HomeMy WebLinkAbout2025-05-07Clarbgton
General Government Committee
Post-MeetingAgenda
Date: April 7, 2025
Time: 9:30 a.m.
Location: Council Chambers or Electronic Participation
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for
accessibility accommodations for persons attending, please contact: Lindsey Turcotte, Committee
Coordinator, at 905-623-3379, ext. 2106 or by email at LTurcotte@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
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.
Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law,
this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by
the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or
placed on non -audible mode during the meeting.
Copies of Reports are available at www.clarington.net/archive
The Revised Agenda will be published on Friday after 3:30 p.m. Late items added or a change to
an item will appear with a * beside them.
General Government Committee Agenda
April 7, 2025
Pages
1. Call to Order
2. Land Acknowledgement Statement
3. Declaration of Interest
4. Announcements
5. Presentations/Delegations
5.1 Winter Warming and Homelessness
5.1.1 Presentation by Sahar Foroutani, Manager, Homeless System 5
Management, Region of Durham, Regarding Report CAO-008-
25 Winter Warming and Homelessness
5.1.2 Certificate Presentation to Integrated Community Outreach
Network in Clarington (ICONIC)
5.1.3 CAO-008-25 - Winter Warming and Homelessness 18
5.2 Public Meeting - Municipal Wide Development Charge and Community
Benefits Charge By-law
5.2.1 Presentation by Jackie Hall, Associate, Hemson Consulting, 23
Regarding Municipal Wide Development Charge and
Community Benefits Charge By-law
5.2.2 Public Meeting Delegates
5.3 Delegation by Tom Barrie, Durham Agricultural Advisory Committee 48
(DAAC), Regarding a 2024 DAAC Update
5.4 Delegation by Elaine Popp, Durham College, Regarding Item 6.1 56
Correspondence from the Town of Ajax, Regarding Impacts of the
International Student Program Changes to Local Post Secondary
Programs
Link to Blue -Ribbon Panel on Post Secondary Education Financial
Sustainability
*5.5 Delegation by Hawa Mire, Regarding Report CAO-009-25 - IDEA and 59
Accessibility Program Update
Page 2
General Government Committee Agenda
April 7, 2025
6. Consent Agenda
6.1 Correspondence from the Town of Ajax, Regarding Impacts of the 61
International Student Program Changes to Local Post Secondary
Programs (Mayor Foster)
(Motion to Endorse)
Link to Item 2.1 of the February 21. 2025 ECCIP
6.2 Memo-002-25 - Civic Recognition and Dedication Policy 63
6.3 LGS-012-25 - Vehicle for Hire By -Law Amendment 67
6.4 LGS-014-25 - Garbage Receptacles in the Municipality of Clarington 78
6.5 FSD-011-25 - 2024 Annual Statement of Development Charges, Cash -in- 82
Lieu - Parkland and Building Permit Reserve Funds
6.6 FSD-012-25 - Rose Parkette Construction 95
6.7 PUB-004-25 - Elevator Modernization 100
6.8 CAO-002-25 - 2024 Annual Accessibility Update 103
6.9 CAO-007-25 - Veterans' Crosswalk 110
7. Items for Separate Discussion
7.1 LGS-006-25 - Procedural By-law 114
(Section 5.3 and 5.4 of the Report, and Section 3.2 o) of Attachment 1
has been updated)
7.1.1 National Anthem at Council Meetings 188
(Mayor Foster intends to introduce the attached motion)
*7.1.2 Members Participating Electronically 189
(Councillor Zwart intends to introduce the attached motion)
7.2 LGS-011-25 - Appointment to the Clarington Heritage Committee 190
7.3 CAO-009-25 - IDEA and Accessibility Program Update 193
Page 3
General Government Committee Agenda
April 7, 2025
8. Unfinished Business
9. New Business
9.1 Council Attendance and Training (Mayor Foster) 197
10. Confidential Items
11. Adjournment
Page 4
From:
no- replyy(cbclarington.net
To:
ClerksExternalEmail
Subject:
New Delegation Request from Foroutani
Date:
Monday, March 24, 2025 9:55:49 AM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
• Subject
Winter Warming Update
• Action requested of Council
n/a
• Date of meeting
4/7/2025
• Summarize your delegation
Overview and partnerships developed over the winter warming
season
• 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.
Melissa Westover
• Will you be attending this meeting in person or online?
In person
• First name:
Sahar
• Single/Last name
Foroutani
• How to pronounce your name:
Sahar Foroutani
Firm/Organization (if applicable)
Page 5
Government
• Job title (if applicable)
Manger - Homeless System Management
. Address
• Town/Hamlet
Oshawa
• Postal code
Email address:
• Phone number
• Do you plan to submit correspondence related to this matter?
Yes
• Do you plan to submit an electronic presentation (i.e.
PowerPoint)? If yes, the file must be submitted to the
Municipal Clerk's Department by 2 p.m. on the Friday prior to
the meeting date.
Yes
• I acknowledge that the Procedural By-law Permits seven
minutes for delegations and five minutes for Public Meeting
participants.
Yes
[This is an automated email notification -- please do not respond]
f
_ L-jA
i : • -�
THE REGIONAL MUNICIPALITY OF DURHAM HEADQUARTERS
lag
A.
7EDDD)
DURHAM
REGION
Durham Region -
Clarington Winter
Warming Initiatives
Success and Community Collaboration
Sahar Foroutani
Manager, Homelessness Service System
Income, Employment & Homelessness Supports
Social Services Department
Presented to: Clarington Council Meeting
Date: April 7t", 2025
Winter Warming Initiative
• Winter warming operated from December 1, 2024, and had its last night on March 31, 2025
• Do Unto Others (DUO) provided pet -friendly services to individuals experiencing homelessness,
helping them seek protection during the winter months by offering:
• warm, safe place to stay overnight
• hot meals, snacks, beverages, blankets, and warm clean clothing
• access to a bathroom, shower and laundry services on site
• information and referrals to social services, mental health and
addiction support, and other community resources
• Clarington winter warming served an average of 8-11 individuals nightly
• 51 unique individuals accessed the space
• 2 youths (16-24)
• 33 adults (24-59 years)
• 16 seniors (60+) Page 8
Integrated Community Outreach Network in Clarington
• Collaborative Network Includes:
• Clarington residents
• Community organizations
• Local charities
• Bowmanville library
• Members from the Municipality of Clarington and Durham
• Create an integrated community of care for the unsheltered population
in Bowmanville through awareness and programming
• Discuss community needs, share resources, and developed outreach
programs
• Drop -in programming for those in need every day of the week in
Page 9
Bowmanville to support those using winter warming
Engagement & Contributions
• Generous donations from the Clarington community
• Meals provided by Community Garden Team at 181 Church Street and Bowmanville Rotary
Club
• Strong volunteer support ensuring availability of personal supplies like hygiene packs
• Bowmanville Library expanded social services programming by offering:
• Drop -in outreach programs from John Howard Society of Durham Region (JHSD)
• Access to Ontario Disability Support Program
• Food pantry
• Durham Regional Police Service (DRPS) regular visits to winter warming demonstrated support
• During cold weather alerts, officers ensured vulnerable individuals had access to a warm
and safe environment
Page 10
durham.ca 4
Site Operations and Community Response 110PPI-1
Safety
• Lack of sidewalk or cross walk led to transportation being provided
Public Perception
• Initial hesitation expressed about opening of the space
• Positive shift happened as community directly begin to engage, provide meals .
and offered supported solutions
No Complaints
• No complaints recorded through Homelesshelp@Durham.ca from
surrounding businesses or residents
Clean Grounds
• Grounds remained clean and well -maintained
Page 11
durham.ca 5
Durham Region Homelessness NurMhore
Annual Number of People on the By -Name List
2022 — 2024
Year---•2022 2023 2024
:ice''----------�'-�..;�-
600 _
eb
a
0
a)
w
0
400 �.......�►•'.
E
Z
200 ,
0
)a�J"162c� �aeGr P.e '�� JJ�e ,J\� PJe'JeQ�e��e00�0�eo.►e< gg*
� � o
A ■ • 1
Municipality Breakdown:
■ ■ - - 1 - - - r— 1 nr,nr—
Refers to people who may have not been living in Durham but have a
meaningful connection to Durham, or who are working with the
homelessness support system to complete intake information.
durham.ca 6
Clarington Homelessness Numbers
45
40
35
Q 30
0
a�
25
0
L
20
E
z 15
10
5
0
Annual Number of People on the
By -Name List Clarington
2021 —2025
3
M
15% of people were youth (aged 16-24)
72%of people were Adults (aged 25-59)
4 o% n /
7
Conclusion
• The Clarington Winter Warming program and the
ICONIC group have made a tangible and lasting
difference in supporting the community's most
vulnerable members.
• Demonstrated the value of collaboration, the
importance of accessible services, and the need
for continued investment in programs that address
homelessness and food insecurity.
• The Region will continue working with Clarington
staff to explore options for supporting people
experiencing homelessness.
Page 14
TOURIN!k-
CLNRINGT6H
R) E
- - 71ca 7outiJ.n Nice
IWIlaringtontourism.net .
Communicating Homelessness Supports
Council resolution (Dec) to look at signage in Newtonville parking lot
Reviewed data and best practices
• Newtonville
o 7 total individuals with 16 interactions. All referred to services.
Encampment sites reported were found abandoned.
o Outreach team met and distributed information to businesses in
Newtonville and Newcastle.
• Clarington
0 552 interactions. 13 encampments reported and visited.
o Outreach checks in with local businesses, providing information and
support.
Page 15
durham.ca 9
Communicating Homelessness Supports
• Recommendation: Street Outreach continue to deliver post cards
o Delivered where people are congregating which can change over time.
o Outreach can answer questions and build a relationship of trust.
o Can leave a message for those not ready to receive help or support.
o Cards travel with people as they move throughout the community.
Homeless Help Line ® online �'�
0'� :i0
durham.ca/EmergencyShelters �
z
0 Email �•
0 0 0 Homelesshelp@durham.ca 0- ? ••
Scan the QR code to
O O Phone Evisit Durham's
mergency Shelters
905-668-4113 ext. 5510 webpage.
OPhone 311 ext. 5510 toll free 1-800-372-1102 ext. 5510
0 Email Homelesshelp@durham.ca
Page
If you require this information in an accessible format, please contact the
Accessibility Coordinator at accessibility@durham.ca or 905-668-4113 ext. 2009.
durham.ca 10
7B77D))
DURHAM
REGION
Questions
Sahar Foroutani
Manager, Homelessness Service System
Income, Employment & Homelessness Supports
Social Services Department
durham.ca
@RegionofDurham in O
I&
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: CAO-008-25
Authored By: Melissa Westover, Manager of Communications
Submitted By: Mary -Anne Dempster, CAO
By-law Number:
File Number:
Resolution Number:
Report Subject: Winter Warming and Homelessness
Recommendations:
1. That Report CAO-008-25, and any related delegations or communication items, be
received;
2. That the Deputy CAO/Solicitor be granted authority to sign a lease of the former
Tourism Office located at 181 Liberty Street South to The Regional Municipality of
Durham, for the purposes of continuing its use as a Winter Warming Centre from
November to April for the 2025-26 season, for a nominal rent;
3. That Staff review the lease at the end of the 2025-2026 season and report back to
Council with any changes or plans for long-term use of the space;
4. That Council recognize the work of ICONIC (Integrated Community Outreach
Network In Clarington) for their efforts to provide coordinated support, meals, and
community connection to those experiencing homelessness in Clarington;
5. That all interested parties listed in Report CAO-008-25, and any delegations be
advised of Council's decision.
Page 18
Municipality of Clarington Page 2
Report CAO-008-25
Report Overview
Last year, Council directed staff to lease the former Tourism Office to the Region of Durham
for the purpose of a Winter Warming Centre, in response to the growing issue of
homelessness in our community. This report provides an update on the first year of use, and
ongoing collaborations to support the unsheltered population in Clarington. Staff are
recommending the continued use of the Tourism Office as a Winter Warming Centre.
1. Background
1.1 There are people in Clarington who are living without stable, permanent, appropriate
housing.
1.2 The Regional Municipality of Durham is responsible for all social service delivery in all
Durham municipalities, including Clarington, as mandated by the province.
1.3 In March 2024, Region of Durham Staff presented an overview of the Regional
homelessness system to Council.
Winter Warming in Clarington
1.4 Warming Centres are not shelters; they operate on a temporary overnight basis during
the winter months for those in need. Warming Centres provide a safe place for people to
sleep when it is cold outside. Warmth and shelter are critical resources for health and
safety, as people experiencing homelessness or those who are marginally housed are
one of the most at -risk groups for cold -related illnesses.
1.5 For the winter season of 2023-2024, the Region of Durham operated a Winter Warming
Centre in the basement of St. Paul's Church in downtown Bowmanville. This was the
first time an overnight Winter Warming program was implemented in Clarington. While
well -utilized, the location presented challenges from an accessibility perspective.
1.6 In October 2024, through Report CAO-005-24, Council approved the lease of the former
Tourism Office at 181 Liberty Street South, Bowmanville, to the Region of Durham for
the purpose of an overnight Winter Warming Centre for the 2024-25 Winter season.
1.7 The Warming Centre, operated by Do Unto Others (DUO) accommodates up to 10
individuals. Regional staff indicated that the Warming Centre operated close to or at
capacity for most of the winter season and that on some occasions, on very cold nights,
unsheltered individuals were provided transportation to Oshawa warming centres due to
capacity issues.
Page 19
Municipality of Clarington Page 3
Report CAO-008-25
1.8 Regional staff have noted this location is ideal because it is decentralized while still
being close to downtown Bowmanville, is fully accessible, and has a shower for users.
1.9 Due safety concerns with the lack of a sidewalk, the Region of Durham provided
transportation (cab or Outreach Team vehicles) both to and from the Warming Centre.
Although there were still some individuals that accessed the site by foot on an ad hoc
basis; by and large, users of the Winter Warming Centre utilized this transportation. No
issues were reported.
3. Local Initiatives
3.1 Staff have continued to meet on an ongoing basis with the Region of Durham;
Clarington Library, Museum and Archives; and ICONIC (Integrated Community
Outreach Network In Clarington), to identify opportunities to proactively collaborate and
respond to homelessness locally.
3.2 ICONIC is a grassroots, volunteer group of faith -based leaders, community
organizations, the Region, CLMA, and the Municipality who meet on a monthly basis to
identify opportunities to work together to create an integrated community of care for the
unsheltered population in Bowmanville.
3.3 ICONIC came together in a coordinated fashion to offer drop -in programming to those in
need every day of the week in Bowmanville. Thanks to this, when individuals left the
Warming Centre each morning, there was always a destination with food, shelter,
support, and a built-in sense of community to attend each day.
3.4 The Clarington Library, Museum and Archives, in particular the Bowmanville Library
location, continued to expand social services initiatives to offer additional support to
those in need. This included student social workers; drop -in outreach programs from
John Howard Society of Durham Region (JHSD) caseworkers; Newcomer Settlement
Services with Community Development Council Durham; access to Ontario Disability
Support Program caseworkers; and the food pantry.
3.5 Clarington Library, Museum and Archives indicated that there was a decrease in major
incidents within the Bowmanville Library from Winter 2024 to Winter 2025, thanks to
these strengthened and expanded community partnerships; a policy and procedure
review; enhanced training, resources, and decision -making tools for staff; and the
procurement of a security guard by the Municipality of Clarington.
3.6 Durham Region's Street Outreach Team increased local presence throughout the
winter. This team provides 24/7 homelessness support to those in need, on both a
proactive and on -call basis.
Page 20
Municipality of Clarington Page 4
Report CAO-008-25
3.7 The Municipality of Clarington developed a website with a comprehensive list of all
supports and resources available locally, including food banks, drop -in programs, and
all other support services. This is kept up to date on an ongoing basis based on
information from community partners.
3.8 Regional Staff have indicated that, thanks to the coordinated community efforts in
Clarington and relatively low number of unsheltered population accounted for locally,
there is not an identified need for a centralized hub service at this time.
4. Next Steps
4.1 Staff recommend that Council authorise the Deputy CAO/Solicitor to continue the lease
of the former Tourism Office located at 181 Liberty Street South to The Regional
Municipality of Durham, for the purposes of a Winter Warming Centre, from November
to April for the 2025-26 winter season; with the lease to be reviewed at the end of the
term. The Deputy CAO of Public Services has confirmed there is no municipal use for
this space for the immediate future.
4.2 Staff will continue to meet with the Region of Durham and be a member of ICONIC to
identify opportunities to support ongoing collaboration and information sharing as it
relates to supporting those experiencing homelessness in our community.
5. Financial Considerations
5.1 Staff will work with The Regional Municipality of Durham to continue the lease for use of
the former Tourism Office at 181 Liberty Street South for the Winter 2025-26 season, for
a nominal rent.
6. Strategic Plan
C.2.5: Support the proactive management of community safety and well-being.
7. Climate Change
Not Applicable.
8. Concurrence
This report has been reviewed by the Deputy CAO of Legislative Services and the
Deputy CAO of Public Services, who concur with the recommendations.
Page 21
Municipality of Clarington Page 5
Report CAO-008-25
9. Conclusion
It is respectfully recommended that Council receive this report and approve the direction
of the ongoing lease for the Winter Warming Centre.
Staff Contact: Melissa Westover, Manager of Communications, mwestover(aD-clarington.net
Attachments:
Not Applicable
Interested Parties:
List of Interested Parties available from Department.
Page 22
Statutory Public Meeting
2025 Development Charges Study &
Community Benefits Charges Strategy
I',
J:►
I� _
YM
Today we will discuss...
■ Background and legislative requirements
■ Development Charges (DC)
■ Development forecast
■ Capital programs
■ Proposed DC rates and bylaw policies
■ Community Benefits Charges (CBC)
■ Capital program
■ Anticipate revenue
■ Proposed rate structure
■ Timeline/Next Steps
Page 24 HEMSON
■
Purpose of Today's Meeting
■ Provide an opportunity to make representation on the proposed 2025;
■ Development Charges Study and By-law
■ Community Benefits Charges Strategy and By-law
■ Statutory Public Meeting required by Section 12 of the Development
Charges Act
■ Public meeting required for CBCs under section 37(10) of the
Planning Act
■ DC Background Study, CBC Strategy and corresponding by-laws made
publicly available on March 24, 2025
Page 25 HEMSON
■
•] 9 :u to
Used to fund initial round of
capital infrastructure
Prescribed list of eligible services
Certain "soft" services removed
from list (e.g. parking, cemeteries,
airports)
No more 10% discount
I
a
Initial round of capital, can overlap
with DCs
In -kind contributions permitted
Capped at 4% of land value
Imposed only on development
with 5 or more storeys & 10 or
more housing units
Only local municipalities can
charge
Parkland acquisition
Standard rate of 5% for residential
and 2% for non-residential
Alternative, higher rate may apply
based on units/ha
Cash In Lieu permitted
All tools are appealable t!� FODLT (with conditions)
Development Charges
Page 27
HEMSON
DCA Statutory Exemptions and Other Requirements
• Statutory discounts/exemptions
■ Exemption for Affordable/Attainable housing
■ Exemption for non-profit housing
■ Discount for rental housing (based on number of units)
■ 25% - 3 bedrooms or more
■ 20% - 2 bedrooms 20%
■ 15% - 1 bedroom or less
■ Exemption for additional residential units (new and existing
units)
■ Exemption
for
existing industrial
(expansion
up
to 50%)
■ Exemption
for
Municipal Boards
and Boards
of
Education
• Other requirements
■ DC By-law expires every 10-years
■ Must commit or allocate 60% of DC reserve funds in a year
for Water, Wastewater and Roads Services
■ DCs frozen at site plan and/or rezoning (if applicable)
■ Deferral payments for rental and institutional uses
0�_e�
Page 28
HEMSON
Development Charges Study Process
Growth / Development Forecast Informs Growth -Related Capital Needs
Amount, type and location of
development What will we need to build?
11
15-Year Historical Service
Levels
How much can be funded from DCs?
Operating and Replacement Cost Capital Needs Eligible to be
Analysis, including Asset funded from DCs
Management Plans— for Remainder funded from other
information sources
Legislated Reductions
___________________ Grants, other contributions, benefit to
existing, available DC reserves, post -
period benefit
Costs Eligible for DC Recovery
Residential Sector Non -Residential Sector
(per unit) (per m2 of GFA)
Page 29 HEMSON
■
Development Forecast to 2034
160,000
140,000 135,340
109,380 122,350
120,000
100,000
80,000
60,000 49,910
4
38,270 4,160
40,000 42,670
38,260
3
20,000 3,380
0
2025 2026 2027 2028 2029 2030 2031 2032 2033 2034
Census Population Occupied Dwellings Employment by POW
Key assumptions:
Based on achieving the
Region's 2051 targets
Achieves Housing
Pledge of 13,000 starts
by 2031
For the purposes of the
2025 DCBS a 10-year
planning horizon 2025-
2034 is proposed.
, Note: Census Population exclude Census undercoverage, Place of Work WAO)30mployment, excludes work at home employment. HEMSON
■
Municipal -wide Capital Program ($millions)
Library Services
$46.12
$0.00
$0.00
$1.81
$28.08
$16.24
Emergency & Fire Services
$38.10
$3.20
$1.52
$5.08
$17.97
$10.34
Parks & Indoor Recreation
$310.44
$0.00
$2.44
$4.08
$155.52
$148.41
General Government
$10.37
$0.00
$2.10
$0.21
$0.97
$7.09
Services Related to a Highway*
$470.20
$0.03
$45.28
$33.17
$64.11
$327.60
Total ($)
$875.23
$3.23
$51.34
$44.34
$266.65
$509.67
Total (%)
100%
0/0
6%
5%
3016
58%
*Includes Operations and Roads & Related Services
Page 31 HEMSON
■
Calculated Residential DC Rates
Library Service , 4%
Services Related
to a Highway, 56%
Emergency & Fire
2%
Parks & Indoor
Recreation,, 37%
General
Government, 1%
Singles & Semis
$42,835
Other Multiples
$35,165
Apartments
2 Bedrooms +
$20,661
Apartment
Bachelor & 1
Bedroom
$14,375
Page 32
HEMSON
Comparison of Current vs. Draft Calculated
Municipal -wide Residential Rates per Single -Detached
Current
Calculated
Service
Residential
Residential
Difference in Charge
Charge / SDU1
Charge / SDU
Library Service
$1,430
$1,536
$106
7%
Emergency & Fire Services
$645
$819
$174
27%
Parks & Indoor Recreation
$10,907
$15,964
$5,057
46%
General Government
$449
$505
$56
12%
Subtotal General Services
$13,431
$18,824
$5,393
40%
Services Related to a Highway (2)
$17,055
$24,011
$6,956
41%
TOTAL CHARGE PER UNIT
$307486
$429835
$127349
41%
(1) Effective July 1, 2024 to June 30, 2025
(2) Services Related to a Highway include Operations and Roads & Related infrastructure
10
Page 33
HEMSON
Calculated Non -Residential DC Rates
Non -Industrial DC Rate
Emergency & Fire
Services
2%
Services Relat_
Highway
96%
$201.08
General
Government
2%
Industrial DC Rate
Emergency & Fire
Services
5%
Services Related
to a Highway
92%
General
Government
3%
I�
$92.04
11
Page 34
HEMSON
Comparison of Current vs. Calculated
Municipal -wide Non -Residential Rates
Non -Industrial ($/Square Metre)
Industrial ($/Square Metre)
Current
Calculated
Current
Calculated
Service
Non -Industrial
Non -Industrial
Difference in Charge
Industrial
Industrial
Difference in Charge
Charge
Charge
Charge
Charge
Library Service
$0.00
$0.00
$0.00
0%
$0.00
$0.00
$0.00
0%
Emergency & Fire Services
$3.48
$4.45
$0.97
28%
$3.48
$4.45
$0.97
28%
Parks & Indoor Recreation
$0.00
$0.00
$0.00
0%
$0.00
$0.00
$0.00
0%
General Government
$1.37
$2.84
$1.47
107%
$1.37
$2.84
$1.47
107%
Subtotal General Services
$4.85
$7.29
$2.44
50%
$4.85
$7.29
$2.44
50%
Services Related to a Highway(1)
$146.16
$193.79
$47.63
33%
$47.22
$84.75
$37.53
79%
TOTAL CHARGE PER SQUARE METRE
$151.01
$201.08
T$50.07
33%
$52.07
$92.04
$39.97
77%
(1) Services Related to a Highway include Operations and Roads & Related infrastructure
12
Page 35
HEMSON
Updates Since the General Government Committee
Meeting (February 3, 2025)
■ Draft DC rates have come down
• Residential: 50% increase now 41% (single -detached units)
■ Non -Industrial: 54% increase now 33%
■ Industrial: 103% now 77% increase
■ Reason for changes includes revised assumptions:
■ Historical inventories
• Minor revisions to the growth forecast
■ Capital projects (added/removed)
■ Final reserve fund balances
13
Page 36
HEMSON
Residential Rate Comparison:
Single/Semi- Detached - $/unit
Newmarket (2019) - NW Quadrant
Whitby (2021)
Caledon (2024)
Ajax (2024)
Aurora (2024)
Clarington - Calculated
Oshawa (2024)
Uxbridge (2024)
Scugog (2024)
Brock (2024)
Clarington - Current (2020)
$- $20,000
$136,975
1 $133,010
$129,792
$129,132
$128,930
$124,994
$118,418
$117,537
$117,478
$116,581
$40,000 $60,000 $80,000 $100,000 $120,000 $140,000
Upper Tier ■ Lower Tier ■ ASDC
$160,000
$172,171
14 Note: all rates are indexed to current day dollars
Page 37
HEMSON
Non -Residential Rate Comparison:
Non -Industrial $/m2
Newmarket (2019) - NW Quadrant
Aurora (2024)
Whitby (2021)
Scugog (2024)
Clarington - Calculated
Oshawa (2024)
Uxbridge (2024)
Clarington - Current (2020)
Ajax (2024)
Brock (2024)
Caledon (2024)
- $847.65
$796.47
$701.55
$680.61 41111111111111111
$672.48
$636.18
$630.53 41111111111111111
$601.70
- $580.18
- $408.81
$100 $200 $300 $400 $500 $600 $700 $800
Upper Tier ■ Lower Tier ■ ASDC
$949.82
$900 $1,000
15 Note: all rates are indexed to current day dollars and are shown in cost per sgPagEmE38e. HEMSON
■
Non -Residential Rate Comparison:
Industrial $/M2
Newmarket (2019) - NW Quadrant
Aurora (2024)
Uxbridge (2024)
Ajax (2024)
Caledon (2024)
Brock (2024)
Scugog (2024)
Clarington - Calculated
Whitby (2021)
Oshawa (2024)
Clarington - Current (2020)
$389.67
$388.72
$354.24
$339.10
$332.72
$325.30
$324.11
$318.14
$312.03
$284.07
$- $100 $200 $300 $400
■ Upper Tier ■ Lower Tier ■ ASDC
$491.84
$500
16 Note: all rates are indexed to current day dollars and are shown in cost per lR e39etre. HEMSON
■
Draft 2025 DC By-law: Policy Changes
■ Minor modifications to definitions
■ Alignment with statutory exemptions and discounts under the DCA
(i.e., non-profit housing, rental housing, intensification)
■ Added policy for undetermined non-residential use -options for
paying DCs for non-residential building if the use is not known at the
time of building permit issuance
■ Propose reducing exemption from 100% to 50% for existing industrial
development
■ Propose removing legacy exemption for Science Park and Energy
Park
■ Discount removed for purpose built rental housing development
17
Page 40
HEMSON
Community Benefits Charges
18 Page 41 HEMSON
■
CBCs - Legislative Basics
■ Replaces old section 37 under the P/an17ingAct
■ Only local or single -tier municipalities can charge
■ Can only be levied against higher density development:
■ 5 or more storeys, A N D
■ 10 or more residential units
■ Requires a "strategy"
■ Once CBC By-law is in force, it never expires but must be
reviewed every 5-years
■ Legislation does not prescribe CBC rate structure
■ % of land value (most common)
■ Per unit
■ Per square foot (gross floor area)
■ Per net developable hectare (land area)
19
Page 42
HEMSON
CBC Capital Program ($thousands)
Parking Services
$500
$0
$0
$0
$478
$22
CBC Administration
$200
$0
$0
$0
$0
$200
Climate Change Initiatives
$2,800
$0
$325
$0
$2,336
$139
Cemeteries
$599
$0
$213
$0
$364
$22
Public Art, Heritage &
$8,000
$0
$2,000
$0
$5,740
$260
Culture
Affordable Housing
$2,000
$0
$0
$0
$1,888
$112
Parks & Recreation
$88,750
$0
$0
$18,406
$66,391
$3,953
Legislative Services
$2,575
$0
$0
$0
$2,430
$14
Total ($)
$105,424
$0
$2,538
$18,406
$76,627
$4,852
Total (%)
100%
0%
2%
17%
76%
5%
Page 43 HEMSON
■
Proposed CBC Rate is Maximum Permissible 4% of
Land Value
Reference $28,000 $17120 356 $398,500
Low $287000 $17120 304 $3407700
High $287000 $17120 17315 $174727600
1 Based on different CBC eligible unit growth scenarios
2 Calculated by multiplying the 10-year growth by the average CBC per unit
Page 44 HEMSON
■
Revenue Forecast vs Capital Costs (2025 - 2034)
CBC Eligible Share
$4.9 million
10 -Yr Planning Horizon
Forecast Revenue
$1.5 million
Page 45 HEMSON
■
What are Other Municipalities Doing?
Clarington
4% of land value
Ajax
4% of land value
Brampton
4% of land value
Burlington
$488/ 2+ Bedroom Apt.
