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HomeMy WebLinkAbout2025-02-24 Council Post-Meeting Agenda Date:February 24, 2025 Time:6:30 p.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: Michelle Chambers, Legislative Services Coordinator, at 905-623-3379, ext. 2101 or by email at mchambers@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Collection, Use & Disclosure of Personal Information: If you make a delegation, or presentation, at a Committee or Council meeting, the Municipality will be recording you and will make the recording public on the Municipality’s website, www.clarington.net/calendar. Written and oral submissions which include home addresses, phone numbers, and email addresses become part of the public record. If you have any questions about the collection of information, please contact the Municipal Clerk. 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.Moment of Reflection 3.Land Acknowledgement Statement 4.Declaration of Interest 5.Announcements 6.Presentations / Delegations *6.1 Aidan Pereira, KLM Planning Partners Inc., regarding Report PDS-007- 25 - Recommendation on a rezoning and Amendment to a Draft Plan of Subdivision to permit 22 Townhouse Units on Kenneth Cole Drive in the Northglen Neighbourhood of Bowmanville. 4 7.Consent Agenda 7.1 Minutes from the Regular Council meeting dated January 27, 2025 6 7.2 Minutes from the General Government Committee Meeting dated February 3, 2025 15 7.3 Minutes from the Planning and Development Committee Meeting dated February 10, 2025 23 7.4 Minutes from the Clarington Accessibility Advisory Committee meeting dated November 26, 2024 30 7.5 Minutes from the Clarington Active Transportation and Safe Roads Advisory Committee meeting dated December 12, 2024 34 7.6 Minutes from the Clarington Agricultural Advisory Committee meeting dated January 9, 2025 39 7.7 Minutes from the Newcastle Arena Board meeting dated January 14, 2025 44 7.8 Minutes from the Samuel Wilmot Nature Area Management Advisory Committee meeting dated January 21, 2025 46 February 24, 2025 Council Agenda Page 2 7.9 Minutes from the Clarington Heritage Committee meeting dated January 21, 2025 50 7.10 Minutes from the Clarington Diversity Committee meeting dated February 13, 2025 54 7.11 Report CAO-003-25 - Diversity Advisory Committee and Clarington Anti- Black Racism Advisory Committee Terms of Reference Update 59 7.12 By-law 2025-004 - Being a by-law to establish certain lands as public highways 94 Item 6.5 of the General Government Committee Minutes 7.13 By-law 2025-005 - Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington. 96 Application by D.G Biddle and Associates (Akero Developments) Item 6.2 of the Planning and Development Committee Minutes 7.14 By-law 2025-006 - Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington 98 Application by KLM Planning Partners Inc. on behalf of 2265719 Ontario Inc. Item 10.1.1 of the Planning and Development Committee Minutes 8.Items for Separate Discussion 9.Business Arising from Procedural Notice of Motion 10.Unfinished Business 11.Confidential Items 12.Confirming By-Law 13.Adjournment February 24, 2025 Council Agenda Page 3 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from Pereira Date:February 21, 2025 1:15:50 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Planning Consultant on behalf of 265719 Ontario Inc. in support of the approval of By-law 005-26 to amend By-law84-63, to amend the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington This item has attachments Action requested of Council Approval of ZBA 2025-006 Date of meeting 2/24/2025 Summarize your delegation Speaking on behalf of 2265719 Ontario Inc. in support of the approval of By-law 005-26 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. Nicole Zambri Report number (if known) PDS-007-25 Will you be attending this meeting in person or online? Online First name: Aidan Single/Last name Pereira Page 4 How to pronounce your name: A-den Firm/Organization (if applicable) KLM Planning Partners Inc. Job title (if applicable) Assocaite Address Town/Hamlet Concord Postal code Email address: Phone number Do you plan to submit correspondence related to this matter? No 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. No I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 5 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Council Minutes Date: Time: Location: January 27, 2025 6:30 p.m. Council Chambers or Electronic Participation Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor L. Rang, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Staff Present: M. Dempster, D. Lyons, R. Maciver, L. Reck, T. Pinn, J. Gallagher, M. Chambers _____________________________________________________________________ 1. Call to Order Mayor Foster called the meeting to order at 6:46 p.m. 2. Moment of Reflection Councillor Traill led the meeting in a moment of reflection. 3. Land Acknowledgement Statement Councillor Traill recited the Land Acknowledgement Statement. 4. Declaration of Interest There were no disclosures of interest stated at this meeting. 5. Announcements Members of Council announced upcoming community events and matters of community interest. 6. Presentations / Delegations Page 6 January 27, 2025 Council Minutes 2 6.1 John McDermott, McDermott & Associates Limited regarding Report PDS-006- 25 - Bowmanville East Urban Centre Secondary Plan Recommendation Report Addendum to Report PDS-033-24 John McDermott, McDermott & Associates Limited, was present regarding Report PDS-006-25 - Bowmanville East Urban Centre Secondary Plan Recommendation Report Addendum to Report PDS-033-24. John spoke to Section 12.1.8 of the Bowmanville East Urban Centre Secondary Plan and noted the only concern was related to the permitted building height of nine storeys. J. McDermott explained that, in consultation with an aeronautical expert, they are requesting that the building heights be considered based on the height above sea level and that this would provide more certainty with respect to the actual height of the buildings. 6.2 Andrew Rice regarding Report PDS-006-25 - Bowmanville East Urban Centre Secondary Plan Recommendation Report Addendum to Report PDS-033-24 Andrew Rice was present regarding Report PDS-003-25 Bowmanville East Urban Secondary Plan Recommendation Report, Addendum to Report PDS-033-24. Andrew thanked staff and requested that 37-39 Scugog Street be included in Subsection 6.8.4. e) of the Bowmanville East Urban Centre Secondary Plan. Alter the Agenda Resolution # C-006-25 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That the Agenda be altered to consider Item10.1 - Report PDS-006-25 - Bowmanville East Urban Centre Secondary Plan Recommendation Report Addendum to Report PDS-033-24, at this time. Carried 10.1 Report PDS-006-25 - Bowmanville East Urban Centre Secondary Plan Recommendation Report Addendum to Report PDS-033-24 Resolution # C-007-25 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That Report PDS-033-024, and any related delegations or communication items, be received; That Report PDS-006-25 (Addendum to Report PDS-033-24), and any related delegations or communication items, be received; That Official Plan Amendment 136 (OPA 136), attached to Report PDS -006-25, to update the Bowmanville East Urban Centre Secondary Plan in the Clarington Official Plan be approved; Page 7 January 27, 2025 Council Minutes 3 That, upon approval by Council, the recommended Secondary Plan, attached to Report PDS-006-25, be implemented by staff as Council’s policy on land use and planning matters and through the capital budget program; That the recommended Urban Design Guidelines, attached to Report PDS-006-25, be approved and be used by staff to guide development applications and public projects; That the Deputy CAO, Planning and Infrastructure Services be authorized to execute any agreements to implement the Secondary Plan once approved by Council; and That all interested parties listed in Report PDS-006-25, and any delegations be advised of Council’s decision. Carried as Amended, see following motions Resolution # C-008-25 Moved by Councillor Anderson Seconded by Councillor Elhajjeh That the foregoing Resolution #C-007-25 be amended by adding the following to the end of Paragraph 3: “with the following change: That Subsection 6.8.4. e) in the Bowmanville East Urban Centre Secondary Plan be amended to include the properties known as 37- 39 Scugog Street. Carried The foregoing Resolution #C-007-25 was then put a vote and carried as amended. Main Motion as Amended Resolution # C-009-25 That Report PDS-033-024, and any related delegations or communication items, be received; That Report PDS-006-25 (Addendum to Report PDS-033-24), and any related delegations or communication items, be received; That Official Plan Amendment 136 (OPA 136), attached to Report PDS -006-25, to update the Bowmanville East Urban Centre Secondary Plan in the Clarington Official Plan be approved with the following change; That Subsection 6.8.4. e) in the Bowmanville East Urban Centre Secondary Plan be amended to include the properties known as 37 -39 Scugog Street; and Page 8 January 27, 2025 Council Minutes 4 That upon approval by Council, the recommended Secondary Plan, attached to Report PDS-006-25, be implemented by staff as Council’s policy on land use and planning matters and through the capital budget program; That the recommended Urban Design Guidelines, attached to Repor t PDS-006-25, be approved and be used by staff to guide development applications and public projects; That the Deputy CAO, Planning and Infrastructure Services be authorized to execute any agreements to implement the Secondary Plan once approved by Council; That all interested parties listed in Report PDS-006-25, and any delegations be advised of Council’s decision. 7. Consent Agenda Resolution # C-010-25 Moved by Councillor Elhajjeh Seconded by Councillor Zwart That all items listed in Section 7, with the exception of item 7.3.1, be approved, in accordance with the Agenda. Carried 7.1 Minutes from the Regular Council meeting dated December 16, 2024 Resolution # C-011-25 That the minutes from the regular meeting of Council dated December 16, 2024, be adopted. 7.2 Minutes from the Special Council Meeting dated January 13, 2025 Resolution # C-012-25 That the minutes from the special meeting of Council dated January 13, 2025, be adopted. 7.3 Minutes from the General Government Meeting dated January 13, 2025 Resolution # C-013-25 That the minutes from the General Government Committee meeting dated January 13, 2025, be approved with the exception of Item 8.1. Page 9 January 27, 2025 Council Minutes 5 7.4 Minutes from the Planning and Development Committee Meeting dated January 20, 2025 Resolution # C-014-25 That the minutes from the Planning and Development Committee meeting dated January 20, 2025, be approved. 7.5 Minutes from the Newcastle Community Arena Board meeting dated November 12, 2024 Resolution # C-015-25 That the minutes from the Newcastle Community Arena Board meeting dated November 12, 2024, be received for information. 7.6 Minutes from the Clarington Heritage Committee meeting dated November 19, 2024 Resolution # C-016-25 That the minutes from the Clarington Heritage Committee meeting dated November 19, 2024, be received for information. 7.7 Minutes from the Samuel Wilmot Nature Area Management Advisory Committee meeting dated November 19, 2024 Resolution # C-017-25 That the minutes from the Samuel Wilmot Nature Area Management Advisory Committee meeting dated November 19, 2024, be received for information. 7.8 Minutes from the Clarington Agricultural Advisory Committee meeting dated December 12, 2024 Resolution # C-018-25 That the minutes from the Clarington Agricultural Advisory Committee meeting dated December 12, 2024, be received for information. 7.9 Minutes from the Clarington Diversity Advisory Committee meeting dated January 9, 2025 Resolution # C-019-25 That the minutes from the Clarington Diversity Advisory Committee meeting dated January 9, 2025, be received for information. Page 10 January 27, 2025 Council Minutes 6 7.10 Minutes from the Newcastle Community Hall Board meeting dated January 21, 2025 Resolution # C-020-25 That the minutes from the Newcastle Community Hall Board meeting dated January 21, 2025, be received for information. 7.11 2025-002 - Being a By-law to Regulate Open-Air Burning Resolution # C-021-25 That By-law Number 2025-002, be approved with the changes noted in Resolution #C-027-25. 7.3.1 Report PUB-002-25 - Open Air Burn By-law Addendum (Item 8.1 of the General Government Committee Minutes) Resolution # C-022-25 Moved by Councillor Elhajjeh Seconded by Councillor Zwart That Report PUB-002-25, regarding the Open Air Burn By-law, and any related delegations or communication items, be received; That the By-law attached to Report PUB-002-25 as Attachment 1, reflecting Scenario One, which allows for both recreational fires and open -air burning, be approved; That By-law 2012-062, to regulate open air burning, be repealed; and That all interested parties listed in Report PUB-002-25, and any delegations be advised of Council’s decision. Carried as Amended, later in the meeting, see following motions Resolution # C-023-25 Moved by Councillor Elhajjeh Seconded by Councillor Anderson That the foregoing Resolution #C-022-25 be amended by adding the following at the end of Paragraph 2: “with the following change: That subsection 7.15c) of Attachment 1 to Report PUB-002-25, being a By- law to regulate open air burning, be amended as follows, be changed from 5m to 7.5m: The owner or occupant shall ensure that the burn at least 7.5m from property lines, fences, street/road/highway, overhead wires, structures, trees and bush/hedges or other combustible materials. Page 11 January 27, 2025 Council Minutes 7 That the corresponding change be made to By-law 2025-002.” Yes (5): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Woo, and Councillor Zwart No (2): Councillor Rang, and Councillor Traill Carried on a recorded vote (5 to 2) Suspend the Rules Resolution # C-024-25 Moved by Councillor Elhajjeh Seconded by Councillor Anderson That the Rules of Procedure be suspended to allow Members of Committee to speak to the foregoing Resolution #C-023-25 for a second time. Carried The foregoing Resolution #C-023-25, was then carried on a recorded vote. Recess Resolution # C-025-25 Moved by Councillor Woo Seconded by Councillor Elhajjeh That the Council recess for 10 minutes. Carried The meeting reconvened at 8:00 p.m. with Mayor Foster in the Chair. Resolution # C-026-25 Moved by Councillor Elhajjeh Seconded by Councillor Anderson That the foregoing Resolution #C-022-25 be amended by adding the following at the end of Paragraph 2: “with the following change: That Subsection 7.15 be replaced with the following: 7.15. No person shall conduct a recreational burn: a) On a combustible surface. b) Except in an outdoor fireplace, max appliance size of 1m x 1m x 1m. Page 12 January 27, 2025 Council Minutes 8 c) Within 7.5m of a property line, fence, street/road/highway, overhead wire, structure, tree, bush/hedge or other combustible materials. d) Between the hours of 10:00 p.m. to 10:00 a.m. e) With refuse, grass clippings, or leaves as fuel. That the corresponding change be made to By-law 2025-002.” Carried The foregoing Resolution #C-022-25 was then put a vote and carried as amended. Main Motion as Amended Resolution # C-027-25 That Report PUB-002-25, and any related delegations or communication items, be received; That the By-law attached to Report PUB-002-25 as Attachment 1, reflecting Scenario One, which allows for both recreational fires and open -air burning, be approved with the following change; That Subsection 7.15 be replaced with the following: 7.15. No person shall conduct a recreational burn: a) On a combustible surface. b) Except in an outdoor fireplace, max appliance size of 1m x 1m x 1m. c) Within 7.5m of a property line, fence, street/road/highway, overhead wire, structure, tree, bush/hedge or other combustible materials. d) Between the hours of 10:00 p.m. to 10:00 a.m. e) With refuse, grass clippings, or leaves as fuel; That the corresponding change be made to By-law 2025-002; and That By-law 2012-062, to regulate open air burning, be repealed; That all interested parties listed in Report PUB-002-25, and any delegations be advised of Council’s decision. 