opioid Mortality Summary Q4 2023. [PDF] . https://odprn.ca/occ-
opioid-and-suspect-drug-related-death-data/
2 Homeless Encampments in Ontario, A Municipal Perspective, Association of Municipalities of Ontario, July 2024 - Page 147
individuals and those suffering with mental health & addictions grows exponentially;
AND that the province officially makes Homelessness a Health Priority;
AND that the province appoints a responsible Minister and Ministry with the appropriate
funding and powers as the single point of contact to address the full spectrum of
housing needs and equally as important, the mental health, addictions and wrap around
supports that must be put resourced and put in place;
AND that the provincial government strike a task force with broad sector representatives
including municipalities, regions, healthcare, first responders, community services, the
business community and the tourism industry to develop a Made in Ontario Action Plan;
AND that this provincial task force reviews the current programs and policies developed
by municipalities, regions and community partners that have proven successful in our
communities, as well as programs and policies proposed by various stakeholders, to
evaluate their effectiveness, ability to be scaled up, and to ensure that a variety of
solutions are available, as there is no one-size-fits-all answer, and can be implemented
quickly and effectively to tackle this crisis;
AND that the federal government is included in these conversations;
AND that both levels of government provide adequate, sufficient and sustainable
funding to ensure that municipalities have the tools and resources to support individuals
suffering with mental health and addictions, including unhoused people and those from
vulnerable populations that may be disproportionately impacted;
And that the Members of Clarington Council call on the residents of the Municipality of
Clarington to join us in appealing to the provincial and federal governments for support
by visiting SolvetheCrisis.ca and showing your support;
AND further that a copy of this motion be sent to:
● The Right Honourable Justin Trudeau, Prime Minister of Canada
● The Honourable Sean Fraser, Minister of Housing, Infrastructure and
Communities of Canada
● The Honourable Doug Ford, Premier of Ontario
● The Honourable Sylvia Jones, Deputy Premier and Minister of Health
● The Honourable Paul Calandra, Minister of Municipal Affairs and Housing
● The Honourable Michael Parsa, Minister of Children, Community and Social
Services
● The Honourable Michael Tibollo, Associate Minister of Mental Health and
Addictions
● Local MPs
● Local MPPs and
● Ontario’s Big City Mayors (solvethecrisis@obcm.ca and info@obcm.ca)
Page 148