$362 / < 2 Bedroom Apt.
Fort Erie
4% of land value
Grimsby
4% of land value
Guelph
4% of land value
Halton Hills
4% of land value
Hamilton
4% of land value
Innisfil
$1,200 / unit in Orbit Secondary Plan Area
$800 / unit outside the Orbit Secondary Plan Area
Markham
4% of land value
Newmarket
4% of land value
Niagara Falls 4% of land value
Oshawa $147 / 2+ Bedroom
$90 / Bachelor and 1 Bedroom
Pickering $1,070 / 2+ Bedroom Apt.
$657 / < 2 Bedroom Apt.
Richmond Hill 4% of land value
23 Toronto 4% of land value Page 46
g HEMSON
Waterloo 4% of land value ■
Timelines/Next Steps
Developer Consultation #1 January 7, 2025
General Committee Information Session
Developer Consultation #2
Release DC Study & CBC Strategy to Public
(minimum of 60 days before DCBL passage)
Statutory Public Meeting
DC & CBC By-law Passage
Notice of By-law Passage
Appeal Period
February 3, 2025
February 28, 2025
March 24, 2025
April 7, 2025 (Today)
June 23, 2025
July 11, 2025
40 days after By-law passage
24
Page 47
HEMSON
From:
no- reply(cbclarington.net
To:
ClerksExternal Email
Subject:
New Delegation Request from Honeyford
Date:
Monday, March 10, 2025 1:05:46 PM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
• Subject
Durham Agricultural Advisory Committee (DAAC) - Community
Outreach Presentation to Councillors
• Action requested of Council
Receive presentation for information purposes only.
• Date of meeting
4/7/2025
• Summarize your delegation
The presentation will provide an introduction to DAAC, a summary of
DAAC's work in 2024, a discussion of agricultural issues in the
Region, and how Councillors can engage with DAAC.
• Have you been in contact with staff or a member of Council
regarding your matter of interest?
No
• Will you be attending this meeting in person or online?
In person
• First name:
Tom
• Single/Last name
Barrie
How to pronounce your name:
Firm/Organization (if applicable)
• Region of Durham (on behalf of DAAC)
• Job title (if applicable)
. Address
• Town/Hamlet
Whitby
• 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.
Yes
• 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]
7B777))))
DURHAM
REGION
Durham Agricultural Advisory
Committee (DAAC) Annual
Update
Tom Barrie
About DAAC
• DAAC provides advice to the Region of Durham on agricultural matters and rural matters as they relate to agriculture.
• Matters, projects and consultations can be referred/presented to DAAC for information or to gather feedback.
• DAAC provides agricultural perspectives and shares the impacts or benefits to agriculture related to the topic.
• DAAC has 17 members including members at large, a representatives from each local municipality, Durham Region Federation of Agriculture
and Durham Farm Fresh. There are also 3 non -farming representatives on the committee.
DURHAM AGRICULTURAL
ADVISORY COMMITTEE
Page 51
durham.ca 2
Agriculture at a Glance
AS OF 2024
11200
farms
2649518
acres of farmland
Local Farm Sales
24%
sell farm
products directly
to the
consumer:
220 acres
is the average sized farm
a�
18
farms operate a CSA
(Community Supported Agriculture)
32 farms sell
at farmers' markets
Local Snapshot
Durham Region
CENSUS DIVISION
00�
Durham
I
II
191 farms sell directly from their
farm, at stands, or pick -your -own
Activities at DAAC in 2024
• North Durham On -Farm Diversified Uses Project undertaken between Scugog,
Brock, Uxbridge and Regional Community Growth and Economic Development;
• Skilled Trades Programs in the Region;
• Farm Worker accommodation related by-law issues at farms in the Region;
• Hamilton -Oshawa Port Authority (HOPA) Grain Terminal update;
• Independent Electricity Systems Operator Battery Storage Site Selection;
• Regional Issues
o Economic Development initiatives
o Land Use issues — ROP development, provincial planning responses
o Transportation issues — road design, culverts
Page 53
durham.ca 4
Major Issues Facing Agriculture in the Region
• Backyard chickens and Avian Influenza
• Stormwater Management fees on agricultural properties
• On farm diversified uses
• Transportation of goods
• Price of agricultural land
• Need for more meat processing capacity
• Policy leading to increased costs for farmers, i.e. tariffs
Page 54
durham.ca 5
DAAC as a Resource
• Gather an agricultural perspective on new projects, strategies and more.
• Ensure local decisions consider the impacts to agriculture businesses
• Liaise between the Region and agricultural businesses
Example of where DAAC provides feedback
• Regionals and Local Strategies or Plans
• Economic Development Projects and Strategies
• Agricultural Land -Use Matters
• Works Departments Matters (roundabouts, intersections, ditches, roadwork, etc.)
How Can DAAC help you?
Page 55
durham.ca
From:
no- reply(cbclarington.net
To:
ClerksExternal Email
Subject:
New Delegation Request from Popp
Date:
Friday, March 21, 2025 1:05:57 PM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
• Subject
Impacts to Durham College due to federal changes to the
international student program and chronic provincial underfunding.
• Action requested of Council
Pass resolution in support for Durham College and send to the
Minister of Immigration, Refugees and Citizenship Canada (IRCC) -
Rachel Bendayan and the Minister of Colleges, Universities, Research
Excellence and Security (MCURES) - Nolan Quinn
• Date of meeting
4/7/2025
• Summarize your delegation
1. To call on the federal government to add the needed local labour
market DC programs to the IRCC's list of post -graduate work permit
eligible programs. 2. To call on the provincial government to enact
the recommendation in the Blue Ribbon Panel report to provide long
term, sustainable funding for the post -secondary sector.
• 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.
Mayor Adrian Foster
• Will you be attending this meeting in person or online?
In person
• First name:
Elaine
• Single/Last name
Page 56
ME
• Firm/Organization (if applicable)
Durham College
• Job title (if applicable)
President
. Address
• Town/Hamlet
Oshawa
• Postal code
Email address:
. Phone number
• Do you plan to submit correspondence related to this matter?
Yes
• Do you plan to submit an electronic presentation (i.e.
PowerPoint)? If yes, the file must be submitted to the
Municipal Clerk's Department by 2 p.m. on the Friday prior to
the meeting date.
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 57
❑❑ DURHAM
QpCOLLEGE MATTERSSUCCESS
DC Programs included on MCU list
Of the programs/CIPs MCU requested IRCC to consider, 32 are offered by DC.
Major Code
Program Name
Credential
CIP
OFHS
Office Administration - Health Services
Ontario College Diploma
51.0705
DAII
Dental Assisting (levels I And Ii)
Ontario College Certificate
51.0601
DENT
Dental Hygiene
Ontario College Advanced
51.0602
Diploma
DOFA
Dental Office Administration
Ontario College Certificate
51.0705
CMGT
Culinary Management
Ontario College Diploma
12.0504
CSK
Culinary Skills
Ontario College Certificate
12.0503
EVPN
Event Planning
Ontario College Diploma
52.0907
HROM
Hospitality - Hotel and Resort Operations
Ontario College Diploma
52.0901
HSKL
Hospitality Skills
Ontario College Certificate
52.0901
TDMK
Tourism - Destination Marketing
Ontario College Diploma
52.0903
IDCR
Interior Decorating
Ontario College Diploma
19.0605
ARHY
Architectural Technology
Ontario College Advanced
04.0901
Diploma
BMTY
Biomedical Engineering Technology
Ontario College Advanced
15.0401
Diploma
CETC
Civil Engineering Technician
Ontario College Diploma
15.0201
CETY
Civil Engineering Technology
Ontario College Advanced
15.0201
Diploma
CHEM
Chemical Engineering Technology
Ontario College Advanced
15.0615
Diploma
CLBT
Chemical Laboratory Technician
Ontario College Diploma
41.0301
ELTC
Electronics Engineering Technician
Ontario College Diploma
15.0303
ELTY
Electronics Engineering Technology
Ontario College Advanced
15.0303
Diploma
EMTY
Electromechanical Engineering Technology
Ontario College Advanced
15.0403
Diploma
ENVT
Environmental Technology
Ontario College Advanced
15.0507
Diploma
EVTN
Environmental Technician
Ontario College Diploma
15.0507
METC
Mechanical Engineering Technician
Ontario College Diploma
15.0805
METY
Mechanical Engineering Technology
Ontario College Advanced
15.0805Diploma
NDE
Mechanical Engineering Technician (non Destructive
Ontario College Diploma
15.0805
Evaluation)
CYCA
Child and Youth Care
Ontario College Advanced
Diploma
44.0702
FPTY
Fire Prevention and Technology
Ontario College Advanced
43.0201
Diploma
CORC
Construction and Hoisting Techniques
Ontario College Certificate
49.0206
EDVT
Electric Drive Vehicle Technician
Ontario College Diploma
47.0614
EETN
Electrical Engineering Technician
Ontario College Diploma
15.0303
MPTN
Motive Power Technician - Service And Management
Ontario College Diploma
47.0604
PETN
Power Engineering Techniques - Fourth Class
Ontario College Certificate
15.1702
Page 58
From:
no- replyy(cbclarington.net
To:
ClerksExternalEmail
Subject:
New Delegation Request from Mire
Date:
Friday, April 4, 2025 12:30:41 PM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
• Subject
Response to item 7.3 CAO-009-25 IDEA and Accessibility Program
Update
• Action requested of Council
To request Council revisit the budget allocation re: resources to IDEA
• Date of meeting
4/7/2025
• Summarize your delegation
Community member concerned about resource allocation
• Have you been in contact with staff or a member of Council
regarding your matter of interest?
No
• Will you be attending this meeting in person or online?
In person
• First name:
Hawa
• Single/Last name
Mire
• How to pronounce your name:
Hawa Mire
e Address
• Town/Hamlet
Page 59
• 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 60
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE MEETING
RESOLUTION #
DATE: April 7, 2025
MOVED BY Mayor Foster
SECONDED BY Councillor
That the following resolution from the Town of Ajax, regarding Impacts of the
International Student Program Changes to Local Post Secondary Programs, be
endorsed by the Municipality of Clarington:
Whereas the Town of Ajax recognizes the significant contributions of Durham
College (DC) to our local economy and community through its diverse range of
programs and skilled graduates;
And whereas the recent changes to the International Student Program (ISP) by
Immigration, Refugees and Citizenship Canada (IRCC) have negatively impacted
post -secondary institutions in Ontario, including Durham College, by reducing
international student study permits and limiting eligibility for Post -Graduation
Work Permits (PGWP) to programs in fields of study identified as having national
labour market shortages, irrespective of local labour market needs;
And whereas the Blue Ribbon Panel report commissioned by the provincial
government highlighted the need for long-term, sustainable funding for the post-
secondary sector, noting that Ontario's colleges are funded at 44% of the
national average, with tuition revenue first cut by 10% in 2019 and then frozen for
the past six years;
And whereas the financial sustainability challenges faced by Ontario's post-
secondary institutions have been exacerbated by significant wage and cost
inflation, as well as the growing reliance on international enrolment;
And whereas DC has compiled a short list 34 programs not currently PGWP
eligible to the IRCC list of fields of study (ATTACHMENT #1) which provide
skilled graduates who are vital to growing our local economy, and in some cases,
the College relies on international student enrolment in these programs to create
financially viable cohorts for domestic students;
Now Therefore Be it Resolved That:
1. Ajax Council calls on the federal government to add the 34 programs
listed in ATTACHMENT #1 and offered at DC to the IRCC list of fields of
study; and
Page 61
2. Ajax Council calls on the provincial government to enact the
recommendation in the Blue Ribbon Panel report to provide long term,
sustainable funding for the post -secondary sector; and
3. A copy of this resolution be sent to Immigration, Refugees and Citizenship
Canada Minister Marc Miller, the Ontario Ministry of Colleges and
Universities, Regional Municipality of Durham Chair John Henry, and all
lower tier Durham Region municipal Councils.
Page 62
Clarington
MEMO
If this information is required in an alternate format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
From: Lee -Ann Reck, Deputy CAO/Public Services
Date: April 7, 2025
Memo #: Memo-002-25
File No.:
Re: Civic Recognition and Dedication Policy
At the General Government Committee meeting of November 4, 2024, the Committee
passed the following Resolution #GG-172-24 approving the Civic Recognition and
Dedication Policy:
That Report PUB-016-24, and any related delegations or communication items, be
received.
That Council adopt the proposed draft Civic Recognition and Dedication Policy,
attached as Attachment 1, to identify the programs in place by the Municipality to
recognize or memorialize individuals and organizations for their outstanding
achievements or contributions to the community.
That Council repeal the following polices:
a. Flag Protocols Policy F105
b. War Dead and War Veteran Names for Streets Policy PSD-DG010
c. Recognition of Individuals in Memoriam Policy PSD-DG014
That Council provide Staff the authority to manage changes in funding categories
to the Community Funding Program through a Management Directive, including
the recommendations in this policy and future updates to align with corporate
priorities.
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6
1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net
Page 63
Page 2
That all interested parties listed in Report PUB-016-24, and any delegations be
advised of Council's decision.
After the Committee passed Resolution # GG-172-24, Staff reviewed and updated
policies to align with the new Clarington policy system. During this process, it was noted
that the outdated F9, Proclamations Policy (Attachment 1) was inadvertently not listed for
repeal. This policy is now covered under the new Civic Recognition and Dedication
Policy, which consolidates several policies into one to providing staff with a clear
understanding of the Civic Recognition and Dedication Program.
The Civic Recognition and Dedication Policy includes guidelines for Proclamations as
part of Clarington's Civic Recognition Program. The Mayor can designate specific dates
to raise awareness for significant events, arts, cultural celebrations, charitable
fundraising, or public awareness campaigns within the community. Requests can be
- submitted in writing to the Mayor and will not be issued for:
• Matters of political controversy, religious beliefs, or individual convictions.
• Events or organization with no direct relationship to the Municipality of Clarington.
• Campaigns or events contrary to law, municipal policies or by-laws.
• Campaigns intended for profit -making purposes.
As a result of the oversight, staff are recommending Council repeal Policy F9,
Proclamations Policy, in addition to the items repealed through PUB-016-24.
Attachments:
Attachment 1- F9, Proclamations Policy
The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1 C 3A6
1-800-563-1195 1 Local:905-623-3379 1 info@clarington.net I www.clarington.net
Page 64
Attachment 1 to Memo-002-25
Corporate Policy
If this information is required in an alternate accessible format, please contact the
Accessibility Coordinator at 905-623-3379, ext. 2131
POLICY TYPE:
SUBSECTION:
POLICY TITLE:
POLICY #:
POLICY APPROVED BY:
EFFECTIVE DATE:
REVISED:
APPLICABLE TO:
1. Purpose:
Operational
Communication/Customer Service
Proclamations
F9
Council
June 11, 2007
February 23, 2015
All Employees
To ensure the appropriate criteria is in place when Council receives a request to
issue a proclamation.
2. Policy:
a) Requests for Proclamations shall be approved for:
• Charitable fundraising campaigns
• Public awareness campaigns
• Arts and cultural celebrations
• Special Honours
b) Requests for Proclamations shall not be approved for:
• Matters of political controversy, religious beliefs or individual
conviction
• Events or organizations with no direct relationship to the Municipality
of Clarington
• Campaigns or events contrary to law, Municipal policies or by-laws
• Campaigns intended for profit -making purposes
3. Procedures:
Upon receipt of a request for a proclamation, the request shall be forwarded to the
Mayor's Office for consideration. Council's administrative staff shall advise the
requester of the decision and shall copy the response and a copy of the original
F9 - Proclamations Page 1 of 2
Page 65
Attachment 1 to Memo-002-25
Corporate Policy
If this information is required in an alternate accessible format, please contact the
Accessibility Coordinator at 905-623-3379, ext. 2131
correspondence to the Communications Officer and the Customer Service desk
staff.
An organization does not have exclusive rights to the day, week or month of their
proclamation.
This Policy does not apply to requests for tag days, which are handled
administratively through the Clerk's Department.
4. Appendices:
None
F9 - Proclamations
Page 2 of 2
Page 66
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: LGS-012-25
Authored By: Kristina Bergeron, Manager of Municipal Law Enforcement
Jeannette Whynot, Accessibility Coordinator
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Vehicle for Hire By -Law Amendment
Recommendations:
1. That Report LGS-012-25, and any related delegations or communication items, be
received;
2. That the By-law amendment attached to Report LGS-012-25, as Attachment 1, be
approved; and
3. That all interested parties listed in Report LGS-012-25, and any delegations be
advised of Council's decision.
Page 67
Municipality of Clarington Page 2
Report LGS-012-25
Report Overview
Municipalities across Durham Region have worked together to address the feedback from
residents about a shortage of accessible taxis. Through this work, it is recommended that
the municipality amend its Vehicle for Hire Bylaw to allow licensed accessible taxicabs to
engage conveyances within any of the eight (8) Durham Region municipalities.
By removing barriers to accessible cross -municipal transportation, the Municipality is
advancing its commitment to removing accessibility barriers and create a community where
everyone is welcome.
1. Background
1.1 Municipalities across Durham Region have received feedback about a shortage of
accessible taxis. This situation has made it difficult for some members of our community
to travel to medical appointments, groceries/activities of daily life, to visit family/friends,
and/or to participate in employment, volunteer and leisure opportunities.
1.2 Accessibility Coordinators' and Municipal Law Enforcement staff from across the Region
have identified several reasons that have contributed to overall shortage of accessible
taxis in Durham. The reasons are intertwined but the heart of the issue is municipal
boundaries.
1.3 Section 156 of the Municipal Act permits municipally licensed taxis to operate where
conveyance of a trip takes place wholly within the municipality or from any starting point
within the municipality to any point outside of the municipality. However, this provision
does not apply where:
The purpose of the conveyance is to transport persons with physical, emotional
or mental disabilities from any point in the municipality to any point outside the
municipality, and
2. The conveyance is made pursuant to a written contract for the use of a
taxicab which can legally operate in the municipality in which the conveyance
begins or ends.
1.4 The taxi industry operates without written contracts. Instead, charges for taxi
services are determined by a metering device that calculates the fare based on the
distance traveled and the waiting time, according to the tariffs set by local
regulations.
Municipality of Clarington Page 3
Report LGS-012-25
2. Discussion
Accessible On -Demand Taxi Service in Clarington
2.1 The Municipality's only taxi brokerage has two accessible vehicles that operate on a
limited timetable.
2.2 Staff have heard feedback from Clarington residents who require an accessible taxi but
are unable to receive that service from our local brokerage.
2.3 The current Vehicle for Hire By-law prohibits taxis, including accessible taxis licensed
outside of Clarington from accepting a pickup within our Municipality. This is common
practice in communities where taxis are regulated by municipal by-laws.
The Need for Cross -Municipal Accessible Taxicab Service
2.4 Individuals with disabilities often require transportation that extends beyond municipal
borders. Additionally, not all accessible transportation needs can be met by Durham
Region Transit (DRT), DRT Specialized Service or Go Transit.
2.5 This change would allow for easier travel for residents who may need to access medical
services, educational programs, or other essential services located outside of their
home municipality.
2.6 Ensuring that accessible taxicabs can operate across all eight municipalities in Durham
Region would provide a seamless transportation experience for individuals with
disabilities, regardless of municipal boundaries. Examples of situations where
accessible taxi service would be required could include:
A wheelchair user is invited to go to the movies/restaurant with friends on a
whim. They want to go but it's across town, so they'll need an accessible taxi to
get there.
• Someone who uses a wheelchair was released from the hospital with limited
notice of their discharge. They need an accessible taxi to get home.
A wheelchair user has a very important medical appointment across town and
does not want to risk being late or missing their appointment, so they want to call
for an accessible taxi.
2.7 Accessible taxi services provide on -demand independent travel options; where DRT on -
demand and specialized services require pre -planned booking, up to seven days in
advance.
Page 69
Municipality of Clarington Page 4
Report LGS-012-25
2.8 The recommended amendment may also encourage taxi companies to ensure they
have one or more licensed accessible vehicle on the road, as they will be able to serve
potential fares from people with disabilities from a wider customer base across the
region. The amendment provides an opportunity for growth in the accessible taxicab
sector within the Region, which could improve service availability and benefit both
operators and customers.
Community Consultation
2.9 A cross -municipal Accessible Taxi Survey was launched in Fall 2024. The survey
received 148 responses, and the results are summarized in Attachment 2 to this report.
Notable highlights include:
• 58% of respondents do or would use accessible taxi service, if available.
• 79% of respondents indicated that they were not able to access or book an
accessible vehicle when needed.
• Most respondents indicated that accessible taxi service was primarily required to
access health and medical appointments, employment/volunteer opportunities, or
personal errands (e.g. groceries, prescription pick-up).
• The top challenge identified with accessible taxis was that a physically accessible
vehicle was not available at the time pick up was required/too few accessible
taxis were on the road.
2.10 In addition to the survey, feedback was sought from municipal licensing staff, individuals
with disabilities, and licensed taxicab operators.
2.11 Clarington's Accessibility Advisory Committee discussed the proposed By-law
amendment at their January 28t", 2025 meeting and were supportive of the change.
3. Proposed By -Law Amendment
3.1 Clarington's current Vehicle for Hire By -Law does not permit accessible taxicabs to
cross municipal boundaries to pick up a fare.
3.2 Lower -tier municipalities across Durham are seeking comparable By-law amendments
to ensure consistency for taxi operators and users across the Region.
3.3 The proposed amendment in Attachment 1 provides an exemption for the Brokers or
Drivers of licenced accessible taxicabs from any lower -tier Municipality within the
Regional Municipality of Durham from engaging in conveyances when the purpose of
the conveyance is to transport persons with a disability as defined in the Accessibility for
Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11.
Page 70
Municipality of Clarington Page 5
Report LGS-012-25
3.4 The passenger would be required to pay the tariff rate of the municipality in which the
vehicle is licensed. The tariff rates across the Region are within (.25 of one another).
4. Financial Considerations
Not Applicable.
5. Strategic Plan
C.3: This amendment supports the Connect pilar by reducing barriers within our
community.
6. Climate Change
Not Applicable.
7. Concurrence
Not Applicable.
8. Conclusion
It is respectfully recommended:
That the By-law attached to Report LGS-012-2025, as attachment 1, be approved to
permit accessible taxicabs licensed within the Region of Durham to operate within the
Municipality of Clarington; and
That all interested parties listed in Report LGS-012-2025 and any delegation be advised
of Council's decision.
Staff Contact: Kristina Bergeron, Manager, Municipal Law Enforcement,
kbergeron2@clarington.net and Jeannette Whynot, Accessibility Coordinator,
0whynot _clarington.net
Attachments:
Attachment 1 — Draft Vehicle for Hire Amendment
Attachment 2 — Accessible Taxi Survey Results
Interested Parties:
The following interested parties will be notified of Council's decision:
Bowmanville Taxi
Page 71
Attachment 1 to Report LGS-012-25
By-law YYYY-N N N
Vehicle -for -Hire -By-law
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 YYYY-NN
Being a By-law to amend the Vehicle -for -Hire By-law 2019-069.
Whereas, arising out of Report LLL-NNN-YY, the Council of the Municipality of
Clarington has deemed it desirable to amend the Vehicle -for -Hire By-law No. 2019-069
Now, therefore, the Council of the Municipality of Clarington enacts as follows:
1. That the following words/section be added as subsection 35.1 of By-law 2019-
069:
EXEMPTIONS
35.1 No provision in this By-law shall restrict, limit, or prevent a Broker or Driver
of a licenced accessible taxicab from any lower -tier Municipality within the
Regional Municipality of Durham from engaging in conveyances when the
purpose of the conveyance is to transport persons with a disability as
defined in the Accessibility for Ontarians with Disabilities Act, 2005, S.O.
2005, c. 11.
2. That this by-law shall come into force and effect on the date of passing.
Passed in Open Council this XX day of MMMM, YYYY.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Written approval of this by-law was given by Mayoral Decision MDE-YYYY-XXX dated
XXXX XX, YYYY.
Page 1 of 1
Page 72
Attachment 2 to Report
LGS-012-25
Responses Overview Active
Responses Average Time
148 03:31
1. Please indicate which city, town or township you reside in.
• Ajax 40
• Brock 23
• Clarington 11
• Oshawa 29
• Pickering 3
• Scugog 6
• Whitby 30
• Uxbridge 6
2. Please indicate your postal code.
148
Responses
11 respondents (7%) answered L1N for this question.
No
10
20
30 40
0
Latest Responses
"L1 R 3R2"
11 n 4n6"
"L1P 1A6"
L1n 6j5 US 6Y9
UN 9P6L1G L1S L1 N LOk L1HLOK1L0
UN 6P7UZ UN M
L9P 1X9 US 3L1 UT L1J
Ur 2j4 UN 2b5 UZ 2E3 UN 2B6
3. Do you currently use accessible taxis?
• Yes, for myself 23
• Yes, as a caregiver 26 41%
• 1 would if it were available in my area 35
• No, I do not use accessible taxis 61
• Other 1
24%
16%
19%
Page 73
4. How often do you use accessible taxis?
• Daily
11
• Weekly
17
• Monthly
27
• Seasonally
13
• Annually
4 -
• Never
12 -
0 10
5. In the last 24 months have you needed an accessible taxi and were not able to book one?
• Yes 65
• No 17
6. If an accessible taxi were available how often do you think you would use it?
20 30
• Daily 16
• Weekly 41
• Monthly 21 -
• Seasonal 6
• Annually 1
• Never 0
0 10 20 30 40 50
7. What is your primary destination when using accessible taxi services? Check all that apply.
6% 13%
• Employment/volunteering
23
• Health/medical appointment
68 26%
• Leisure (casino, restaurant, movie theatre, community
29
program)
• Personal errands (groceries, banking, etc.)
47
• Other
11
M %
Page 74
8. Which other types of transportation do you use? Select all that apply.
2
• Private transportation companies (e.g. Uber/Lyft) 43
• Durham Region Transit 43
• Durham Region Transit Specialized Service 25
• Personal Vehicle 76
• Vehicles belonging to friends or family 65
9. What challenges have you encountered when using accessible taxi services? Select all that apply.
• No challenges — Accessible Taxi Services in my 6
municipality work well
• 1 had a need in the past but was not aware this 38
service was available/did not know where to call for...
• Too costly 43
• Accessible taxi was not available for my pick-up time 79
/ too few accessible taxis available.
• Other 37
10. Which municipality are you likely to start your travel from?
• Ajax 38
• Brock 24
• Clarington 6
• Oshawa 34
• Pickering 3
• Scugog 6
• Whitby 29
• Uxbridge 6
11. Which municipality are you likely to travel to?
• Ajax 22
• Brock 10
• Clarington 2
• Oshawa 6S
• Pickering 20
• Scugog 3
• Whitby 16
• Uxbridge 6
10
20
0
171X
30 40
40 60 80
17%
tt%
Page 75
12. Condition of vehicle:
• Exceptional 5
• Good 33
• Fair 35
44%
• Poor 7
13. Cleanliness of vehicle:
• Exceptional 3
• Good 40
• Fair 31 39%
• Poor 6
14. Driver professionalism:
• Exceptional
12
• Good
37 34%
• Fair
27
• Poor
4
15. Timeliness of pickup
• Exceptional 9
• Good 21
• Fair 31
• Poor 21
2
9%, 6%
8% 4%
5% 15%
38%
11%
41%
50 %
26%
Page 76
16. Overall service with an accessible taxi in Durham Region
• Exceptional
• Good
• Fair
• Poor
39%
9%
Page 77
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: LGS-014-25
Authored By: Cheryl Waters, Real Estate Manager
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number: L4011-10-01 E
Report Subject: Garbage Receptacles in the Municipality of Clarington
Recommendations:
1. That Report LGS-014-25, and any related delegations or communication items, be
received; and
2. That the Deputy CAO/Solicitor is authorized to finalize the form and content of a
Lease Agreement with Creative Outdoor Advertising for the provision of garbage
receptacles, and to execute the Lease Agreement for up to 10 years on behalf of the
Municipality.
Page 78
Municipality of Clarington Page 2
Report LGS-014-25
Report Overview
This report is to seek council approval to enter into a new agreement with Creative Outdoor
Advertising, up to a maximum of 10 years, to continue to maintain the existing garbage
receptacles throughout the Municipality, and to potentially add more units as determined by
staff.
1. Background
1.1 Creative Outdoor Advertising (COA) was the successful bidder to RFP2014-1 which
requested bids to supply, maintain and provide advertising on garbage and recycling
units throughout the municipality.
1.2 Subsequently in 2014, the Municipality entered into a lease agreement with COA for the
supply and installation of a minimum of 53 receptacles.
1.3 The 2014 agreement expired on June 30, 2024, and a new agreement is required.
1.4 At the October 7, 2024, General Government Committee, Resolution #GG-160-24 was
passed which speaks to receptacles in the downtown core specifically:
Whereas there have been a growing number of complaints from residents and
businesses concerning the amount of litter in the downtown core and the
downtown core is a major driver of economic activity and current trash
receptacles may be insufficient to address the growing challenge;
Therefore, be it resolved that staff be directed to study the feasibility and cost of
adding receptacles — or replacing existing receptacles — to better address this
challenge.
2. Discussion
2.1 The lease with COA is for the supply of garbage receptacles on local roads under the
jurisdiction of Clarington. The vendor is responsible for installation, maintenance and
repair of the receptacles, and the vendor earns income by selling advertising space on
the outside surfaces of the receptacles.
2.2 The lease provides that the advertising placed by COA shall be in accordance with the
regulations and standards set by the Canadian Advertising Council and the Corporation
of the Municipality of Clarington. All advertising installed by COA will be of high moral
standard, non -political and not contrary to public order and taste as determined by the
Municipality.