8. Items for Separate Discussion Page 13 January 27, 2025 Council Minutes 9 8.1 Correspondence from Ebraheem Waraich, Ontario Power Generation, Regarding a Request for a Noise By-law Exemption Resolution # C-028-25 Moved by Councillor Woo Seconded by Councillor Traill That the request for a Noise By-law exemption, from Ebraheem Waraich, Ontario Power Generation, from February 3, 2025, to December 31, 2025, be approved. Carried 9. Business Arising from Procedural Notice of Motion 10. Unfinished Business 11. Confidential Items 12. Confirming By-Law Resolution # C-029-25 Moved by Councillor Anderson Seconded by Councillor Rang That By-law Number 2025-003 being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on January 27, 2025, be approved. Carried 13. Adjournment Resolution # C-030-25 Moved by Councillor Rang Seconded by Councillor Zwart That the meeting adjourn at 8:06 p.m. Carried Page 14 1 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 General Government Committee Minutes Date: Time: Location: February 3, 2025 9:30 a.m. Council Chambers or Electronic Participation Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor L. Rang, Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart Staff Present: M. Dempster, J. Newman, L. Turcotte, D. Lyons, R. Maciver, T. Pinn, L. Reck Other Staff Present: M. Machacek, P. Davidson, A. Micu _____________________________________________________________________ 1. Call to Order Councillor Elhajjeh called the meeting to order at 9:31 a.m. 2. Land Acknowledgement Statement Councillor Traill led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Announcements Members of Committee announced upcoming community events and matters of community interest. Page 15 General Government Committee Minutes February 3, 2025 2 5. Presentations/Delegations 5.1 Presentation by Paul Davidson, Manager, Financial Planning/Deputy Treasurer, and Jackie Hall and Bianca Whiffen, Hemson Consulting, Regarding Report FSD-005-25 - 2025 Development Charge Study and Community Benefits Charge Strategy Update Paul Davidson, Manager, Financial Planning/Deputy Treasurer, introduced Jackie Hall, Hemson Consulting, and explained that the existing Development Charge By-law will expire in January 2026. Jackie Hall provided an overview of the new framework for growth-related capital, including the Development Charges Act (DCs), Community Benefit Charges (CBCs), and Parkland Acquisition, as well as the legislative framework under Bill 23, the More Homes Built Faster Act. Jackie outlined amendments to the Development Charge Act (DCA) and associated regulations, explaining the services applicable to the Municipality of Clarington and key decision points for Council. J. Hall provided an overview of the DC study process and the development and employment forecast to 2051. Jackie outlined the 15-year historical inventories and maximum DC funding envelopes. J. Hall explained the municipal-wide capital program and the draft calculated residential and non-residential rates, comparing current versus draft calculated municipal- wide residential and non-residential rates per single-detached dwelling. Jackie also compared the residential and non-residential rates for industrial and retail single/semi-detached dwellings. J. Hall provided an overview of community benefits charges, including legislative basics and the CBC capital program. Jackie outlined the DC and CBC project timelines and answered questions from Members of the Committee. Alter the Agenda Resolution # GG-023-25 Moved by Councillor Woo Seconded by Councillor Anderson That the Agenda be altered to consider Item 6.4, Report FSD-005-25 - 2025 Development Charge Study and Community Benefits Charge Strategy Update, at this time. Carried 6. Consent Agenda 6.4 FSD-005-25 - 2025 Development Charge Study and Community Benefits Charge Strategy Update Resolution # GG-024-25 Moved by Councillor Zwart Seconded by Councillor Rang That Report FSD-005-25, and any related delegations or communication items, be received; Page 16 General Government Committee Minutes February 3, 2025 3 That Council endorse the population and employment forecasts for the purposes of informing the capital programs and development charges rate calculation shown in Attachment 1; That the draft list of capital projects eligible for development charges funding, provided in Attachment 2, be received and be used as input into the 2025 Development Charges Background Study, subject to amendments as part of the ongoing public consultation and Staff review; That the draft list of capital projects eligible for community benefits charges funding, provided in Attachment 4, be received and be used as input into the 2025 Community Benefits Charges Strategy, subject to amendments as part of the ongoing public consultation and Staff review; That Staff be directed to publicly release the draft by-laws, draft Development Charges Background Study, and draft Community Benefits Charge Str ategy no later than March 24, 2025, to ensure the Development Charge Study is released a minimum of 60 days prior to the anticipated Development Charge By-Law passage, and; That all interested parties listed in Report FSD-005-25, and any delegations be advised of Council’s decision. Carried 5. Presentations/Delegations 5.2 Delegation by Kate Potter, Chair and Thomas Hossie, Vice-Chair, Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC), Regarding SWNAMAC Annual Update Kate Potter, Chair, and Thomas Hossie, Vice-Chair of the Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC), presented the SWNAMAC Annual Update via electronic means. Using an electronic presentation, Kate provided an overview of the Committee’s mandate, the Nature Area location, and community projects. Thomas provided an overview of the community engagement activities and additional projects planned for 2025. Thomas and Kate answered questions from Members of the Committee. Resolution # GG-025-25 Moved by Councillor Zwart Seconded by Councillor Anderson That the Delegation Kate Potter, Chair, and Thomas Hossie, Vice-Chair, Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC), regarding a SWNAMAC Annual Update, be received with thanks. Carried Page 17 General Government Committee Minutes February 3, 2025 4 Suspend the Rules Resolution # GG-026-25 Moved by Councillor Woo Seconded by Councillor Rang That the Rules of Procedure be suspended to add a Delegation, by Oswald Sharpe, Regarding School Zone Speed Limits, to the Agenda. Carried 5.3 Delegation by Oswald Sharpe, Regarding School Zone Speed Limits Oswald Sharpe was present to express concerns regarding the 30 km /h school zone speed limit and suggested changing the limit to 40 km/h. Oswald also expressed concerns regarding the location and parking for Concerts in t he Park, and garbage pick-up. Resolution # GG-027-25 Moved by Councillor Rang Seconded by Councillor Woo That the Delegation of Oswald Sharpe, regarding School Zone Speed Limits, be received with thanks. Carried 6. Consent Agenda Resolution # GG-028-25 Moved by Councillor Rang Seconded by Councillor Anderson That all items listed in Section 6, with the exception of items 6.1 and 6.3, be approved, in accordance with the Agenda. Carried 6.2 FSD-003-25 - 2025 Budget Update Implementation Resolution # GG-029-25 That Report FSD-003-25, and any related delegations or communication items, be received; That the Deputy CAO/Treasurer be authorized to make an application to the Region of Durham for the necessary debentures, with the term being at the discretion of the Deputy CAO/Treasurer, for the projects identified in the 2025 Budget Update; That Report FSD-003-25 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001 for the 2025 fiscal year; Page 18 General Government Committee Minutes February 3, 2025 5 That the Public Works vehicles identified in Report FSD-003-25, and included in the reserve fund contributions during the years 2025-27, be authorized to be ordered with delivery dates in the applicable fiscal year; That the Deputy CAO/Treasurer is authorized to fund pro jects which have been previously approved in the 2022 to 2024 budgets and not completed with funding to be provided from the appropriate reserve or reserve fund; That the appropriate by-laws to levy the 2025 tax requirement for Municipal, Region of Durham and Education purposes be forwarded to Council for approval, once final tax policy information is available; and That all interested parties listed in Report FSD-003-25, and any delegations be advised of Council’s decision. 6.5 LGS-004-25 - Assumption of Road Widenings 2025 Resolution # GG-030-25 That Report LGS-004-25, and any related delegations or communication items, be received; and That the By-law attached to Report LGS-004-25, as Attachment 1, be approved. 6.1 PDS-002-25 - North Bowmanville Dog Park Site Selection Resolution # GG-031-25 Moved by Councillor Rang Seconded by Councillor Anderson That Report PDS-002-25 – North Bowmanville Dog Park Site Selection, be referred to the March 3, 2025, General Government Committee meeting; and That Staff consult with Valleys 2000 regarding the preferred location. Yes (7): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang, Councillor Traill, Councillor Woo, and Councillor Zwart Carried on a recorded vote (7 to 0) Councillor Traill left the meeting at 11:45 a.m. 6.3 FSD-004-25 - Supply and Delivery of Three Tractor Mowers The Committee recessed for their one hour scheduled break in accordance with the Procedural By‑law. The meeting reconvened at 1:02 p.m. with Councillor Elhajjeh in the Chair. Page 19 General Government Committee Minutes February 3, 2025 6 Closed Session Resolution # GG-032-25 Moved by Mayor Foster Seconded by Councillor Rang That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. Carried Rise and Report The meeting resumed in open session at 1:22 p.m. Councillor Elhajjeh advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. Resolution # GG-033-25 Moved by Mayor Foster Seconded by Councillor Rang That Report FSD-004-25, and any related delegations or communication item s, be received; That Green Tractors Inc. with a bid amount of $1,090,874.25 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2024 - 42 be awarded the contract for the supply and delivery of three tractor mowers; That the total estimated funds required for this project in the amount of $1,094,374.25 (Net HST) include $1,090,874.25 (Net HST) for three tractor mowers, and other costs such as licensing, radios, GPS units and Clarington decal lettering and striping in the amount of $3,500.00 (Net HST) be funded by the Municipality as provided: Description Account Number Amount Fleet Replace -Roads - 2024 budget 110-36-388-83642- 7401 $552,750 Additional Funds - Operations Equipment RF 110-36-388-83642- 7401 197,394 New Equip-Roads - 2024 budget 110-36-388-83643- 7401 266,325 Additional Funds - Roads & Related DC 110-36-388-83643- 7401 77,905 Page 20 General Government Committee Minutes February 3, 2025 7 That all interested parties listed in Report FSD-004-25, and any delegations be advised of Council’s decision. Carried 7. Items for Separate Discussion 7.1 LGS-005-25 - Appointments to the Accessibility Advisory Committee, Bowmanville Santa Claus Parade Committee, Newcastle Village Community Hall Board, and the Tyrone Hall Board Resolution # GG-034-25 Moved by Councillor Rang Seconded by Councillor Zwart That Report LGS-005-25, and any related delegations or communication items, be received; That the resignation of Allison Speight, Accessibility Advisory Committee, and Kelly Maika, Rick Bellamy, Ashley Maika, and Saranya Anantharaman, Bowmanville Santa Claus Parade, be received with thanks; That Michael Kamstra be appointed to the Accessibility Advisory Committee for a term ending December 31, 2026, or until a successor is appointed; That Danielle Carroll, Greg Carroll, Crystal Ovenden, Jacquie MacEachern, Larry Quinney, and Petra Billings be appointed to the Tyrone Hall Board for a term ending December 31, 2026, or until a successor is appointed, and that Staff re- advertise for the remaining vacancy; That the Committee consider the applications for appointments to the Bowmanville Santa Claus Parade Committee, Newcastle Village Community Hall Board, and Tyrone Hall Board and that the vote be conducted to appoint the citizen representatives, in accordance with the Boards and Committees Management Policy; and That all interested parties listed in Report LGS-005-25 and any delegations be advised of Council’s decision. Carried Bowmanville Santa Claus Parade That Angela Schill, Denis Keane, Jennifer Bheemsingh, Mia Mansi, and Fazela Yasin be appointed to the Bowmanville Santa Claus Parade Committee for a term ending December 31, 2026, or until a successor is appointed. Newcastle Village Community Hall Board That Deanna Frost, Peter Martin, Mel Green, Julie Blake, and Sharon Payton be appointed to the Newcastle Village Community Hall Board for a term ending December 31, 2026, or until a successor is appointed. 8. Unfinished Business Page 21 General Government Committee Minutes February 3, 2025 8 9. New Business Suspend the Rules Resolution # GG-035-25 Moved by Councillor Rang Seconded by Councillor Anderson That the Rules of Procedure be suspended to add a New Business Item, regarding Canadian Export Tariffs, to the Agenda. Carried 9.1 Canadian Export Tariffs Resolution # GG-036-25 Moved by Councillor Rang Seconded by Councillor Anderson That Staff investigate and report back on options available to restrict the purchase of products and services originating in the United States by the Municipality of Clarington; That Staff consult with the Clarington Board of Trade, Business Improvement Areas, and other levels of government to provide clarification on how we can work to help promote buying Canadian products; and That Council supports organizations such as the Association of Municipalities, Federation of Canadian Municipalities, Ontario Big City Mayors, the province, and the Region of Durham to take similar actions. Yes (6): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang, Councillor Woo, and Councillor Zwart Absent (1): Councillor Traill Carried on a recorded vote (6 to 0) 10. Confidential Items 11. Adjournment Resolution # GG-037-25 Moved by Councillor Zwart Seconded by Councillor Anderson That the meeting adjourn at 1:53 p.m. Carried Page 22 1 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Planning and Development Committee Minutes Date: Time: Location: February 10, 2025 5:00 p.m. Council Chambers or Electronic Participation Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh, Councillor W. Woo, Councillor M. Zwart Regrets: Councillor L. Rang, Councillor C. Traill Staff Present: M. Dempster, J. Newman, L. Turcotte, D. Lyons, L. Reck, R. Maciver, A. Tapp, K. Richardson Other Staff Present: S. Parish, T. Robichaud _____________________________________________________________________ 1. Call to Order Councillor Anderson called the meeting to order at 5:06 p.m. 2. Land Acknowledgment Statement Councilor Woo led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Announcements Members of Committee announced upcoming community events and matters of community interest. 5. Presentations/Delegations Page 23 Planning and Development Committee Minutes February 10, 2025 2 5.1 Scott Waterhouse, GHD and Sean Turk, Your Home Developments, Regarding Report PDS-005-25 - Recommendation on Applications by GHD Ltd. for a Clarington Official Plan Amendment and Zoning By-law Amendment in the Bowmanville Major Transit Station Area Scott Waterhouse, GHD was present on behalf of the applicant. Scott explained that Sections 6.3 and 10.18 of the report recommend a holding provision specific to securing GO station funding, which stems from the GO Station Funding Act. S. Waterhouse stated that the applicant is concerned tha t the holding provision is open-ended and lacks specifics on when it can be removed. Scott questioned when the Municipal Transit By-law will be approved. S. Waterhouse stated that the applicant requests the report be referred to Staff for further discussions regarding the transit station funding. 6. Consent Agenda 6.1 PDS-005-25 - Recommendation on Applications by GHD Ltd. for a Clarington Official Plan Amendment and Zoning By-law Amendment to Permit a Total of 464 Residential Units in the Bowmanville Major Transit Station Area Resolution # PD-004-25 Moved by Mayor Foster Seconded by Councillor Elhajjeh That Report PDS-005-25 - Recommendation on Applications by GHD Ltd. for a Clarington Official Plan Amendment and Zoning By-law Amendment to Permit a Total of 464 Residential Units in the Bowmanville Major Transit Station Area, be referred back to Staff. Carried 6.2 PDS-008-25 - Recommendation on a Rezoning Application to Permit 12 Residential Lots at 3187 Middle Road in Bowmanville Resolution # PD-005-25 Moved by Mayor Foster Seconded by Councillor Woo That Report PDS-008-25 and any related delegations of communication items, be received; That the Zoning By-law Amendment application submitted by Akero Developments be approved and the By-law contained in Attachment 1 to Report PDS-008-25 be approved; That the application for Draft Plan of Subdivision S -C-2024-0008 submitted by Akero Developments be supported, subject to the conditions approved by the Deputy CAO of Planning and Infrastructure Services; Page 24 Planning and Development Committee Minutes February 10, 2025 3 That once all conditions contained in the Clarington Official Plan and Zoning By- law 84-63 with respect to the removal of the (H) Holding Symbol and the conditions of the Subdivision are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved by the Deputy CAO of Planning and Infrastructure Services; That the Region of Durham Community Growth and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PDS-008-25 and Council’s decision; and That all interested parties and any delegations be advised of Council’s decision. Carried 7. Items for Separate Discussion 8. Unfinished Business 9. New Business Alter the Agenda Resolution # PD-006-25 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Agenda be altered to consider Item 11.1, Confidential Report LGS -007- 25 - Proposed Acquisition of Property by the Municipality, at this time. Carried 11. Confidential Items 11.1 LGS-007-25 - Proposed Acquisition of Property by the Municipality Closed Session Resolution # PD-007-25 Moved by Mayor Foster Seconded by Councillor Zwart That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matters:  proposed or pending acquisition or disposition of land by the municipality or local board; and  a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. Carried Page 25 Planning and Development Committee Minutes February 10, 2025 4 Rise and Report The meeting resumed in open session at 6:08 p.m. Councillor Anderson advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001, and one resolution was passed to provide direction to Staff. Recess Resolution # PD-008-25 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the Committee recess until 6:30 p.m. Carried The meeting reconvened at 6:32 p.m. with Councillor Anderson in the Chair. 10. Public Meetings (6:30 p.m.) 10.1 Public Meeting for a Proposed Zoning By-law Amendment and Draft Plan of Subdivision Jim Derlatka was present and stated that the proposal does not fit with the current neighbourhood and suggested that single-family homes would be a better match for the existing style and size of the area. Jim expressed concerns regarding the cost of homes. J. Derlatka stated that they created a petition which resulted in residents being worried about apartment towers being developed. Jim provided an overview of the average income to obtain a mortgage, emphasizing that the homes would be bought and rented at astronomical prices. Nolan Marshall was present to express concerns regarding increased traffic, loss of quiet nature, and the lack of green space, infrastructure, and services. Alyssa Woods, KLM Planning, was present on behalf of 2265719 Ontario Inc. Using an electronic presentation, Alyssa provided an overview of the location and context, existing policy, and the proposed zoning. A. Woods outlined the development proposal including the renderings and materials submitted supporting the application. Alyssa answered questions from Members of Committee. 