Page 79
Municipality of Clarington Page 3
Report LGS-014-25
2.3 The Municipality is paid by COA a variable per receptacle amount for each unit located
on municipal property. As of February 2025, there are 82 receptacles servicing
Clarington, yielding an annual profit of approximately $1,800 to the Municipality. Of far
greater value than this rental income, is that the vendor is responsible for removing and
disposing of the garbage that is collected.
2.4 Under the terms of the lease, the garbage receptacles will be located within the
boundaries of Clarington taking into account the following; a) the convenience and
safety of pedestrians; b) the safety of vehicular traffic; and c) the potential exposure and
visibility available for advertising on the units. In general, however, garbage receptacles
will be placed near intersections, parking lots, bus stops, Community Centres, and
Parks.
2.5 Given the previous direction by Council to increase the number of garbage collection
points in downtown Bowmanville, Staff are proposing to add four locations at King St.
and Silver St., King St. and Temperance St., King St. and Division St. and King St. east
of Division St. at the bus stop.
2.6 The exact number and location of the new garbage receptacles will be finalized with the
vendor and Staff will make provision for further expansion of the program during the
term of the Lease Agreement if and when it is needed. COA has expressed willingness
to expand the number of locations in a new lease.
2.7 Staff surveyed the marketplace to obtain best value. It was determined that there are
no other companies that would likely bid in an open competition and that all comparison
municipalities investigated used COA for this service. As a result, staff propose to
negotiate a new lease directly with COA. Direct negotiation with the vendor for a lease
of this type is authorized by Municipality's Procurement By-law 2024-052.
3. Financial Considerations
3.1 The lease agreement with COA is income generating, there is no cost to the
Municipality. The existing lease agreement results in annual revenue of approximately
$1,800 to the Municipality. With the addition of further locations in the next lease
agreement, it is anticipated that this revenue will increase.
Municipality of Clarington Page 4
Report LGS-014-25
4. Strategic Plan
To be a leader in the delivery of efficient, effective and meaningful municipal services
that maintain, protect and invest in municipal infrastructure and assets.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO/Public Services and Director of
Public Works who concur with the recommendations.
7. Conclusion
It is respectfully recommended that Council approve the municipality continue their
relationship with Creative Outdoor Advertising by entering into a new Lease Agreement
for up to 10 years with the option to add more receptacles as determined by staff.
Staff Contact: Cheryl Waters, Real Estate Manager, 905-623-3379 x2029 or
cwaters@clarington.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 81
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: FSD-011-25
Authored by: Michelle Pick, Accounting Services Manager, Deputy Treasurer
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: 2024 Annual Statement of Development Charges, Cash -in -Lieu - Parkland
and Building Permit Reserve Funds
Recommendation:
1. That Report FSD-011-25, and any related delegations or communication items, be
received for information.
Page 82
Municipality of Clarington Page 2
Report FSD-011-25
Report Overview
This report is prepared to comply with the reporting requirements of the Development
Charges Act, 1997, Planning Act, 1990 and Building Code Act.
1. Background
1.1 The Municipality is required through various acts and regulations to report annually to
Council on the reserve funds established for Development Charges, Cash -in -Lieu of
Parkland and Building Permits.
1.2 Prior to 2025, these reports were separate. As they are mainly informational, and to
streamline processes starting with the 2024 annual reporting period they will be
consolidated into one report.
2. Development Charges
General
2.1 In accordance with the Development Charges Act, 1997, section 43 the Treasurer is
required to report to Council on financial information related to the development charges
by-law and reserve funds.
2024 Annual Report
2.2 Attachment 1 - Schedule A - attached shows the activity in the Development Charges
Reserve Funds for the year ended December 31, 2024, including opening and closing
balances.
2.3 Attachment 2 - Schedule B - attached shows capital projects which were funded for the
year ended December 31, 2024, with development charges. The table shows the total
expenses, development charge financing and non -development charge financing.
2.4 Attachment 3 - Schedule C - attached shows operating expenses which were funded for
the year ended December 31, 2024, with development charges. The table shows the
total expenses, development charge financing and non -development charge financing.
2.5 Attachment 4 - Schedule D - attached shows projects which have been previously
approved by Council through resolution or prior years' budgets. The amount committed
relates solely to the development charges portion.
2.6 This statement is compliant with subsection 59.1(1) of the Development Charges Act,
1997.
Page 83
Municipality of Clarington Page 3
Report FSD-011-25
2.7 A total of 23 capital fund (2023 — 26) and 11 (2023 — 8) operating fund projects have
been financed by development charges.
2.8 The Municipality collected $3,720,274 in municipal development charges in 2024, this
compares to $7,052,175 in 2023.
2.9 On January 18, 2021, Council passed by-law 2021-010, approving the Municipality's
Draft Development Charges Background Study, October 15, 2020 and the Addendum to
the Development Charges Background Study, November 3, 2020 prepared by Watson
& Associates Economists Ltd. The by-law came into force on January 19, 2021, and will
expire five years after that date.
3. Cash -in -Lieu of Parkland
General
3.1 In accordance with Section 37 (Increased Density) and Section 42 (Cash -in -Lieu of
Parkland) of the Planning Act, the Treasurer must provide a financial statement
including opening and closing balances to Council relating to cash -in -lieu of parkland
monies and increased density funding. This statement must be made available to the
public.
Section 42 — Conveyance of Land for Park Purposes
3.2 Under Section 42 of the Planning Act, a municipality may require, as a condition of
development, that land be conveyed to the municipality for park or other public
recreational purposes. In certain circumstances, Council may require a payment in lieu
of land dedication, to the value of the land otherwise required to be conveyed.
3.3 These funds must be held in a special account (Reserve Fund), allocated interest and
spent only for the acquisition of land to be used for park or other recreational purposes,
including the erection, improvement or repair of buildings and the acquisition of
machinery, particular to park purposes.
3.4 Attachment 5 details the Statement of the Treasurer, in compliance with the Act and
provides the expected future commitments for the reserve fund.
Section 37 — Increased Density
3.5 Clarington does not currently have a program set up for Section 37 Community
Benefits; therefore, an annual statement is not required. The current Official Plan
includes Community Benefits policies (Section 23.14 of the OP). Staff are developing a
Community Benefits Charge Strategy and By-law in conjunction with the 2025
Development Charge Background Study update. The new Community Benefits Charge
Municipality of Clarington Page 4
Report FSD-011-25
Strategy will be brought forward for Council approval in June 2025, with an estimated
implementation date of July 1, 2025.
4. Building Permits
General
4.1 Under the Building Code Act, 1992 and the passing of subsequent amendments and
Ontario Regulation 350/06, municipalities are required to prepare an annual report that
records the amount of building permit fees collected and the costs incurred during the
process.
4.2 In accordance with the Building Code Act, 1992 as amended, staff have prepared this
report to Council with the required content on an informational basis and this report and
the related attachment will be posted on the Municipality's website.
2024 Annual Report
4.3 A Building Permit Fee Update Study was completed in 2024, by Hemson Consulting
Ltd. with an effective date of March 1, 2024. The reviews are to be completed every five
(5) years to ensure that the building permit fees are in line with the cost of building
inspections and that all appropriate direct and indirect costs are being allocated.
4.4 In 2024, building permits issued generated total building permit revenue of $2,107,333
(2023 - $2,149,337), with total direct and overhead costs of $3,653,705 (2023 -
$3,485,770), creating a deficit of $1,546,372 (2023 — deficit of $1,336,433) after
reducing the total revenue by the direct and indirect expenses as outlined on
Attachment 6.
4.5 As the building permit funds are to be segregated from the general funds of the
Municipality, the deficit of $1,546,372 was transferred from the Building Division
Reserve Fund leaving the surplus/deficit for December 31, 2024, as nil. As of December
31, 2024, the reserve fund was in a deficit position of $1,030,257.
5. Financial Considerations
Not Applicable.
6. Strategic Plan
Not Applicable
Page 85
Municipality of Clarington Page 5
Report FSD-011-25
7. Climate Change
Not Applicable.
8. Concurrence
Not Applicable.
9. Conclusion
It is respectfully recommended that the Annual Statement for the Development Charges
Reserve Funds, Annual Statement for Cash -in -Lieu of Parkland and Annual Building
Permit Fess report be received for information and made available to the public by
posting on the Municipality's website.
Staff Contact: Michelle Pick, Accounting Services Manager/Deputy Treasurer, 905-623-3379
x2605 or mpick@clarington.net.
Attachments:
Attachment 1
— Schedule A
— Development Charges Reserve Funds Activity 2024
Attachment 2
— Schedule B
- Development Charges Reserve Funds Capital Projects 2024
Attachment 3
— Schedule C
- Development Charges Reserve Funds Operating Expenses 2024
Attachment 4
— Schedule D
- Development Charges Reserve Funds Commitments 2024
Attachment 5
— Cash -In -Lieu of Parkland Reserve Fund 2024
Attachment 6 — Annual Building Permit Fees 2024
Interested Parties:
There are no interested parties to be notified of Council's decision.
Municipality of Clarington
Development Charges Reserve Funds Statement
For the 2024 Year
Attachment 1 - Report FSD-011-25
Schedule A
Parks &
Fire Protection
Recreation
Services Related
Growth Studies
Library Services
Services
Services
to Highways
Total
Balance as of December 31, 2023
$ 2,006,847
$ 2,058,539
$ 7,599,298
$ 7,604,437
$ 44,948,268
$ 64,217,389
Plus:
Development Charge Proceeds
(50,395)
(110,612)
(90,126)
(843,848)
(2,625,293)
(3,720,274)
Development Charge Incentives
-
Accrued Interest Apportionment
(168,530)
(150,103)
(634,620)
(537,989)
(4,132,455)
(5,623,697)
Transfer from Revenue Fund
-
Transfer from Capital Fund
-
Subtotal
218,925
260,715
724,746
1,381,837
6,757,748
9,343,971
Less:
Amount Transferred to Capital Fund
276,412
542,633
2,028,118
1,653,070
4,500,233
Amount Transferred to Operating Fund**
147,650
78,511
1,340,050
533,240
2,099,451
Amount Transferred between Reserve Funds
34,841
88,443
1,132,413
1,216,768
2,472,465
Subtotal
112,809
354,923
454,190
2,235,755
969,542
4,127,219
Closing Balance as of December 31, 2024
(2,112,963)
(1,964,331)
(7,869,854)
(6,750,519)
(50,736,474)
(69,434,141)
Committed Amounts from Prior Years
1,731,700
-
1 2,504,763
2,128,446
13,487,109
19,852,018
Available at December 31, 2024
381,263
1,964,331
5,365,091
4,622,073
37,249,365
49,582,123
Committed Amounts from 2025 Budget ****
81,244
4,056,100
799,422
4,936,766
Balance Available for Future Needs
$ (381,263)
$ (1,883,087)
$ (5,365,091)
$ (565,973)
$ (36,449,943)
$ (44,645,357)
* See Schedule B
** See Schedule C
*** See Schedule D
**** 2025 Budget (includes 2025 debenture payments)
Note: brackets = funds available, no brackets = shortfall
Total Development Charges collected on behalf of the Region in 2024
Less: amounts paid to the Region 2024
Total Development Charges due to the Region at December 31, 2024
$ 8,904,462
$ 8,904,462
Page 87
Municipality of Clarington
Development Charges Reserve Funds Statement
For the 2024 Year
Attachment 2 - Report FSD-011-25
Schedule B
Total xpenses
on
Capital Fund Expenses
for 2024
Financing
Financing
Non -DC Funding Sources
D/C - Library Services
Library Collections 2024
276,412
276,412
$
276,412
$
276,412
$
-
D/C - Fire Protection Services
Station #1 Expansion
196,764
196,764
Tankers 2025
1,383,476
345,869
1,037,607
Corporate Fleet Capital RF
$
1,580,240
$
542,633
$
1,037,607
D/C - Parks & Rec Services
North Bowmanville Dog Park
18,866
18,866
Soper Creek Trail - Phase 3 & Outdoor Fitness Equipment
395,927
395,927
Foster Creek Neighbourhood Park West
5,597
5,597
Newtonville Estates Parkette
13,363
13,363
Northglen East Park
1,051,127
1,051,127
SCA Tennis Courts
543,238
543,238
$ 2,028,118
$ 2,028,118
$ -
D/C - Service Related to Highways
New Operations Center
567,142
567,142
Active Transportaion Masterplan
119,600
70,000
49,600
Infrastructure Canada Grant
RR17 Sidewalk (Mill St - CPR Eastside)
46,902
46,902
Sidewalk - North Street (George St to Remi Court)
151
151
Port Darlington Subdivision
148,038
148,038
Green Rd Roundabouts (Boswell Dr/Clarington Blvd)
103,227
103,227
Hancock Rd (Hwy2 to Nash Rd)
18,136
13,994
4,142
Municipal Capital Works
North Scugog Crt Surface Asphalt (Dan Sheehan In to W Scugog Lane)
73,594
65,665
7,929
Municipal Capital Works
Bowmanville Cemetery Expansion - Design
32,914
29,622
3,292
Municipal Capital Works
Storm Water Management Pond
186
186
Streetscape Newcastle Improvements
516
136
380
Municipal Capital Works
New Equipment Purchase - Roads 2022
8,325
5,516
2,809
Municipal Capital Works
New Equipment Purchase - Roads 2024
37,649
37,649
Baseline Road Reconstruction (Trulls Rd to Courtice Rd)
600,897
564,842
36,055
Municipal Capital Works
$
1,757,277
$
1,653,070
$
104,207
Total Capital Expenses
$
3,337,517
$
4,500,233
$
1,141,814
Summary of Financing:
276,412
D/C - Library Services
542,633
D/C - Fire Protection Services
2,028,118
D/C - Parks and Recreation Services
1,653,070
D/C - Service Related to Highways
1,037,607
Corporate Fleet Capital RF
49,600
Infrastructure Canada Grant
P;qnp
RR
54,607
Municipal Capital Works
Total Financing
$
3,337,517
$
4,500,233
$
1,141,814
Municipality of Clarington
Development Charges Reserve Funds Statement
For the 2024 Year
Attachment 3 - Report FSD-011-25
Schedule C
Total Expenses
D/C R/F
Non D/C
Operating Fund Expenses
for 2024
Financing
Financing
Description
D/C - Growth Studies
Planning Studies-Tooley Robinson Subwatershed Study
113,399
10,788
1,199
Secondary Plan Reserve
56,561
Recoverable from Developer
44,851
Tax Levy
Planning Studies -Bow East Town Ctre Sec Plan
24,918
2,428
270
Secondary Plan Reserve
3,145
Recoverable from Developer
Streamline Development Approvals
19,075
Fund (SDAF)
Planning Studies - Bow West Urban Ctre Sec Plan
3,991
1,996
1,995
Secondary Plan Reserve
Planning Studies - Energy Park Sec Plan
84,527
70,177
14,350
Recoverable from Developer
Planning Studies - Courtice TOC Sec Plan
99,236
35,357
23,167
Secondary Plan Reserve
40,712
Recoverable from Developer
Legislative Services - OP Appeal Legal Costs
26,904
26,904
$ 352,975
$ 147,650
$ 205,325
D/C - Library Services
DC Library Services Budget commitments - Courtice Library Debenture
78,511
78,511
$
78,511
$
78,511
D/C - Parks and Recreation Services
DC Parks and Rec Services Budget commitment - 75% Recreation Study
174,544
130,908
43,636
25% Tax Levy
DC Parks and Rec Services Budget commitments - South Bowmanville Recreation Center
1,517,398
1,062,178
455,220
10% Tax Levy
DC Parks and Rec Services Budget commitments - BIS Debenture
163,293
146,964
16,329
10% Debt Retirement
$
1,855,235
$
1,340,050
$
515,185
D/C - Service Related to Highways
DC Service Related to Highways Budget commitment - Green Road Debenture
533,240
533,240
-
$
533,240
$
533,240
$
-
Total Operating Fund Expenses
$
2,819,961
$
2,099,451
$
720,510
Summary of Financing:
147,650
D/C - Growth Studies
78,511
D/C Library Services
1,340,050
D/C Parks and Recreation Services
533,240
D/C Service Related to Highways
26,631
Secondary Plan Reserve
114,768
Recoverable from Developer
Streamline Development Approvals
19,075
Fund (SDAF)
543,707
Tax Levy
16,329
1 Debt Retirement
Total Financing
$
2,819,961
$
2,099,451
$
720,510
Municipality of Clarington
Development Charges Reserve Funds Statement
For the 2024 Year
Committed Amounts From Prior Years' Budgets and Council Approvals
Attachment 4 - Report FSD-011-25
Schedule D
Amount
Year
Project Description
Committed
D/C - Growth Studies
2012 Operating
Planning studies -Technology & Planning/Review project
27,686
2015 Operating
Planning studies -zoning bylaw review-90% DC [10% Prof fees Res tax levy]
108,641
2017 Council
Secondary Plan Agreement template [10% tax levy]
18,000
2017 Operating
Planning Studies -Bow West Secondary Plan
8,408
2019 Operating
DC Study
7,966
2019 Operating
OP Appeal Legal Costs
44,176
2019 Operating
Planning Studies
144,000
2020 Operating
DC GG Budget commitments - Plan Studies
1,233,000
2022 Operating
Courtice Waterfront Design Study
49,823
2023 Operating
DC GG Budget commitments - DC Study
90,000
Total Commitments - Growth Studies:
$
1,731,700
D/C - Library Services
Total Commitments - Library Services:
$
-
D/C - Fire Protection Services
2023 Capital
2023 Rescue Truck
1,000,000
2023 Capital
2023 Fire HQ Expansion
1,504,763
Total Commitments - Fire Protection:
$
2,504,763
D/C - Parks and Recreation Services
2020 Operating
Consulting Parks Design
13,500
2021 Capital
Newtonville Estates Parkette
236,638
2021 Capital
North Bowmanville Dog Park
194,247
FSD-047-21
Toyota Trail
118,794
2022 Capital
Brookhill Parkette
68,334
2023 Capital
Newtonville Estates Parkette
100,000
2023 Capital
Soper Creek Trail - Phase 3
90,030
2023 Capital
Farewell Creek Trail Phase 2B
100,000
2024 Council Approved
Bowmanville Zoo Lands Trails -Phase 1
1,112,500
2024 Capital
Foster Creek Neighbourhood Park West
94,403
Total Commitments - Parks and Recreation Services:
$
2,128,446
D/C - Services Related to Highways
2014 Capital
Brookhill Blvd Oversizing
310,000
2015 Capital
Sidewalk-Rudell Rd (Sunset Blvd to Hart)
43,000
2016 Capital
Middle Rd reconstruction (Con Rd 3 to urban limit)
53,230
2018 Capital
Street lighting - RR57 (Hwy2 to 150m N of Stevens Rd)
15,792
2018 Capital
Darlington Blvd (South limit to Hwy2)
54,018
2018 Capital
Green Rd (Harvey Jones to Ross Wright)
70,890
2018 Capital
King St Cycling Facility
114,928
Page 90
Page 1 of 3
Municipality of Clarington
Development Charges Reserve Funds Statement
For the 2024 Year
Committed Amounts From Prior Years' Budgets and Council Approvals
Year
2018 Capital
2018 Memo
2018 Operating
2018 Operating
2019 Capital
2019 Capital
2019 Capital
2019 Capital
2019 Capital
2019 Capital
2019 Capital
2019 Operating
2019 Operating
2020 Capital
2020 Capital
2020 Capital
2020 Capital
2020 Capital
2020 Capital
2020 Capital
2020 Capital
2020 Capital
2020 Operating
2020 Capital
CL2016-17
PO#10021
PO#8394
2021 Capital
2021 Capital
2021 Capital
Trsf from RR57 Multi Use Trail
2022 Capital
2022 Capital
2022 Capital
2022 Capital
2022 Capital
2022 Capital
2022 Capital
2022 Capital
Project Description
Sidewalk - RR 57 Multi -use Trail - Aspen Springs to Hwy2)
Port Darlington subdivision Rd (Port Darlington to east)
50% North Newc Drainage Study
Eng - design
Middle Rd reconstruction (Con Rd 3 to urban limit)
Baseline Rd Reconstruction (Haines to Lambs Rd)
Baseline Rd Reconstruction (Mearns to Haines)
Baseline Rd Structure ( W of Green Rd )
Hancock Rd Box Culvert (S of Nash rd)
Lambs Rd Interchange @ Hwy 401 - Environmental Assessment
Baseline Rd Reconstruction (Trulls Rd to Courtice Rd)
Attachment 4 - Report FSD-011-25
Eng - design
50 % North Newc Drainage Study
Streetlighting - Hwy#2 to 150m N of Stevens Rd
Rudell Rd Reconstruction
Sidewalk - Hwy#2 ( E of Clarington Blvd to RR57) South Side
Sidewalk - Bloor St (Townline Rd S to 415m Easterly) South Side
Sidewalk - RR17 (Mill St to CPR) East Side
Sidewalk - North Str (George St to Remi Court)
Sidewalk - Trulls Rd (Avondale Rd to Hwy#2) East Side
Sidewalk - RR57 Multi -use Trail - CPR Bridge to Stevens Rd
SWM Pond - Technology Park
Eng - design
Bowmanville Cemetery expansion - design & construction
Pavement Rehabilitation -Green Road cycling lanes [DC -project #25] - trsf UECF from Trulls Rd
CIMA-Clarington Ponds/Clarnew, Newc & WestSide, Bow [50% Prof fees tax levy]
Eng - design - CIMA/Longworth Ave W. EA [50% Prof Fees Res]
Darlington Blvd (South limit to Hwy2)
Green Rd (Harvey Jones to Longworth)
Various Erosion Protection Works
King St Cycling Facility
Green Rd Roundabout
Hancock Rd ( Hwy#2 to Nash Rd)
Nash Rd ( 50m E of Harryt Gay Dr to Hancock Rd)
Bowmanville Ave MUP
Bowmanville Ave Sidewalk
Liberty St Sidewalk ( Longworth to Conc Rd 3)
Prestonvale Sidewalk (230m N to Bloor St)
Hancock Rd Sidwalk (Hwy#2 to 275 m S of Nash Rd) West Side
Schedule D
Amount
Committed
15,000
1,406
11,500
21,141
186,750
68,980
63,240
22,120
55,450
72,311
632,291
72,500
11,500
228,000
981,076
135,000
30,000
182,026
24,471
30,000
82,500
1,594,828
75,000
106,384
12,003
5,068
446
1,183,488
375,345
10,042
37,500
52,055
47,458
63,288
454,496
210,000
330,000
80,000
36,500
Page 91
Page 2 of 3
Municipality of Clarington
Development Charges Reserve Funds Statement
For the 2024 Year
Committed Amounts From Prior Years' Budgets and Council Approvals
Attachment 4 - Report FSD-011-25
Schedule D
Amount
Year
Project Description
Committed
2022 Capital
Streetscape - Newcastle
207,104
2022 Capital
Various Erosion Protection Works
133,340
2022 Capital
2022 Fleet New Roads
220,577
2022 Capital
2022 Fleet New Parks
16,003
Add'I Funding PSD-018-22
Bowmanville Cemetery expansion - design & construction
22,657
2023 Capital
2023 - Fleet New - Roads
905,506
2023 Capital
2023 - New Operations Centre
156,400
2023 Capital
2023 - Streetlighting - Haines St to Bennet Rd
20,000
2023 Capital
2023 - Streetlighting - Hwy 35 to Fire Hall
20,000
2023 Capital
2023 - Longworth Ave. Extension EA (Green Rd to Holt Rd)
200,000
2023 Capital
2023 - Sidewalks - Baseline Rd MUP (Spicer Sq to Bowmanville Ave)
50,000
2023 Capital
2023 - Newcastle Streetscape Improvements - Phase 1
60,000
2023 Capital
2023 - Various Erosion Protection Works
133,340
2024 Capital
2024 - Fleet New Roads
1,029,361
2024 Capital
2024 - Fleet New Parks
383,800
2024 Capital
2024 - Streetlighting Bowmanville Ave Baseline Rd to CPR Bridge
743,000
2024 Capital
2024 - Concession Rd 3 (Liberty St to 110m East)
107,000
2024 Capital
2024 - Baseline Rd Improvements (Means Ave to Lambs)
274,000
2024 Capital
2024 - Liberty St Cycle Track & Sidewalk (Longworth Ave to Conc 3)
42,000
2024 Capital
2024 - Stormwater Mgmt Facility - Clarington Tech Business Park
500,000
Total Commitments - Services Related to Highways:
$ 13,487,109
Total Commitments - Development Charges Reserve Funds:
$ 19,852,018
Page 92
Page 3 of 3
Attachment 5 to Report FSD-011-25
Municipality of Clarington
Cash -in -lieu of Parkland Reserve Fund
For the Year Ended December 31, 2024
Balance as of December 31, 2023
$8,173,177
Plus:
2024 Cash -in -lieu Collected
813,191
2024 Reserve Fund Interest
265,271
2024 Amount Transferred from Capital Fund — Land
Acquisition
-
Less:
2024 Amount Transferred to Capital Fund — Land Acquisition
-
Closing Balance as of December 31, 2024
$9,251,639
Committed Amounts
4,903,900
Available Balance as at December 31, 2024
$4,347,739
Municipality of Clarington
Cash -in -lieu of Parkland Reserve Fund — Committed Amounts
For the Year Ended December 31, 2024
Amount
Project Description
Period
Committed
Ward 3 — Park development/acquisition — East
Bowmanville
2025-2030
4,903,900
Total Commitments
4,903,900
Page 93
Attachment 6 to Report FSD-011-25
Municipality of Clarington
Building Permit Fee Report
December 31, 2024
2024 Actual
Building Permit Fees Revenue
$ 2,107,333
Transfer from Reserve Fund
1,546,372
Total Revenue
$ 3,653,705
Direct costs (Note 1)
Payroll
2,750,403
Office Space
80,786
Other Operating and Capital Costs
259,427
Subtotal Direct Costs
$ 3,090,616
Overhead Costs (Note 2)
563,089
Total Costs
$3,653,705
Revenue (Under) / Over Expenditures
-
Note 1 - Direct costs are deemed to include the costs of the Building Division for the
processing of building permit applications, the review of building plans, conducting
inspections and building -related enforcement duties. Direct costs also include costs
from Public Works, Legislative Services, Fire and Emergency Services and Planning
and Infrastructure Services which can be directly attributed to the building permit
function.
Note 2 - Overhead or Indirect costs are deemed to include the costs for support and
overhead services to the Building Division.
Page 94
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: FSD-012-25
Authored By: Mandy Chong, Manager, Procurement
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number: CL2025-5
Report Subject: Rose Parkette Construction
Recommendations:
1. That Report FSD-012-25, and any related delegations or communication items, be
received;
2. That the proposal received from Royalcrest Paving and Contracting Ltd. with a bid
amount of $282,151.73 (Net HST Rebate) being the lowest bidder meeting all terms,
conditions and specifications of CL2025-5 be awarded the contract for the
completion of Rose Parkette;
3. That additional funding of $63,538.45 is required for this project be approved and
would be funded from the Parks & Recreation Development Charges Reserve Fund;
4. That Public Services staff be directed to work with Deputy CAO/Treasurer of
Finance to address operational financial implications associated with increased
operational costs in future budgets; and,
5. That all interested parties listed in Report FSD-012-25, and any delegations be
advised of Council's decision.
Page 95
Municipality of Clarington Page 2
Report FSD-012-25
Report Overview
To request authorization from Council to award tender CL2025-5 Rose Parkette
Construction to the lowest compliant bidder.
1. Background
1.1 Henry Kortekaas Landscape Architects (HKLA) were hired to design and prepare the
tender specifications for the construction of Rose Parkette at 79 Rose Crescent,
Newtonville.
1.2 The project scope includes the completion of the siteworks which includes earthworks,
the construction of playground pod, shade structure, walkways, and associated park
features.
1.3 The park design was reviewed by Public Works. Tender specifications were provided
by Planning and Infrastructure Services.
1.4 Tender CL2025-5 was prepared and issued by the Procurement Division. The tender
was posted electronically on the Municipality's website and closed on March 5, 2025.
2. Analysis
2.1 Thirty-eight companies registered as plan takers. Fifteen submissions were received.
One submission was deemed non -compliant for failure to submit the required bid bond.
Fourteen submissions were deemed compliant (see Attachment 1). The bid results
were sent to the department for their review.
2.2 After review and analysis by the Planning and Infrastructure Services Department and
the Procurement Division, it was mutually agreed that the low -compliant bidder,
Royalcrest Paving and Contracting Ltd., be recommended for the award of tender
CL2025-5.
2.3 The Municipality of Clarington has worked with Royalcrest Paving and Contracting Ltd,
in the past therefore, no reference checks were completed.
3. Alignment with Parks, Recreation, and Culture Master Plan
3.1 Land for Rose Parkette was received by the Municipality prior to the approval of the
PRCMP. The PRCMP evaluated the Municipality's existing park hierarchy classification
and recommends that parkettes remain in the hierarchy and be required whenever the
Municipality deems it necessary to augment, provide a good distribution of parks, or
Page 96
Municipality of Clarington Page 3
Report FSD-012-25
adjust the park requirements of a neighbourhood. The PRCMP further recommends
that parkettes are sized between 0.5 and 0.8 hectares and augment the recreation,
leisure, and amenity needs of a neighbourhood but will not contain sport fields.
3.2 Staff evaluated the Rose Parkette design and determined that it's development will
enhance distribution, covering an 800-metre service area and ensuring residents are
within walking distance of a park.
3.3 Data gathered during the background review phase of the PRCMP, and subsequent
community engagement identified playgrounds as the 7th highest of 41 categories for
support for additional investment.
4. Financial Considerations
4.1 Due to the industry pricing and timing of tender the budget is insufficient to construct the
park to the planned level of service. Staff are requesting additional funding of
$63,538.45 for this work to be approved and funded from the Parks & Recreation
Development Charges Reserve Fund. To bring the project closer to the approved
budget provisional items 4.03 - Concrete Paving (Playpod) — Colour, 4.05 - Concrete
Paving (Park Entrances) - Colour, and 4.10 - Armourstone will be removed from the
contract to revise the pricing from $300,139.03 (Net HST Rebate) to $282,151.79 (Net
HST Rebate.) The provisional items being removed are aesthetic architectural features
that do not affect the parkette's overall functionality.
4.2 The total funding required for this project is $413,538.45, which includes the
construction costs of $282,151.73 (Net HST Rebate) and other related costs, including
playground equipment (sourced through separate RFP), materials testing,
communications allowance, and contingency in the amount of $131,386.72 (Net HST
Rebate). The funds exceed the allocated budget and are being requested to be funded
from the following accounts:
Description
Account Number
Amount
Newtonville Estates Parkette
110-50-325-83654-7401
$350,000
Parks & Recreation
110-50-325-83654-7401
$63,538
Development Charges Reserve
Fund —Additional Funds
4.3 The addition of Rose Parkette will increase operating costs by $14,490 annually for
grass cutting, maintenance, garbage collection, and upkeep of playgrounds and hard
Page 97
Municipality of Clarington Page 4
Report FSD-012-25
structures. Staffing impact is 0.08 Full Time Employees. In 2025, these costs will be
covered by the existing budget and staff. Future budget requests will account for any
additional funds or staff required to maintain service levels. Public Works will work with
the Deputy CAO/Treasurer of Finance to address any financial implications of increased
operational costs.
5. Strategic Plan
This project aligns with CA of the strategic plan that implements the Parks, Recreation,
and Culture Master Plan and prioritizes recreation to cultivate a strong, thriving, and
connected community where everyone is welcome.
Additionally, the project aligns with C.2.5 prioritizing initiatives to improve community
safety and well-being.
6. Climate Change
6.1 The parkette's design includes features that will help address the impacts of climate
change, such as shade structures to reduce heat exposure and native plant species that
require less water and support local biodiversity.
7. Concurrence
This report has been reviewed by the Deputy CAO, Planning and Infrastructure
Services and Deputy CAO, Public Services who concur with the recommendations.
8. Conclusion
It is respectfully recommended that Royalcrest Paving and Contracting Ltd. be awarded
the contract for the construction of Rose Parkette in Newtonville.
Staff Contact: Mandy Chong, Manager of Procurement, 905-623-3379 Ext 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 -Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-012-25
Attachment 1 to Report FSD-012-25— Bid Summary
Municipality of Clarington
CL2025-5— Rose Parkette Construction
Bid Summary
Bidder
Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Royalcrest Paving & Contracting Ltd.
$333,291.18
$300,139.03
Buildscapes Construction Ltd.
357,301.07
321,760.68
Gray's Landscaping & Snow Removal Inc.
357,979.91
322,372.00
Real Landscaping Plus Inc.
358,639.12
322,965.64
Powcon Inc.
377,329.60
339,796.99
CMB Excavation
387,708.09
349,143.14
Landschaft Construction Ltd.
406,540.10
366,101.95
Cressman Tree Maintenance &
Landscaping Ltd.
422,046.53
380,065.97
M & S Architectural Concrete Ltd.
470,947.56
424,102.86
CSL Group Ltd.
493,499.44
444,411.53
S. McPherson Lawn & Snow Service Inc.
543,966.75
489,858.91
Pro -Lawn Landscaping Ltd.
557,023.44
501,616.86
Laven Associates Limited
650,339.30
585,650.68
Whitby Shores Landscaping Ltd.
798,520.22
719,092.19
1108575 Ontario Ltd.
Non -Compliant
Page 99
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: PUB-004-25
Authored By: Julie Mitchell, Director, Community Services
Submitted By: Lee -Ann Reck, Deputy CAO, Public Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Elevator Modernization
Recommendations:
1. That Report PUB-004-25, and any related delegations or communication items, be
received;
2. That Council approve additional funding of up to $300,000 to complete the required
modernization of the Municipal Administrative Centre (MAC) and Sarah Jane
Williams Heritage Centre (SJWHC) elevators; and
3. That all interested parties listed in Report PUB-004-25, be advised of Council's
decision.
Page100
Municipality of Clarington Page 2
Report PUB-004-25
Report Overview
This report recommends that Council approve the funding needed to modernize the
elevators located at the Municipal Administrative Centre and the Sarah Jane Williams
Heritage Centre.
1. Background
1.1 The elevator modernization at both sites was approved in the 2022 capital budget with
$330,000.00 allocated including contingency.
1.2 In 2022, prior to issuing the tender for this project, the elevator at Sarah Jane Williams
Heritage Centre experienced a hydraulic cylinder failure which necessitated an
emergency repair that required significant funding. The emergency project was funded
through the existing capital budget intended for elevator modernization.
1.3 The elevator modernization for both sites was deferred to 2025 due to the coordination
of other capital projects, including the Veteran's Square project completed in 2024.
2. Modernization
2.1 Elevators at MAC and SJWHC have been identified during building condition
assessments as requiring upgrades and improvement to extend the life and avoid
increasing frequency of malfunction and repairs. Major components of each elevator are
no longer manufactured and are only available as refurbished parts.
2.2 The scope of work will include new solid-state microprocessor control equipment, a new
power unit, new hydraulic cylinder and piston, new door operator, new fixtures, new
cabin interior finishes and new wiring throughout.
3. Financial Considerations
3.1 This project is included in the 2025 work plan but is underfunded due to the emergency
repair of the SJWHC elevator in 2022.
3.2 The engineering for the modernization has been completed and the project is ready to
be tendered.
3.3 The estimated shortfall to complete the project is between $250,000 - $300,000.
3.4 Funding for this project will come from the Municipality's Community Services Capital
Reserve Fund.
Page 101
Municipality of Clarington Page 3
Report PUB-004-25
4. Strategic Plan
4.1 This project relates to the Lead pillar under Clarington's strategic plan, in particular
section L.2.5: Maintain, protect and invest in Municipal infrastructure and assets. This
type of repair demonstrates the importance of an enhanced asset management plan
and condition -based assessments to help develop a funding strategy for aging assets.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO of Public Services and the Deputy
CAO of Finance who concur with the recommendations.
7. Conclusion
It is respectfully recommended that Council consider and approve the request of the
required funds to complete the elevator modernization at MAC and SJWHC.
Staff Contact: Jennifer Stycuk, Acting Manager of Facilities, 905-623-3379 ext. 2925 or
jstycuk@clarington.net.
Attachments:
Not Applicable
Interested Parties:
The following interested parties will be notified of Council's decision:
Clarington Library, Museum and Archives
Page102
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 3, 2025 Report Number: CAO-002-25
Authored by: Jeannette Whynot, Accessibility Coordinator
Submitted By:
Reviewed By: Mary -Anne Dempster, CAO
By-law Number:
File Number:
Resolution Number:
Report Subject: 2024 Annual Accessibility Update
Recommendations:
1. That Report CAO-002-25, and any related delegations or communication items, be
received;
2. That the Report CAO-002-25, be placed on the Municipal website to meet the
Accessibility for Ontarians with Disabilities Act (AODA) requirements; and
3. That all interested parties listed in Report CAO-002-25 be advised of Council's
decision.
Page103
Municipality of Clarington Page 2
Report CAO-002-25
Report Overview
The Integrated Accessibility Standard Regulations (IASR) requires Municipalities to prepare
and publish an annual status report on their AODA Multi -Year Accessibility Plan (MYAP)
progress. This annual accessibility update provides a summary of the Municipality's progress
and commitment to ensure compliance with all five standards and associated requirements.
1. Background
1.1 The Accessibility Coordinator oversees the Municipality's compliance with the AODA
and acts as a resource for all municipal service areas. The Accessibility Coordinator
collaborates with municipal departments to address accessibility concerns and ensures
that Clarington continues to make strides towards becoming a barrier -free community.
1.2 Under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) Clarington is
required to develop a Multi -Year Accessibility Plan (MYAP) that outlines how the
Municipality will meet its obligations under the legislation and remove barriers for people
with disabilities.
1.3 This Annual Accessibility Update highlights the progress of the accessibility portfolio in
2024 but is not intended to be an inventory of every accomplishment.
2. Clarington Accessibility Advisory Committee (CAAC)
2.1 The Clarington Accessibility Advisory Committee (CAAC) is a citizen committee
legislated under Part VI I of the Accessibility for Ontarians with Disabilities Act (AODA).
The Committee is vibrant, engaged, and extremely passionate about their work.
Meetings are either virtual, or hybrid format, in support of removing barriers and
ensuring flexibility for members.
2.2 The CAAC welcomed two new members to the committee after their terms of reference
was updated and their membership was increased from 6 to 8 citizens. As required by
the AODA, at least 50% of citizen members identify as a person with a disability.
2.3 The CAAC nominated Canadian Tire Bowmanville for the Durham Region Accessibility
Awards for their commitment to accessible customer service. Members of the CAAC
along with the Accessibility Coordinator, attended the Joint AAC Forum and
Accessibility Awards night at the Audley Recreation Centre in Ajax.
2.4 The CAAC and its Site Plan Subcommittee continue to review site plans and Municipal
projects as required by the AODA (parking meter, museum). They provide invaluable
Page104
Municipality of Clarington Page 3
Report CAO-002-25
advice on key initiatives and other legislated requirements undertaken by the
Municipality.
2.4.1. The CAAC reviewed the South Bowmanville Recreation Centre (SBRC) plans
twice and will continue to provide feedback to the project team as the plans
progress.
2.4.2. The CAAC provided feedback on the Diane Hamre Recreation Centre (DHRC)
outdoor skating rink.
2.4.3. The CAAC was consulted and provided feedback on the Parks, Recreation and
Culture Master Plan.
2.4.4. The CAAC was consulted and provided feedback on the Active Transportation
Master Plan.
2.5 In partnership with the Municipality, CAAC members attended Bowmanville's MapleFest
and AppleFest, and the South Courtice Arena Outdoor Amenity Launch.
3. 2024 Staff Updates
Multi -Year Accessibility Plan (MYAP)
3.1 The 2024-2028 MYAP was approved by Council on March 25, 2024 though resolution
GG-029-24.
3.2 The updated MYAP reaffirms Clarington's ongoing commitment to accessibility and
outlines how the Municipality will expand beyond the minimum standards of the AODA
and its Standards. The MYAP is a roadmap to creating a more accessible, inclusive and
equitable community for everyone, especially people with disabilities. The goals laid out
in the plan translate to increased opportunities for people with disabilities in our
community.
New Municipal Accessibility Initiatives in 2024
3.3 To increase the accessibility of our support person policy, Clarington became a
participating organization with Easter Seals Canada's Access2 Card Program. By
accepting Access2 cards we have made it easier for people with disabilities to attend
our programs with their support person.
3.4 The new outdoor accessible fitness area at South Courtice Arena was completed and
opened to the public in September. The first of its kind in Clarington, this space features
accessible rubberized surface and is suitable for people of all abilities, including
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wheelchair users. This new community amenity was funded in part by the Government
of Canada's Healthy Communities Initiative.
3.5 Staff also finalized the Clarington Accessibility Design Standards (CADS). The CADS
will ensure new municipal facilities, and applicable renovation projects, are accessible,
inclusive and meet the needs of our diverse community.
3.6 Clarington introduced a new internal IDEA and Accessibility Award, as part of the
Clarington Staff Recognition and Award Program, to celebrate staff who are champions
of building equitable, diverse, inclusive and accessible work environments.
3.7 Clarington's community engagement website, Clarington Connected, features the
Userway Accessibility Widget. Clarington Connected is an AODA complaint website,
however the Accessibility Widget allows users to further customize their experience.
The widget was used approximately 2500 times in 2024.
3.8 The Municipality partnered with the Region of Durham and the lower -tier municipalities
to share a survey on accessible taxi service in the region. This collaborative project
resulted in excellent data that will be used to remove barriers and increase access to
wheelchair accessible taxis throughout Durham.
3.9 Recognizing that not all disabilities are visible and that small changes can have a large
impact on the community, Clarington partnered with Crohn's and Colitis Canada's
GoHere washroom app to help people find public washrooms on the go. The GoHere
app aims to make life easier for people living with inflammatory bowel diseases by
listing washrooms that are open to the public.
Grant Applications
3.10 Five accessibility grant applications were submitted to various funding programs
throughout 2024. The Municipality is currently awaiting decisions on those applications;
successful applications will be included in the 2025 update.
3.11 In late 2023 the Municipality received $100,000 from the Government of Canada's
Enabling Accessibility Fund to make accessibility improvements at Tyrone Community
Centre. Improvements include the installation of an accessible washroom at the front of
the building, a universal washroom at the back of the building and new accessible doors
within the facility. This project is on track and will be completed before the end of 2025.
National AccessAbility Week (NAAW)
3.12 National Accessibility Week is an annual education opportunity; in 2024 both internal
and external communications and engagement took place. Due to the Veteran's Square
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construction in 2024, there was no National AccessAbility Week (NAAW) flag raising;
this will return in 2025.
3.13 Staff participated in Easter Seals Red Shirt Day and raised $120 for the charity.
3.14 Autism Home Base hosted an open house for municipal staff to tour their facility, try
different activities and learn about their programming and organization.
3.15 The CAAC, in partnership with Clarington Library Museums and Archives (CLMA),
hosted Canadian children's author Heather O'Connor. O'Connor was invited to read her
debut book, Fast Friends, at the Bowmanville library branch. Approximately 100 local
students from two elementary schools listened to O'Connor read her book and
participate in an interactive workshop on inclusion.
3.16 Inclusive colouring/workbooks were distributed to four Clarington elementary schools in
support of NAAW. Approximately 550 books were distributed amongst 16 Kindergarten
and Grade 1 classes in Courtice, Bowmanville and Newcastle.
Training
3.17 The Accessibility Coordinator oversees all the Municipality's legislative requirements
under the AODA, including training of all new staff. This training focuses on providing
accessible customer service, knowledge of municipal accessibility policies, and the
Ontario Human Right Code (OHRC) as it relates to people with disabilities.
3.18 The Accessibility Coordinator continues to offer accessible document training to staff
who require it. Additionally, the Accessibility Coordinator offers 1:1 support to staff who
have accessible document questions or require additional support.
3.19 The Accessibility coordinator retained the Abilities Centre, to provide members of
Council accessibility and disability training in support of Council's Inclusion, Diversity,
Equity, Anti -Racism and Accessibility Training Plan.
3.20 The Accessibility Coordinator organized a hands-on training and resource development
workshop facilitated by Kinark Autism Services for camp supervisors and inclusion
support staff. Staff created a variety of communication tools to support campers who
require inclusion support and learned practical ways to implement them.
Networking
3.21 The Accessibility Coordinator continues to be an active member of the Ontario Network
of Accessibility Professionals (ONAP). In 2024, the Accessibility Coordinator attended
two ONAP Conferences and actively participated in resource and information sharing
amongst accessibility colleagues.
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3.22 The Accessibility Coordinator is an active member of the Durham College Accessibility
Coordinating Committee. As a community -based representative on the committee, the
Accessibility Coordinator brings valuable insight to the group and supports the College's
goal of being accessible. The Accessibility Coordinator also continues to be a member
of the Newcomer Accessibility Council (NAC), a partnership between the Durham Local
Immigration Partnership and the Toronto Easy Quadrant Local Immigration Partnership.
3.23 In 2024 the Accessibility Coordinator joined the Rick Hansen Accessibility Professional
Network. This professional network offers continuing education and resources, while
bringing accessibility professionals from a variety of backgrounds together.
3.24 The Municipality of Clarington continues to be a collaborator/member of the Canadian
Accessibility Network (CAN). CAN is a national collaboration to advance accessibility for
persons with disabilities through Research and Innovation, Education and Training,
Policy, Employment and Community Engagement.
4. 2025 Initiatives
4.1 The Accessibility Coordinator will continue to expand support and training for staff on
creating accessible documents, how to incorporate accessibility into their daily work and
respond to requests for information in an alternative format.
4.2 The Municipality will continue to seek out partnerships with disability organizations,
collaborations, and external funding opportunities through Grant Administration.
4.3 Staff will continue to leverage national awareness events like National Accessibility
Week (NAAW) to celebrate and recognize accessibility in Clarington.
4.4 Adult change tables will be installed at Garnet B. Rickard Recreation Complex, Allan
Strike Aquatic Centre and Courtice Community Centre. Additionally, upgrades to the
universal accessible change room at Diane Hamre Recreation Centre (DHRC) will occur
in 2025.
4.5 The Municipality will begin offering new skating aids that are inclusive and accessible to
people with disabilities.
4.6 The Municipality will launch a new program to support neurodivergent staff members by
offering tools and resources to support them in the workplace.
4.7 The Accessibility Coordinator, CAAC and CLMA will continue to partner to offer
programming to support people with disabilities in the community. Plans are underway
to host a disability tax credit workshop, children's author visit and a new NAAW event.
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4.8 In collaboration with all lower -tier municipalities in Durham, Clarington will review its
Vehicles for Hire By -Law with a goal to increase access to accessible taxis in Clarington
and across the Region.
4.9 As required by the AODA, the Municipality will submit an Accessibility Compliance
Report to the Ministry of Seniors and Accessibility before December 31, 2025.
5. Financial Considerations
Not Applicable.
6. Strategic Plan
6.1 The 2024 Annual Status Update supports the Connect Pillar of Clarington's Strategic
Plan by working to create a safe, diverse, inclusive and vibrant community.
7. Climate Change
Not Applicable.
8. Concurrence
Not Applicable.
9. Conclusion
It is respectfully recommended that the 2024 Annual Accessibility Update Report be
received for information.
Staff Contact: Jeannette Whynot, Accessibility Coordinator, 905-623-3379 x 2131 or
0whynot _clarington.net
Attachments:
Not Applicable
Interested Parties:
List of Interested Parties available from Department.
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Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: CAO-007-25
Authored By: Leanne Walker, Marketing and Engagement Supervisor
Slav Potrykus, Traffic Engineering Supervisor
Submitted By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Veterans' Crosswalk
Recommendations:
1. That Report CAO-007-25 and any related delegations or communication items be
received;
2. That the Veterans' crosswalk design be approved as shown;
3. That staff be directed to install the Veterans' crosswalk on the north side of the King
Street and Temperance Street intersection, crossing east/west;
4. That funding of up to $30,000 from the Tax Rate Stabilization Reserve Fund be
approved for the installation of the crosswalk design;
5. That staff be directed to hold an opening ceremony on October 31 to coincide with
the raising of the Poppy Flag; and
6. That all interested parties listed in Report CAO-007-25 and any delegations be
advised of Council's decision.
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Report Overview
This report outlines the proposed cost, location and design for the installation of a Veterans'
crosswalk at the King Street and Temperance Street intersection in Bowmanville. The
crosswalk will serve as a permanent memorial honouring veterans while enhancing
pedestrian safety.
In consultation with the Royal Canadian Legion Branch 178, staff have created a suitable
design that has been endorsed by the local branch and the Royal Canadian Legion
Dominion Command. Staff recommend that the crosswalk be installed on the north side of
the intersection, crossing east/west, to increase the lifespan of the crosswalk. At the request
of the Royal Canadian Legion Branch 178, staff also recommend hosting an opening
ceremony on October 31 to coincide with the raising of the Poppy Flag.
1. Background
1.1 On December 16, 2024, Council passed Resolution C-155-24, directing staff to
"proceed with the painting of a Veterans' crosswalk crossing King at Temperance,
running north/south."
1.2 The resolution also directs "That the Bowmanville Legion Branch 178 be consulted with
respect to design and be invited to the opening ceremony of the crosswalk, scheduled
for November 11, 2025."
2. Crosswalk Design and Location
2.1 Following consultation with the Royal Canadian Legion Branch 178 and Public Works
staff, the Communications Team created the following crosswalk design:
2.2 The crosswalk design has been reviewed and endorsed by the Royal Canadian Legion
Branch 178 and Royal Canadian Legion Dominion Command.
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2.3 At the request of the Royal Canadian Legion Branch 178, staff recommend that the
crosswalk be installed on the north side of the King Street and Temperance Street
intersection, crossing east/west. This orientation is expected to increase the lifespan of
the crosswalk by minimizing wear from vehicular traffic. This location also connects to
the sidewalk leading to the newly renovated Veterans' Square and aligns with the
Bowmanville Remembrance Day parade route.
2.4 Staff have consulted with the Region of Durham and have notified them of Clarington's
intent to install the Veterans' crosswalk. In response, Regional staff have noted that they
"do not recommend implementing any alternative pedestrian crosswalk designs that are
inconsistent with design guidance and best practices as established in the Ontario
Traffic Manual, Transportation Association of Canada — Manual of Uniform Traffic
Control Devices, and Region of Durham engineering standards. Although these
guideline documents are not law and do not specifically prohibit the use of Rainbow
Crosswalk markings or Veterans Crosswalk markings, staff consider any deviation from
these guidelines as a potential liability risk in the event of collisions that may occur at
these sites. Local intersections, private lots, etc. may be better locations for such
installations given the lower speeds and volumes."
2.5 Although the Region of Durham does not endorse the installation of non-standard
crosswalks, Clarington Public Works staff do not have concerns with the design or
location because the crosswalk design is still encompassed within a standard white
edge line as per Ontario Traffic Manual, and similar to the Orange and Rainbow
crosswalks.
3. Opening Ceremony
3.1 The Legion has expressed concerns about coordinating the opening ceremony on the
same date as the Bowmanville Remembrance Day Parade and Service. As such, at the
request of the Royal Canadian Legion Branch 178, staff will plan an opening ceremony
on October 31 to coincide with the raising of the Poppy Flag at Veterans' Square.
4. Financial Considerations
4.1 The estimated cost for the crosswalk installation is approximately $30,000. No annual
maintenance is required. However, should the crosswalk be vandalized or show signs of
wear, it may need to be replaced. Due to the nature of the material used to create
custom crosswalks, repairs are not possible. It is estimated that the crosswalk lifespan
is approximately three to seven years, depending on location, traffic volume and the
frequency of snow -clearing operations, as increased plowing can accelerate wear over
time.
4.2 Staff are currently investigating potential grant funding opportunities to offset the
installation cost; however, no grant funding has been secured at this time.
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4.3 The Deputy CAO/Treasurer, Finance and Technology, has indicated that the cost of the
2025 crosswalk installation will be funded through the Tax Rate Stabilization Reserve
Fund. When future replacement of the crosswalk is required, Public Works will consult
with the Deputy CAO/Treasurer, Finance and Technology, to determine an appropriate
funding source.
4.4 Any future roadworks in downtown Bowmanville could impact this intersection. Any cost
related to the reinstallation of the Veterans' crosswalk design would be included as part
of that project. Currently, there is no confirmed timeline for any road rehabilitation that
would impact this installation.
5. Strategic Plan
• Not applicable.
6. Climate Change
Not Applicable.
7. Concurrence
This report has been reviewed by the Deputy CAO/Treasurer, Finance and Technology;
Deputy CAO, Public Services; and the Deputy CAO, Planning and Infrastructure, who
concur with the recommendations.
8. Conclusion
It is respectfully recommended that Council receive this report and approve the
proposed design, location and cost of the Veterans' crosswalk.
Staff Contacts:
Leanne Walker, Marketing and Engagement Supervisor, 905-623-3379 ext. 2217 or
IwalkerC@clarington.net
Slav Potrykus, Traffic Engineering Supervisor, 905-623-3379 ext. 2315 or
spotrykusCa-clarington.net
Attachments:
Not Applicable
Interested Parties:
List of Interested Parties available from Department.
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Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: LGS-006-25
Authored by: June Gallagher, Municipal Clerk
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Procedural By-law Review Including Repeal/Replace Current By-law
Recommendations:
1. That Report LGS-006-25, and any related delegations or communication items, be
received;
2. That the By-law attached to Report LGS-006-25, as Attachment 1, to repeal and
replace Clarington's Procedural By-law 2023-033, be approved; and
3. That all interested parties listed in Report LGS-006-25, and any delegations, be
advised of Council's decision.
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Report Overview
This report provides information about Staff recommendations to make changes to the
Procedural By-law to improve clarity and efficiency, resulting in repealing and replacing the
current by-law.
1. Background
1.1 Clarington's current Procedural By-law 2023-033 was enacted following a
comprehensive revision discussed and described in Report LGS-017-23.
1.2 Since then, the current By-law has been amended twice, arising out of the passing of
the Strong Mayors Act (Report LGS-018-24 and By-law 2024-021) and the recent
enactment of the Delegation of Authority By-law 2024-042 (Report LGS-026-24).
1.3 In the intervening period, the Clerk's Division has encountered several ways in which
the by-law could be amended to further improve clarity and efficiency.
1.4 Additionally, Staff have reviewed other municipalities' procedural by-laws and several
opportunities for improvement have been recommended.
2. Arranging Meetings
Special Joint Meetings
2.1 Special Council, GG and PD Committee meetings may be called by the Mayor or
Council, but the Joint Committee meeting type is not referenced, so Special Meetings of
this type cannot be called. To allow Special Joint Committee Meetings to be called, Staff
recommend the following wording be added following the words "PD Committee" within
subsections 4.4.1 and 4.4.2:
or Joint Meeting."
Planning Public Meetings
2.2 Subsection 7.10.2 states:
"Public meetings, under the Planning Act, shall be limited to two per Planning
and Development Committee meeting, unless otherwise agreed between the
Municipal Clerk and the Director of Planning and Infrastructure Services."
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2.3 Other than some minor input to the choreography of meetings, there is nothing that the
Municipal Clerk can lend to the decision. Given the current "planning landscape", the
Deputy CAO, Planning and Infrastructure is recommending that the limit be changed
from two to three public meetings unless otherwise determined by the Deputy CAO,
Planning and Infrastructure.
Changing Meeting Dates, Times and Locations
2.4 Subsection 4.16.1 allows that meetings may be cancelled by the Clerk in certain
circumstances. However, there is no provision to move a meeting (as was the recent
case of moving a budget meeting) or change the time or location. The result is that the
matter has to go to Council or Committee to make these changes.
2.5 To make setting, and changing, meetings more streamlined, Staff are recommending
that subsection 4.16.1 be changed to ensure wording that the meeting date, time, or
location may be moved or changed by the Clerk in certain circumstances.
2.6 Other slight wording changes are being recommended in subsections 4.16.1 and
4.16.2.
3. Delegations
Definition
3.1 Clarington's Procedural By-law defines a "delegation" as follows:
"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."
3.2 Members of Council are meant to receive delegations and participate in debate, not be
delegations. Staff are recommending that, for clarity to Staff when creating agendas and
for clarity to Members of Council, the following wording be added to the above
definition, after the word "person":
, excluding a Member of Council,"
Speaking to another Delegation
3.3 The current subsection 7.5.9 prohibits a delegation from speaking to another delegation
as a way of circumventing other rules. However, subsection 7.5.13 speaks about
allowing a delegation to speak to an item that is listed on the agenda. Therefore, these
two sections can contradict each other.
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3.4 To provide a smoother meeting, the delegation's correspondence is added to the
delegation, rather than a separate item on the agenda. There have been instances
where a delegation has requested to speak to the same matter of another delegation
and the question arises whether this is allowed (because it used to be a
correspondence item on the agenda, and they could have spoken to the item). This
takes away the public's right to speak to a matter after the original agenda is published,
and that was not the intent of this section.
3.5 As a result, Staff are recommending that the following current subsection 7.5.9 be
deleted. This will allow further delegations to be added to the agenda to speak to a
matter that another delegation is speaking to. The intended benefit is varying or differing
opinions.
"No further delegations may be made in respect of a delegation placed on an
agenda in accordance with this Sub -section. For clarity, a delegation cannot be a
delegation to another delegation as a way of circumventing other rules outlined it
this by-law, but may speak to attachments and links associated with other
delegations, as long as it is in accordance with other delegation rules."
Restricted Matters
3.6 Subsection 2.6.1 lists the restrictions on agenda items where "the Municipal Clerk shall
refuse, at the request of a member of the public, to place on the agenda, and in an
ECCIP." However, the way it is worded means that Staff or a Member of Council can
place restricted items on an agenda. To remedy this, Staff are recommending the
removal of the words "at the request of a member of the public" and adding the words
"unless the CAO determines it is necessary." This will allow certain items that require
Council decision or discussion, such as a litigation matter, to be added to the agenda,
as needed.
3.7 Additionally, the current subsection 7.5.10 states that "no delegation may speak to
matters described in subsection 2.6." For clarity, Staff are recommending that the
following wording be added to proposed subsection 7.5.9:
"The delegation request will not be added, or noted, in the Agenda."
3.8 Since there is a broad approach to restrictions on agenda items, Staff are
recommending removing references to subsection 2.6 in subsections 7.14.9 and 8.4.
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Not Listed on the Agenda
3.9 Current subsection 7.5.13 details what is to become of delegations for matters not listed
on the agenda:
"A delegation, not listed on the agenda, shall not be heard without the consent of
at least 2/3 majority of the Members present and shall be pertaining to an item
listed on the Agenda. If the delegation is not pertaining to an item listed on the
Agenda a suspension of the rules (3/4 vote) is required for the delegation to be
heard."
3.10 However, there is no clear guidance on what happens when the request is made in the
above circumstance. In the past, Staff have added the name and noted that a
suspension of rules will be required.
3.11 This puts Council in an awkward position of being obligated to add the delegation. To
make it clear to the public that there is no guarantee that they will be added; and to
provide clarity to Staff, Staff are recommending that the following wording be added to
the end of subsection 7.5.13:
"The delegation request will not be added, or noted, in the Agenda."