10.1.1 PDS-007-25 - Information and Recommendation on a Rezoning and Amendment to a Draft Plan of Subdivision to Permit 22 Townhouse Units on Kenneth Cole Drive in the Northglen Neighbourhood of Bowmanville Resolution # PD-009-25 Moved by Councillor Woo Seconded by Councillor Elhajjeh That Report PDS-007-25 and any related communication items, be received; Page 26 Planning and Development Committee Minutes February 10, 2025 5 That the rezoning application submitted by 2265719 Ontario Inc., be approved and the By-law in Attachment 1 to Report PDS-007-25 be approved; That the application for an Amendment to the Draft Plan of Subdivision S -C- 2007-0004 submitted by 2265719 Ontario Inc. to permit 22 townhouse units be supported subject to the amending conditions to be approved by the Deputy CAO of Planning and Infrastructure Services; That any Council and/or Public concerns regarding the subdivision be addressed through the amending conditions of draft approval; That once all conditions contained in the Official Plan with respect to the removal of the (H) Holding Symbol and the conditions of the Subdivision are satisfied, the By-law authorizing the removal of the (H) Hold Symbol be approved; That the Region of Durham Community Growth and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PDS-007-25 and Council’s decision; and That all interested parties listed in Report PDS-007-025 and any delegations be advised of Council’s decision. Carried 10.2 Public Meeting for a Proposed Official Plan Amendment and Zoning By-law Amendment Jim Derlatka was present in opposition to the application. Jim stated that the proposal does not fit with the existing neighbourhood and suggested that the new development should mirror the current housing style. Jim explained the importance of preserving the trees and incorporating the development around them. Jim expressed concerns regarding the province's influ ence over the municipality and answered questions from Members of Committee. Nadine Taylor was present in opposition to the application. Using an electronic presentation, Nadine expressed concerns regarding the proposal contradicting existing policies and acts. N. Taylor stated that the lot is designated as environmentally protected. Nadine expressed concerns regarding headwater drainage and the removal of CLOCA's authority. Nadine explained that the 15 snag trees on the property are home to three endangered bat species, making it illegal to destroy their habitat. Resolution # PD-010-25 Moved by Mayor Foster Seconded by Councillor Elhajjeh That the delegation of Nadine Taylor be extended for an additional 2 minutes. Carried Page 27 Planning and Development Committee Minutes February 10, 2025 6 Nadine expressed concerns regarding the removal of trees, which is not compliant with the woodlot preservation by-law. N. Taylor requested that Committee deny the tree removal permit. Nadine provided an overview of the various acts, by-laws, and policies that the proposal violates and answered questions from Members of Committee. Tracey Ali was present to express concerns regarding the headwater drainage feature, greenspace, and potential flooding. Kathleen Grey was present to express concerns regarding the fit of the proposal, overflow of schooling, traffic, and suggested single family dwellings instead. Dan Aldworth was present to express concerns regarding greenspace, traffic flow and safety. Anne Meredith was present to express concerns regarding birds, the owl habitat, and the property is home to over a dozen different species of songbirds. Liam Murphy, Bousfields Inc. and Paul Neals, Orion Enviornmental Solution Inc. were present on behalf of Stylux Bowmanville Inc. Using an electronic presentation, Liam provided an overview of the application timeline, subject site and surrounding context. L. Murphy outlined the planning context, zoning regulations, site plan, landscape plan, and elevations for dual frontage units and typical townhouse units. Liam and Paul answered questions from Membe rs of Committee. 10.2.1 PDS-009-25 - Applications by Stylux Bowmanville Inc. for a Clarington Official Plan Amendment and Zoning By-law Amendment to Permit a Total of 97 Residential Units at 500 Mearns Avenue in Bowmanville Resolution # PD-011-25 Moved by Councillor Elhajjeh Seconded by Councillor Zwart That Report PDS-009-25 and any related communication items, be received for information only; That Staff receive and consider comments from the public, review agencies, and Council with respect to the Official Plan Amendment and Zoning By-law Amendment applications submitted by Bousfields Inc. on behalf of Stylux Bowmanville Inc. and continue processing the applications including the preparation of a subsequent recommendations report; and That all interested parties listed in Report PDS-009-25 and any delegations be advised of Council’s decision. Carried The Public Meetings concluded at 8:04 p.m. Page 28 Planning and Development Committee Minutes February 10, 2025 7 12. Adjournment Resolution # PD-012-25 Moved by Mayor Foster Seconded by Councillor Woo That the meeting adjourn at 8:04 p.m. Carried Page 29 Page | 1 Clarington Accessibility Advisory Committee Minutes Tuesday November 26, 2024 6:30 p.m. Hybrid Via Microsoft Teams If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext 2131 Present: Lesley Scherer (Chair) Beatrice Kraayenhof Sanja Wirch Barbara Henn Sheikh Hossain Hawa Mire Also Present: Jeannette Whynot – Accessibility Coordinator Rob Farquarson – Facilities Supervisor (until 7:08 p.m.) Alison Dee – Director, Strategy and Innovation CLMA (Until 7:30 p.m.) Regrets: Keith Brettell Allison Speight Councillor Corinna Traill The meeting called to order at 6:34 p.m. 1. Land Acknowledgement Statement Lesley Scherer shared the Land Acknowledgement Statement. 2. Declarations of Interest No declarations 3. Approval of September 25 and October 15 Meeting Minutes Moved by Barb Henn, seconded by Sanja Wirch That the September 25th, 2024 and October 15, 2024 meeting minutes be approved as presented. Carried 4. Municipal project review: outdoor skating rink at Diane Hamre Recreation Centre (DHRC). Page 30 Page | 2 Rob Farquarson, Facilities Supervisor, presented plans for a 100x60 outdoor skating rink to be located at Diane Hamre Recreation Center in Newcastle. The Committee was overall supportive of the project, its design, and expressed appreciation for the accessibility considerations shown. Committee members discussed the design of the benches, particularly the space for mobility devices. Rob advised that the design renderings don’t entirely give the full view of the design but that he would bring their feedback brought back to the project team. The Committee recommended the design include lowered benches to better meet the needs of children. A brief discussion on the location and design of the fire pit took place. The Committee asked why it was located where it was. Rob advised it was placed there because it’s close to the main building, which is where it’s power/gas will come from. The further away it is from the building, the more expensive it will be to install. The Committee also inquired if the accessible path of travel will be compromised when the firepit is being used, due to crowding. Rob expressed gratitude for the Committee’s time and for their thoughtful feedback on the outdoor skating rink at DHRC. The feedback received will be shared with the project team for review and incorporation where possible. 5. Municipal project review: site fixtures at South Bowmanville Recreation Centre (SBRC). At the request of the project team, Jeannette provided the Committee with preliminary site details for the SBRC for the purpose of obtaining their feedback on some of the possible design choices. Committee members provided valuable feedback, which will be summarized and shared with SBRC for their consideration. Jeannette advised that the Committee will continue to be consulted on the SBRC and expressed gratitude, on behalf of the project team, for their thoughtful comments, insight and perspectives through these consultations. 6. Disability tax credit workshop Jeannette provided the committee with an update on their desire to offer a Disability Tax Credit workshop/information session to the community. While there are private sector businesses who specialize in the Disability Tax Credit, Jeannette explained it’s advisable to stay away from for-profit businesses who may use the workshop to obtain new clients. As a result, Jeannette advised she connected with two different government programs to discuss their outreach programming. Option 1: The Government of Ontario offers a tax-related information sessions but are focused on Ontario tax credit programs such as the Seniors Care at Home Tax Credit and Ontario Medical Expense Tax Credit. Jeannette advised that while certainly beneficial, these workshops were not entirely inline with their idea of focusing on the Disability Tax Credit. Option 2: The Canada Revenue Agency (CRA) also offers outreach community information sessions. Their session would focus more specifically the Disability Tax Credit, including how to apply, why is it beneficial, etc. Jeannette explained that this session appears to better align with what the committee previously expressed interest in offering to the community. Moved by Sanja Wirch, seconded by Barb Henn, Page 31 Page | 3 That the Committee proceed with offering a disability tax credit information session by the CRA, in partnership with Clarington Library, Museums and Archives (CLMA) and, That the Disability Tax Credit workshop be offered in hybrid format, where a viewing of the webinar is offered at a CLMA location. Carried. 7. National AccessAbility Week (NAAW) 2025 As a standing agenda item, Jeannette asked the Committee what kinds of activities they would like to support for NAAW in 2025. The disability tax credit workshop/information session could be planned to coincide with NAAW. For NAAW 2024, the Committee partnered with CLMA to host an author visit. Given the success of that event, Jeannette recommended doing it again in 2025. Committee members mutually agreed that another author visit for NAAW would be great. Jeannette advised that she will be looking at offering municipal staff a webinar, but hadn’t yet determined who. Additionally, Jeannette will continue to offer daily NAAW emails to staff and can incorporate content from the Committee. Jeannette also advised that she would work with Corporate Communications to share information to the community in support of NAAW. Committee members were encouraged to think about other ideas for NAAW and to bring them to the next meeting for discussion. 8. Clarington special event permits This agenda item was deferred to the next meeting. 9. Other business Lesley brought forward an event idea to give space for people with disabilities to showcase their products, talents, hobbies, etc. She explained that her family recently attended a special interests fair in Ajax that gave space for people with disabilities to showcase their hobby, passion, business, etc. with others. Although it was not well-attended, Lesley shared it would be great if we could offer something like that in Clarington. A brief discussion took place to better understand what the event would be, the kinds of vendors that would hopefully be in attendance etc. Jeannette advised that prior to moving this forward she will need to look into the logistics of something like this and will work with Lesley to better understand the idea and determine the necessary next steps. Jeannette shared that the 2024 Annual Status Update, which is an AODA requirement, will be presented to the Committee at the next meeting. Jeannette advised that the Customer Service Standard is currently being reviewed and the review committee has released its initial recommendations for public consultation until January 6, 2025. Members who are interested in reviewing the proposed changes and providing feedback can do so online. Page 32 Page | 4 10. Next AAC meeting The next meeting will be Tuesday January 28th, 2025. It will be scheduled as hybrid but can be adjusted to virtual only if the weather is poor or people prefer to stay home. 11. Adjournment Moved by Sanja Wirch, seconded by Barb Henn That the meeting be adjourned. Carried Meeting was adjourned at 8:07pm. Page 33 Page 1 | 5 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Active Transportation and Safe Roads Advisory Committee Minutes Date: December 12, 2024 Time: 7:00 pm Location: Microsoft Teams Members Present: Jim Boate, Debbie Doiron, Bart Hawkins-Kreps, Ron Hooper, Hawa Mire, Richard Oldfield, Rick Stockman, Brad Whittle Staff Present: Rob Brezina, Catherine Verhoog Absent: Councillor Elhajjeh, Connor Houston, Lori Moore 1. AGENDA 1.1 Additions to Agenda No additions. 1.2 Acceptance of Agenda Motion to accept the agenda. Moved to approve by Jim Boate, seconded by Debbie Doiron. CARRIED 2. MINUTES OF AUGUST 29, 2024 2.1 Corrections Rick spoke about the difference between bike repair stands and bike racks. 2.2 Approval of Minutes Motion to accept the minutes of August 29, 2024. Moved to approve by Debbie Doiron, seconded by Brad Whittle. CARRIED Page 34 Page 2 | 5 3. DISCUSSION ITEMS 3.1 August 29th Meeting Follow Up Items: 3.1.1.1 Bike Racks – Garnet Rickard Complex (Richard) A sub-committee, consisting of Richard and Jim, is going to research the type and location of the bike racks at municipal facilities (Bowmanville Indoor Soccer, Rickard Arena, South Courtice Arena etc.) and come up with a suggestion of which facilities need racks, and what type of rack should be placed and where. This information will then be presented at the next meeting and then brought forward to Community Services. 3.1.1.2 Bike Repair Station – West Beach Road Conservation Area (Richard/Rick) The Lake Ontario Conservation Authority applied for and received funding for bike repair stands and installed 15 of them in different locations across Ontario conservation areas. Rick to reach out to the Municipality’s Traffic Division (Slav Potrykus or Ryan King) to request a sign be installed, on the trail, directing cyclists to the bike repair stand. 3.2 Durham Region Active Transportation Update (Connor) No updates at this time as Connor is at the current meeting tonight. 3.3 Applefest Event Summary and Future 2025 Events (Lori/Rick) The Bowmanville Applefest was an extremely successful event, and the maps prepared by Clarington staff were very popular, along with the lights and bells. Rick, Lori, Connor, and Richard participated at the kiosk. Bart and Jim’s suggestion about having maps at the kiosk, after their Ribfest experience, was worthwhile. Bart would like to see more of the small cycling maps that were once provided by the Municipality, brought back to hand out at events. Debbie would like to see an interactive app from Clarington for cycling and walking routes and trails. 3.4 Safety Improvements to West Beach Road (Bart) Nothing new to report. This is a standing item that needs to be addressed much more effectively than it has been in the past. He would like to see improvements completed before the next major cycling season. Bart will draw up some ideas and present them at the next meeting. Page 35 Page 3 | 5 3.5 Intersection Markings for Bike Lanes – Trulls/Nash/Hwy 2 (Jim/Rick) Jim – Some share the road sharrows and some bike pictures have been added where the old bike lane used to come to an end about 50m before you get to the intersection. He would still like to see the green lines painted through the intersection. Rob – This intersection is under the jurisdiction of the Region of Durham. They were approached about painting the lines and the response was that they do not paint lines indicating a bike lane through intersections that do not have enough room for a dedicated bike lane, as per Ontario Traffic Manual standards. The green is dedicated for when there is a cycling lane continuously through the intersection. 3.6 Active Transportation Master Plan Update (ATMP) (Rob) Consultation with the consultant is nearing completion but is taking longer than forecasted due to staff vacancies. We are hoping to resume early in Q1, and hopefully present the ATMP to Council for adoption at the end of Q1. The Region recently adopted their wayfinding strategy, and Clarington will look to pair with them. Part of the strategy is to leverage various mediums such as updated maps on Clarington’s website, and a phone application that can utilize Google Maps or something to guide users along our network. In 2025 a healthy budget has been set aside to come up with an evaluation of the existing network, and seeing what sort of skeletal navigation system framework can be put in place for that navigation system and then look to grow the system every year as we expand our active transportation network. Rob is hoping to have a more significant update for the first meeting in 2025. 3.7 Bill 212 Bike Lanes – Impact on Clarington (Debbie/Bart) A few of the members indicated that there is a court case ongoing challenging this Bill which may alter the impact. Rob reassured the Committee that the Bill is not affecting the current construction on King Street, east of Liberty Street to Haines Street, and that it may not have much of an impact on Clarington at all. What we are seeing with new road construction is that we’re taking a very safe and modern approach. Any large roadway, such as arterial roads with thousands of vehicles per day, we are looking at moving cyclists off the roadway into dedicated in-boulevard cycling lanes. This provides a substantial buffer between cycling lanes and vehicle lanes. There are very few four-lane roads within Clarington and any that may be proposed in the future, would have a vehicle volume that would move cyclists off the road in those newly built areas by default. Page 36 Page 4 | 5 Motion moved by Bart Hawkins-Kreps and seconded by Debbie Doiron. “That the Active Transportation and Safe Roads Committee urges the Municipality to send a letter to the province asking that the designation of local bike lanes remain in the jurisdiction of the Municipality.” CARRIED 3.8 Great Lakes Waterfront Trail 30th Anniversary (Jim) The Great Lakes Waterfront Trail started out in 1995 with a road from Burlington to Trenton, and today it’s fully signed from the Quebec border, following the shores of the Great Lakes and the rivers that connect them all the way up to 150km north of Sault Sainte Marie. There is a three-lake ride being planned for next summer by the Great Lakes Waterfront Trail Organization to celebrate. A proposal was brought forward to have bi-directional lines painted blue on the waterfront trail at wide junctions to help prevent confusion. Whitby recently had their off-road sections painted blue. The suggestion of pop-ups along the trail were also suggested in conjunction with the 30th anniversary. Discussion ensued regarding the blue paint and logos and the accessibility concerns compared to yellow paint, as well as the potential cost to the Municipality. Debbie inquired about having a dedicated 5km stretch for running along the trail, and she will follow up with Jim in an email. This item is to be placed onto the agenda for the next meeting for further discussion. 