Speaking Twice at Council
3.12 Subsection 7.6.2 of the Procedural by-law prohibits delegations from persons who
spoke to the same matter at a Standing Committee meeting:
"Notwithstanding Sub -section 7.6.1, Delegations shall not be permitted to speak
to a matter that was considered at a Standing Committee, or is the subject of a
Staff report or matter included under Unfinished Business included on the
Council agenda, where the Delegation spoke to the item at a Standing
Committee meeting, including a Public Meeting, which is being reported to
Council."
3.13 However, if a delegation spoke to a matter at a Council meeting and the matter was
referred to a future Council meeting, there is no restriction on speaking a second time to
the matter.
3.14 Therefore, to be consistent with the approach of a Standing Committee, Staff are
recommending that "or Council" be added to subsection 7.6.2 following the words
"Standing Committee." This is in line with preventing a person from speaking at
Standing Committee and at Council regarding the same matter.
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3.15 It should be noted that there is no such restriction on speaking to the same matter
multiple times at a Standing Committee meeting, prior to a decision of Council.
Therefore, Staff recommend that Council refer matters back to a Standing Committee
instead of a future Council meeting, as much as possible, if the intent is to hear
delegations on the matter again.
4. Presentations
4.1 Subsection 7.4.1 explains when presentations are allowed. However, it was using
vague terms such as "matters of significance" and "deemed necessary by the Municipal
Clerk". It was also missing "requested by Staff". To provide clarity, Staff are
recommending that subsection 7.4.1 be deleted and replaced with the following and
renumbered accordingly:
"Provided that the request has been submitted to the Municipal Clerk prior to
the Agenda Deadline, in the form determined by the Municipal Clerk, a
person, organization, corporation, or appointed officer may be permitted to be
listed under the "Presentation Section":
7.4.2 Presentations shall include only the following:
a) Awards or recognitions;
b) Presentations from senior levels of government;
c) Presentations from a member of Staff, in their professional capacity;
d) Presentations requested by a Member of Council, or Staff; and
e) Presentations as required by legislation.
5. Chair
Chair of Joint Meetings
5.1 Subsection 5.1.1 (b) outlines who chairs the General Government Committee meetings,
but there is no clear indication of who chairs the Joint Meetings (i.e. General
Government Committee and Planning Committee joint meetings). Staff are
recommending the addition of subsection 5.1.1(e) indicating that the Mayor chair Joint
Meetings unless unavailable or has designated another Member of Council.
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Chair in Person
5.2 With more technology, comes changes in how meetings are run. Recently, in 2024, new
technology was introduced called, "Request to Speak". This allows the Chair to see, anc
manage, which Member of Council will speak next, regardless of whether the speaker is
remote or in -person, providing a level playing field for remote speakers. As this
technology is assigned to the Chair, it is installed on the computer in front of the Chair's
seat. Therefore, the Chair cannot use the "Request to Speak" function if they are
remote.
5.3 The "Duties of the Chair" already includes a note that the Chair shall preside in person
for public meetings. For the above reason, and to ensure good communication with the
Clerk and other Staff, Staff are recommending that the Procedural By-law be changed
as follows resulting in the requirement for the Chair to preside in person at all types of
meetings:
Delete the following words from subsection 3.2(o):
"Where the agenda includes a public meeting,"
Add the following words to subsection 3.2(o):
"unless all Members of Council are participating electronically."
5.4 In the event that all Members of Council are participating electronically, the "Request to
Speak" function will likely not be used by the Chair.
6. Agendas
Earlier Agenda Publication for Standing Committees
6.1 To allow Members of Council and the public to have a longer time to review the agenda
and ask questions of Staff (or decide to be a delegation), Staff are recommending
changes to the GGC and PDC agenda publication schedule, starting with the meetings
in September 2025.
6.2 Council agendas are not moving, as it would mean the Council agenda would be
published prior to the PDC meeting. The Council Agenda Deadline remains noon on the
Wednesday prior and the Council Agenda Update Deadline remains 3.30 p.m. on the
day prior to the meeting (usually Friday).
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6.3 The Standing Committee Agenda Deadline will change to noon on the second Thursday
prior to the GGC and PDC meeting (currently it is the Wednesday prior to the meeting,
so, 6 days earlier). The publication of the Agenda will happen as soon after the noon
deadline as possible but will be prior to "Friday at noon". This earlier Agenda Deadline
will also apply to New Business items, including ECCIP items, put forward by Members
of Council.
6.4 The Agenda Update Deadline will change to noon on the Wednesday prior to the GGC
and PDC meeting (currently it is the Friday prior to the meeting, so, 2 days earlier). This
leaves time for Members of Council to ask questions of staff on any changes on the
Agenda Update.
6.5 To correspond with the above changes, the Agenda Deadline and Agenda Update
Deadline definitions have been updated.
Closed Meetings
6.6 Subsection 4.12.4 indicates that Committee/Council shall retire to the Ante Room, and
references "vacating the room." With the changes in the way that Committee/Council
handles Closed Session and technology changes, this section needs to be updated.
Staff are recommending that subsections 4.12.4(a) and (b) be deleted and (c) be
updated to indicate that only those permitted in the meeting room or electronic meeting
be allowed to stay.
Headings
6.7 The current Procedural By-law includes the following wording in subsection 6.4.2 for
Special Meetings:
"When preparing an agenda, the Clerk may include or exclude any headings that
have no items after the Agenda Update Deadline."
6.8 There is nothing that explicitly allows the Clerk to exclude any headings that have no
items after the Agenda Update Deadline for Standing Committees and Meetings of
Council. For example, we may not have "Business Arising from Procedural Notice of
Motion" and removing the headings will make the agenda cleaner. Therefore, Staff are
recommending that subsection 6.1.1 (and other sections be renumbered accordingly)
be added as follows:
"When preparing an Agenda, the Clerk may exclude any headings that have no
items after the Agenda Update Deadline."
6.9 Durham Region has similar wording to the above.
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6.10 Currently, at the Council meetings, the Moment of Reflection is said immediately after
Call to Order, and it is followed by the Land Acknowledgement Statement. The general
norm in the industry is to have the Land Acknowledgment first. In order to show the
greatest respect for the Land Acknowledgement Statement, Staff are recommending
that the Land Acknowledgement be switched to be prior to the Moment of Reflection.
This will only affect Council meetings, as they are the only ones with the Moment of
Reflection.
Agenda Items on Standing Committees
6.11 There are instances where a report, or matter, does not fall under the strict description
of the mandate of one of the Standing Committees, but it is more appropriate to
consider the matter within that Standing Committee. For instance, if there is a Planning
and Infrastructure report regarding a park — it would be more appropriate for a General
Government Committee meeting than a Planning and Development Committee
meeting. To allow more flexibility, and clarity, about which Committee considers
matters, Staff are recommending the addition of subsection 5.2.2:
"Notwithstanding the mandates of the Standing Committees, the Municipal Clerk
may place a matter on either Standing Committee, where it is deemed more
appropriate by the CAO."
Consent Agenda — Sub -Headings
6.12 The current by-law is the first Clarington Procedural By-law where we formalized a
"consent agenda." As Council works with this change, there will be "tweaks" that could
assist with the consent agenda.
6.13 In subsections 6.2.1, 6.3.1, and 6.4.1, the headings are defined for Council and the
Standing Committees. Under the "Consent Agenda" section, there are requirements for
sub -headings (i.e. Minutes, Communications, Staff Reports, By-laws, etc.). By including
these sub -headings, it forces the number of the agenda item to be quite lengthy. Staff
are recommending that the requirement for the sub -heading be removed, and
subsection 7.11.1 have words added to describe the type of items that might be in the
Consent Agenda.
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Unfinished Business
6.14 Subsection 7.18 provides for an unfinished business section at Standing Committees
and Council and defines unfinished business as:
"Any matters presented, considered, referred, tabled, or deferred, or any items
not otherwise disposed of through the consideration of an agenda matter, shall
be disposed of during this portion of the Meeting."
6.15 Now that we have a Consent Agenda and "Items for Separate Discussion", there is no
need for unfinished business (as the items will be coming back as a report/memo to be
placed on the Consent Agenda or under "Items for Separate Discussion" for resolutions
that are tabled to the meeting). Therefore, Staff are recommending the removal of the
"Unfinished Business" agenda item.
Time Specific Items
6.16 Currently, the only type of item that the Municipal Clerk can specify a start time for is a
presentation, in subsection 7.4.4. There may be instances when a specific non -
presentation item needs to be at a set time in order to let the public know when it will be
discussed.
6.17 Staff are recommending that this ability to specify a time be broadened and are
recommending the addition of subsections 6.1.2 and 6.1.3 and the deletion of
subsections 7.4.4 and 7.4.5 to allow for this ability.
ECCIP Pulled Items
6.18 Regarding Members of Council requesting that an item on the Electronic Council
Communication Information Package (ECCIP) be added to the agenda, subsection
7.14.9 states:
"The pulled item will be included on the agenda of the appropriate Standing
Committee if submitted to the Clerk prior to the Agenda deadline and if it is not
restricted under section 2.5. For clarity, this will not be the meeting three
calendar days from when the ECCIP was published, but rather a future meeting."
6.19 Staff are recommending removing the reference to the restricted items (as it is taken
care of in a broader manner and this is redundant).
6.20 There is very little detail about what Staff is to do with "pulled ECCIP items" if they come
in after the Agenda Deadline. Therefore, Staff are recommending adding three sections,
following subsection 7.14.9, that mirror the rules for New Business (because a pulled
ECCIP item is effectively a New Business item.)
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6.21 Clarity has also been added within section 7.14.7 that a seconder is required at the time
of submitting a request to add an ECCIP item with a motion to the agenda.
7. Motions
"No Seconder" Motions
7.1 Upon review of the Region of Durham Procedural By-law, and some of the area
municipalities' procedural by-laws, Staff recommend removing all options to add a
motion to the agenda without a seconder (with some exceptions). This will also be
applied to any new sections of the Procedural By-law that involves adding motions to an
agenda (see s. 7.4 below). This provides efficiency of the meeting and ensures that
there are at least two Members willing to discuss the motion, which is consistent with
the rules for moving a motion at the meeting. Motions are not on the floor for
consideration and are not recorded in the minutes if no Member seconds the motion (s.
9.12.5 of the Procedural By-law). It also provides consistency within the procedures.
7.2 Accordingly, Staff have changed the following subsections from "no seconder" to "a
seconder shall be required":
• Subsection 7.14.7 (a request by a Member to place an ECCIP item on the
agenda)
• Subsection 7.16.7 (New Business item)
7.3 Staff are not recommending the requirement for a seconder on the Strong Mayors
Powers subsection (9.12.4(b) and 9.12.4(c)) as they are covered under the Municipal
Act.
Motion from Members Before Agenda Update Deadline
7.4 Staff are recommending that the following new subsections 9.12.13 to 9.12.16 be added
to clarify how to handle motions that are submitted by Members for inclusion on the
Agenda:
"If the Clerk receives, prior to the Agenda Update Deadline, a motion from a
Member of Council regarding an item on the agenda, the Clerk shall place the
submitted motion on the Agenda under the section, "Items for Separate
Discussion".
A seconder shall be required at the time of submission to the Clerk.
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If the Member who submitted the motion is not present at the meeting, and no
other Member moves the submitted motion, the submitted motion shall not be
considered.
If multiple motions are received regarding the same item:
a) Duplicates of a recommended or existing motion will not be
accepted or added to the agenda.
b) Motions will be placed on the Agenda in the order received and
considered at the Meeting in that order."
7.5 The above requirement for a seconder provides consistency with the recommendation
in the previous section.
7.6 This does not prohibit Members from moving a different motion at the time of the
meeting. However, it encourages Members to submit their motions ahead of time which
increases transparency and notice to other Members, Staff, and the public. It also
provides clarity on how Staff are to handle multiple motions that might be received for
the same item.
Motions to Refer and Defer
7.7 Currently, the Procedural By-law indicates that a motion to refer can be debated but is
not specific on what can be debated. It was always intended to limit the debate to the
procedural matter, not the substance. To provide clarity, Staff are recommending that
the following words be added to proposed subsection 9.12.19(d):
"time/place/instructions only".
7.8 Similarly, Staff are recommending that the following words be added to subsection
9.12.22(d): "time/place only".
8. Decorum and Conduct
Recess without Motion — Due to Threat
8.1 Although, fortunately, the Municipality of Clarington has not experienced too many
instances of disruptions, Staff are recommending that the following subsection 3.2(m)
[and subsequent sections be renumbered accordingly] be added to the duties of the
Chair, to provide a quick response in the event that the situation occurs:
"To recess the Meeting, without Motion, for a specified time if there is a threat or
imminent threat to the health or safety of any person, or if there is a possibility of
public disorder;"
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Political Forum
8.2 Although subsection 2.6.1(i) under "Agenda Restrictions" states "involves candidates,
political parties, or nominees for a political party", there is a concern that speakers may
stray to other topics once they have been added to the agenda and the meeting starts.
Subsection 7.9.1 (c) under Conduct of Delegations and Presentations" section helps
this to a certain extent: "delegations and presenters shall not speak on any subject other
than the subject for which they have given notice to address Council/Committee." In
order to strengthen these sections, Staff are recommending the addition of the following
words as subsection 7.9.1 (i) "use a meeting as a forum to speak on, or address, any
matter relating to a campaign". The same wording has been added as subsection 9.1.1
(f) under "Conduct of Members of Council or Members of Committees". A definition of
"campaign" has also been added. The intent of these changes is not to restrict
advocacy related to other levels of government outside of election periods.
If a Member Refuses to Leave
8.3 Subsection 9.1.1(d) states that:
"No member shall disobey the Rules of Procedure or a decision of the Chair, on
questions of Points of Order or procedure or upon the interpretation of the Rules
of Procedure except where the ruling of the Chair is reversed by Council
pursuant to Sub -section 10.6.2. If a Member persists in any such disobedience
after having been called to order by the Chair, the Chair shall forthwith order the
Member to vacate the Council Chambers or room in which the Meeting is being
held, or remove the Member from an electronic meeting but if the Member
apologizes they may, by a majority vote of the Members, be permitted to retake
their seat."
8.4 There is also subsection 3.20), the responsibilities of the Chair:
"To call by name, any Member refusing to comply with this Procedural By-law
and to order the Member to vacate the Council Chamber, or the place of
Meeting, as the case may be,"
8.5 The question has been raised "What if the Member doesn't leave?" Ultimately, the Chair
is responsible for enforcing "on all occasions, the observance of order and decorum
among the Members." To assist, and guide the Chair, Staff are recommending the
addition of options available to the Chair in subsection 3.20), "in the event that the
Member does not vacate:
• If the Member is present in person, the Chair may-
0
stop recognizing them to speak,
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o turn off their microphone,
o ask for a recess,
o call Security to remove the Member, or
o direct the Municipal Clerk to seek the appropriate assistance from the
Durham Regional Police.
• If the Member is present electronically, the Chair may
o stop recognizing them to speak,
o turn off their microphone,
o ask for a recess, or
o cause them to be removed from the electronic meeting.
8.6 To acknowledge electronic meetings, Staff are recommending that 3.20) be changed to
"vacate the meeting room or electronic meeting".
9. Housekeeping Items
9.1 There are several grammatical and spelling changes, errors with section references,
and other minor changes (shown in the attached redline version) that Staff are
recommending. The following are some examples:
Change the title of "Director of Planning and Infrastructure Services" to
"Deputy CAO, Planning and Infrastructure"
• Removing unnecessary references to specific sections of the by-law (to
improve ease of reading and to make future updates easier).
Subsection 3.4.3 was recently added to acknowledge that the Mayor does not
need to leave the Chair if they were introducing a "motion" using Strong
Mayor powers. However, it should have been broader because it can be any
of the Strong Mayor powers (i.e. introducing a by-law or a budget). Therefore,
Staff are recommending that 3.4.3 be changed to replace "introducing a
motion under the" with "exercising any".
Creation of a new subsection 6.1 (General Agenda Matters) and moving
sections that were duplicated on each of the Committee and Council agenda
sections up into the new general subsection.
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10. Financial Considerations
Not Applicable.
11. Strategic Plan
L.1.3: Empower staff to identify opportunities to improve efficiency and effectiveness.
12. Climate Change
Not Applicable.
13. Concurrence
Not Applicable.
14. Conclusion
It is respectfully recommended that Committee approve the changes recommended by
Staff to Clarington's Procedural By-law, including the repeal of the current by-law. If
approved, these changes will come into effect following the passing of the by-law,
except for the changes to the agenda publication dates, which will begin with the
September 2025 meetings.
Staff Contact: June Gallagher, Municipal Clerk, jgallagher(aD-clarington.net and John Paul
Newman, Deputy Clerk, jnewman@clarington.net
Attachments:
Attachment 1 — Draft Procedural By-law (redlined version for illustrative purposes)
Interested Parties:
There are no interested parties to be notified of Council's decision.
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Attachment 1 to
Report LGS-006-25
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Municipality of
Clarington
Procedural By-law
2025-xxx
As of April XX, 2025
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Procedural By-law 2025-Oxx
Table of Contents
Section 1 — Definitions and Interpretation..............................................5
Section 2 — General Provisions.............................................................10
2.1
Applicability...................................................................................................
10
2.2
Suspension of Rules and Policies.................................................................
10
2.3
Issue not Addressed.....................................................................................
11
2.4
General Principles.........................................................................................
11
2.5
Electronic Participation..................................................................................
11
2.6
Agenda Restrictions......................................................................................
12
Section 3 — Duties of the Mayor and Council........................................12
3.1
Duties of the Mayor.......................................................................................
12
3.2
Duties of the Chair........................................................................................
13
3.3
Appointment of Deputy Mayor.......................................................................
14
3.4
Participation of Chair in Debate.....................................................................
14
3.5
Duties of a Member of Council......................................................................
15
Section4 — Meetings..............................................................................15
4.1
Place of Regular Meetings............................................................................
15
4.2
Regular Meetings Schedule..........................................................................
15
4.3
Notice of Regular Meetings...........................................................................
16
4.4
Special Meetings...........................................................................................
16
4.5
Notice of Special Meetings............................................................................
16
4.6
Joint Meeting.................................................................................................
17
4.7
Emergency Special Meeting..........................................................................
17
4.8
First/Inaugural Meeting of Council.................................................................
17
4.9
Seating in Council Chambers........................................................................
17
4.10
Quorum.........................................................................................................
18
4.11
Meetings Open to the Public.........................................................................
18
4.12
Closed Meetings...........................................................................................
18
4.13
Length of Meetings and Scheduled Break ....................................................
19
4.14
Portable Electronic Devices..........................................................................
20
4.15
Video Recording of Council and Committee Meetings ..................................
20
4.16
Cancellation or Changes to Meetings...........................................................
20
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Section 5 — Committees.........................................................................21
5.1
General.........................................................................................................21
5.2
Exceptions.....................................................................................................21
5.3
GG Committee Mandate...............................................................................
22
5.4
GG Committee Reporting to Council.............................................................22
5.5
PD Committee Mandate................................................................................22
5.6
PD Committee Reporting to Council.............................................................22
Section 6 — Agendas and Minutes.........................................................22
6.1
General.........................................................................................................22
6.2
Council Agenda.............................................................................................23
6.3
General Government Committee Agenda .....................................................
24
6.4
Planning and Development Committee.........................................................24
6.5
Special Meeting Agendas..............................................................................
25
6.6
Addendum.....................................................................................................25
6.7
Meeting Minutes............................................................................................26
Section 7 — Agenda Item Description....................................................26
7.1
Call to Order..................................................................................................
26
7.2
Disclosure of Pecuniary Interest....................................................................27
7.3
Announcements............................................................................................
28
7.4
Presentations................................................................................................
28
7.5
Delegations...................................................................................................
30
7.6
Delegations - To Council...............................................................................
32
7.7
Disposition of Items.......................................................................................
32
7.8
Special Meetings...........................................................................................33
7.9
Conduct of Delegations and Presenters........................................................
33
7.10
Public Meetings.............................................................................................
34
7.11
Consent Agenda...........................................................................................
34
7.12
Items for Separate Discussion......................................................................
34
7.13
Consideration of Minutes..............................................................................
34
7.14
Communications...........................................................................................
35
7.15
Staff Reports and Staff Memos.....................................................................
37
7.16
New Business...............................................................................................
37
7.17
Business Arising from Procedural Notices of Motion .....................................
ii
38
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7.18 Confidential Items......................................................................................... 39
7.19 By-laws..........................................................................................................39
Section 8 — Petitions...............................................................................40
Section 9 — Rules of Debate and Conduct............................................40
9.1
Conduct of Members of Council or Members of Committees ........................40
9.2
Address the Chair.........................................................................................
41
9.3
Order of Speaking.........................................................................................
41
9.4
Point of Privilege...........................................................................................42
9.5
Point of Order................................................................................................42
9.6
Appeal of Ruling of Chair..............................................................................
42
9.7
Members Speaking.......................................................................................
43
9.8
Motion Read..................................................................................................43
9.9
Speak Once - Reply......................................................................................43
9.10
Time Limit......................................................................................................43
9.11
Questions......................................................................................................
43
9.12
Motions..........................................................................................................43
Reading.........................................................................................................
43
Withdrawn.....................................................................................................44
Seconding.....................................................................................................
44
Motion Ruled Out of Order............................................................................44
Not within jurisdiction of Council....................................................................
44
Motions Without Notice and Without Leave...................................................45
Motionin Writing...........................................................................................45
Priorityof Disposition....................................................................................
45
Motion to Receive for Information or With Thanks........................................45
Motion to Alter the Agenda............................................................................46
Motionto Refer..............................................................................................47
Motionto Defer..............................................................................................48
Motionto Amend...........................................................................................
48
Motion to Amend Something Previously Adopted .........................................
49
Motion to Call the Vote..................................................................................
50
Motionto Table.............................................................................................
50
Motionto Divide............................................................................................
51
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Motionto Rescind.........................................................................................
52
Motionto Reconsider....................................................................................
52
Motion to Suspend the Rules of Procedure ...................................................
53
Motionto Recess..........................................................................................
54
Motionto Adjourn..........................................................................................
54
9.13 Voting on Motions.........................................................................................
56
UnrecordedVote...........................................................................................56
RecordedVote..............................................................................................
57
9.14 Conduct of the Audience...............................................................................
57
Section 10 - Implementation..................................................................58
iv
Page133
Procedural By-law
The Corporation of the Municipality of Clarington
By-law 2025-Oxx
Being a by-law to govern the proceedings of the Council of the
Municipality of Clarington, its General Government Committee, its
Planning and Development Committee, and Advisory Committees and
Boards, and to repeal By-law 2023-033.
Whereas Section 238 of the Municipal Act, 2001, as amended, requires Council to
adopt a procedure by-law for governing the calling, place, proceedings of meetings and
for public notice of meetings;
The Corporation of the Municipality of Clarington hereby enacts as follows:
Section 1 — Definitions and Interpretation
1.1 SHORT TITLE: This By-law may be cited as the "Procedural By-law".
1.2 Unless the context otherwise requires, in this Procedural By-law the words
used in the singular includes the plural, and vice versa.
1.3 For the purposes of this By-law, unless stated otherwise or the context
requires a different meaning:
Agenda Deadline means 12:00 noon on the Wednesday preceding the meeting until
August, 2025. Eff G ^ Starting with the September, 2025 meetings, means 12:00
noon on the second Thursday prior to the GG and PD Committee meetings, and 12:00
noon on the Wednesday preceding the Council meeting, unless determined differently
by the Municipal Clerk for the purposes of a Special meeting, etc.
Agenda Update Deadline means one hour prior to the close of business on the
business day prior to the meeting until August, 2025. ff^^+i"^ sStarting with the
Septeg+beTSeptember; 2025 meetings, means 12:00 noon on the Wednesday
preceding the GG and PD Committee meetings, and one hour prior to the close of
business on the business day prior to the meeting for Council meetings, unless
determined differently by the Municipal Clerk for the purposes of a Special meetina. etc
Camoaian means anv activity bv. or on behalf of a Candidate. Dolitical Dart
constituencv association. Reaistered Third Partv. or auestion on a ballot that has the
purpose of supporting, promoting, or opposing.
Candidate shall have the same meaning as in the Canada Elections Act, S.C. 2000, the
Election Act, R.S.O. 1990, or the Municipal Elections Act, 1996, as applicable, and shall
be deemed to include a person or an agent for a registered person seeking to influence
another person to vote for or against any candidate, question, or by-law submitted to the
electors.
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Chair
Council Chair means the Mayor, Deputy Mayor, or the Member of Council appointed to
act as Chair during the absence of the Mayor and Deputy Mayor for a Meeting or a
portion of a Meeting. While acting as Chair the Member shall exercise all the powers
and responsibilities of the Mayor under this Procedural By-law, except for any Strong
Mavor powers.
In the case of the GG Committee, Chair means the Council member appointed as the
Chair for that timeframe, as provided for in this Procedural By-law.
In the case of the PD Committee, Chair means the member appointed as the Chair of
the Planning and infrastructure S n, des Departme tPD Committee, as provided for in
this Procedural By-law.
Committee means a Committee of Council and includes Standing Committees, or
sub -committees of the Standing Committees.
Consent Agenda means the portion of the agenda where items are approved in a
single motion without debate, subject to the agreement of all Members.
Consent Resolution means two or more items that are approved in a single motion
without debate.
Council means the Council of the Municipality of Clarington.
Councillor means a person elected, or appointed, as a Member of Clarington Council
but does not include the Mayor.
Debate means the discussion between two or more persons, on the merits of the
Motion under consideration.
Delegation means a person, excluding a Member of Council, desiring to verbally
present information on matters of fact, or to make a request to Council or Committee, as
the case may be.
Deputy Mayor means the Member of Council who is appointed to this position and, in
the absence of the Mayor, shall exercise all of the powers and responsibilities of the
Mayor as provided for in this By-law or any other by-law or statute.
Electronic Council Communications Information Package (ECCIP) means an
electronic package containing correspondence received by Staff for Council's
information and consideration.
Electronic Participation means that a Member may participate in the Council or
Committee meeting, remotely by electronic means. The electronic means must enable
the Member to hear and to be heard by the other meeting participants. Acceptable
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Procedural By-law 2025-Oxx
formats may include teleconference, videoconference or webinar, or other interactive
communications.
Emergency means any period during which an Emergency has been declared to exist
in all or part of a municipality by the Head of Council or the Province of Ontario under
sections 4 or 7.0.1 of the Emergency Management and Civil Protection Act, as
amended.
Emergency Special Meeting means a meeting called by the Mayor, without advance
notice being given, to consider and deal with urgent and extraordinary matters, including
issues that may urgently affect the health or safety of residents.
GG means the General Government Committee of Council.
Group means more than one person speaking on the same topic registered as a single
delegation.
Holiday means a holiday as defined by the Legislation Act, S.O. 2006, Chapter 21,
Schedule F.
Joint Meeting means a meeting that deals with matters that would normally be dealt
with at a GG meeting e�and PD meeting.
Mayor means the Head of Council.
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 Council or Committee.
Motion means a proposal moved by a Member and seconded by another Member, for
the consideration of Council or Committee.
Municipal Act, 2001 means the Municipal Act, 2001, S.O. 2001, c.25, as amended or
replaced from time to time.
Municipal Clerk or Clerk means the Clerk of the Municipality of Clarington and
includes the Deputy Clerk and any official of the Municipality appointed by Council to
exercise the power(s) of the Municipal Clerk in the absence of the Municipal Clerk and
Deputy Clerk or their designate.
Municipal Conflict of Interest Act means the Municipal Conflict of Interest Act, R.S.O.
1990, c.M.50, as amended or replaced from time to time.
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Municipal Elections Act, 1996 means the Municipal Elections Act, 1996, S.O. 1996,
c.32, as amended or replaced from time to time.
Municipal Freedom of Information and Protection of Privacy Act means the
Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56,
as amended or replaced from time to time.
Municipal Service Board means a board established by Council under section 196 of
the Municipal Act, 2001.
Municipality means the Municipality of Clarington.
PD means the Planning and Development Committee of Council.
Pecuniary Interest has the same meaning as the term has in the Municipal Conflict of
Interest Act, R.S.O. 1990, c.M.50, as amended or replaced from time to time.
Petition means a legibly written / typed document requesting Committee's / Council's
consideration of a matter that contains more than ten signatures.
Planning Act means the Planning Act, R.S.O. 1990, c.P.13, as amended or replaced
from time to time.
Point of Order means a statement made by a Member during a Meeting drawing to the
attention of the Chair a breach of the Rules of Procedure.
Point of Privilege means the raising of a question that concerns a Member, or all of the
Members, when a Member believes that their rights, immunities or integrity or the rights,
immunities or integrity of Council or Committee as a whole have been challenged. A
breach of privilege is a willful disregard by a Member or any other person of the dignity
and lawful authority of Council.
Political Party means a political party registered with Elections Ontario or Elections
Canada if it succeeds in endorsing one, or more confirmed candidates, in a general
election or a by-election after it has become eligible for registration.
Present means that a Member is in attendance at a meeting either in person or by
electronic participation.
Procedural Motion means any motion concerning the manner or time of consideration
of any matter before the Council as opposed to the substance thereof and includes,
without limitation, the following:
a) To extend the time of the Meeting;
b) To refer;
c) To amend;
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d) To recess;
e) To table indefinitely;
f) To defer;
g) To lift from the table;
h) To adjourn;
i) To divide;
D To Call the Vote; or
k) To suspend the Rules of Procedure
Procedural Notice of Motion means a written notice, including the names of the mover
and seconder, advising Council that the motion described therein to amend something
previously adopted by Council, to rescind a previous decision of Council, to lift a matter
from the table, or to reconsider a previous decision of Council, will be brought forward.
Public Meeting means a public meeting in accordance with the Planning Act, R.S.O.
1990 c. P.13 or any other Act, for which notice has been given and during which any
person in attendance shall be provided an opportunity to make representation in respect
of the matter for which the Public Meeting is held.
Reconsideration means a motion that has the effect of allowing a motion to proceed as
though it had never been previously voted on.
Recorded Vote means the written record of the name and vote of every Member
present when the vote is called on any matter or question.
Rescind means a motion that undoes the action taken by the motion, provided it has
not been acted upon.
Rules of Procedure means the rules and requirements of this Procedural By-law.
Special Meeting means a meeting of Council that was not a part of the regular meeting
schedule. A special meeting may be called for Council, GG or PD.
Standing Committee means either the General Government (GG) Committee or the
Planning and Development (PD) Committee of Council.
Simple Majority means 50% + 1 of the Members present and voting:
a) For 7 Members: 4
b) For 6 Members: 4
c) For 5 Members: 3
d) For 4 Members: 3
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Three -Quarters Majority (3/4) of the Members present and voting means:
a) 3/4 of 7 Members: 6
b) 3/4 of 6 Members: 5
c) 3/4 of 5 Members: 4
d) 3/4 of 4 Members: 3
Two -Thirds Majority (2/3) of the Members present and voting means:
a) 2/3 of 7 Members: 5
b) 2/3 of 6 Members: 4
c) 2/3 of 5 Members: 4
d) 2/3 of 4 Members: 3
Website means the Municipality's website address at www.clarington.net.
Section 2 — General Provisions
2.1 Applicability
2.1.1 Without derogating from the other provisions of this Procedural By-law, the
rules and requirements contained in it shall be observed in all proceedings
of Council or Standing Committees and shall be the rules and requirements
which govern the order of their business, unless specifically overridden by
sections of the Municipal Act (i.e. Strong Mayor powers).
2.1.2 The rules governing the procedures and conduct of Members shall be
observed in Advisory Committee and Local Board meetings with necessary
modifications, except as otherwise provided in the Advisory Committee's or
Local Board's Terms of Reference or by-laws.
2.1.3 Nothing in this by-law affects any delegation of authority to staff.
2.2 Suspension of Rules and Policies
2.2.1 Despite Sub -section 2.1.1, the rules and requirements contained in this
Procedural By-law may be suspended by a vote of three-quarters (3/4) of
the Members present and voting, with the exception of any rule which is
required to be followed by law.
2.2.2 Suspension of Council policies or by-laws requires a vote of three-quarters
(3/4) of the Members present and voting, with the exception of any rule
which is required to be followed by law.
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2.3 Issue not Addressed
2.3.1 If an issue is raised that is not expressly addressed in this By-law, the issue
shall be decided by the Chair, subject to an appeal to the Council or
Committee, in session. A vote of the majority of the Members will decide the
matter.
2.4 General Principles
2.4.1 The following general principles shall be observed by all Members
participating in a meeting, and may be used by a meeting Chair for
guidance in determining the appropriate course of action for any matter not
addressed in these preeeduresrules of procedure:
a) The majority of Members have the right to decide unless specifically
noted elsewhere in this Procedural By-law, or by Statute. All Members
have the right to be heard;
b) All Members have the right to information to help make decisions;
c) All Members have a right to an efficient meeting;
d) All Members have the right to be treated with respect and courtesy; and
e) All Members have equal rights, privileges, and obligations.
2.5 Electronic Participation
2.5.1 A member of Council, of a local board or of a committee of either of them is
permitted to participate electronically in a meeting and may be counted in
determining whether, or not, a quorum of members is present at any point in
time.
2.5.2 For clarity, a Member of Council, of a local board, or of a committee of either
of them, can participate electronically in a meeting that is closed to the
public.
2.5.3 The protocol for participating electronically shall be set out by the Municipal
Clerk and may be amended from time to time.
2.5.4 The Member shall have the same rights and responsibilities as if they were
in physical attendance, including the right to vote, unless otherwise
prohibited by law or in other subsections of this by-law.
2.5.5 Electronic participation is permitted for all Staff.
2.5.6 Delegates may participate electronically on request if the Clerk is of the
opinion that the delegation can be facilitated electronically. All regular rules
for delegations shall apply to delegates participating electronically.
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2.6 Agenda Restrictions
2.6.1 The Municipal Clerk shall refuse, at the request of _a Fn Mhor of the p blir
to place on the agenda, and in an ECCIP, unless the CAO determines it is
necessary, an item where the subject matter:
a)
Involves current or pending litigation;
b)
Involves insurance claims;
c)
Involves personnel matters;
d)
Involves labour relations;
e)
Involves administrative complaints;
f)
Is beyond the jurisdiction of Council;
g)
Is contrary to the provisions of the Municipal Freedom of
Information and Protection of Privacy Act or other relevant
legislation;
h)
Involves solicitation of business;
i) Involves candidates, political parties, or nominees for a political
party;
j) Is Ssolely for the purpose of generating publicity for an event;
k) Involves an active by-law investigation or prosecution;
I) Involves other administrative, or operational matters, including but
not limited to contract awards and billing discrepancies/issues; or
m) Is Ootherwise not suitable for discussion.
2.6.2 Delegations and communication items may also be restricted. See the
delegation and communication sections within this Procedural By-law.
Section 3 — Duties of the Mayor and Council
3.1 Duties of the Mayor
3.1.1 It shall be the duty of the Mayor to carry out the responsibilities set forth in
the Municipal Act, 2001, Section 225.
3.1.2 To authenticate, by signature, all by-laws.
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3.1.3 The Mayor shall, by virtue of their office, be a member of all Committees
with the same rights and privileges as all other members, including the right
to vote and participate in debate, but shall not be eligible to be the Chair or
Vice -Chair. The Mayor's absence from the meeting shall not be counted
when determining quorum but the Mayor's presence at a meeting shall be
counted towards quorum.
3.2 Duties of the Chair
a) To open the Meeting of Council or Committee by taking the Chair
and calling the Members to order;
b) To announce the business before Council in the order in which it is
to be acted upon;
c) To receive and submit, in the manner prescribed by this Procedural
By-law, all motions presented by the Members of Council;
d) To recognize any Member who wishes to speak and to determine
the order of the speakers;
e) To put to a vote all questions, which are regularly moved and
seconded, or necessarily arise during the proceedings and to
announce the results;
f) To vote on all motions, which are moved and seconded, or
necessarily arise during the proceedings;
g) To decline to put to vote, motions which contravene the provisions
of this Procedural By-law;
h) To enforce the provisions of this Procedural By-law;
i) To enforce on all occasions, the observance of order and decorum
among the Members;
j) To call by name, any Member refusing to comply with this
Procedural By-law and to order the Member to vacate the meeting
room or electronic meetingr,,, ,.,r;1 Chamber, eF the plaGe f
Meeting, as the case may be. In the event that the Member does
not varata-
• If the Member is present in person, the Chair may:
• stop recoanizina them to speak
• turn off their microphone,
• ask for a recess,
• call Security to remove the Member; or
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• direct the Municipal Clerk to seek the appropriate
assistance from the Durham Regional Police;
• If the Member is present electronically, the Chair may
• stop recognizing them to speak,
• turn off their microphone,
• ask for a recess, or
• cause them to be removed from the electronic
meeting.
k) To cause to be expelled and excluded any member of the public
who creates any disturbance or acts improperly during a Meeting
and, if necessary, to direct the Municipal Clerk to seek the
appropriate assistance from the Durham Regional Police;
I) To rule on any Points of Order and Points of Privilege raised by
Members of Council;
m) To recess the Meeting, without a motion, for a specified time if
there is a threat or imminent threat to the health or safety of any
person, or if there is a possibility of public disorder;
n)To adjourn the Meeting when the business is concluded, or if
considered necessary because of grave disorder, to adjourn the
sitting without putting to the vote any question or suspend the
sitting for a time to be named; and
on) Where the agenda includes a publie .,,,,et44 +The Chair shall
preside in person, unless all Members of Council are participating
electronically. If the Member is not in person, another Member who
is in person shall Chair that meeting.
3.3 Appointment of Deputy Mayor
3.3.1 Council shall appoint a Member to act as a Deputy Mayor in the absence of
the Mayor. During any such absence of the Mayor, the Deputy Mayor shall
exercise all of the powers and responsibilities of the Mayor under this By-
law or any other by-law or statute, except the Strong Mayors powers as
defined in Part VI.1 of the Municipal Act.
3.4 Participation of Chair in Debate
3.4.1 The Chair may state relevant facts and the Chair's position on any matter
before the Council, or a Committee without leaving the chair, which may
take place immediately prior to the vote, but it shall not be permissible for
the Chair to move a motion or debate a question without first leaving the
chair.
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3.4.2 If the Chair desires to leave the chair, to leave the meeting, to move a
motion, or to take part in the debate, the Mayor shall preside until the Chair
resumes the chair. If the Mayor is chairing the Committee meeting, the
Deputy Mayor shall preside until the Mayor resumes the Chair. If the
designated person is not present, the Chair may call upon any other
Member to chair the meeting.
3.4.3 Notwithstanding any requirement for the Mayor to leave the Chair to
introduce a motion, this does not apply when the Mayor is introducing -a
m^+o^^ y, i nor +"eexercisinq any Strong Mayor powers within Part VI.1 of the
Municipal Act.
3.5 Duties of a Member of Council
3.5.1 A Member of Council shall have the following duties:
a) to deliberate on the business submitted to Council or Committees
of Council, as the case may be;
b) to vote when a motion is put to a vote;
c) to Chair the GG Committee or PD Committee Meeting in
accordance with this Procedural By-law; and
d) to apply and respect the Rules of Procedure.
Section 4 — Meetings
4.1 Place of Regular Meetings
4.1.1 Unless otherwise directed by Council, the regular Meetings of Council, GG
Committee and PD Committee shall be held in the Council Chambers,
Municipal Administrative Centre, 40 Temperance Street, Bowmanville, ON
or electronically, as determined by the Municipal Clerk, and at the dates and
times determined by Council resolution.
4.2 Regular Meetings Schedule
4.2.1 The meeting schedule shall generally be based on a three-week rotation per
month, beginning OR September 2023 as determined by the Municipal Clerk.
4.2.2 Regular meetings shall not be scheduled during the week that the Monday
is a public holiday. No regular meetings shall be held during the month of
July, the month of August, or during any Spring Break scheduled for the
public elementary and secondary schools in Clarington, or during the annual
Association of Municipal Clerks and Treasurers of Ontario (AMCTO)
conference or between Christmas and New Year's.
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4.2.3 Council meetings shall be held at 6:30 p.m., PD Committee meetings shall
be held at 5 p.m. and GG Committee meetings shall be held at 9:30 a.m.
4.2.4 No regular meetings of Council or Standing Committees shall be scheduled
in the months of September, October, or November of the year of a regular
municipal election.
4.3 Notice of Regular Meetings
4.3.1 Pursuant to Section 238 of the Municipal Act, 2001 public notice of each
regularly scheduled Meeting shall be deemed to be given by making the
agenda available in the Municipal Clerk's Office and on the Clarington
website by end of the business day of the Friday preceding the regularly
scheduled Meeting and_ ^"'"e Gla;Fi ,, tGR website
4.3.2 Notice of amendment to the Schedule of regular Meetings shall be posted
on the website at least one week prior to the amended Meeting date where
practical to do so.
4.3.3 Notice which is substantively given but is irregular or not otherwise in strict
compliance with these procedures shall not invalidate the holding of a
meeting or any of the proceedings at a meeting.
4.4 Special Meetings
4.4.1 The Mayor may, at any time, call a special Meeting of Council, GG
Committee or PD Committee or Joint Meeting, by writing to the Municipal
Clerk stating the date, time, location, and purpose of the special meeting.
4.4.2 The Municipal Clerk shall call a special Meeting of Council, GG Committee
or PD Committee or Joint Meeting when requested to do so in writing by a
majority of the Members, at the date, time, location, and purpose mentioned
in the request.
4.4.3 No business other than that indicated in the written notice shall be
considered at the special meeting except with the unanimous consent of all
Members present and voting at such meeting.
4.5 Notice of Special Meetings
4.5.1 Notice of special Meetings shall be posted on the website not less than 24
hours before the time appointed for the special Meeting.
4.5.2 The written notice referred to in this Procedural By-law shall indicate the
nature of the business to be considered at the special Meeting of Council or
Committee, whether delegations will be heard, and the date, time, and place
of the Meeting.
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4.6 Joint Meeting
4.6.1 Joint Meetings may be called at the dates and times determined by Council
resolution.
4.7 Emergency Special Meeting
4.7.1 Notwithstanding Sub -section 4.2.1, on urgent and extraordinary occasions,
an emergency special Meeting of the Council may be called by the Mayor,
without advance notice being given by the Municipal Clerk pursuant to this
by-law, to consider and deal with such urgent and extraordinary matters,
including issues that may urgently affect the health or safety of residents.
4.7.2 In the case of an emergency, Council may hold meetings at any convenient
location within or outside the municipality, as determined by the Clerk in
consultation with the Mayor and Chief Administrative Officer.
4.7.3 No business other than the business dealing directly or indirectly with the
emergency shall be transacted at the meeting.
Notice of Emergency Special Meetings
4.7.4 Where an Emergency special Meeting of Council is held in accordance with
this Procedural By-law, notice of the Emergency special Meeting shall be
posted on the website as soon as practical following the Emergency special
Meeting and shall, subject to this Procedural By-law, indicate the nature of
the business considered at the Emergency special Meeting.
4.8 First/Inaugural Meeting of Council
4.8.1 The first Meeting of Council shall be held within 31 days of taking office,
pursuant to the Municipal Elections Act, 1996, at the time and location
determined by the Clerk and Mayor.
4.9 Seating in Council Chambers
4.9.1 Seating at the Council table shall be in alphabetical order of the Members'
surname, beginning in the most north/east position and proceeding
clockwise.
4.9.2 Only Members of Council and the Municipal Staff shall be permitted to enter
the Council floor during the sitting of Council or Committee without the
permission of the Mayor or Committee Chair.
4.9.3 No person, other than a Member of Council or the Municipal Staff, shall,
before or during a Meeting, place on the desks of Members or otherwise
distribute any material whatsoever unless such person is so acting with the
approval of the Mayor or Committee Chair.
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4.9.4 Members of Council leaving their places prior to the adjournment shall
endeavour to do so in a manner so as not to disrupt the proceedings of
Council or Committee.
4.10 Quorum
4.10.1 A quorum of Council or Committee shall be four (4) Members, except as
otherwise stated. A concurring vote of a majority of Members present and
voting is necessary to carry a resolution.
4.10.2 If a quorum is not present within thirty (30) minutes after the time appointed
for a Meeting, the Municipal Clerk, shall record the names of the Members
present and the Meeting shall stand adjourned until the date of the next
regular Meeting or other Meeting called in accordance with this Procedural
By-law.
4.10.3 If during a meeting, a quorum is lost, the Chair shall declare that the
meeting shall stand recessed temporarily or be adjourned until the date of
the next regular meeting or other meeting called in accordance with the
provisions of this Procedural By-law. Any unfinished business will be placed
on the agenda of the next regular meeting or other meeting called for that
purpose.
4.11 Meetings Open to the Public
4.11.1 Subject to Sub -section 4.912, Meetings shall be open to the public and no
person shall be excluded, except for improper conduct or required by
statute.
4.12 Closed Meetings
4.12.1 Notwithstanding the previous section regarding "Meetings Open to the
Public", Council or Committee may, by resolution, close a Meeting or part of
a Meeting to members of the public if the subject matter deals with any of
the matters in Sub -section 239 (2) or 239 (3) of the Municipal Act, 2001.
4.12.2 Council or Committee may hold a Meeting closed to the public where the
Meeting is held for the purpose of educating or training the Members and at
the Meeting no Member discusses or otherwise deals with any matter in a
way that materially advances the business or decision -making of the
Council or Committee.
4.12.3 A motion to close a Meeting or part of a Meeting to the public shall state:
a) the fact of the holding of the closed Meeting; and
b) the general nature of the matter to be considered at the closed
Meeting.
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4.12.4 Where a Meeting, or part of a Meeting, is closed to the public, Council or
Committee shall.
a) retire to the COURGH Ante Room E)r other SUGh rewn as deerned appropriate
only these n n.'. ..' inited to attend the closed Meeting shall be
pery mitten to at+enr!• e
hb) request these perser+s RGtt spesifieally ORVi+ed +the ElesedMeetiRg te
Gate the CE) moil ChambersE)r eh reern on ..high the Meeting is being
heirlreem er leave +he eles+renie moo+inn s the ease i he• e
c)only permit access to the meeting room or electronic meeting to those
persons specifically invited to attend the closed Meeting. All other persons
will be required to vacate the meeting.
4.12.5 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
officers, employees or agents of the Municipality or persons retained under
contract with the Municipality.
4.12.6 Notwithstanding Sub -section 4.12.5, the vote on a resolution approving a
contract for the acquisition or disposal of land, including the sale of road
allowances, shall be conducted in open session.
4.12.7 At the conclusion of a closed meeting, a motion to rise from the closed
meeting and proceed into an open meeting shall be adopted.
4.13 Length of Meetings and Scheduled Break
4.13.1 Meetings scheduled to commence at or before 9:30 a.m., and which are in
session at 4:31 p.m., will be adjourned unless the rules are suspended to
continue the meeting.
4.13.2 Meetings which are scheduled to commence at or after 5:00 p.m., and
which are in session at 10:31 p.m., will be adjourned unless the rules are
suspended to continue the meeting.
4.13.3 Where a meeting is scheduled to commence at or before 9:30 a.m., there
shall be a scheduled 1-hour break at 12:00 noon unless otherwise
determined by a vote of 2/3 of the Members present.
4.13.4 If a meeting is adjourned in accordance with section 4.13.1 or 4.13.2, prior
to all agenda items being considered, all remaining items, except procedural
items, shall be placed on the next regular committee meeting that the item
would otherwise have been added to.
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4.14 Portable Electronic Devices
4.14.1 The use of portable electronic devices by Members of Council and
Committee during Council and Committee meetings shall be permitted
provided the Member is not using the portable electronic device to phone;
email, or text each other or members of the public while the meeting is in
session.
4.14.2 Despite Subsection 4.14.1, the use of any portable electronic device may be
prohibited by the Chair, if, in the Chair's opinion, the device is interfering
with any video or audio broadcast of the meeting or is otherwise causing a
disturbance.
4.14.3 The use of portable electronic devices may be used as an interface to
participate electronically in the meeting.
4.15 Video Recording of Council and Committee Meetings
4.15.1 Meetings may be audio or video recorded, broadcast and / or livestreamed
publicly by the municipality, except for Closed Meetings.
4.15.2 Meeting attendees may record all, or portions of, open meetings, provided
that doing so is not disruptive to the meeting or other attendees.
4.16 Cancellation or Changes to Meetings
4.16.1 A meeting may be cancelled or the date, time, or location changed by the
Clerk in any of the following circumstances:
a) If the Clerk determines in advance that quorum will not be
achieved;
b) if the moot.Rg is GaRGelled hBy Council or Committee resolution;
C) Where the meeting is not required as determined by the Clerk,
iIt_At' R with the Mayer and GAQ dDue to a lack of forecasted
agenda items, in consultation with the Mayor and CAO; or
d) fln the event of exceptional circumstances, including inclement
weather, at the discretion of the Chair or Clerk.
4.16.2 The Clerk shall ensure that notice of the cancellation or change is provided
to all Members of Council as soon as possible after the cancellation or
change.
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Section 5 — Committees
5.1 General
5.1.1 There shall be two Standing Committees of Council, namely the General
Government (GG) Committee of Council and the Planning and
Development (PD) Committee of Council, which shall be organized as
follows:
a) GG and PD Committees shall be comprised of all Members of
Council.
b) Unless the Strong Mayors Powers are invoked where the Mayor
may appoint the Chair and Vice -Chair of Committees wholly
consisting of Members of Council, each Member shall Chair the GG
Committee meetings in accordance with the following schedule:
• Ward 1 Councillor —January and February
• Ward 2 Councillor — March and April
• Ward 3 Councillor — May and June
• Ward 4 Councillor — September and October
• Regional Councillor (who is not appointed as the Chair of the
PD Committee meetings) — November and December
c) A Regional Councillor shall be appointed to Chair the PD
Committee meetings by Council.
d) In the absence of the Chair or during July and August, the Mayor
shall Chair the meeting, and in the absence of the Mayor the
Deputy Mayor.
e) Joint meetings shall be chaired by the Mayor unless:
• unavailable, in which case, the Deputy Mayor shall chair; or
• the Mavor has desianated another Member of Council.
5.2 Exceptions
5.2.1 Notwithstanding the Committee mandate outlined in this Procedural By-law,
Council may consider any matter without referring it to GG Committee or PD
Committee and may withdraw a matter from the GG Committee or the PD
Committee at any time.
5.2.2 Notwithstanding the mandates of the Standing Committees, the Municipal
Clerk may place a matter on either Standing Committee, where it is deemed
more appropriate by the CAO.
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5.3 GG Committee Mandate
5.3.1 The GG Committee shall make recommendations to Council on all matters
not mandated by the PD Committee, including, without limitation, levels of
service and operational policy and budgetary matters.
5.4 GG Committee Reporting to Council
5.4.1 The GG Committee shall forward recommendations to Council via the
committees minutes, for consideration at Council.
5.5 PD Committee Mandate
5.5.1 The PD Committee shall be mandated with holding public meetings, and
any other planning and development matter or matter deemed to require
public consultation and such other matters as may be referred to the PD
Committee by Council.
5.6 PD Committee Reporting to Council
5.6.1 The PD Committee shall forward recommendations to Council via the
committee minutes, for consideration at Council.
Section 6 — Agendas and Minutes
6.1 General
6.1.1 When preparing an Agenda, the Clerk may exclude any headings that have
no items after the Agenda Update Deadline.
6.1.2 The Municipal Clerk may schedule an item for a specified time during the
meeting. When exercising this option, the Municipal Clerk shall include the
scheduled time on the meeting Agenda.
6.1.3 Where the Municipal Clerk, has scheduled an item for a specified time,
when that specified time arrives during the meeting, the Council/Committee
shall set aside the matter currently before it, to allow the item to be heard as
scheduled. The scheduled item becomes the next order of business.
6.1.4 The Agenda shall be provided to each Member by noon on the day following
the Agenda Deadline.
6.1.5 The Agenda items shall be considered in the order they appears on the
agenda unless otherwise decided by a malority vote of the Members
present and voting.
6.1.6 Notwithstanding sub -sections 6.2.1, 6.3.1, and 6.4.1, the Municipal Clerk
may group items regarding the same matter together on the agenda, in the
order that the Municipal Clerk deems appropriate.
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6.2 Council Agenda
6.24-.1 The Municipal Clerk shall cause to be prepared an agenda under the
following headings for the use of the Members at the regular Meetings of
Council:
Call to Order
Land Acknowledgement Statement
Moment of Reflection
Disclosure of Pecuniary Interest
Announcements
Presentations / Delegations
Consent Agenda
• Ge nil and Stan,_iRg Gernmittee Mini tee
• Advisory Committee and LE)Gal Beard MiRutes
Staff Reports and Staff Memos
�By s
Items for Separate Discussion
Business Arising from Procedural Notice of Motion (to be included
on agenda only if there is business to be considered under this
Section)
Unfinished- B ioin000
Confidential Items
Confirming By-law
Adjournment
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6.32 General Government Committee Agenda
6.32.1 The Municipal Clerk shall cause to be prepared an agenda under the
following headings for the use of the Members at the regular meetings of
the GG Committee:
Call to Order
Land Acknowledgement Statement
Disclosure of Pecuniary Interest
Announcements
Presentations / Delegations
Consent Agenda
Items for Separate Discussion
New Business
Confidential Items
Adjournment
The le.rk shall P-ns-Hre that the GG Committee agen
to o n ..'deed �hT member no Infer fhaR the end of day Thursday n edinn
the then ent of the regular GG remmittee Meeting
6.2.3 The business of GG Comm.ttee shall be considered in the arderas+t
appeaFs n the o Rda fer its Meetingnless nthen.dse decided by a
mo inrity ante of the Members present and yin+inn
6.2.4 Netwithstanrlinn Sub sentinn 6.2.1, the MURininal Clerk m group items
Fegordinn the samme otter tenether en the agenda, iR the ender that the
Municipal Clerk deems appropr4tc-
6.42 Planning and Development Committee
6.411 The Municipal Clerk shall cause to be prepared an agenda under the
following headings for the use of the Members at the regular meetings of
PD Committee:
Call to Order
Land Acknowledgement Statement
Disclosure of Pecuniary Interest
Announcements
Presentations / Delegations
Consent Agenda
0 Ge at•n
0 Staff Reports and Staff Memos
Unfinished BUSiness
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New Business
Public Meetings (6:30 p.m.)
Confidential Items
Adjournment
6 3�The MURiGipal Glerk shall ens, re that the PD Committee agenda is previded
toe Gh member no later than the end of day Thursday n sedfnrr the
GGFRFR8RGeFneRt of the regular P-D Gemmi+tee Meeting
6.13 The business of Dn Committee shall be seRs+deredin the order as Et
appears n the agenda fer its Meetingnless o+hen.dse derided by a
mainrity dote of the Members present andvoting.
R 2 A Aletwiths+andine si �h_se^+fen R 4 9 the M 1nisinal Glerk m greun items
regarding the same,matter tooethe n the agenda, in the order that the
6.54 Special Meeting Agendas
6.54.1 The Municipal Clerk shall cause to be prepared a printed agenda under the
following headings for the use of the Members at Special Meetings:
Call to Order
Land Acknowledgement Statement
Disclosure of Pecuniary Interest
Matters of Business
Adjournment
6.54.2 When preparing an agenda for a special meeting, the Clerk may include or
exclude any headings appropriate for the special meeting.
6.54.3 The business of Special Meetings shall be considered in the order as it
appears on the agenda for its Meeting, unless otherwise decided by a
majority vote of the Members present and voting.
6.65 Addendum
6.65.1 The Clerk may amend the agenda for a scheduled Council or Standing
Committee meeting by way of an addendum.
6.65.2 The addendum shall only include additional items related to matters already
on the agenda, or new items that in the opinion of the Clerk, in consultation
with the Chief Administrative Officer, are time --sensitive On nature.
6.65.3 Items to be included on the Addendum shall be received by the Agenda
Update Deadline and will be published after that deadline.
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6.65.4 Notice shall be deemed to have been given for all matters added to an
agenda via an addendum.
6.76 Meeting Minutes
6.76.1 The Municipal Clerk, shall cause minutes to be taken of each Meeting of
Council or Committee, whether it is closed to the public or not. These
minutes shall include:
a) the place, date and time of Meeting;
b) the names of the Chair or Chairs and a record of the attendance of
the Members; should a Member enter after the commencement of
a Meeting or leave prior to adjournment, the time shall be noted;
c) if requested, correction of the minutes of prior Meetings;
d) declarations of pecuniary interest; and
e) all resolutions, decisions and all other proceedings of Council or
Committee, without note or comment.
Section 7 — Agenda Item Description
7.1 Call to Order
7.1.1 As soon as a quorum is present after the hour set for the Meeting, the Chair
shall call the Members present to order.
7.1.2 If the Chair does not attend within fifteen minutes after the time set for the
Meeting and a quorum is present, the Mayor shall preside over the Meeting
until the Chair is present at the Meeting and is able to perform the
responsibilities of the chair.
7.1.3 If the Mayor is also not present within fifteen minutes after the time set for
the Meeting and a quorum is present, the Deputy Mayor shall preside over
the Meeting until the Chair or Mayor is present at the Meeting and is able to
perform the responsibilities of the chair.
7.1.4 If the Deputy Mayor is also not present within fifteen minutes after the time
set for the Meeting and a quorum is present, the Municipal Clerk, shall call
the meeting to order, and the Members present shall appoint a Member who
shall act as Chair of the Meeting until the arrival of the Mayor or Deputy
Mayor, whoever is the first to arrive and is able to assume the chair.
7.1.5 A moment of reflection is called at the beginning of a Council meeting to
allow Members to consider past and future actions that may be taken.
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7.1.6 In recognition of a necessary first step towards honouring the original
occupants of a place, and as a way 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 in accordance with the Land Acknowledgement
Guidelines.
7.2 Disclosure of Pecuniary Interest
7.2.1 All Members shall govern themselves at any Meeting in accordance with the
current legislation respecting any disclosure of pecuniary interest and
participation in the Meeting.
7.2.2 Where the meeting is not open to the public, in addition to declaring the
conflict, the Member shall leave the meeting, or the part of the meeting,
during which the matter is under consideration.
7.2.3 Where a Member is absent from a meeting which includes a matter on
which they have a pecuniary interest, the Member shall disclose the interest
at the next meeting attended by the Member.
7.2.4 The Clerk shall record any declarations of interest made by a Member in the
meeting minutes, noting the matter and the general nature of the
declaration.
7.2.5 Notwithstanding Sub -section 7.2.1, if the matter under consideration at a
meeting, or a part of a meeting, is to consider whether to suspend the
remuneration paid to the member under subsection 223.4 (5) or (6) of the
Municipal Act, 2001, the member may take part in the discussion of the
matter, including making submissions to council or the local board, as the
case may be, and may attempt to influence the voting on any question in
respect of the matter, whether before, during or after the meeting.
However, the member is not permitted to move, second, or vote on any
motion in respect of the matter. Additionally, in the case of a meeting that is
not open to the public, the member may attend the meeting, or part of the
meeting, during which the matter is under consideration.