3.9 Project Update (Rob) Baseline Road from Courtice Road to Trulls Road – sidewalk on north side, and dedicated in-road cycle lanes, have been completed and are open now. Soper Creek Trail Phase 3, from Phase 2 terminus up to Cotton Street, is completed and fully open. King Street East, from Liberty to Haines, road diet – Spring 2025 is the target for completion once the contractor remobilizes. Regional Road 57 improvements from the termination of the first construction phase (at the CP Rail corridor), south to Baseline Road. Expansion of the roadway to four lanes, MUP (Multi-Use Path) installation on west side, replacement of pedestrian underpass. Possibly being tendered out this year by the Region, with a 2026 completion date. Page 37 Page 5 | 5 The Region is planning the completion of urbanization of Liberty Street, from Longworth Avenue to Concession Road 3. A dedicated cycle track is planned as a pilot project from Longworth to Bons and Freeland. A cycle track is a paved pathway within the boulevard exclusively for the use of cyclists. The continuation of the MUP is proposed from Concession Road 3 to Bons and Freeland and west to McCorkell, as well as the installation of a roundabout at Concession Road 3 and Liberty Street. Another Region of Durham project, possibly postponed to 2026 now, is road improvements to Townline Road from Beatrice to Taunton Road, inclusive of some intersection upgrades. As well, the City of Oshawa is implementing a MUP along the west boulevard. The Region has planned for 2027 construction road improvements on Liberty Street from Baseline Road to King Street. As part of this construction, the Municipality will be implementing an MUP along this stretch of road. The MUP will “flip-flop” sides of the road due to spatial constraints with property. This will be started once the Regional Road 57 project is completed. The Region has started the design phase for road improvements on Taunton Road from Maple Grove Road to Old Scugog Road. This includes the implementation of an MUP along the south side of the road for access primarily for school students to the businesses along Taunton Road. A project that was recently reinserted back into the 2025 Capital Budget is the design for the continuation of the Farewell Creek Trail from Phase 2A. The trail will extend from the termination of Phase 2A over to the municipal boundary and will include one final creek crossing back to the north side of the creek. 4. OTHER BUSINESS None. 5. NEXT MEETING Thursday April 3, 2025 6. ADJOURNMENT Motion that the meeting be adjourned at 8:54 p.m. Moved by Ron Hooper, seconded by Bart Hawkins-Kreps. CARRIED Page 38 * Subject to Advisory Committee approval * Agricultural Advisory Committee of Clarington January 9, 2024 Agricultural Advisory Committee of Clarington Meeting Minutes Date: Thursday, January 9, 2025 Time: 7:30 p.m. Location: Microsoft Teams or Meeting Room 1C, Municipal Administrative Centre 40 Temperance St., Bowmanville, Ontario Members Present: Henry Zekveld (Chair), Tom Barrie, Richard Rekker, John Cartwright, Mitch Morawetz (DRFA), Councillor Zwart, Eric Bowman, Jennifer Knox, Lloyd Vandergaast, Brad Found Regrets: Craig Rickard, Chris Ennis Staff Present: Lisa Backus, Jane Wang, Sarah Parish, Sylvia Jennings, Darryl Lyons – Planning and Infrastructure Services; David Speed, Matt Muirhead – Clarington Emergency and Fire Services Guests: Allison De Vos – Invest Durham, Charles Stevens, Ian Parker, Ben Kobes 1. Welcome and Introductions L. Backus welcomed everyone to the meeting. Committee members, staff and attendees made self-introductions. 2. Land Acknowledgement Statement L. Backus recited the Land Acknowledgement Statement. 3. Declarations of Interest None 4. Election of Chair/Vice Chair S. Jennings reviewed the nomination and election process and opened the floor for nomination for the position of Committee Chair. Eric Bowman was nominated for Chair and declined the nomination. Henry Zekveld was nominated for Chair and accepted the nomination. As the only nominee, Henry Zekveld was appointed Chair. Henry Zekveld took over as Chair and opened the floor for nomination for the position of Committee Vice Chair. Tom Barrie was nominated for Vice Chair and accepted the nomination. As the only nominee, Tom Barrie was appointed Vice Chair. Page 39 Agricultural Advisory Committee of Clarington January 9, 2024 5. Presentations / Delegations 5a. Introduction of Deputy CAO, Planning and Infrastructure Services, Darryl Lyons; Director of Emergency and Fire Services and Fire Chief, David Speed; and Fire Prevention Officer, Matt Muirhead Darryl Lyons, Deputy CAO, Planning and Infrastructure Services described his background including working with the Province and City of Markham. He has an extensive policy background and noted that a collaborative approach is needed to find solutions to the many policy changes at the provincial and federal level. He emphasized that he has an open-door policy and encouraged Committee members to reach out. 025-002 Moved by Tom Barrie, Seconded by Brad Found That Charles Stevens and Ian Parker be added as delegations as 5c in the Agenda Carried David Speed, Director of Emergency and Fire Services, briefly introduced himself and answered questions from the Committee. The Enniskillen fire station is staying open for the foreseeable future, despite difficulties recruiting volunteer firefighters. There are plans for a joint fire station, public operations facility, and fire training facility at Liberty and Concession 4. The need for further new fire stations would be a decision of the next term of Council. Any information farmers have that would be relevant to fire services, such as locations of pesticide storage on farms, can be shared with the fire prevention team at any time. Fire and Emergency Services has moved their office to the Shaw House at 156 Church Street, Bowmanville across the street from the Municipal Administrative Centre. Matt Muirhead, Fire Prevention Officer, attended the meeting to answer questions related to fire prevention at migrant worker housing. At a previous meeting between Fire Services and local farmers there were questions about specific terms in the fire code, and how they can vary with definitions in the zoning. Migrant worker housing units that have been issued fire orders can’t be occupied until all items on the inspection orders are completed. Safety of the occupants is the first priority. He clarified that the Municipality of Clarington does not set out the regulations, they’re provincially mandated by the Ontario Fire Marshall. The Municipality’s role is to enforce them. M. Muirhead will send out emails to all owners who have been issued fire orders to explain the next steps. A Committee member suggested that the Committee could consider partnering with the Durham Region Federation of Agriculture to request that the Ontario Federation of Agriculture work with the Ontario Fire Marshall’s office to seek changes to the fire code that would ease the requirements for renovations. 5b. Presentation on Farm Workers Housing Page 40 Agricultural Advisory Committee of Clarington January 9, 2024 Sarah Parish, Principal Planner at the Municipality of Clarington, presented to the Committee on planning permissions for farm workers housing. She reviewed the recent history of the issue and is attending this meeting to begin consultation with the Committee about potential changes to the Official Plan and Zoning By-laws to expand permissions for farm worker housing. She explained that local planning permissions must conform to higher order policy including the Provincial Planning Statement, Greenbelt Plan, Oak Ridges Moraine Conservation Plan, and the Durham Region Official Plan. S. Parish described approaches other municipalities have taken to expand options for migrant worker housing including adding definitions to the zoning by-law, allowing multiple farm worker dwelling types on farm properties and defining maximum lot coverage for farm worker dwellings. The Municipality is potentially releasing amendments to the Zoning By-law and Official Plan to the public in late January. Regardless of changes to the planning permissions, units will need to comply with fire, health and building codes. Committee members asked how they could provide comments on this issue. A motion was carried after Agenda Item 5c to form a subcommittee on the topic. 5c. Delegations from Charles Stevens and Ian Parker on Migrant Worker Housing Ian Parker spoke about his experience dealing with the issue. He chaired a meeting on the topic held at Wilmot Orchards. His main concerns are surrounding the definitions in the fire code. There hasn’t been a resolution yet but noted that continued meetings were recommended. Charles Stevens spoke about his personal experience of employing migrant workers to meet the need for labour. He noted that the migrant worker program is federally regulated, but the fire and building codes are provincially regulated. In speaking with contacts in other provinces, he believes only Ontario has tougher rules regarding fire prevention. He noted that his main concern are the provincial regulations for fire and building, and that planning concerns are easier to tackle. He noted local farmers who have spent large amounts of money to come into compliance with fire orders. He suggested more efforts should be put towards fire prevention education of migrant workers. He questioned why these regulations are being enforced now. He noted the burden this placed on the agricultural issue. He is in touch with provincial ministers but also believes this Committee can play a role. The Committee discussed how other organizations are addressing this issue. The Greenbelt Foundation and federal government are working to develop better guidelines for temporary foreign workers across Canada, particularly addressing health codes. The Ontario Fruit and Vegetable Growers’ Association is leading the charge on this. A committee member suggested that the OFA should be playing a bigger role. The Committee discussed how they could best address this issue. They noted that the main priority is to not impede the arrival of migrant workers for the upcoming growing season. They noted that the purpose of this committee is to advise Council, Page 41 Agricultural Advisory Committee of Clarington January 9, 2024 and that there is limited capacity to affect provincial issues at the municipal level. They noted that they have the most ability to influence the Official Plan or Zoning By-law, but these issues are secondary to the building and fire codes issues. They noted that province should differentiate fire code requirements between urban versus rural boarding houses. They suggested that more clearcut definitions are needed. 025-002 Moved by Jennifer Knox, Seconded by Tom Barrie That the AACC strike a subcommittee to review and provide comments to the draft zoning by-law and official plan amendments that will be presented at the February 10, 2025 Planning and Development Committee; and That the subcommittee also consider the views represented by the delegates on this issue. Carried 6. Approval of Minutes of November 14, 2024 025-003 Moved by Eric Bowman, Seconded by Richard Rekker That the Minutes of the December 12, 2024 meeting be approved. Carried 7. Business Arising from the Minutes 7a. Committee Appointments S. Jennings confirmed that the Chris Ennis, Lloyd Vandergaast, Brad Found and Henry Zekveld were appointed to the Committee for the 2025-2028 term. Henry Zekveld welcomed the new members. 7b. Annual Council Updates S. Jennings asked the Committee for specific issues they’d like mentioned in the annual council update regarding Committee activities for the last year. Suggestions include migrant housing, and traffic infrastructure conflicts with farm equipment. Staff will bring a draft report to the next meeting. Committee members also suggested potentially organizing a farm tour for members of Council. The idea will be considered further when the new work plan is developed. 7. Correspondence, Council Items and Referrals 7a. 2025 Meeting Calendar The list of Committee meetings for 2025 was shared. J. Wang advised that a new chair and vice-chair would be elected at the first meeting in 2025. 7b. OFA Issue Spotlight: Railways Page 42 Agricultural Advisory Committee of Clarington January 9, 2024 T. Barrie spoke about the issue. Rail companies are changing their policy such that neighbouring property owners may be financially responsible for maintenance, drainage, or safety upgrades at railway crossings. Some adjacent farmers have already been charged annually for railway expenses. Various conflicts between farmers and railways were discussed. 8. Liaison Reports 8a. Durham Agricultural Advisory Committee – T. Barrie T. Barrie reported that the January meeting hasn’t taken place yet. In response to a Committee member’s question, he noted that DAAC will continue despite regional planning responsibilities being downloaded to the lower tier municipalities. 8b. Durham Region Federation of Agriculture M. Morawetz provided the update. A meeting was held on December 18 where they provided a recap of the Ontario Federation of Agriculture Annual General Meeting and planned for the early part of the new year. The board is looking for new members. 8c. Durham Agricultural Economic Development Update – A. De Vos A. De Vos provided the update. The agriculture leadership program is upcoming. It’s a four part training session focusing on different aspects of agricultural leadership, delivered in partnership with Durham Farm Connections and the DRFA. The January 28 session will cover global topics in agriculture. A session on February 25 will focus on finding fairness in farm succession planning. Invest Durham is also leading a project to update the official plan agricultural policies in Scugog, Uxbridge, and Brock. The DRFA will be holding an event related to the project. 9. New Business 9a. Stormwater Management Fees Report FSD-002-25 is going to the January 13, 2025 General Government Committee regarding alternative revenue sources and recommends implementing a stormwater management fee. Councillor Zwart suggested that the consultant hired to develop the new fee should consult with this Committee. A Committee member suggested that the Terms of Reference for the consultant’s work should include consultation with this Committee. The Committee reaffirmed motion 024-009 passed at the June 13, 2024 Committee meeting. 10. Date of Next Meeting February 13, 2025 11. Adjournment 025-004 Moved by John Cartwright, Seconded by Eric That the meeting adjourn at 10:10 p.m. Carried Page 43 Newcastle Memorial Arena Management Board Minutes – January 14, 2025 - 7:00 p.m. Newcastle Memorial Arena Present: Jim Vinson - Vice Chair Shea-Lea Latchford - Secretary Todd Taylor - Treasurer Sue White Councillor Margaret Zwart Regrets – Bryan Hutchison Absent – Omar Patel 1. Declarations of Pecuniary Interest 2. Land Acknowledgment Statement 3. Adoption of Agenda - Motion #25-001 - Moved by Sue White, seconded by Todd Taylor THAT: The revised agenda be accepted moving the TOR to the beginning of the meeting. CARRIED 4. Business Arising from Previous Minutes - Terms of Reference – Julie Mitchell and Jennifer Stycuk from the MOC met with the Board to review the outstanding items of the draft TOR. They appreciated our candour and will review the options with Ken Fergerson and will coordinate a follow-up discussion shortly. 5. Adoption of Minutes – Motion #25-002 – Moved by Sue White, seconded by Todd Taylor THAT: The revised minutes of November 12, 2024, be accepted. CARRIED 6. Manager’s Report – Safety – Josh gave a list of staff members, and their safety training received to date. Copies were placed in safety binder. One staff member was informed he would not receive shifts until his Ladder safety, WHMIS and First Aid were complete. All emergency evacuation drawings are in their designated spots. A mistake on ¾ drawings was discovered and Ron Groen was notified. Risk Management – Sue and Josh had their monthly review focusing on training and ORFA guidelines. The monthly reports for December were completed. AED weekly and monthly reports were completed. CIMCO reports were sent out and EPI updated all fire extinguishers. EPI updated valves on sprinkler. Gerr was reminded about the push button on the front door. The SW rink emergency exit door is broken again. If it can’t be repaired, it will be replaced. Page 44 2. Rentals/Revenue – There were new rentals every week. We also had several rentals during the Christmas holidays. All December invoices were sent out and an invoice sent out for Rick Anderson’s new rink ad. Repairs/Maintenance – The bathroom door for the gender neutral was repaired as well as the toilet and the urinal in the men’s washroom. Snow/Ice Maintenance – Shovelling/salting the night before a snowfall will now be part of the ongoing program. Staff – Monthly staff meeting with a Christmas party was held. Deven Pollard is being trained as a new operator receiving both on and off ice training. Josh will drop in to supervise how he is doing Inspections/Municipal Operations – No inspection was conducted for the month of December. ORFA Update – No new updates. Other: Summer Camp agreement signed and will drop off a deposit cheque shortly. Josh met with Jen from MOC to review ice insurance and how to implement it for users 7. Financial Report – Todd provided the year-end financial update for 2024 noting adjustments. Budget – 2025 – Motion -2025-003 - Moved by Jim Vinson, seconded by Sue White THAT: The Budget for 2025 be accepted as presented. CARRIED 8. Risk Management – Sue and Josh conducted a Risk Management review, rather than the usual walk about they focused on Training and ORFA Guidelines. 9. New Business – Ice Rates. – Moved by Councillor Zwart, seconded by Sue White THAT: The ice rates increase 3.5% across the board, except for “Dance” rental. CARRIED 10. “In Camera” 11. Adjournment – Jim Vinson adjourned the meeting at 9:05 p.m. Next Board Meeting, Tuesday, February 11, 2025 7:00 p.m. – Newcastle Arena Page 45 Samuel Wilmot Nature Area Management Advisory Committee Minutes January 21st, 2025 Room 1C Municipal Building If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Participation: Y/N Person Y/N Person Y Brian Reid (Past Chair) Y Leanne Fernandez Y Carmen Aeillo R Leo Blindenbach Y Councillor Margaret Zwart (Council Liaison) Y Patrick Bothwell Y Kate Potter (Chair) Y Tom Hossie (Vice Chair) Y Ken Mercer (Staff) Y Rod McArthur Y Leah Bourgeois Y Meg Vandenbrink Y Kayla Stephens Agenda Items 1. Call To Order And Welcome – by Chairperson Kate 2. Additions To The Agenda / Adoption Of The Agenda MOTION: Moved by Leah Bourgeois, seconded by Rod McArthur, that the agenda be accepted. CARRIED 3. Adoption of Minutes of Previous Meeting MOTION: moved by Patrick Bothwell, seconded by Carmen Aeillo, that the minutes of the meeting of November 19, 2024, be approved. 4. Committee Administration a. Annual report to Council – Kate and Tom reported that they will make a virtual presentation to Council on February 3rd highlighting past accomplishments and future plans Page 46 5. SWNA Workplan: a. Q4 Updates i. Christmas bird count – Brian reported that he was satisfied with this, our first such endeavor. He noted that 22 species had been identified and approximately 1450 birds counted. For next year, we will look at refining and/or expanding the areas covered (including rural roads where participation can be done from one’s vehicle ); investigating the availability of “ support” resources for inexperienced birders; and encouraging more persons to participate in the feeder watch portion of the count. Brian will be attending a meeting of the Durham Region Field Naturalists next week where a rollup of the regional count is likely to be provided. This will be shared with the committee when available. Brian will also lobby for a weekend date to do future counts since our assigned day, a Thursday, might have precluded involvement by some persons who would otherwise have been interested. b. 2025 Workplan ideas and brainstorming As per our last meeting, the committee had agreed to continue the following activities:  Spring And Fall Cleanups – April and November - dates TBD  Spring Wildflower Planting – May 24th  Moth Week – July 19-27  Fall Monarch Tagging - September 13th; 20th as backup The following new projects/activities were discussed and agreed upon: 1. Tree Identification /Signage – this involves identifying the various species of trees within the SWNA, and preparing and installing small identification markers in appropriate locations. Ideally, this is done as part of a pubic “ walkabout “ event. Ken will invite a municipal arborist to our next meeting to discuss specifics. Margaret will invite a representative from GRCA for the same purpose. Kayla has indicated that she has some experience in this type of project and would be happy to assist. Target Date – tentative but probably during June 2. Invasive Species Removal -Tom pointed out that there are two purposes for doing this: education and awareness; stewardship of the area. After discussion, it was agreed that we should begin by targeting garlic mustard in the area adjacent to the Toronto Street parking lot. This location is accessible to those wishing to assist; it is visible so people will notice the difference; and is less likely to result in the trampling of ephemerals. It was also agreed that this could be done in conjunction with our April cleanup event, providing members of the public with another option to participate. Page 47 3. Restoration Of The Area Affected By The Watermain Project Although hydroseeding is to be done by the contractor, this does not preclude us from doing additional planting in the area. It was agreed that if we are able to obtain funding for plants again this year, the plants would be directed to this location instead of the waterfront. In addition, it is possible that students from Courtice Secondary School may wish to undertake some planting as they did last year. In which case this location would be ideal. Leah will investigate further. It was noted that this location could become the site for our monarch tagging event in future. 4. Photography Contest - this would resurrect a very successful event undertaken a number of years ago. Kayla has agreed to take a lead role in planning this and will bring back an outline for our next meeting in February. 5. Communications Strategy - The idea here is to develop a more structured, formalized approach to promoting our various activities and events. Ken will invite a representative of the municipal Communications department to a future meeting ( March?) to investigate how that department might be able to assist. 6. External Projects: a. (Update) Special projects / general update on relevant items from the Municipality of Clarington (Ken) ii. Management Plan – nothing new to report iii. Parks and Recreation Plan – now posted on line iv. Waterfront Strategy- nothing new to report v. Stormwater Plant work – Tom and Kate reported that they had met on- site with representatives of the Region and contracting firm on November 29th. Most of the work will take place inside the fenced-in property of the treatment plant. However, there will be a buried culvert installed under a portion of the trail. This will require the removal of a few non-native trees and a few older basswood and black locust trees in the affected area. Removal will begin in March and will require a two week period during which the trail will be closed. Barriers, signage etc will be provided by the project team redirecting visitors to the north. The culvert work will not be done until the late summer or early fall of 2025 and will again require a two-week closure of the trail. Trees will be replaced by the Region/contractor following completion of the project. Tom also made the project representatives aware of the presence of snapping turtles and other fauna in the immediate area of the work to be done. vi. Newcastle WPCP Upgrades – the tie-in to the main line has been completed Page 48 vii. Information Boards/Signage – Ken reported that these have been purchased, are currently in storage, ready for installation in the spring 6. Other Business a. By-law infractions (camping, fishing, mountain biking/pits, harvesting) – none noted 7. Round Table – All Members Tom, Brian – both enjoyed participating in the bird count Patrick – appreciated the virtual option for this meeting Meg – continues to do early morning walks in SWNA and pointed out the beautiful sunrises Kate – also continues to walk regularly in the SWNA Kayla – had seen a scaup during a recent visit 8. Next Meeting - February 18th, 2025 9. Adjournment – moved by Patrick Bothwell Page 49 **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes January 21, 2025 - 1 - If this information is required in an alternate format, please contact the Accessibility . Co-ordinator at 905-623-3379 ext. 2131 Minutes of the Clarington Heritage Committee Meeting was held as a hybrid meeting in person at 40 Temperance Street, Bowmanville, and via Microsoft Teams on January 21, 2025, at 7:00 PM. Members Present: Peter Vogel, Steve Conway, Ron Hooper, Heather Graham, Joseph Dalrymple, Laura Thiel-Convery (Museum), Sitara Welch, Victor Suppan, Councillor Elhajjeh, Jason Moore (ACO), Ron Sproule, Noel Gamble, Regrets: Sher Leetooze (NVDHS), Colin Maitland, Brian Jose (NVDHS), Staff Present: Darryl Lyon, Lisa Backus, Sarah Allin, Jane Wang, Planning and Infrastructure Services Guests: Monika Machacek, CEO of Clarington Library, Museums & Archives 1 Declaration of Interest There were no disclosures of interest stated at this meeting. 2 Land Acknowledgement Statement P. Vogel read aloud Clarington’s Land Acknowledgement Statement. 3 Adoption of Agenda 24. 54 Moved by J. Dalrymple, seconded by R. Sproule That the Agenda be adopted with the update from the municipal solicitor’s opinion on the process to designate a provincially owned property added to the agenda. “Carried” 4 Adoption of Minutes of Previous Meeting 24. 55 Moved by R. Hooper, seconded by S. Welch That the minutes of November 19, 2024, the Clarington Heritage Committee meeting be adopted. “Carried” 5 Delegations/Presentations: Monika Machacek, CEO of Clarington Library, Museums & Archives (CLMA), gave an overview that CLMA applied for the Ontario Seniors Community Grant and Page 50 **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes January 21, 2025 - 2 - sought support from the Heritage Committee. The grant will fund a project that celebrates and preserves the community's rich history. The project will include delivering a summer speaking series of Clarington’s history honouring our veterans at Waverley Place, in partnership with the Clarington Heritage Committee. Commemoration plaques will be placed on the property of Waverley Place to honour John Jury. CLMA is seeking the Committee support for the grant application. A request letter from CLMA has been circulated to the Committee members. Volunteers from the Heritage Committee to participating in the planning and execution of the project are welcomed The project planning group will kick off meetings in February. Committee members suggested QR codes be included on the heritage information plaque. CLMA is open to collaborating on plaques. It was suggested to place a plaque at Camp 30 cabin. 6 Business Arising 6.1 V. Suppan added the item that followed up with the request for the municipal solicitor’s opinion on the process to designate a provincially owned property. Staff consulted with the municipal solicitor opinion on the designation of the provincially owned lands along Wilmot creek. The solicitor confirmed MOC cannot initiate the designation of provincially owned lands. Staff will contact the Ministry of Multiculturalism Ontario and seek guidance on the process to initiative a request to designate provincially owned lands . 6.2 Introduction Darryl Lyons, New Deputy CAO, Planning and Infrastructure Services Darryl Lyons, Deputy CAO of Planning and Infrastructure Services, introduced himself to the Committee. Committee members also made roundtable self- introductions. 6.3 Staff provided a presentation for Committee members regarding the procedural by-law governing Committees, the Terms of Reference for a Committee, the role of the Heritage Committee, the procedure of motions to be discussed by the Council, the 2024 committee work progress, and the proposed work plan for 2025. The main task in 2025 is to evaluate the listed properties on the Municipal Register and initiate the designation process for qualifying properties according to the new evaluation criteria of cultural heritage value and interest under the Ontario Heritage Act (OHA). Staff answered questions from the Committee members regarding the evaluation of the listed properties. ARA, heritage consultant, retained by the Municipality to conduct professional evaluation against criteria set out under the OHA. The first batch of reports will be circulated to the Committee next week. Staff will report back regarding the procedure where the Committee’s motions may be pulled and discussed by Council members. Page 51 **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes January 21, 2025 - 3 - 7 Project Reports 7.1 Municipal Inventory/ Register: No updates 7.2 Public Outreach/Education: No updates 8 Correspondence and Council Referrals: CLMA Letter requesting support of a funding application The Committee supported the CLMA initiative and funding application. P. Vogel had signed the letter on behalf of the Committee to express the support, subject to discussion and motion of support from the Committee at its meeting . The update letter will be provided. N. Gamble and R. Hooper expressed an interest in volunteering. 24. 56 Moved by R. Hooper, seconded by V. Suppan That the Committee supports Chair P. Vogel in signing the letter in support of CLMA applying for the Ontario Seniors Community Grant – Veterans Stream. “Carried” 9 New Business: Chair P. Vogel indicated that he is unlikely to be able to attend the Committee meetings in March and April. Steve will attend as Vice Chair. 10 Other Committee Updates: 10.1 Bowmanville, Orono and Newcastle CIP: No updates 10.2 ACO—Clarington Branch: The general meeting will be held tomorrow night. The Cost of individual branches is increasing. The branch operation will be discussed. 10.3 NVDHS – No updates 10.4 Museum: • January-March, the museum is offering "Thursday Tours" at 2pm and 6pm of Waverley Place (registered, free, all ages). On Saturdays, we offer guided tours of the current exhibit, 'Posts to Home', at the Sarah Jane Williams Heritage Centre. • Upcoming programming: "Heritage in Bloom", January 31st and February 1st. History comes to life in unique displays created by local florists that interpret the past through the medium of flowers at Waverley Place and Sarah Jane Williams Heritage Centre (registered, $15, adult). • A current museum project is "Golden Tales": this is a grant project to collect stories and images from local seniors about their personal histories of life in Page 52 **Subject to Advisory Committee Approval** Clarington Heritage Committee Meeting Minutes January 21, 2025 - 4 - Clarington which will be shared and preserved for future generations. The museum welcomed around 15 participants and the public earlier this month at "Share your stories, Clarington" to connect with the community about this project. 10.5 Heritage Conservation District: Newtonville Heritage Conservation District: Members raised the Committee’s previous recommendation to undertake a heritage conservation district study for Newtonville. Members acknowledged that it will involve a lot of work requiring budget and staff resources. There are not sufficient resources available for the project at the moment. The Committee will keep the project on the agenda. 10.6 Wilmot Creek Heritage Park: No update 10.7 Jury Lands Foundation: The foundation applied for the federal legacy grant, which is eligible for heritage places only in their centennial year. MOC conditionally committed to matching the grant value. The grant administrator has asked for letters of support from the community. J. Dalrymple had a conversation with Chair P. Vogel, drafted a letter, and asked the Committee for support. J. Moore also wrote a letter on behalf of the ACO to support the grant application. 24. 57 Moved by S. Conway, seconded by N. Gamble That the Committee supports Chair P. Vogel signing the letter in support of Jury Lands Foundation applying for the Foundation’s Legacy Grant. “Carried” 11 Standing items: 11.1 81 Scugog Street: 11.2 Fletcher Tree: The Committee is looking to develop a Heritage Tree By-law. 11.3 Parkland around Belmont House: Committee members asked about the status of the park's construction and design. The Committee will be circulated for feedback on the park design. Staff will follow up with Park division and provide updates. Adjournment: 9:05 p.m. Next Meeting: February 18, 2025, 7:00 p.m. Page 53 If this information is required in an alternate format, please contact the IDEA Officer at 905- 623-3379 ext. 2563. Clarington Diversity Advisory Committee Meeting - Thursday, February 13th, 2025, 7:00pm to 9:00 p.m. Microsoft Teams Need help? Join the meeting now Meeting ID: 241 379 956 663 Passcode: Crdbfd Dial in by phone +1 289-274-8255,,384371305# Canada, Oshawa CDAC Members: Tenzin Shomar Rochelle Thomas Koren Kassirer (7:04 pm) Bev Neblett Ron Hooper Starr Lee Grace Councillor Anderson Regrets: Vincent Wong Pranay Gunti Lauren Reyes-Grange Also Present - Pinder DaSilva), Melissa Westover (Municipality of Clarington), Donnalee Smith (CLMA) Meeting called to order at 7:04 pm 1. Land Acknowledgement: The Land Acknowledgement was read by T. Shomar 2. Review and Approval of agenda Moved by R. Thomas; seconded by B. Neblett That the agenda for February 13, 2025, be accepted with the following changes: move agenda item 8 to agenda item 6. Carried Page 54 3. Declaration of interest There was no declaration of interest by members. 4. Review of January 9, 2025, meeting minutes Moved by R. Thomas; seconded by B. Neblett That the minutes from January 9, 2025, for the CDAC meeting, be approved. Carried 5. Welcome New CDAC Members Introductions of all current and new members, and guests were completed. 6. CDAC Terms of Reference Changes P. DaSilva provided an overview of the process followed by Staff to update the Terms of Reference for the Committee, including: • Staff reviewed multiple other Terms of References for similar committees in other municipalities to identify other governance/best practices. • Staff connected with Allison Hector-Alexander, Director of Diversity, Equity and Inclusion, at the Region of Durham to gather feedback. • The Terms of Reference were reviewed by Staff in the Clerk and CAO’s departments. • The Terms of Reference document is being brought forward to the Committee prior to Council meeting as a courtesy and to determine if the members identify any strong red fiags. P. DaSilva shared that some of the governance changes include: • A focus on better deflning roles and responsibilities for both Committee Members and Municipal Staff. • Introducing community organization representation and re-introducing a youth member which changes the composition from 11 voting members to 13 voting members • Additional procedural changes such as recording of meetings. Based on feedback from Committee Members, ‘social service agencies’ was added under Composition (Section 4.1(D)). Staff also further clarifled that when the council appoints organizations to the committee, it will be the organization and not a speciflc individual from that organization that is being appointed. Page 55 The following next steps were shared by Staff with Committee Members: • Council will consider the proposed changes to the DAC Terms of Reference at the February 24th meeting. • If approved, recruitment of new members (1 youth and 2 community organizations) will take place in March. 7. Update on Anti-Black Racism (ABR) Advisory Committee The following update was provided on next steps for establishing the Anti-Black Racism Advisory Committee: • The ABR Advisory Committee’s Terms of Reference were also presented to the Committee Members earlier this week. • Council will also consider the proposed new ABR Advisory Committee Terms of Reference at the February 24th meeting. • If approved, recruitment of new members (1 youth and 2 community organizations) will take place in March. T. Shomar thanked Council members and Staff for getting everything completed in such a timely manner. T. Shomar shared that it is good to see that the ABR will be moving in such a thoughtful direction. 