7.2.6 Notwithstanding Sub -section 7.2.1, when a Member declares on a matter(s)
at a Council meeting, later in the meeting when the confirming by-law is on
the floor, the Member's declaration is understood, and the Member may
remain in the room in which the meeting is taking place and participate in
the vote on the confirming by-law. Further, if the Member declares on a
matter at a meeting and at a subsequent meeting the minutes of the entire
meeting are on the floor for adoption, the Member's declaration is
understood and the Member may participate in the vote on adopting the
minutes and is not required to submit another declaration of interest form,
provided that the matter the Member declared on is not further discussed or
amended in any way.
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7.2.7 At a meeting at which a member declares an interest, or as soon as
possible afterwards, the member shall file a written statement of the interest
and its general nature with the Municipal Clerk, in the form determined by
the Municipal Clerk.
7.2.8 The Municipal Clerk shall establish and maintain a Registry of Declarations
of Interest containing,
a) A copy of each statement filed Under Ce^+ien 7.2.4; and
b) A copy of each declaration recorded in the minutes.
7.2.9 The Municipal Clerk shall provide access to the Registry of Declarations of
Interest through the Municipal website or through an alternative means, as
requested from time to time.
7.3 Announcements
7.3.1 During this portion of the Meeting, when recognized by the Chair, Members
shall be afforded a maximum of five minutes during which time they may
announce or comment on community events and activities.
7.4 Presentations
7.4.1 At the request of a Member E)f GeunGil er the MURiGipality's Staff, any
peFSo on/s\ r! ffioialls\ may he
norm i++ed Io za+fen/s\ o ra+iens/s\ o inteto arlrlress the Members +o inform them of matters of soon ifinanne
+e the MUnioinali+y n virled that the request has been submitted to the
M61nioinal Clerk by the Agenda Deadline
Presentations shall i oL de only the fellewing
Dresen+o+ions requested by (`oUnoil• o
Dream+a+ions by MUnioinal Staff or r u ltants retainer! by +he
AUaisipality; w
Presentations frem s r levels of geyernmen+• o
Presentations deemed nere66ary by the Munioinal Clerk, or
required by law-.
7.4.1 Provided that the request has been submitted to the Municipal Clerk prior to
the Agenda Deadline, in the form determined by the Municipal Clerk, a
person, organization, corporation, or appointed officer may be permitted to
be listed under the "Presentation Section":
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7.4.2 Presentations shall include only the following:
a) Awards or recognitions:
b) Presentations from senior levels of government;
c) Presentations from a member of Staff, in their professional
capacity:
d) Presentations reauested by a Member of Council. or Staff: and
e) Presentations as required by legislation.
7.4.32 Municipal audio-visual equipment may be used to assist in presentations,
provided that permission has been obtained for use of such equipment from
the Municipal Clerk, at the time the presenter(s) contact the Municipal
Clerk's Division to register for the Meeting. Presentations must be provided
to the Municipal Clerk's Division no later than 2:00 p.m. on the business day
preceding the commencement of the Meeting. Presentations will not be
installed once the meeting has begun.
Presentations to Committee
7.4.34 Presentations scheduled to be made to Committee will be assigned to the
appropriate Committee based on the presentation topic and the Committee
mandate.
7 n� _l lnen + of the request for sentation as detailed in section
. gym,-r����, � , �aa� ire
7.4.1, the M inisinal ClerL, rRay ehedi le the presenta+ien fer a Speeified
time d� iriRg the ('ommittee moo#inn When eXeFGiSiRg this ention the
MURieinal GlerL shall i eL Ude the sehed, Jed presentation time en the
eetinn Agenda and shall notify the preserater of the sshedi Jed
N
presentation t•m
_7r• r.. Where the 54, ininipal Clerk, has sshedi Jed a presentatien fer a speG
time a r Sub-sen-tion 7.4.4,when that s reified time aa.rrive6 during the
Committee meeting, the Committee shall set aside the matter n ently
befE)re Ft, to al�zllew to e, the pFeseRtafien tebeheard as s6kFedoled. Sh�r�vF.a all +hers
he a motion on the floor at the Scheduled presentation time,r•m that etie
shall he s sidered immediately after the Presentation has o oli ided
7.4.56 The time limit for Staff and Consultant presentations at Public Meetings
shall be 20 minutes.
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7.5 Delegations
7.5.1 All requests for delegations shall be accompanied by a written summary, to
be included in the Agenda, outlining their subject, their name and address,
their reason for delegating, their desired action requested of Council, and
any supporting documentation. Delegations will not be allowed if the
Municipal Clerk, in consultation with the CAO, deems that the written
summary is not sufficient to convey the topic and position of the delegation.
7.5.2 All Delegations shall be directed to, and heard by, the Committee except as
otherwise provided for in this Procedural By-law.
7.5.3 Notwithstanding Sub -section 7.5.2, unless otherwise determined by the
Municipal Clerk, Delegations shall not be added to the agenda or permitted
to:
a) Speak to PD Committee regarding a matter that is the subject of a Public
Meeting which is included on the PD Committee agenda.
b) Speak to PD Committee regarding a matter which is within the mandate
of the GG Committee meeting.
c) Speak to GG Committee regarding a matter which is within the mandate
of the PD Committee meeting.
d) Speak to a previous decision of Council, that is within the same term of
Council that the decision was made, unless a motion to reconsider or re-
introduce the matter is presented to Council by a Member, or a report on
the matter is included on the agenda.
e) Speak to an Integrity Commissioner's report regarding a Member of
Council.
f) Speak to matters which have been referred to Staff for a report which is
not yet on a published agenda or matters which are within the
responsibility of Staff. For these inquiries, the Clerk shall notify the
proposed delegate that the delegation shall not be listed on the agenda
and shall direct the proposed delegate to the appropriate Department.
The delegation shall not be listed on an agenda until Staff has had the
opportunity to address the matter.
7.5.4 Delegations shall be limited to a maximum of 15 per meeting.
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7.5.5 Without leave of Council, members shall have one opportunity to ask
questions of Delegations for the purpose of seeking clarification or
additional information, and not to expand the scope of the delegation's
remarks or for adding the Member's own statement through the delegation.
Questions such as "are you aware" and "did you know" will be considered
out of order, subject to the discretion of the Chair.
7.5.6 Members shall not enter into debate with the delegate.
7.5.7 Where a Delegation wishes to provide Members with written communication
supporting the Delegation's comments, the communication shall be
provided to the Municipal Clerk prior to the meeting. The written
communication may be distributed to the Members at the discretion of the
Municipal Clerk or designate.
7.5.8 Municipal audio-visual equipment may be used to assist in delegations, if
permission has been obtained for use of such equipment from the Municipal
Clerk, at the time the delegates(s) contacted the Municipal Clerk's Division
to register for the Meeting. The delegate's electronic presentation must be
provided to the Municipal Clerk's Division no later than 2:00 p.m. the
business day preceding the commencement of the Meeting. Electronic
presentations will not be installed once the meeting has begun.
7.5.9 No further theor delegations may be made in respect of a delegationplacedon an.
ageRda i aGGA_.rdJa.nr_-.e yVi+h this S, ih_sentien Cnr clarity, a delegation s et
be a delegation b. o i.+hor de egati9n as a way Gf s on+inn rather rules
n+hor rlolodelen o+inns s Innn as i+ isaGG .. rrinnro vdth nthor rlolon n+inn
r uIes.
7.5.9 No delegation may speak to matters described in section 2.6. The
delegation request will not be added, or noted, in the Agenda.
7.5.14-0 No delegation may speak to the same matter twice within the same
meeting.
7.5.112 Where a delegation request is received after the Agenda Deadline and the
matter is included on an agenda for a meeting, the request will be added to
the addendum for the applicable meeting if written notice to the Clerk is
received, by the Agenda Update Deadline.
7.5.123 A delegation, not listed on the agenda, shall not be heard without the
consent of at least 2/3 majority of the Members present and shall be
pertaining to an item listed on the Agenda. If the delegation is not pertaining
to an item listed on the Agenda a suspension of the rules (3/4 vote) is
required for the delegation to be heard. The delegation request will not be
added, or noted, in the Agenda.
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7.5.134 Each Delegation in respect of a particular matter shall be limited to seven
minutes in addition to the time taken by Council to ask questions of the
delegate and to receive answers to such questions.
7.5.145 Should there be more than one individual who registers to speak as a group
on the same matter, the group shall be allotted up to ten minutes to
delegate.
7.5.156 A single extension, of up to three minutes, may be provided to a delegation
by passing a motion with a simple majority vote. All other extensions require
the suspension of the rules of procedure.
7.6 Delegations - To Council
7.6.1 Delegations shall be restricted to speaking to matters included on the
Council agenda for the Meeting in question.
7.6.2 Notwithstanding Sub -section 7.6.1, Delegations shall not be permitted to
speak to a matter that was considered at a Standing Committee, er is the
subjeGt of a Staff report er matter included under Unfinished Business
n .1, idt-d An the GGURGH eRd-, where the Delegation spoke to the item at
a Standing Committee or Council meeting, including a Public Meeting,
which is being reported to Council.
7.6.3 Notwithstanding Sub -section 7.6.1, where the Municipal Clerk determines
that the matter is of an urgent nature and there is insufficient time for a
Delegation to be heard by a Standing Committee, subject to this Procedural
By-law, the Delegation may be permitted to speak to Council on the matter.
7.7 Disposition of Items
7.7.1 When a delegate is addressing a matter that is not otherwise included on
the agenda, a motion to deal with the delegation shall be in order
immediately following the conclusion of the delegation.
7.7.2 When considering the disposition of items related to:
a) Provincial legislation, Council's position shall be forwarded to the
Association of Municipalities of Ontario (AMO) for review and
consideration.
b) Federal legislation, Council's position shall be forwarded to the
Federation of Canadian Municipalities (FCM) for review and
consideration.
c) Forwarding Council's decision to all Ontario Municipalities, Staff shall
forward to the Association of Municipalities of Ontario (AMO) for review
and consideration and not to all municipalities.
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7.7.3 When Council only receives a correspondence item for information, no
correspondence shall be sent to the submitter.
7.7.4 A person wishing to make representation at a Planning Public Meeting, is
not required to give written notice; unless it is required as part of electronic
meeting participation procedures as set out by the Municipal Clerk and is
not required to be listed on the PD Committee agenda for the Meeting in
question.
7.8 Special Meetings
7.8.1 No Delegation will be heard at a Special Meeting of Council or Committee
meeting unless otherwise directed in the call of the special meeting.
7.9 Conduct of Delegations and Presenters
7.9.1 Delegations and presenters shall not:
a) speak disrespectfully of any person, or make detrimental
comments, or speak ill of, or malign the integrity of staff, the public
or Council and Committee;
b) use offensive words;
c) speak on any subject other than the subject for which they have
given notice to address Council/Committee;
d) disobey the decision of the Chair;
e) enter into debate with Members;
f) appropriate any unused time allocated to another Delegation or
Presenter;
g) deviate from answering directly when answering a question; or
h) display placards or props.
i) use a meeting as a forum to speak on, or address, any matter
relating to a campaign.
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7.10 Public Meetings
7.10.1 Shall follow the format developed by the Municipal Clerk and Deputy
CAO,/Doreetero# Planning and Infrastructure.Sep.,iGes.
7.10.2 Public meetings, under the Planning Act, shall be limited to twe-three per
Planning and Development Committee meeting, unless otherwise agreed
hofi.,00n the MWRiGipal Glerk determined by the Deputy CAO,Qfirer-A„r „f
Planning and Infrastructure Sep,
7.10.3 Members of the Public speaking at a Public Meeting shall be limited to five
minutes, in addition to the time taken by Council to ask questions of the
person and to receive answers to such questions.
7.11 Consent Agenda
7.11.1 Items that do not require discussion, which may include minutes,
communications, Staff Reports/Memos, and by-laws, may be added under
this section, however, any single Member may, at the beginning of this
section, request that an item be removed from the consent agenda to
change the recommended motion and to vote on separately.
7.11.2 Should a Member have a pecuniary interest in an item on a consent
resolution, the item shall be removed from the consent resolution and voted
on separately.
7.11.3 Should a Member wish to simply discuss an item on a consent
�,�Rggenda, but not change the recommended motion, the Member
may do so without "removing" the item from the consent resolution.
7.12 Items for Separate Discussion
7.12.1 Items that require, or may need, discussion, may be listed here and not
within the consent agenda. This may include items pulled from the ECCIP.
7.13 Consideration of Minutes
7.13.1 Minutes of Standing Committees, Advisory Committees, Boards, and
municipal service boards shall be listed under this Section of the Council
agenda and may be disposed of through a single resolution.
7.13.2 Minutes from previous Standing Committees and Council meeting(s) shall
be adopted and all other minutes shall be received for information.
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7.13.3 Any Member may request that one, or more, recommendations contained in
the Standing Committees minutes be extracted and voted on separately
only for the purposes of changing the motion or holding a recorded vote. If
the motion was lost at Standing Committee, a motion to consider the lost
motion shall require a 2/3 majority vote, before discussion on the lost motion
begins.
7.13.4 To approve a recommendation from a board or advisory committee, a
Member of Council shall remove it from the consent agenda and put forward
a motion to approve the recommendation within the minutes of the board or
advisory committee.
7.13.5 Minutes of previous meetings may be adopted without having been read at
the meeting at which their adoption is considered.
7.13.6 Minutes of Standing Committees approved at Council are not required to be
added to the agenda or approved by a future Standing Committee meeting.
7.14 Communications
7.14.1 Where an item of correspondence is received and the subject matter
pertains to an item on an agenda for a Council or Committee meeting, the
correspondence shall be added to the agenda if received by the Clerk by
the Agenda Update Deadline.
7.14.2 Communications which relate to a matter which has been referred to Staff
for a report which is not yet on a published agenda or matters which are
within the responsibility of Staff, shall not be placed on an agenda or the
ECCIP and will be forwarded to the appropriate staff member for response
to the author.
7.14.3 Where the Clerk received multiple copies of correspondence containing the
same or similar information (such as a form letter), and the matter is on the
agenda the Clerk may include one copy of the correspondence in the
agenda and provide a summary of the remainder received.
7.14.4 The Municipal Clerk shall prepare an Electronic Council Communication
Information Package (ECCIP) containing correspondence received by Staff
for Council's information. This includes minutes of the Business
Improvement Areas (BIAs).
7.14.5 The deadline for information to be included in the ECCIP is end of day
Thursday, unless Friday is a holiday, then this deadline will move back a
day.
7.14.6 The ECCIP shall be delivered electronically every Friday; unless Friday is a
holiday, then this deadline will move back a day.
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7.14.7 A Member of Council may request, in writing to the Clerk, including the
Member's motion for the disposition of the item, that an item from the
ECCIP be included on the next agenda of the appropriate Standing
Committee, as determined by the Clerk. A seconder shall be required.
7.14.8 A member of the public can speak to an ECCIP item if they follow the
delegation process, then the ECCIP item will be linked in the agenda.
7.14.9 The pulled item will be included on the agenda of the appropriate Standing
Committee if submitted to the Clerk prior to the Agenda deadline and if 't'' is
net restr;p-ted- , Ind_er s;e .t;A_ - 5. For clarity, this will not be the meeting three
calendar days from when the ECCIP was published, but rather a future
meeting.
7.14.10 If a Member submits a request to pull an ECCIP item to the Municipal Clerk
after the Committee Agenda Deadline and prior to the Committee Agenda
Update Deadline, it will be included in the Committee Agenda Update under
the "Items for Separate Discussion" of the agenda, and it will require a 2/3
vote of the Members present, and voting at the meeting, to be added to the
agenda for discussion. A note for the "required 2/3 vote to be discussed" will
be added to the agenda.
7.14.11 If a Member submits an ECCIP item, that is not included in the agenda (i.e.
after the Agenda Update Deadline), it shall not be considered until the next
appropriate Regular Committee meeting.
7.14.12 If the mover is not present at the meeting, and no other Member wishes to
move the item, the item shall not be considered and will need to follow the
notice provisions for the next applicable meeting.
7.14.130 Communications which, in the opinion of the Clerk require action by Council
shall be included on a Council or Committee agenda under
Communications and shall include a recommendation for disposal.
7.14.144- Every communication to be presented to Council or Committee, shall be
legibly written or printed, shall not contain any impertinent or improper
matter or language, shall identify the author(s) including their name and
address, and shall be filed with the Municipal Clerk.
7.14.152 Communications to be posted to the website may be abridged as
determined by the Municipal Clerk to facilitate posting.
7.14.163 Communications related to a previous decision of Council shall not be
considered by Council or a Committee within the same term of Council
following the decision, unless a motion to reconsider or re -introduce the
matter is presented to Council by a Member, or a report on the matter is
included on the agenda.
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7.15 Staff Reports and Staff Memos
7.15.1 The Staff Reports and Staff Memos Section of the Council agenda may
include Removal of a Holding Symbol report upon urgent circumstances as
determined by the Deputy CAO,iDiFeGt r c+^r ^f Planning and Infrastructure
Services and any Staff report that, due to timing, urgency, the important
nature of the report and/or expediency, the Chief Administrative Officer
determines should be considered by Council without first being presented to
Committee for consideration.
7.15.2 The Staff Reports and Staff Memos sections of the Standing Committees
agendas, shall be pertaining to the Committee mandate, or other such
matter as may be referred to the Committee by Council.
7.16 New Business
7.16.1 New Business items shall not be added to the Council agenda. New
Business items may be added to a Standing Committee agenda and shall
be regarding the mandate of the appropriate Standing Committee.
7.16.1.1 Notwithstanding subsection 7.16.1, Members of Council are permitted to
add an agenda item to the "Items for Separate Discussion" section of the
Council agenda (not a Standing Committee) to override a Strong Mayors'
Mayoral veto by providing notice to the Clerk prior to the meeting, in
accordance with the Council override provisions of the Strong Mayor
powers within Part VI.1 of the Municipal Act.
7.16.1.2 Despite any provision in this Procedural By-law and subject to any
prescribed requirements, if the Mayor is of the opinion that a particular
matter could potentially advance a prescribed provincial priority, the Mayor
may require the Council to consider the matter at either a Standing
Committee or Council meeting, without notice, in accordance with the
Strong Mayor powers within Part V1.1 of the Municipal Act.
7.16.2 Members may only introduce a motion on New Business provided that the
matter was introduced in accordance with the notice provisions.
7.16.3 Notice of New Business items will be satisfied if a Member submits a New
Business item, in writing, to the Municipal Clerk prior to the Committee
Agenda deadline.
7.16.4 Any changes in wording to a New Business item after publication of the
Agenda, shall require an amendment of the motion at the meeting.
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7.16.5 If a Member submits a New Business item to the Municipal Clerk after the
Committee Agenda Deadline and prior to the Committee Agenda Update
Deadline, it will be included in the Committee Agenda Update under the
appropriate section of the agenda, and it will require a 2/3 vote of the
Members present, and voting at the meeting, to be added to the agenda for
discussion. A note for the "required 2/3 vote to be discussed" will be added
to the agenda.
7.16.6 If a Member submits a New Business Item, that is not included in the
agenda, it shall be in writing, and shall not be considered until the next
appropriate Regular Committee meeting.
7.16.7 Ne-A seconder wH-shall be required at the time of providing notice of the
New Business item.
7.16.8 If a New Business Item is on the agenda, but the mover is not present at the
meeting, and no other Member wishes to move the item, the item shall not
be considered and will need to follow the notice provisions for the next
applicable meeting.
7.17 Business Arising from Procedural Notices of Motion
7.17.1 A Procedural Notice of Motion introducing a motion to amend something
previously adopted by Council, to lift a matter from the table, to rescind a
previous decision of Council, or to reconsider a previous decision of
Council, shall only be considered at a Council meeting and shall be given to
the Municipal Clerk including the date when it will be considered in writing,
from the mover and seconder, prior to the Agenda Deadline. Procedural
Notices of Motion received after the Agenda Deadline shall be placed on the
next regular Council agenda.
7.17.2 Where a Procedural Notice of Motion has been given under subsection
7.17.1, for a "motion to amend something previously adopted by Council" or
a "reconsideration", the details of the amendment and proposed new
resolution for a reconsideration respectively shall be included in the
Procedural Notice of Motion.
7.17.3 Where a Procedural Notice of Motion has been given under Sub -section
7.17.1, the Procedural Notice of Motion shall be printed in full in the Agenda
for that meeting of Council and each succeeding meeting until the motion is
considered or otherwise disposed of.
7.17.4 When a Member's Procedural Notice of Motion has been called by the Chair
at two successive meetings and not proceeded with, it shall be removed
from the agenda for all subsequent Meetings, unless Council otherwise
decided.
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7.17.5 The Member who moved, or seconded, the procedural notice of motion is
not required to be present when the related procedural notice of motion is
considered. However, a new mover or seconder will be required for the
notice of motion to be in order.
7.184-9 Confidential Items
7.184-9.1 The Confidential Items Section of the Agenda shall include any confidential
items that, due to the nature of the item should be considered in a closed
meeting in accordance with of�this Procedural By-law.
7.1920 By-laws
7.192-0.1 No by-law, except:
• a by-law to confirm the proceedings of Council;
• a by-law granting authority to borrow under the authority of the Municipal
Act, 2001;
• any by-law arising as the result of an order or decision of any judicial or
quasi-judicial body; or
• a part lot control by-law;
• removal of holding symbol;
shall be presented to Council unless the subject matter thereof has been
considered and approved by Council or by Committee.
7.1920.1.1 Despite any provision in this Procedural By-law and subject to any
prescribed requirements, if the Mayor is of the opinion that a by-law could
potentially advance a prescribed provincial priority, the Mayor may propose
the by-law to the Council and require the Council to consider and vote on
the proposed by-law at either a Standing Committee or a Council meeting,
without notice, other than notice prescribed in Statutes, in accordance with
the Strong Mayor powers within Part VIA of the Municipal Act.
7.1920.2 All by-laws shall be passed in a single motion, unless a Member wishes to
discuss the contents of the by-law, at which time the subject by-law shall be
divided from the motion and dealt with separately.
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7.1920.3 Every by-law, when introduced, shall be in typewritten form, and shall
contain no blanks except such as may be required to conform to accepted
procedure or to comply with the provision of any Statute, and shall be
complete with the exception of the number and date of the by-law.
7.1920.4 Every by-law shall be numbered and dated, signed by the Mayor and the
Municipal Clerk, sealed with the seal of the Municipality, and retained under
the control of the Municipal Clerk.
Section 8 — Petitions
8.1 An organizer of a public petition may submit the petition for inclusion on the
appropriate Committee agenda. The organizer shall provide their name,
address, email, and telephone number with the petition. No petition shall be
considered valid and accepted by the Municipal Clerk without the name and
contact information of the organizer.
8.2 Any communication with respect to the petition will be with the organizer of
the petition only.
8.3 Petitions shall contain the printed name, signature, and municipal address
of the individuals signing it. Signatures without contact information, or who
are not Clarington residents, shall be redacted by the individual or group
submitting the Petition or it will not be accepted by the Municipal Clerk nor
placed on an agenda.
8.4 The Municipal Clerk shall refuse to place a petition on the agenda where the
subject matter does not meet the Communications criteria as outlined
elsewhere in this By-law;
8.5 Signatories to a petition are deemed to have waived any expectation of
privacy as a result of the record being created for review by the general
public.
8.6 Petitions may be placed on agendas at the discretion of the Municipal Clerk,
or the petition may be summarized with a total number of signatories
included.
Section 9 — Rules of Debate and Conduct
9.1 Conduct of Members of Council or Members of Committees
9.1.1 No Member shall:
a) speak disrespectfully of any elected assembly;
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b) use offensive words or unparliamentary language or speak
disrespectfully against the Council, against any Member, or against
any officer or employee of the Municipality, past or present;
c) speak on any subject other than the subject in debate;
d) disobey the Rules of Procedure or a decision of the Chair, on
questions of Points of Order or procedure or upon the interpretation
of the Rules of Procedure except where the ruling of the Chair is
reversed by Council . If a Member
persists in any such disobedience after having been called to order
by the Chair, the Chair shall forthwith odder the Member tG-shall
abide by the ruling to vacate the GGURG l Ghamber-- ^rmeeting
room M i..(hir.h the Meeting is heir g held -or electronic meeting
remove the Member from an electronic eet'Rg but if the Member
apologizes they may, by majority vote of the Members, be
permitted to retake their seat; or
e) where a matter has been discussed in a closed Meeting, and where
the matter remains confidential, disclose the content of the matter
or the substance of the deliberations of the closed Meeting to any
person.
f) use a meeting as a forum to speak on, or address, any matter
relating to a campaign.
Address the Chair
Any Member desiring to speak shall signify their desire to speak in such a
manner as the Chair may direct, and upon being recognized by them, shall
address the Chair.
Order of Speaking
When two, or more, Members signify a desire to speak, the Chair shall
recognize the Member who, in the opinion of the Chair, so signified first and
next recognize in order the other Members.
Members may ask questions of Staff, with the Chair's permission, during
any portion of a Council or Committee meeting if it pertains to a matter on
the Agenda.
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9.4 Point of Privilege
9.4.1 Where a Member considers that their rights or integrity or the rights or
integrity of the Council or Committee as a whole have been challenged, as
a matter of Privilege, the Member may rise on a Point of Privilege at any
time, with the consent of the Chair, for the purpose of drawing the attention
of Council or Committee to the matter.
9.4.2 A Member who desires to address Council or Committee, as the case may
be, on a matter which concerns the rights or privileges of the Council
collectively, or as an individual Member, will be permitted to raise such Point
of Privilege. A Point of Privilege will take precedence over other matters.
When a Member raises a Point of Privilege, the Chair may use the words
"Councillor... state your Point of Privilege". While the Chair is ruling on the
Point of Privilege, no one will be considered to be in possession of the floor,
but thereafter the Member in possession of the floor when the Point of
Privilege was raised, has the right to the floor when debate resumes.
9.4.3 Points of Privilege will only be recorded in the minutes if there is an appeal
of the ruling of the Chair.
9.5 Point of Order
9.5.1 The Chair shall preserve order and decide on Points of Order.
9.5.2 A Member who desires to call attention to a violation of the Rules of
Procedure will ask leave of the Chair to raise a Point of Order. When leave
is granted, the Chair may use the words "Councillor... state your Point of
Order." The Member will state the Point of Order with a concise explanation
and will comply with the decision of the Chair. The Member in possession of
the floor when the Point of Order was raised has the right to the floor when
debate resumes.
9.5.3 Points of Order will only be recorded in the minutes if there is an appeal of
the ruling of the Chair.
9.6 Appeal of Ruling of Chair
9.6.1 With respect to a ruling on either a Point of Privilege or Point of Order, if the
Member does not appeal immediately thereafter to Council or Committee,
as the case may be, the decision of the Chair shall be final.
9.6.2 If the decision is appealed, the Chair will give concise reasons for their
ruling, and will call a vote by Council or Committee, as the case may be,
without debate on the following question: "Will the ruling be sustained?",
and the decision of Council or Committee is final. The Chair may vote on
this question. In the event of a tie vote, the ruling of the Chair shall be
deemed to be sustained.
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9.6.3 A Member may request a recorded vote for an appeal of the ruling of the
Chair.
9.7 Members Speaking
9.7.1 When a Member is speaking, no other Member shall pass between the
Member and the Chair or interrupt the Member except to raise a Point of
Order or Privilege.
9.8 Motion Read
9.8.1 Any Member may request the motion under discussion to be read at any
time during the debate but not so as to interrupt a Member while they are
speaking.
9.9 Speak Once - Reply
9.9.1 No Member shall speak more than once to the same motion without leave of
Council or Committee, by a simple majority vote, except that a reply shall be
allowed to be made by a Member if they are asked a question.
9.9.2 Notwithstanding section 9.9.1, Members may ask questions of each
Member of the Public speaking at a Planning Public Meeting.
9.10 Time Limit
9.10.1 No Member, without leave of Council or Committee, as the case may be,
shall speak to the same motion or in reply for longer than five (5) minutes.
9.11 Questions
9.11.1 A Member may ask a question for the purpose of obtaining information
relating only to the matter under discussion and such questions must be
stated concisely and asked only through the Chair.
9.11.2 Notwithstanding Sub -section 9.11.1, when a Member has been recognized
as the next speaker, such Member may ask a question through the Chair to
any Member, the Chief Administrative Officer, or Department HeadDeputy
CAO, or designate, but only for the purpose of obtaining information on
matters contained on the Agenda, following which the Member may speak.
9.12 Motions
Reading
9.12.1 When a motion is presented in a Meeting, it shall be read by the Member,
or, if it is a motion which may be presented orally as provided in this
Procedural By-law it shall be stated by the Chair before debate.
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9.12.2 Notwithstanding Sub -section 9.12.1, a motion, the wording of which is
printed in the agenda as either a separate item or as part of a report, need
not be read in its entirety unless requested to do so by a Member, but shall
be deemed to have been read for the purposes of introducing the motion.
Withdrawn
9.12.3 After a motion is properly moved and seconded, it shall be deemed to be in
possession of Council or Committee but may be withdrawn by the mover or
seconder at any time before the motion is put to a vote. If a mover or
seconder wishes to withdraw the motion, the Chair shall may ask if another
Member wishes to move or second the motion before it is considered
withdrawn.
Seconding
9.12.4(a) No Member shall speak to any motion until it is properly moved and
seconded, and the mover is entitled to speak first if the Member so elects. If
debated, the motion may be read before being put.
9.12.4(b) Notwithstanding subsection 9.12.4(a), if the Mayor is invoking Strong Mayor
powers within Part VI.1 of the Municipal Act for Council to consider and vote
on a particular by-law, the Mayor shall be the mover and no seconder shall
be required.