8. Update from DEI Symposium - Next Steps B. Neblett shared the following update from the Regions DEI Symposium meeting: • Meeting was led by Durham Region Staff and included representation from different Durham Region Municipalities and Council Committee Members. • Everyone who attended stated they were eager to keep the work active and moving throughout the year as opposed to only focusing on a static symposium • There were certain themes that came out of the survey and debrief meeting o Advocacy & awareness o Policy & systems-level changes o Innovative approaches to programs and service delivery o Strengthening the enabling environment o Collaboration • The conversation focused on how the Municipality’s and their applicable Committees, could align their work plans across the municipalities, to share best practices. • The Region would like to create key messages around what is happening in our communities and really stressed the importance of creating opportunities for collaboration, supporting one another and not working in silos. • The Region is interested in assessing the safety aspects of the community such as supporting newcomers, homelessness and shelter space. Page 56 T. Shomar shared that it feels like we are all moving in the right direction, especially since many of the DEI related issues we are seeing are popping up across the Region so having a Durham approach is the right way to go. 9. CDAC 2025 Work Plan DAC Members discussed the initiatives and ideas for the 2025 workplan T. Shomar provided an overview of the Diversity Leadership Bursary program from last year and indicated that the goal is to build on it this year by adding mentorship components to it. The Youth Civic Engagement initiative is in the early stages of planning. There was an initial meeting with a couple of Council members, Committee Members and Staff to discuss if this was doable. The working group needs to set up another meeting to discuss it further. P. DaSilva shared that there are a few community recognition and celebratory events planned for 2025 (Pride, National Indigenous Day, Indigenous Veterans Day etc.) that will require support from the Committee Members. S. DeGrace also asked if it would be possible to look how other Committees in different municipalities are doing their Land Acknowledgement to if there is a way to personalize it more instead of reading the Clarington Land Acknowledgement before each meeting. T. Shomar also stated that the DEI symposium and collaborating with other municipalities on DEI initiatives should be added to the workplan. P. DaSilva will send out an email to everyone with timelines for the various workplan initiatives so that Members can decide which one they want to help out with. 10. Council Update Councillor Anderson shared that the DRPS is forming a hate crime unit to help address the rising hate crime across Durham Region. 11. Community Update: P. DaSilva shared the following update: • The Black Vendor Village in honour of Black History Month was very successful and well received by the community. There were 50 vendors and around 700 people who came through the event. • The Region will be hosting an event on March 6th for International Women’s Day. P. DaSilva will provide more details once she receives them. • The 2024 IDEA Report will be going to Council in April. This will also be an opportunity for T. Shomar to present the 2024 DAC accomplishments to Council. Page 57 12. 2025 IDEA Plan / Initiatives Moved to the March agenda due to time constraints. 13. Other Business P. DaSilva reminded Committee members that we have guest speaker Danielle Harder from Honouring Indigenous People coming to the March meeting to do a presentation. Moved by K. Kossirer; seconded by S. DeGrace That the DAC meeting be adjourned at 8:54 pm Carried Next meeting March 13, 2024, at 7:00 p.m. Page 58 Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: February 24, 2025 Report Number: CAO-003-25 Authored By: Pinder DaSilva, IDEA Officer Submitted By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: Diversity Advisory Committee and Clarington Anti-Black Racism Advisory Committee Terms of Reference Update Recommendations: 1. That Report CAO-003-25, and any related delegations or communication items, be received; 2. That the Diversity Advisory Committee Terms of Reference, Attachment 1, be approved; 3. That the Anti-Black Racism Advisory Committee Terms of Reference, Attachment 2, be approved; 4. That the term for the appointments of Beverly Neblett, Rochelle Thomas, Vincent Wong, Star Lee DeGrace and Koren Kassirer, who were appointed in December 2024, for a term ending December 31, 2028, or until a successor is appointed, be changed to December 31, 2026, or until a successor is appointed; 5. That the identified additional governance practices be added to other staff-supported committees of Council, where applicable; and 6. That all interested parties listed in Report CAO-003-25, and any delegations be advised of Council’s decision. Page 59 Municipality of Clarington Page 2 Report CAO-003-25 Report Overview This report details recommended changes to the Terms of Reference for the Clarington Diversity Advisory Committee (DAC) and the new Terms of Reference for the Clarington Anti-Black Racism Advisory Committee (ABRAC), which was established by Council at the January 13, 2025, General Government Committee (GGC) meeting. 1. Background 1.1 At the January 13, 2025, General Government Committee meeting, Resolution #GG- 017-25 was passed: That the Municipality of Clarington, elevate the Anti-Black Racism Task Force from a working group of the Diversity Advisory Committee to a separate Advisory Committee of Council, to be called the Anti-Black Racism Advisory Committee; That all current members of the Anti-Black Racism Task Force be appointed to the Anti-Black Racism Advisory Committee and have their term extended to the end of this Council term; That staff review and update the Terms of Reference for both the Diversity Advisory Committee and newly formed Anti-Black Racism Advisory Committee and bring back to Council for approval; That the Terms of Reference for the Anti-Black Racism Advisory Committee include a Councillor Representative, and Councillor Rang be appointed as the Council Representative for a term ending November 14, 2026; That the Terms of Reference for both committees include a Staff Liaison; That the 2025 budget be amended to include an additional Staff resource for the IDEA portfolio (Grade 6 – non-affiliated); and That all interested parties be notified of Council’s decision. 1.2 When developing the proposed Terms of Reference, Municipal Staff researched other Municipality’s Terms of References for similar Committees of Council and consulted with the Region of Durham’s Diversity, Equity and Inclusion Department to identify additional governance practices. Page 60 Municipality of Clarington Page 3 Report CAO-003-25 2. Additional Governance Practices 2.1 Based on review of other Municipality’s Terms of References for similar committees, certain governance practices were added to the Diversity Advisory Committee and Anti- Black Racism Advisory Committee Terms of Reference. The practices include – recording of meetings, and clarification on roles and responsibilities (for both members of the committee and staff). 3. Terms of Reference Review – Diversity Advisory Committee 3.1 Utilizing the standard Terms of Reference template, the Terms of Reference for the Clarington Diversity Advisory Committee have been updated with the following amendments. Purpose and Mandate 3.2 The Purpose and Mandate has been updated with the following:  The Diversity Advisory Committee (DAC) is an Advisory Committee established by Clarington Council in accordance with these Terms of Reference. The Committee members are guided by these Terms of Reference.  The role of the Clarington DAC is to provide advice to Council on issues related to Inclusion, Diversity, Equity and Anti-Racism (IDEA), specifically looking at ways to foster awareness, reduce barriers, promote inclusion and engage residents. Scope of Activities 3.3 To ensure responsibilities of DAC Members clearly outlined, including additional information on limitations on scope of work, the following has been updated:  DAC Members are responsible to provide strategic advice, feedback, and insight to Council about the unique and diverse needs of the community, including businesses in Clarington, with a lens to enhance access and inclusion and contribute to the dismantling of discrimination and racism in Clarington.  DAC will communicate, interact, and build relationships with Clarington residents, businesses, stakeholders, and organizations to identify and foster a greater understanding of local issues and opportunities related to inclusion, diversity, equity and anti-racism, which may include representing the DAC at community and Municipal events, functions, and celebrations.  DAC will consult and invite key experts, community organizations and committees on issues of mutual interest related to inclusion, equity, diversity and anti -racism to present at DAC meetings, to inform its workplan and advice to Council. Page 61 Municipality of Clarington Page 4 Report CAO-003-25  DAC will collaborate with Clarington’s Anti-Black Racism Advisory Committee and The Regional Municipality of Durham’s Diversity, Equity and Inclusion (DEI) Office and other Durham Region Municipal DEI committees on work that will help establish common goals, solutions and initiatives related to anti-racism in Clarington and across Durham Region.  Municipal staff may consult DAC to provide feedback on the development and delivery of policy, programs and services related to diversity, equity, inclusion and anti-racism in Clarington. This includes, but is not limited to, the Inclusion, Diversity, Equity and Anti-Racism Strategy and related initiatives. DAC Members’ role shall be limited to duties outlined in these Terms of Reference and the annual work plan. Members shall not be responsible for giving direction to Staff on the day-to- day administration and operations of the Municipality or Municipal Facilities, including the creation and/or implementation of Municipal programming or events. Definitions 3.4 Staff are recommending adding the following definition:  Advisory Committees are established by Council to provide advice and recommendations to Council, as defined in Council Policy 017 – Boards and Committees Management Policy. Composition 3.5 Currently, the Committee’s composition is 11 voting members appointed by Council (10 citizens, including two youth members, and 1 Member of Council). 3.6 Staff are recommending a total of 13 voting members appointed by Council:  9 citizen members;  1 Youth Member;  1 Member of Council; and  2 representatives from organizations such as but not limited to community and socially focused organizations, social services, professional associations, housing, healthcare and non-profit organizations, equity and human rights, academia and/or local school boards and criminal justice system, whose work contributes to racism and discrimination. 3.7 Staff will advertise to fill the positions on the Committee (the youth member and 2 organizational members) that are vacant a result of the addition of new Members. Page 62 Municipality of Clarington Page 5 Report CAO-003-25 Length of Term 3.8 Currently, the Committee shall stagger the terms of members, by appointing half of the membership, every two years. 3.9 To remain consistent with the other Advisory Boards and Committees, Staff are recommending appointment run concurrent with the term of Council or until their successor is appointed. Therefore, Staff recommend adjusting the terms for all committee members (already appointed or to be appointed) to December 31, 2026, or until a successor is appointed. Conduct of the Committee Members 3.10 The Conduct of the Committee Members has been updated to include the following:  The Chair may be requested to contribute to Municipal public statements about matters pertaining to inclusion, diversity, equity and anti-racism, if requested, by the Mayor who is the Chief Spokesperson for the Municipality of Clarington. Frequency and Location of Meetings 3.11 To ensure transparency and accuracy of minutes, the Terms of Reference have been updated to include recording of open meetings.  The Committee meetings will be recorded, and recordings are available by request to any member of the public, except if the recording is of any closed session portion of the meeting. Budget, Annual Reports, and Work Plan 3.12 To further clarify the process for submitting an annual work plan and report, Staff are recommending the following be added:  DAC will submit the following to Council through the Committee reporting process: o A comprehensive work plan, aligned with the Committees Purpose, Mandate and Scope of Work, within the first three regular meetings of DAC. The plan will detail specific objectives and action items, subject to alteration as needed. o An annual report to Council, highlighting the accomplishments and impact of Committee activities and initiatives outlined in the annual work plan, as well as addressing any emerging anti-racism and anti-discrimination issues the committee has responded to. Page 63 Municipality of Clarington Page 6 Report CAO-003-25 4. Terms of Reference Development – Anti-Black Racism Advisory Committee 4.1 Using the standardized template, as approved by Council in March 2024, Staff have created the ABRAC Terms of Reference (Attachment 2). 4.2 The existing Terms of Reference for the Diversity Advisory Committee’s working group, the Anti-Black Racism Task Force, were used as a reference when preparing the new Terms of Reference. 4.3 Staff will advertise to fill the positions on the Committee (the youth member and 2 organizational members) that are vacant a result of the addition of new Members. 5. Financial Considerations  Not applicable 6. Strategic Plan C.3.1. Recognize and celebrate the growing diversity of the community. Both Council Committees support IDEA work related to the growing diversity of Clarington. 7. Climate Change Not Applicable. 8. Concurrence Not Applicable 9. Conclusion It is respectfully recommended that the Terms of Reference for the Diversity Advisory Committee and the newly formed Anti-Black Racism Advisory Committee by approved by Council. Staff Contact: Pinder DaSilva, IDEA Officer, pdasilva@clarington.net. Attachments: Attachment 1 – Diversity Advisory Committee Terms of Reference Attachment 2 – Anti-Black Racism Advisory Committee Terms of Reference Interested Parties: The following interested parties will be notified of Cou ncil's decision: Diversity Advisory Committee Anti-Black Racism Advisory Committee Page 64 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Clarington Diversity Advisory Committee Terms of Reference 1. Purpose and Mandate 1.1. The Diversity Advisory Committee (DAC) is an Advisory Committee established by Clarington Council in accordance with these Terms of Reference. The Committee members are guided by these Terms of Reference. 1.2. The role of the Clarington DAC is to provide advice to Council on issues related to Inclusion, Diversity, Equity and Anti-Racism (IDEA), specifically looking at ways to foster awareness, reduce barriers, promote inclusion and engage residents. 2. Scope of Activities 2.1. DAC Members are responsible to provide strategic advice, feedback, and insight to Council about the unique and diverse needs of the community, including businesses in Clarington, with a lens to enhance access and inclusion and contribute to the dismantling of discrimination and racism in Clarington. 2.2. DAC will communicate, interact, and build relationships with Clarington residents, businesses, stakeholders, and organizations to identify and foster a greater understanding of local issues and opportunities related to inclusion, diversity, equity and anti-racism, which may include representing the DAC at community and Municipal events, functions, and celebrations. 2.3. DAC will consult and invite key experts, community organizations and committees on issues of mutual interest related to inclusion, equity, diversity and anti-racism to present at DAC meetings, to inform its workplan and advice to Council. 2.4. DAC will collaborate with Clarington’s Anti-Black Racism Advisory Committee and The Regional Municipality of Durham’s Diversity, Equity and Inclusion (DEI) Office and other Durham Region Municipal DEI committees on work that will help establish common goals, solutions and initiatives related to anti-racism in Clarington and across Durham Region. Attachment 1 to Report CAO-003-25 Page 65 2.5. Municipal staff may consult DAC to provide feedback on the development and delivery of policy, programs and services related to diversity, equity, inclusion and anti-racism in Clarington. This includes, but is not limited to, the Inclusion, Diversity, Equity and Anti-Racism Strategy and related initiatives. 2.6. DAC Members’ role shall be limited to duties outlined in these Terms of Reference and the annual work plan. Members shall not be responsible for giving direction to Staff on the day-to-day administration and operations of the Municipality or Municipal Facilities, including the creation and/or implementation of Municipal programming or events. 3. Definitions 3.1. Advisory Committees are established by Council to provide advice and recommendations to Council, as defined in Council Policy 017 – Board/Committee Management Policy. 3.2. Delegation means a person desiring to verbally present information on matters of fact, or to make a request to Council or Committee, as the case may be. 3.3. Motion means a proposal moved by a Member and seconded by another Member, for the consideration of the Committee. 3.4. Municipality means the Corporation of the Municipality of Clarington and may refer to any agency, board or commission under its authority. 3.5. Meeting has the same meaning as Section 238 of the Municipal Act, and means any regular, special or other meeting of a council, of a local board or of a committee of either of them, where (a) a quorum of members is present, and (b) members discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the council, local board or committee. 3.6. Member means a Member of Council or Committee. 3.7. Quorum means a minimum number of appointed members that must be present at the meetings to make the proceedings of the meeting valid. 4. Committee Members Composition 4.1. The Committee shall be comprised of 13 voting members, appointed by Council: a) 9 citizen members; b) 1 youth members (16 to 24 years); Page 66 c) 1 Member of Council; and d) 2 representatives from organizations such as but not limited to community and socially focused organizations, social service agencies, professional associations, housing, healthcare and non-profit organizations, equity and human rights, academia and/or local school boards and criminal justice system, whose work contributes to racism and discrimination. 4.2. The Committee functions or tasks can take place using voting members and volunteers, without creating a subcommittee or working group. 4.3. The Committee aims to represent a broad cross-section of under-served and equity-deserving groups. This includes but is 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. Qualifications 4.4. Membership will be sought on the basis of broad interest, understanding, and commitment to identifying and addressing inclusion, diversity, equity and anti- racism issues. Additional qualifications include: a) Citizen and Youth Members shall be residents of Clarington. b) Skills, knowledge, and lived experience needed to contribute effectively to the purpose, mandate and scope of activity for the DAC. c) Commitment as a change-agent in inclusion, diversity, equity and anti- racism matters in the community. Length of Term 4.5. Membership shall run concurrent with the term of Council (4 years) or until their successor is appointed. Remuneration 4.6. Members serve on a voluntary basis and do not receive any form of remuneration. Election of Members 4.7. The Committee shall elect a Chair, Vice Chair, and Secretary from among its voting membership. Members of Council and Municipal Staff sitting on the Committee are not eligible to assume the position of Chair or Vice-Chair, except as Election Chair, as outlined in this Terms of Reference. Page 67 4.8. The positions are elected at the first meeting of the term. 4.9. Before the election of the Chair, either a Council member or Clarington Staff 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 Appendix A for the Election Process. 4.10. If any of the elected positions become vacant, another election will be held for that position. If the Vice-Chair becomes vacant, the Chair may appoint a member of the Committee 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 Committee in accordance with the process set out in Appendix A. Staff Resources 4.11. The Office of the CAO shall provide clerical, administrative, and technical assistance, as deemed appropriate by the CAO or designate, to ensure the proper functioning of the Committee, which include: a) preparing and forwarding meeting materials to members; b) review of summary meeting minutes and Committee correspondence (including assistance in drafting); c) professional advice on matters within the mandate of the Committee; and d) assist the Committee in participating in events and activities related to its mandate. 4.12. Staff resources are provided only to assist the Committee in undertaking its mandate. Additional requests of Staff, such as original research or organization of events shall be at the discretion of the CAO or designate and within Staff, time, and budget constraints. 5. Responsibilities and Obligations of Members General 5.1. A member of the Committee shall have the following duties: a) to deliberate on, and execute, the purpose and mandate of the Committee; b) to attend meetings and work activities; c) to vote when a motion is put to a vote; d) to read, understand, and respect the Procedures and Rules, including the Code of Conduct and Purchasing By-law, and any guidelines for the Committee. Page 68 Conduct of the Committee Members 5.2. The Chair, or a spokesperson/member appointed by the Committee, may speak on behalf of the Committee to Council or the public. Other members shall not act, or speak, on behalf of the Committee without prior approval of the Committee. 5.3. The Chair may be requested to contribute to Municipal public statements abo ut matters pertaining to inclusion, diversity, equity and anti-racism by the Mayor who is the Chief Spokesperson for the Municipality of Clarington. 5.4. The Committee, or its members, shall not issue petitions, resolutions, or position papers on behalf of the Committee unless specifically authorized by Council resolution. 5.5. The Committee, and its members, shall also not act outside of the mandate and advisory capacity of the Committee. Should the Committee wish to comment on an issue that is within the mandate of another Council committee, the Chair shall consult with the responsible Staff Liaison(s) and the Chair of the other Committee. 5.6. The Committee, by resolution, shall have the right to censure members that, in the Committee’s opinion, are misrepresenting the Committee and may request Council to remove that person from the Committee, by providing a brief explanation of the request within a recommendation of the Committee’s minutes (which may include closed session). Absences 5.7. This section does not apply to a Committee member who is absent for 20 consecutive weeks or less if the absence is a result of the member’s pregnancy, the birth of the member’s child or the adoption of a child by the member. 5.8. Members unable to attend a Committee meeting shall notify the Staff Liaison at least 24 hours in advance. 5.9. If a member is absent for three consecutive meetings, the Committee, by resolution, may request that Council remove the Member, including a Member of Council, from the Committee. 5.10. Members unable to attend a meeting cannot send an alternate. Page 69 Resignations 5.11. 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. 5.12. Council may appoint new members to the Committee to fill any vacancies, as required, in accordance with Clarington’s Board / Committee Management Policy. Chair and Vice-Chair 5.13. It shall be the duty of the Chair to: a) provide leadership to the Committee; b) ensure that the Committee carries out its mandate; c) act as the primary liaison between the Committee, Council, Clarington Staff and Members of the Public. d) set the meeting dates and agendas items, with input from Members, and the Staff Liaison; e) provide information to Members on any matter relating to the business of the Committee; f) open the meeting by taking the Chair and calling the members to order; g) announce the business before the Committee 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; and j) adjourn the meeting when the business is concluded. 5.14. The Chair may eject any Committee Member or member of the public from a meeting if, in the opinion of the Chair, that person is being disruptive or disrespectful. 5.15. 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. Page 70 Conflict of Interest 5.16. A conflict of interest may arise for Committee members when their personal or business interest conflict with the duties and decisions of the Committee. 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 Committee. A Committee 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. 6. Meetings Frequency and Location of Meetings 6.1. At the beginning of each year, the Committee will establish a meeting schedule and set the time and place for a minimum of 6 meetings per year. Special meetings may be held at the call of the Chair. Additional meetings may be required based on the work of the Committee. 6.2. Meetings will be held in-person, virtual or hybrid. Committee members may participate electronically using Microsoft Teams or other approved platform. The Committee meetings will be recorded and recordings are available by request to any member of the public, except if the recordin g is of any closed session portion of the meeting. Quorum 6.3. Quorum shall be a simple majority of the total number of currently appointed Committee 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 6.4. 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, a Land Acknowledgement Statement shall be read, at the beginning of each meeting, in accordance with the Land Acknowledgement Guidelines. Procedures and Rules 6.5. A Committee 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 Terms of Reference, and any other applicable policies and/or procedures. Page 71 Recommendations 6.6. Recommendations and decisions reached by the Committee 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. Each voting member of the Committee has one vote. 6.7. Only recommendations and decisions that appear in the minutes of the Committee can be considered as officially representing the position of the Committee. 6.8. For Council to approve a recommendation from a Committee, 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 Committee meeting. 6.9. A Committee shall not forward comments or recommendations directly to other groups or agencies without the consent of Council. 6.10. See Appendix B for details on motions and amendments. Electronic Participation 6.11. A member of the Committee is permitted to participate electronically in a meeting, if the technology is available, and may be counted in determining whether, or not, a quorum of members is present at any point in time. 6.12. A Member may also participate electronically in a meeting that is closed to the public, if the meeting is properly held in closed session. See the Open and Closed Meetings section of these Terms of Reference. Public Participation and Delegations 6.13. All Committee meetings are open to the public. Members of the public are not permitted to participate in the Committee discussions but may appear as a delegation before the Committee. Delegations shall be for a maximum of 10 minutes. Those wishing to appear as a delegation at a Committee meeting must advise the Chair, Secretary, or Staff liaison a minimum of five days before the meeting. Open Meetings 6.14. All Committee meetings must be open to the public unless discussing items noted below. Page 72 6.15. The Committee 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. 6.16. The following are reasons for a closed meeting of an advisor y board or committee or Task Force, in accordance with Section 239 (2), Municipal Act, 2001: a) Security or property b) Personal matters about an identifiable individual, including municipal and board employees c) Proposed or pending acquisition or disposition of land by the municipality or local board d) Labour relations or employee negotiations e) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose. 6.17. 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. 6.18. Where a meeting, or part of a meeting, is closed to the public, the Committee shall request those persons not specifically invited to the closed meeting to vacate the meeting room in which the meeting is being held. 6.19. 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. 6.20. Minutes of the closed session shall be recorded and provided to the Clerk’s Office for distribution to Council at their next appropriate meeting. Page 73 7. Reporting and Communications Agendas 7.1. The Committee 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; b) Land Acknowledgement Statement; c) Disclosure of Pecuniary Interest; d) Presentations / Delegations; e) Adoption of Previous Minutes; f) Items for Discussion; and g) Adjournment. Minutes 7.2. The Committee shall report to Council by presenting the unapproved minutes immediately after the minutes are finalized by the Staff Liaison/Chair. Minutes do not wait to be adopted by the Committee first. The draft minutes of all Committee meetings shall be reviewed by the Staff Liaison/Chair and forwarded to the Municipal Clerk’s Office for inclusion on the next Council Agenda. 7.3. Any changes to the minutes at the next Committee 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. 7.4. 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; Page 74 h) Date, time, and location of next meeting; and i) Adjournment. 8. Budget, Annual Reports and Work Plan 8.1. DAC will submit the following to Council through the Committee reporting process:  A comprehensive work plan, aligned with the Committees Purpose, Mandate and Scope of Work, within the first three regular meetings of DAC. The plan will detail specific objectives and action items, subject to alteration as needed.  An annual report to Council, highlighting the accomplishments and impact of Committee activities and initiatives outlined in the annual work plan, as well as addressing any emerging anti-racism and anti-discrimination issues the committee has responded to. 8.2. Any budget requests by the Committee shall be provided to Staff in accordance with the municipality’s budget timelines. 8.3. The responsible department shall oversee the Committee’s budget. 9. Purchasing/Procurement Policy 9.1. All expenditures must relate to matters directly within the mandate of the Committee. 9.2. All Committee expense information is considered to be public information and shall be made available upon request to the Municipal Clerk or Treasurer. 9.3. All purchases shall be in accordance with the Municipality’s Purchasing By-law and within the Committee’s approved budget. All expenses that exceed the Committee’s approved budget require Council approval. 10. Insurance 10.1. The Committee members are covered through the Municipality of Clarington’s insurance coverage for accidents and liability. 10.2. Coverage could be denied if Members were found not to be acting reasonably or were in the act of committing a crime. Page 75 Appendix 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. 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 76 Appendix 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.  Discussion follows. The Chair should not allow anyone to speak twice on a motion until everyone has had a chance to speak once. Page 77  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 78 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Clarington Anti-Black Racism Advisory Committee Terms of Reference 1. Purpose and Mandate 1.1. The Anti-Black Racism Advisory Committee (ABRAC) is an Advisory Committee established by Clarington Council in accordance with these Terms of Reference. The Committee members are guided by these Terms of Reference. 1.2. The role of the Clarington ABRAC is to provide advice to Council on issues related to anti-Black racism in Clarington. 2. Scope of Activities 2.1. ABRAC Members are responsible to provide strategic advice, feedback, and insight to Council about the needs of the Black community, including businesses in Clarington, with a lens to enhance access and inclusion for the Black community, contribute to the dismantling of anti-Black racism, and support the unique needs of diverse Black communities, in Clarington. 2.2. ABRAC will communicate, interact, and build relationships with Clarington residents, businesses, stakeholders, and organizations to identify and foster a greater understanding of local issues and opportunities related to anti-Black racism; which may include representing the ABRAC at community and Municipal events, functions, and celebrations. 2.3. ABRAC will consult and invite key experts, community organizations and committees on issues of mutual interest related to identifying and dismantling anti-Black racism to present at ABRAC meetings, to inform its workplan and advice to Council. 2.4. ABRAC will collaborate with Clarington’s Diversity Advisory Committee and the Regional Municipality of Durham’s Diversity, Equity and Inclusion (DEI) Office and other Durham Region Municipal DEI Committees on work that will help establish common goals, solutions and initiatives related to anti-Black racism in Clarington and across Durham Region. 2.5. Municipal staff may consult ABRAC to provide feedback to inform the development and delivery of policy, programs and services related to the dismantling of anti-Black racism in Clarington. This includes, but is not limited to, the Inclusion, Diversity, Equity and Anti-Racism Strategy and related initiatives. Attachment 2 to Report CAO-003-25 Page 79 2.6. ABRAC Members’ role shall be limited to duties outlined in this Terms of Reference and the annual work plan. The ABRAC shall not be responsible for giving direction to Staff on the day-to-day administration and operations of the Municipality or Municipal Facilities, including the creation and/or implementation of Municipal programming or events. 3. Definitions Advisory Committees are established by Council to provide advice and recommendations to Council, as defined in Council Policy 017 – Board/Committee Management Policy. Delegation means a person desiring to verbally present information on matters of fact, or to make a request to the Committee, as the case may be. Motion means a proposal moved by a Member and seconded by another Member, for the consideration of the Committee. Municipality refers to the Corporation of the Municipality of Clarington and may refer to any agency, board or commission under its authority. Meeting has the same meaning as Section 238 of the Municipal Act, and means any regular, special or other meeting of a council, of a local board or of a committee of either of them, where (a) a quorum of members is present, and (b) members discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the council, local board or committee. Member means a Member of the ABRAC Committee. Quorum means a minimum number of appointed members that must be present at the meetings of ABRAC to make the proceedings of the meeting valid. Page 80 4. Committee Members Composition 4.1. The Committee shall be comprised of the following 12 voting members, appointed by Council:  8 citizen members who self-identify as part of the Black community  1 Youth member, between the age of 16-24 years who self-identify as part of the Black community  1 Member of Council  2 representatives from local organizations, such as but not limited to, community and socially focused organizations, social services, professional associations, housing, healthcare and non-profit organizations, equity and human rights, academia/school boards and criminal justice system, whose work contributes to dismantling anti-Black racism. The Committee will request that the organizations select and prioritize Staff representatives who identify with the Black community but recognize this may not always be possible due to capacity and resources. 4.2. Committee functions, or tasks, can take place using voting members and volunteers, without creating a subcommittee or working group. Qualifications 4.3. Membership will be sought on the basis of broad interest, understanding, and commitment to identifying and addressing anti-Black racism in the Municipality. Additional qualifications include:  Citizen and Youth Members shall be residents of Clarington.  