9.12.4(c) Notwithstanding subsection 9.12.4(a), if the Mayor is invoking Strong Mayor
powers within Part VI.1 of the Municipal Act for Council to consider a matter,
the matter may be dealt with as the Committee or Council sees fit through
the normal course of a mover, seconder, and voting on a motion.
9.12.5 If no Member seconds the motion, the motion shall not be on the floor for
consideration and therefore it shall not be recorded in the minutes unless it
was in the agenda.
Motion Ruled Out of Order
9.12.6 Whenever the Chair is of the opinion that a motion is contrary to these
Rules of Procedure, the Chair shall rule the motion out of order.
Not within jurisdiction of Council
9.12.7 A motion in respect of a matter which,_ in the opinion of the Municipal
Solicitor, requires the exercise of a legislative power by Council which is not
within its jurisdiction, shall not be in order at a Meeting of Council or
Committee unless it is for purposes of requesting a higher level of
government to make changes to policy or legislation.
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Motions Without Notice and Without Leave
9.12.8 The following motions may be introduced orally by a Member without notice
and without leave, except as otherwise provided by this Procedural By-law,
and may be debated:
a) To adopt the Minutes;
b) To approve/receive the Standing Committee or Advisory Committee
Minutes;
c) To pass By-laws; and
d) To dispense with Consent Agendas.
Motion in Writing
9.12.9 Except as provided in this Procedural By-law, all motions introduced at a
Meeting shall be in writing.
Priority of Disposition
9.12.10 A motion properly before Council or Committee for decision must be
disposed of before any other motion can be received except a motion that
may be introduced orally in accordance with this Procedural By-law.
Motion to Receive for Information or With Thanks
9.12.11 A motion to receive a matter for information or with thanks:
a)
May be moved or seconded by any Member;
b)
Shall not require notice to be introduced;
c)
May be submitted orally;
d)
May be debated;
e)
May be amended;
f)
May include additional instructions, and such instructions shall be
submitted in writing;
g)
Shall require a majority vote to be adopted;
h)
If adopted, shall require that debate on the matter cease and the
meeting proceed to the next item of business.
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9.12.12 Where Council or Committee has adopted a resolution to receive a matter
for information, further motions pertaining to that matter may be introduced
at a later time without requiring a motion to reconsider.
Motions from Members Before Aqenda Update Deadline
9.12.13 If the Clerk receives, prior to the Agenda Update Deadline, a motion from a
Member of Council regarding an item on the agenda, the Clerk shall place
the submitted motion on the Agenda under the section, "Items for Separate
Discussion".
9.12.14 A seconder shall be required at the time of submission to the Clerk.
9.12.15 If the Member who submitted the motion is not present at the meeting, and
no other Member moves the submitted motion, the submitted motion shall
not be considered.
9.12.16 If multiple motions are received regarding the same item:
a) Duplicates of a recommended or existing motion will not be
accepted or added to the agenda.
b) Motions will be placed on the Agenda in the order received and
considered at the Meeting in that order.
Motion to Alter the Agenda
9.12.173 A motion to alter the agenda:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be introduced orally;
d) Shall not be debated;
e) May be amended, and such amendments shall not be debated;
f) Shall not include additional instructions;
g) Shall require a Majority Vote to be adopted; and
h) If adopted, shall require that the Chair of the meeting address
matters on the agenda in accordance with the amended order of
business.
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Motion to Refer
9.12.194 A Motion to Refer a matter:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be submitted orally;
d) May be debated (time/place/instructions only);
e) May be amended;
f) May include additional instructions, and such instructions shall
include, to whom the matter is to be referred, which may be Council,
Committee, a Department or a person, and the terms for referring the
matter and the time period, if any, on or within which the matter is to
be returned;
g) Shall be considered before all amendments to the main motion are
considered;
h) Shall require a Majority Vote to be adopted; and
i) If resolved in the affirmative, shall require that consideration of the
motion immediately cease and the meeting proceed to the next item
of business.
9.12.195 A motion to refer a matter where an amendment is currently under
consideration, shall be considered a motion to refer the original matter and
any amendments.
9.12.2046 If communication items, or delegations, are referred to another Agenda item
which is subsequently referred to a future meeting, there is no need to
include the communication items, or delegations, in the Agenda of the
subsequent meeting.
9.12.214-7 To allow for transparency for the public, if a Standing Committee refers an
item to a future meeting, Council shall not consider the item without a 3/4
majority vote prior to the future meeting to which it was referred.
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Motion to Defer
9.12.224-9 A motion to Defer a matter:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be submitted orally;
d) May be debated (time/place only);
e) May be amended;
f) Shall include the time and place to which the matter is proposed to
be deferred;
g) Shall not include additional instructions;
h) Shall require a Majority Vote to be adopted; and
i) If resolved in the affirmative, shall require that consideration of the
motion immediately cease and the meeting proceed to the next item
of business, and the matter shall be added to the agenda of the
future meeting to which it was deferred.
9.12.234-9 To allow for transparency for the public, if a Standing Committee defers an
item to a future meeting, Council shall not consider the item without a 3/4
majority vote prior to the future meeting to which it was deferred.
Motion to Amend
9.12.242-9 A motion to amend another motion at a meeting:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) Shall be presented in writing if requested by the Chair;
d) Shall relate to the subject matter of the main motion;
e) Shall not be received proposing a direct negative to the motion it
seeks to amend;
f) May be debated;
g) May itself be amended, however only one amendment to an
amendment may be considered at a time;
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h) Shall require a majority vote to be adopted;
i) Shall be put to a vote in reverse order to the order in which the
amendments are made; and
j) If resolved in the affirmative, shall require that consideration of the
motion continue as amended.
Motion to Amend Something Previously Adopted
9.12.2524 A motion to amend something previously adopted:
a) May be moved or seconded by any Member;
b) Shall require notice to be given in accordance with this Procedural
By-law;
c) Shall be submitted in writing;
d) May be debated, however debate shall be confined to reasons for or
against the subject of the amendment;
e) May be amended;
f) May seek to amend all or only a portion of a motion;
g) Shall only be considered by Council;
h) Shall require a 2/3 Majority Vote to be adopted if the motion was
adopted in the current term of Council or a simple majority vote if the
motion was adopted by a previous term of Council; and
i) If decided in the affirmative, shall require that amendment of the
matter become the next item of business; unless the motion calls for
a future date, and debate on the amended motion may proceed as
though it previously had never been voted on.
9.12.262-2 No "motion to amend something previously adopted" shall be in order when
the original motion has been implemented resulting in a legally binding
commitment that is in place on the date that a motion to amend, is to be
debated.
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Motion to Call the Vote
9.12.2723 A motion that a vote on the matter be now taken:
a) May be moved or seconded by any Member who has not already
spoken on the matter;
b) May be made only by a Member who is recognized by the Chair and
is on the Chair's list of Members wishing to speak to the motion;
c) Shall not require notice to be introduced;
d) May be submitted orally;
e) Shall not be debated;
f) Shall not be amended;
g) Shall not include additional instructions;
h) May be proposed with respect to any motion currently under
consideration;
i) Shall require a 2/3 Majority Vote to be adopted; and
j) If resolved in the affirmative, shall require that the motion be put to a
vote immediately without further debate.
Motion to Table
9.12.2824 A motion to Table a matter:
a)
May be moved or seconded by any Member;
b)
Shall not require notice to be introduced;
c)
May be submitted orally;
d)
Shall not be debated;
e)
Shall not be amended;
f)
Shall not include additional instructions;
g)
Shall require a Majority Vote to be adopted; and
h)
If resolved in the affirmative, shall require that consideration of the
motion immediately cease and the meeting proceed to the next item
of business.
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9.12.282-56 The matter tabled shall not be considered again by the Council or
Committee until a motion has been made to lift from the table the tabled
matter at the same or a subsequent Meeting.
9.12.3026 A matter tabled at a Meeting of Committee may be lifted from the table by
Council.
9.12.3127 A matter tabled at Council may not be lifted from the table at a Meeting of
Committee.
9.12.3229 A motion to table shall only be used to table a matter indefinitely. For clarity,
if Council/Committee wishes to consider a matter at a future meeting, a
motion to refer or defer would be in order.
9.12.332-9 A motion that has been tabled at a previous Meeting cannot be lifted from
the table unless notice thereof is given in accordance with Sub -section 7.14.
Motion to Divide
9.12.3430 A motion to divide a motion:
a)
May be moved or seconded by any Member;
b)
Shall not require notice to be introduced;
c)
May be submitted orally;
d)
Shall not be debated;
e)
Shall not be amended;
f)
Shall not include additional instructions;
g)
May propose that one or more clauses in a motion be voted upon
separately; if they are distinct proposals;
h)
Shall require a Majority Vote to be adopted; and
i)
If resolved in the affirmative, shall allow for debate and voting on
each clause of the motion separately, starting with the balance of the
motion, then the clauses that have been divided.
9.12.35 The
divided clauses shall have the same mover and seconder as the
original
motion.
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Motion to Rescind
9.12.3632 A motion to rescind a previous resolution of Council:
a) May be moved or seconded by any Member;
b) Shall require notice to be given in accordance with this Procedural
By-law;
c) Shall be submitted in writing;
d) May be debated;
e) May be amended;
f) Shall not include additional instructions;
g) May seek to rescind all, or only a portion, of a motion;
h) Shall only be considered by Council;
i) Shall require a 2/3 Majority Vote to be adopted if the resolution to be
rescinded was adopted within the current term of Council or a simple
majority vote if the motion was adopted by a previous term of
Council; and
j) If decided in the affirmative, requires that the rescinded resolution
previously adopted by Council is immediately of no further force or
effect.
9.12.37334 A motion to rescind is not in order when action has been taken on the order
of Council which it is impossible to reverse. The part of an order of Council
which has not been acted upon, however, may be rescinded.
Motion to Reconsider
9.12.3834 A Motion to reconsider a previous resolution of Council:
a) May be moved or seconded by any Member;
b) Shall require notice to be given in accordance with this Procedural
By-law;
c) Shall be submitted in writing;
d) May be debated, however debate shall be confined to reasons for or
against the subject of the reconsideration;
e) May be amended;
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f) May seek to reconsider all or only a portion of a motion;
g) Shall only be considered by Council;
h) Shall require a 2/3 Majority Vote to be adopted if the motion was
adopted in the current term of Council or a simple majority vote if the
motion was adopted by a previous term of Council; and
i) If decided in the affirmative, shall require that reconsideration of the
matter become the next item of business, unless the motion calls for
a future date, and debate on the reconsidered motion may proceed
as though it previously had never been voted on.
9.12.3935 No discussion of the main motion shall be allowed until the motion to
reconsider is adopted.
9.12.4036 If a motion to reconsider is decided in the affirmative at a Meeting, the
previously adopted resolution of Council remains in force unless and until
Council adopts a new resolution.
9.12.4137 A vote to reconsider a particular matter, or decision, will not be considered
more than once during the term of Council.
9.12.4238 Where a written decision of the Ontario Land Tribunal (OLT) identifies
findings with regard to an appeal and delivers those findings to Council to
make a new decision, the matter shall be placed as soon as practicable on
the PD Committee meeting agenda by way of a staff report, following
receipt of the written decision from OLT. The matter shall be deemed not to
be a 'reconsideration" under this By-law.
9.12.4339 No motion to reconsider a decided matter of Council shall be in order when
the original motion has been implemented resulting in a legally binding
commitment that is in place on the date that a motion to reconsider is to be
debated.
Motion to Suspend the Rules of Procedure
9.12.4440 A motion to suspend the rules of procedure:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be introduced orally;
d) Shall not be debated;
e) Shall not be amended;
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f) Shall not include additional instructions;
g) Shall require a Three -Quarters Vote to be adopted; and
h) If adopted, shall require the Chair of the meeting to observe and
enforce the rules of procedure as altered by the resolution.
Motion to Recess
9.12.454� A motion to recess a meeting
a)
May be moved or seconded by any Member;
b)
Shall not require notice to be introduced;
c)
May be introduced orally;
d)
Shall not be debated;
e)
May be amended, and such amendments shall not be debated;
f)
Shall specify the amount of time the meeting shall stand recessed;
g)
Shall not include additional instructions;
h)
Shall require a Majority Vote to be adopted; and
i)
If resolved in the affirmative, requires that the Chair declare a recess
and state the time that the meeting is scheduled to resume, which
shall neither end the Meeting nor destroy its continuity and after
which, proceedings shall immediately resume at the point where they
were interrupted.
Motion to Adjourn
9.12.4642- A motion to adjourn a meeting:
a)
May be moved or seconded by any Member;
b)
Shall not require notice to be introduced;
c)
May be introduced orally;
d)
Shall not be debated;
e)
Shall not be amended;
f)
Shall not include additional instructions;
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g)
Shall be in order except:
i. When a Member is speaking or during the taking of a vote;
ii. immediately following the affirmative resolution of a motion
that a vote on the matter be now taken; and
iii. When a Member has already indicated to the Chair that they
wish to speak on the matter.
h)
Shall require a Majority Vote to be adopted;
i)
If resolved in the negative, shall not be made again until Council has
conducted further proceedings; and
j)
If resolved in the affirmative, shall require that the meeting be
adjourned immediately.
9.12.4743 A motion to proceed beyond the scheduled adjournment time:
a)
May be moved or seconded by any Member;
b)
Shall not require notice to be introduced;
c)
may be introduced orally;
d)
Shall not be debated;
e)
Shall not be amended;
f)
Shall not include additional instructions;
g)
Shall be in order except when a Member is speaking or the Members
are voting;
h)
Shall require a 3/4 Vote to be adopted;
i)
If resolved in the negative, the meeting shall be adjourned unless an
alternative extension is proposed by a Member; and
j)
If resolved in the affirmative, shall require the Chair to continue the
meeting until all matters are dealt with or until the new scheduled
adjournment time.
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9.13 Voting on Motions
9.13.1 Immediately preceding the taking of the vote on a motion, the Chair may
state the question in the form introduced and shall do so if required by a
Member.
9.13.2 After a question is finally put by the Chair no Member shall speak to the
question nor shall any other motion be made until after the vote is taken and
the result has been declared.
9.13.3 If, during the call of the vote, there is ambiguity by a Member on what is
being voted on, the Member may be afforded the clarity, the call for vote
may start again, and a Member is entitled to change their vote.
9.13.4 Every Member present at a Meeting, when a question is put, shall vote
thereon unless disqualified under the Municipal Conflict of Interest Act to
vote on the question.
9.13.5 Except where the Member is disqualified under the Municipal Conflict of
Interest Act from voting, if a Member does not vote when a question is put,
the member shall be deemed to have voted in the negative.
9.13.6 A Member not in their seat when the question is called by the Chair is not
entitled to vote on that question.
9.13.7 Each Member has only one vote.
9.13.8 The vote required to pass a motion shall be a simple majority except as
otherwise provided by this Procedural By-law or by Statute.
9.13.9 Where a vote is taken and a tie results, the motion shall be deemed to have
been decided in the negative.
9.13.10 Except for a Recorded Vote, the Chair shall announce the result of every
vote.
Unrecorded Vote
9.13.11 The manner of determining the decision of the Council or Committee on a
motion shall be at the discretion of the Chair and may be by voice, show of
hands, or otherwise.
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Recorded Vote
9.13.12 A Recorded Vote shall be in order at Council, Committee and Local Board
meetings, and may be requested immediately before or after the taking of
the vote.
9.13.13 When a Recorded Vote is requested by a Member during a Meeting, or is
otherwise required, the Municipal Clerk shall record the name and vote of
every Member.
9.13.14 The order in which Members vote on recorded votes shall be in alphabetical
order of the Members present and voting, commencing with the Member
who made the request and continuing through the alphabet and then back
to the beginning of the alphabet, if necessary, until all Members have voted.
The Chair shall vote last.
9.13.15 If a request for a recorded vote is made by the Chair, the order in which
Member's vote shall be in alphabetical order of the Members present and
voting. The Chair shall vote first.
9.13.16 The Municipal Clerk, shall announce the results of the Recorded Vote.
9.14 Conduct of the Audience
9.14.1 Members of the public who constitute the audience in the Council Chamber
or adjacent to the Meeting room, or in an electronic meeting, or other such
place where the Meeting is held in aGGerdanGe with Sub seGt'E)n 4.1 of this
PFE)Ge 6iFal By ^, during a Meeting, shall maintain order and quiet and
may not:
a) Address Council or Committee without permission;
b) Interrupt any speaker or action of the Members or any other person
addressing Council or Committee;
c) Speak out and shall refrain from public outbursts, heckling, shouting,
making comments, or behaviour intended to disrupt the debate,
discussion and/or general proceedings;
d) Clap, except following award presentations;
e) Behave in a disorderly manner or be disrespectful of Council, Staff,
delegations, or any member of the audience;
f) Engage in conversations or make any other noise, or sound, that
proves disruptive to the conduct of the meeting; or
g) Display placards or props.
57
The Corporation of the Municipality of Clarington
Procedural By-law 2025-Oxx
Section 10 - Implementation
10.1 Any omissions, or failure to strictly comply, with this By-law or any other
municipal legislation (including any notice which is substantively given but is
irregular) will not invalidate the holding of a meeting or any proceeding or
decision taken at the meeting.
10.2 If a court or tribunal of competent jurisdiction declares any portion of this By-
law to be illegal or unenforceable, that portion of this By-law shall be
considered to be severed from the balance of the By-law, which shall
continue to operate in full force and effect.
10.3 By-law 2023-033, and all amendments thereto, are hereby repealed.
10.4 This Procedural By-law shall come into full force and effect on the date of
passing.
Passed in Open Council this XX day of MMMM, YYYY.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Written approval of this by-law was given by Mayoral Decision MDE-YYYY-XXX dated
XXXX XX, YYYY.
58
Page187
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE MEETING
RESOLUTION #
DATE: April 7, 2025
MOVED BY Mayor Foster
SECONDED BY Councillor
Whereas the Municipality of Clarington is proudly Canadian;
And whereas the Municipality of Clarington recognizes the importance of national
pride and unity;
And whereas Clarington wants to make it clear that we support Canadian values,
sovereignty, residents, business, goods, and services;
And whereas the playing of the Canadian National Anthem, "O Canada," at the
beginning of Council meetings will foster a greater sense of community and
patriotism;
Now therefore be it resolved:
1. That the Procedural By-law be amended to add the Canadian National
Anthem to regular meetings of Council agenda's order of business
following the Land Acknowledgement and before the Moment of Silence.
2. That Staff be directed to ensure that a version of "O Canada" is available
and played at each regular Council meeting, where technically feasible.
3. That this resolution be implemented as soon as possible.
Z.M- ::
MUNICIPALITY OF CLARINGTON
GENERAL GOVERNMENT COMMITTEE MEETING
RESOLUTION #
DATE: April 7, 2025
MOVED BY Councillor Zwart
SECONDED BY Councillor
That the Procedural By-law be amended to add a section 2.5.7 as follows:
"Members of Council participating in a meeting electronically shall have
their cameras always turned on during the meeting."
That Staff be directed to update the definition of Electronic Participation to reflect
the above change.
Clarftwn
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: LGS-011-25
Authored By: Lindsey Turcotte, Committee Coordinator
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary -Anne Dempster, CAO Resolution#:
File Number: By-law Number:
Report Subject: Appointment to the Clarington Heritage Committee
Recommendations:
1. That Report LGS-011-25, and any related delegations or communication items, be
received;
2. That the resignation of Colin Maitland be received with thanks;
3. That the Committee consider the applications for appointments to the Clarington
Heritage Committee, and that the vote be conducted to appoint the citizen
representatives, in accordance with the Board/Committee Management Policy; and
4. That all interested parties listed in Report LGS-011-25 and any delegations be
advised of Council's decision.
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Municipality of Clarington Page 2
Report LGS-011-25
Report Overview
This report is intended to provide background information, regarding the vacancies on the
Clarington Heritage Committee to assist in the appointment process.
1. Clarington Heritage Committee
1.1 The Clarington Heritage Committee (CHC) is a volunteer advisory committee
established by Council following the provisions of the Ontario Heritage Act. The CHC
assists the Municipality to identify, review, discuss and make recommendations to
Council on properties and issues of cultural heritage, value and interest.
1.2 The committee is comprised of 14 voting members:
a) 10 citizen members, appointed by Council;
b) 1 Member of Council;
c) A representative from the Newcastle Village and District Historical Society (not
appointed by Council);
d) A representative from the Clarington Library, Museum and Archives; if Staff, an ex-
officio member (not appointed by Council); and
e) A representative from Architectural Conservancy Ontario — Clarington Branch (not
appointed by Council).
1.3 The Committee shall seek to obtain the following as voting members:
a) Clarington residents from each of the four municipal wards that are experienced in
heritage conservation matters;
b) Building and design specialist; and
c) An architectural historian.
1.4 Members shall possess knowledge of cultural heritage issues within Clarington, relevant
heritage conservation experience, technical training in a heritage planning field, and/or
have current involvement in cultural heritage community activities.
1.5 Colin Maitland was appointed to the Committee in January 2023, for a term ending
December 31, 2026, or until a successor is appointed. In February 2025, the Clerk's
Division received notification of their resignation.
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Municipality of Clarington Page 3
Report LGS-011-25
1.6 Committee may appoint 1 citizen for a term ending December 31, 2026, or until a
successor is appointed. The following have put forward an application for consideration:
• Carl Fischer • Tom White
• Dennis Jeffery • Olivia Mar
2. Advertising and Applications
2.1 The Municipal Clerk's Division placed an advertisement in local papers and on the
Municipality's website, www.clarington.net/Commitees, to fill the vacancy on the
Clarington Heritage Committee.
2.2 In an effort to extend the reach of our advertisements for vacancies, the Clerk's Division
has created a profile on the www.claringtonvolunteers.ca website. Vacancies on the
Clarington Heritage Committee were listed on the Clarington Volunteers website.
2.3 In accordance with the "Board/Committee Management Policy", a confidential
application package has been provided separately, as Attachment 1.
3. Financial Considerations
Not Applicable.
4. Strategic Plan
L.4.1: Increase opportunities for civic engagement and public participation.
5. Concurrence
Not Applicable.
;: more M, MR 1
It is respectfully recommended that Committee consider the vote to make the
appointments to the Clarington Heritage Committee for a term ending December 31,
2026, or until a successor is appointed.
Staff Contact: Lindsey Turcotte, Committee Coordinator, 905-623-3379 ext. 2106 or
LTurcotte@clarington.net.
Attachments:
Attachment 1 — Confidential Application Package (Distributed Under Separate Cover)
Interested Parties:
The following interested parties will be notified of Council's decision:
All applicants
Clarington Heritage Committee c/o Jane Wang
Page192
Clarington
Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 7, 2025 Report Number: CAO-009-25
Authored By: Melissa Westover, Manager of Communications
Submitted By
By-law Number:
File Number:
Report Subject:
Mary -Anne Dempster, CAO
Resolution Number:
IDEA and Accessibility Program Update
Recommendations:
1. That Report CAO-009-25, and any related delegations or communication items, be
received;
2. That Council provide direction on the reallocation of the identified $100,800 salary
redundancy:
Option A: The funds would be moved to the Future Staffing Reserve Fund to help
offset future impacts to the tax levy.
Option B: The funds would be reallocated to fund a portion of the newly approved
Grant and Project Coordinator position, rather than this position being funded by
grant monies.
3. That all interested parties listed in Report CAO-009-25, and any delegations be
advised of Council's decision.
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Municipality of Clarington Page 2
Report CAO-009-25
Report Overview
This report provides an update about recent changes to improve the impact of the Inclusion,
Diversity, Equity, Anti -Racism and Accessibility program. It also identifies that following a
review of the function, the new full-time position is not required at this time due to identified
operational efficiencies and seeks direction on how to reallocate the funds.
1. Background
1.1 As Clarington grows, our population is diversifying. Clarington's Inclusion, Diversity,
Equity, Anti -Racism and Accessibility programs play a critical role in supporting a safe,
diverse, inclusive and vibrant community. The goal of the Connect Pillar in the 2024-27
Clarington Strategic Plan is to cultivate a strong, thriving and connected community
where everyone is welcome. Clarington is committed to advancing this priority through
policy, community initiatives, training, public education and a continuous commitment to
creating meaningful and lasting change.
1.2
In 2024, Council approved Clarington's first IDEA Strategy as well as the 2024-28
Year Accessibility Plan. These plans detail the strategic objectives that IDEA and
Accessibility Staff will work to achieve over the next four years.
Multi-
1.3 IDEA and Accessibility initiatives are also informed by three Committees of Council,
made up of dedicated volunteers who ensure a diversity of voices are contributing to
Clarington's IDEA&A work and to contribute to a greater impact in the community:
• Clarington Accessibility Advisory Committee (CAAC)
• Diversity Advisory Committee (DAC)
• Anti -Black Racism Advisory Committee (ABRAC)
1.4 Through the 2025 Budget Update, Council approved an additional staff resource for the
IDEA portfolio (Grade 6 — non-affiliated), $100,800, to support workload pressures.
1.5 In January 2025, the IDEA and Accessibility portfolio moved to the Office of the CAO,
with an aim to reaffirm Clarington's commitment to the importance of these functions
and underline their priority at the most senior level of the organization.
2. Indigenous Engagement
2.1 There is an identified need for Clarington to formalize its strategy and approach to
building and maintaining respectful relationships with Indigenous peoples and
communities.
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Municipality of Clarington Page 3
Report CAO-009-25
2.2 An Indigenous Engagement Framework would help ensure the Municipality engages
meaningfully to inform decision -making and project development, including meeting
obligations from other levels of government. It will also support the Municipality of
Clarington's Reconciliation efforts, with the aim to repair and build relationships with
Indigenous Peoples and create a more just and inclusive community.
2.3 As Indigenous Relations is a specialized expertise not currently available in-house, Staff
will retain outside expertise to help develop an Indigenous Engagement Framework and
Toolkit for Municipal staff. This will be funded from the existing program budget.
2.4 As Indigenous Relations is a government-to-government/nation-to-nation relationship,
the Indigenous Relations function will be elevated to a responsibility of the Strategic
Initiatives — Government Relations portfolio. The IDEA&A portfolio will continue to
provide support, and lead education and inclusion initiatives as related to Truth and
Reconciliation and Indigenous Peoples and culture.
3. Program Review
3.1 Following the transition of IDEA and Accessibility to the Office of the CAO, a program
review was undertaken as part of the merge to understand opportunities to leverage
economies of scale.
3.2 Following a review of workplans, strategies and deliverables, several synergies were
identified. For example, in addition to the Indigenous Relations work identified above,
grant facilitation work for diversity and accessibility initiatives was historically undertaken
by IDEA&A staff but is now led by the centralized Grant Administration program. In
addition, Communications will take on additional public education and promotion
activities to support IDEA&A initiatives.
3.3 As such, the additional staff resource for the IDEA portfolio originally approved through
the 2025 Budget Update is not required at this time. As a growing and diversifying
Municipality, Staff will continue to build and develop the IDEA&A program to ensure it is
effectively contributing to fostering a more diverse, equitable and inclusive community
and workforce. Should an additional resource be required in the future as the program
grows, Staff will bring a Business Case to Council through the budget process.
4. Financial Considerations
4.1 The additional staff resource for the IDEA portfolio (Grade 6 — non-affiliated), $100,800
originally approved as part of the 2025 Budget Update, is not required at this time. As
such, Staff seek Council's direction to reallocate the funding through one of the following
two options:
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Municipality of Clarington Page 4
Report CAO-009-25
a) The funds be moved to the Future Staffing Reserve Fund to help offset future impacts to
the tax levy.
b) The funds may be reallocated to fund the newly approved Grant and Project
Coordinator position. This role was approved in the 2025 Budget Update, with a
financing strategy to recover salary costs against grants earned by the position. This
option would provide for the grant funding earned to support programs solely and
reduce tax support required to offset the cost.
5. Strategic Plan
5.1 The Inclusion, Diversity, Equity, Anti -Racism and Accessibility program is critical to
supporting the 2024-27 Strategic Plan Connect Pillar's objective to cultivate a strong,
thriving, and connected community where everyone is welcome.
6. Climate Change
Not Applicable.
7. Concurrence
Not Applicable.
8. Conclusion
It is respectfully recommended that Council receive this report for information and
provide direction to staff on the identified salary redundancy.
Staff Contact: Melissa Westover, Manager of Communications, mwestover(a)clarington.net
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page196
Municipality Of Clarington
General Government Committee Meeting Resolution
DATE: April 7, 2025
MOVED BY Mayor Foster
SECONDED BY Councillor
Whereas the Procedural by-law states that a Member of Council has a duty "to
deliberate on the business submitted to Council or Committees of Council, as the
case may be",
And whereas it is the role of a Member of Council to be a representative, a
policy -maker, and a steward;
And whereas attendance at meetings facilitates Members' roles;
And whereas Council has made a policy commitment to attend certain training
(Policy CP-006, Inclusion, Diversity, Equity, Anti -Racism and Accessibility
Training Plan for Council Policy) and should endeavour to attend other
municipally -organized training offered to Members of Council;
And whereas other municipalities such as Brantford, Collingwood, and Guelph
have attendance reporting;
And whereas Clarington does not have a reporting mechanism to hold Members
of Council accountable for meeting attendance and training;
Now therefore be it resolved:
That Staff be directed to provide Council with an annual report on the
attendance record of each member of Council for the previous calendar
year that documents:
1) Attendance at regular and special Council and Standing Committee
meetings to indicate whether the member was:
a. In attendance In -Person
b. In attendance online
c. Absent with regrets
d. Absent without regrets
2) Attendance at training or education sessions deemed by any
Council policy or resolution to be a requirement.
Page197