Skills, knowledge, and lived experience needed to contribute effectively to purpose, mandate and scope of activity for the ABRAC.  Specific expertise and interests related to Black business, culture, education, employment, health, heritage, and psychological and community safety, among other areas. Length of Term 4.4. Membership shall run concurrent with the term of Council (4 years) or until their successor is appointed. Page 81 Remuneration 4.5. Members serve on a voluntary basis and do not receive any form of remuneration. Election of Members (Chair, Vice Chair, Treasurer, Secretary) 4.6. The Committee shall elect a Chair, and Vice Chair from among its voting membership. Members of Council and the Staff Liaison are not eligible to assume the position of Chair or Vice-Chair, except as Election Chair, as outlined in this Terms of Reference. 4.7. The positions are elected at the first meeting of the term. 4.8. Before the election of the Chair, either a Council member, or Clarington Staff, 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 Appendix A for the Election Process. 4.9. If any of the elected positions become vacant, another election will be held for that position. If the Vice-Chair becomes vacant, the Chair may appoint a member of the Committee 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 Committee in accordance with the process set out in Appendix A. Staff Resources 4.10. The Office of the CAO shall provide clerical, administrative, and technical assistance, as deemed appropriate by the CAO or designate, to ensure the proper functioning of the Committee, which includes:  preparing and forwarding meeting materials to members;  preparing a summary of meeting minutes and Committee correspondence (including assistance in drafting);  professional advice on matters within the mandate of the Committee; and  assistance to the Committee in participating in events and activities related to its mandate. 4.11. Staff resources are provided only to assist the Committee in undertaking its mandate. Additional requests of Staff, such as original research or organization of events, shall be at the discretion of the CAO or designate and within Staff, time, and budget constraints. Page 82 5. Responsibilities and Obligations of Members General 5.1. A Member shall have the following duties:  to deliberate on, and execute, the purpose and mandate of the Committee;  to attend meetings and work activities;  to vote when a motion is put to a vote;  to read, understand, and respect the Procedures and Rules, including the Code of Conduct and Procurement By-law, and any guidelines for the Committee. Conduct of the Committee Members 5.2. The Chair, or a spokesperson/member appointed by the Committee, may speak on behalf of the Committee to Council or the public; Prior consultation with the Committee members on the topic of discussion is strongly encouraged. Other members shall not act, or speak, on behalf of the Committee without prior approval of the Committee. 5.3. The Chair may be requested to contribute to Municipal public statements about matters pertaining to anti-Black racism, by the Mayor who is the Chief Spokesperson for the Municipality of Clarington. 5.4. A Committee, or its members, shall not issue petitions, resolutions, or position papers on behalf of the Committee unless specifically authorized by Council resolution. 5.5. A Committee, and its members, shall also not act outside of the mandate and advisory capacity of the Committee. Should the Committee wish to comment on an issue that is within the mandate of another Council committee, the Chair shall consult with the responsible Staff Liaison(s) and the Chair of the other Committee. 5.6. The Committee, by resolution, shall have the right to censure members that, with the Committee’s agreeance, are misrepresenting the Committee and may request Council to remove that person from the Committee, by providing a brief explanation of the request within a recommendation of the Committee’s minutes (which may include closed session.) Page 83 Absences 5.7. This section does not apply to a Committee member who is absent for 20 consecutive weeks or less if the absence is a result of the member’s pregnancy, the birth of the member’s child or the adoption of a child by the member. 5.8. Members unable to attend a Committee meeting shall notify the Staff Liaison at least 24 hours in advance. 5.9. If a member is absent for three consecutive meetings, the Committee, by resolution, may request that Council remove the Member, including a Member of Council, from the Committee. 5.10. Members unable to attend a meeting cannot send an alternate. Resignations 5.11. 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. 5.12. Council may appoint new members to a Committee to fill any vacancies, as required, in accordance with Clarington’s Boards / Committees Management Policy. Chair and Vice-Chair 5.13. It shall be the duty of the Chair to:  provide leadership to the Committee;  ensure that the Committee carries out its mandate;  act as the primary liaison between the Committee, Council, Clarington Staff and Members of the Public.  set the meeting dates and agendas items, with inpu t from Members, and the Staff Liaison;  provide information to Members on any matter relating to the business of the Committee;  open the meeting by taking the Chair and calling the members to order;  announce the business before the Committee and the order in which it is to be acted upon; Page 84  receive and submit, in the proper manner, all motions presented by the Members;  enforce the Rules of Procedure; and  adjourn the meeting when the business is concluded. 5.14. The Chair may eject any Committee Member, or member of the public, from a meeting if, in the opinion of the Chair, that person is being disruptive or disrespectful. 5.15. 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. Conflict of Interest 5.16. A conflict of interest may arise for Committee members when their personal or business interests’ conflict with the duties and decisions of the Committee. 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 Committee. A Committee 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. 6. Meetings Frequency, Location and Recording of Meetings 6.1. At the beginning of each year, the Committee will establish a meeting schedule and set the time and place for a minimum of 6 meetings per year. Special meetings may be held at the call of the Chair. Additional meetings may be required based on the work of the Committee. 6.2. Meetings will be held in-person, virtual, or hybrid. Committee members may participate electronically using Microsoft Teams or other approved platform. Committee meetings will be recorded and recordings are available by request to any member of the public, except if the recording is of any closed session portion of the meeting. Quorum 6.3. Quorum shall be a simple majority of the total number of currently appointed Committee 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. Page 85 Land Acknowledgement Statement 6.4. 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, a Land Acknowledgement Statement shall be read , at the beginning of each meeting, in accordance with the Land Acknowledgement Guidelines. Procedures and Rules 6.5. A Committee 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 Terms of Reference, and any other applicable policies and/or procedures. Recommendations 6.6. Recommendations and decisions reached by the Committee 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. Each voting member of the Committee has one vote. 6.7. Only recommendations and decisions that appear in the minutes of the Committee can be considered as officially representing the position of the Committee. 6.8. For Council to approve a recommendation from a Committee, 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 Committee meeting. 6.9. The Committee shall not forward comments or recommendations directly to other groups or agencies without the consent of Council. 6.10. See Appendix B for details on motions and amendments. Electronic Participation 6.11. A member of the Committee is permitted to participate electronically in a meeting, if the technology is available, and may be counted in determining whether, or not, a quorum of members is present at any point in time. Page 86 6.12. A Member may also participate electronically in a meeting that is closed to the public, if the meeting is properly held in closed session. See the Open and Closed Meetings section of these Terms of Reference. Public Participation and Delegations 6.13. All Committee meetings are open to the public. Members of the public are not permitted to participate in the Committee discussions but may appear as a delegation before the Committee. Delegations shall be for a maximum of 10 minutes. Those wishing to appear as a delegation at a Committee meeting must advise the Chair, Secretary, or Staff liaison a minimum of seven days before the meeting. Open Meetings 6.14. All Committee meetings must be open to the public unless discussing items noted below. 6.15. The Committee 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. 6.16. The following are reasons for a closed meeting of an advisory committee, in accordance with Section 239 (2), Municipal Act, 2001:  Security or property  Personal matters about an identifiable individual, including municipal and board employees  Proposed or pending acquisition or disposition of land by the municipality or local board  Labour relations or employee negotiations  Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board  Advice that is subject to solicitor-client privilege, including communications necessary for that purpose. 6.17. 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 Committee of either of them shall state by resolution:  The fact of the holding of the meeting; and  The general nature of the matter to be considered at the closed meeting. Page 87 6.18. Where a meeting, or part of a meeting, is closed to the public, the Committee shall request those persons not specifically invited to the closed meeting to vacate the meeting room in which the meeting is being held. 6.19. 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. 6.20. Minutes of the closed session shall be recorded and provided to the Clerk’s Office for distribution to Council at their next appropriate meeting. 7. Reporting and Communications Agendas 7.1. The Staff Liaison shall forward all agendas to the Municipal Clerk’s Office one week before the meeting and shall include the following:  Date, time, location, electronic participation details (where applicable);  Land Acknowledgement Statement;  Disclosure of Pecuniary Interest;  Presentations / Delegations  Adoption of Previous Minutes;  Items for Discussion; and  Adjournment. Minutes 7.2. The Committee shall report to Council by presenting the unapproved minutes immediately after the minutes are finalized by the Staff Liaison. Minutes do not wait to be adopted by the Committee first. The draft minutes of all Committee meetings shall be reviewed by the Staff Liaison/Chair and forwarded to the Municipal Clerk’s Office for inclusion on the next Council Agenda. 7.3. Any changes to the minutes at the next Committee 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. 7.4. Minutes shall include:  Date, time, location, and indication of whether electronic participation took place;  Members absent and present; Page 88  Land Acknowledgement Statement;  Disclosure of Pecuniary Interest;  Adoption of Previous Minutes;  Presentations / Delegations;  Items and Recommendations Discussed and voted on;  Date, time, and location of next meeting (where applicable/possible); and  Adjournment. 8. Annual Reports and Work Plan 8.1. ABRAC will submit the following to Council through the Committee reporting process:  A comprehensive work plan, aligned with the Committees Purpose, Mandate and Scope of Work, within the first three regular meetings of ABRAC. The plan will detail specific objectives and action items, subject to alteration as needed.  An annual report to Council, highlighting the accomplishments and impact of Committee activities and initiatives outlined in the annual work plan, as well as addressing any emerging anti-Black racism issues the committee has responded to. 8.2. Any budget requests by the Committee shall be provided to Staff in accordance with the municipalities budget timelines. 8.3. The responsible department shall oversee the Committee’s budget. 9. Purchasing/Procurement Policy 9.1. All expenditures must relate to matters directly within the mandate of the Committee. 9.2. All Committee expense information is considered to be public information and shall be made available upon request to the Municipal Clerk or Treasurer. 9.3. All purchases shall be in accordance with the Municipality’s Purchasing By-law and within the Committee’s approved budget. All expenses that exceed the Committee’s approved budget require Council approval. Page 89 10. Insurance 10.1. The Committee members are covered through the Municipality of Clarington’s insurance coverage for accidents and liability. 10.2. Coverage could be denied if Members were found not to be acting reasonably or were in the act of committing a crime. Page 90 Appendix A Election Process Nominations – Accepting nominations, from the floor, for any position:  Nominator raises their hand to indicate they are going to nominate a member.  Does not need a seconder.  Nominees’ names are recorded in the minutes.  A person can nominate themselves.  A member can be nominated for more than one position but can only hold one position at a time.  A member may be nominated even if they are not in attendance.  Nominees do not have to leave the room during the vote. They can participate in the voting.  The Election Chair can continue presiding, even if they are one of the nominees for the office.  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.  Nominees can remove their name at any point during the process. 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  If there is only one nominee, that person is appointed.  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.  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 mad e by picking a name out of a hat. Page 91 Appendix 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.  Discussion follows. The Chair should not allow anyone to speak twice on a motion until everyone has had a chance to speak once. Page 92  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 93 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 2025-004 Being a by-law to establish certain lands as public highways Whereas the lands set out in the attached Schedule “A” have been conveyed to The Corporation of the Municipality of Clarington for road widening purposes. Now therefore the Council of the Corporation of the Municipality of Clarington hereby enacts as follows: 1. The lands shown in Schedule “A” are hereby dedicated and assumed as public highways; 2. This by-law shall come into effect on the date of passage. Passed in Open Council this 24th day of February 2025. _____________________________________ Adrian Foster, Mayor _____________________________________ June Gallagher, Municipal Clerk Written approval of this by-law was given by Mayoral Decision MDE-2025-004 dated February 24, 2025. Page 94 Schedule A to By-law 2025-004 Part of Lot 30, Con 3 Pt 3, 40R-32362 Municipality of Clarington Regional Municipality of Durham Part of Lot 14, Con 2 Part 3, 40R-32546 Municipality of Clarington Regional Municipality of Durham Part of Lot 33, Con 3 Part 4, 40R-32602 Municipality of Clarington Part of Lots 4 and 5, Block 21 Parts 1 and 3, 40R-29875 Municipality of Clarington Part of Part 6 West Range, C.G. Hannings Plan Block G, Part 3, 40R-32559 Municipality of Clarington Part of Part 6 and Part of Part 7, West Range, C.G. Hanning’s Plan, Block 6, Part 4, 40R-32559 Municipality of Clarington Part of Lot 9, Con 2 Parts 3, 5, 40R-31757 And Part of Block 134, 40M-2590 Part 11, 40R-31757 Municipality of Clarington Part of the road allowance between Lots 32 and 33 Con 2, (Darlington), Parts 9, 11, 12, 13, 14 and 15, 40R-20102 Municipality of Clarington Part of Lot 14, Plan N632 Part 3, 40R-32655 Municipality of Clarington Page 95 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 Number 2025-005 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington. Whereas the Council of the Corporation of the Municipality of Clarington deems it advisable to amend By-law 84-63, as amended, of the Corporation of the Municipality of Clarington for ZBA-2024-0017. Now therefore the Council of the Municipality of Clarington enacts as follows: 1. Schedule ‘3’ to By-law 84-63, as amended, is hereby amended by changing the zone designation from: "Agricultural Exception (A-1) Zone" to "Holding - Urban Residential Exception ((H)(R2-54) Zone” and; "Agricultural Exception (A-1) Zone" to "Holding - Urban Residential Exception ((H)(R2-55) Zone” as illustrated on the attached Schedule ‘A’ hereto. 2. Schedule ‘A’ attached hereto shall form part of this By-law. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Section 34 and Section 36 of the Planning Act. Passed in Open Council this 24th day of February 2025. _____________________________________ Adrian Foster, Mayor _____________________________________ June Gallagher, Municipal Clerk Written approval of this by-law was given by Mayoral Decision MDE-2025-004 dated February 24, 2025. Page 96 005 24th February Page 97 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 Number 2025-006 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington. Whereas the Council of the Corporation of the Municipality of Clarington deems it advisable to amend By-law 84-63, as amended, of the Corporation of the Municipality of Clarington for ZBA 2024-0018; Now therefore the Council of the Municipality of Clarington enacts as follows: 1. Schedule ‘3’ to By-law 84-63, as amended, is hereby further amended by changing the zone designation from: “Agricultural Exception (A-1) Zone” to “Holding - Urban Residential Exception ((H)R3-32) Zone”; and as illustrated on the attached Schedule ‘A’ hereto. 3. Schedule ‘A’ attached hereto shall form part of this By-law. 4. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Section 34 and Section 36 of the Planning Act. Passed in Open Council this 24th day of February 2025. _____________________________________ Adrian Foster, Mayor _____________________________________ June Gallagher, Municipal Clerk Written approval of this by-law was given by Mayoral Decision MDE-2025-004 dated February 24, 2025. Page 98