HomeMy WebLinkAbout2025-04-05Clarbgton
General Government Committee
Post-MeetingAgenda
Date: May 5, 2025
Time: 9:30 a.m.
Location: Council Chambers or Electronic Participation
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
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accessibility accommodations for persons attending, please contact: Lindsey Turcotte, Committee
Coordinator, at 905-623-3379, ext. 2106 or by email at Iurcotte@clarington.net.
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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.
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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
May 5, 2025
Pages
1.
Call to Order
2.
Land Acknowledgement Statement
3.
Declaration of Interest
4.
Announcements
5.
Presentations/Delegations
6.
Consent Agenda
6.1 PUB-005-25 - Traffic and Parking By-law Delegation of Authority
4
6.2 PUB-006-25 - Commemoration of Marie Hubbard
13
6.3 LGS-016-25 - Administrative Penalty System — Municipal Law
17
Enforcement
6.4 LGS-017-25 - Administrative By-law Amendments — Site Alteration,
27
Property Standards, and Traffic By-laws
6.5 FSD-014-25 - Engineering Services for Albert Street and Durham Street
35
Reconstruction
6.6 FSD-015-25 - 2024 Annual Investment Report and Policy Review
40
6.7 FSD-016-25 - Engineering Services for Baseline Road Reconstruction
109
6.8 FSD-019-25 - 2025 User Fee By-law Update
114
7.
Items for Separate Discussion
7.1 LGS-015-25 - Appointment to the Anti -Black Racism Advisory
172
Committee, Diversity Advisory Committee, Newcastle Arena Board, and
Samuel Wilmot Nature Area Management Advisory Committee
8.
New Business
*8.1 Installation of CCTV in Downtown Bowmanville (Mayor Foster)
180
(Requires 2/3 Vote to be Discussed)
Page 2
General Government Committee Agenda
May 5, 2025
*8.2 Staff Accomplishments Annual Report (Mayor Foster) 181
(Requires 2/3 Vote to be Discussed)
9. Confidential Items
10. Adjournment
Page 3
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: May 5, 2025 Report Number: PUB-005-25
Authored By: Slav Potrykus, Traffic Engineering Supervisor
Submitted By: Lee -Ann Reck, Deputy CAO, Public Services
Reviewed By: Rob Maciver, Deputy CAO/Solicitor
By-law Number: 2014-059 Resolution Number:
File Number:
Report Subject: Traffic and Parking By-law Delegation of Authority
Recommendations:
1. That Report PUB-005-25, and any related delegations or communication items, be
received;
2. That the By-law attached to Report PUB-005-25, as Attachment 1, to amend the
Delegation of Authority By-law to authorize the Deputy CAO of Public Services to
make minor changes to the Schedules of the Traffic and Parking By-law, be
approved; and
3. That all interested parties listed in Report PUB-005-25, be advised of Council's
decision.
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Municipality of Clarington Page 2
Report PUB-005-25
Report Overview
This report seeks Council's approval to provide the Deputy CAO of Public Services with the
authority to implement changes to specific schedules of the Traffic and Parking By-law 2014-
059, for the purpose of increasing safety, efficiency, and effectiveness in the municipality's
administration and traffic operations processes.
1. Background
Current Process
1.1 Throughout the year, the Public Works Traffic Division continuously monitors the road
network, documenting operational changes driven by evolving traffic patterns and
behaviours, growth from new developments, or alterations to the roadside environment.
Many of these changes are administrative, stemming directly from Council decisions
made through other processes. With the introduction of the Traffic Calming Policy, staff
anticipate a significant increase in administrative, operational, and adaptive changes to
certain regulatory signage as part of the traffic calming implementation process.
1.2 Currently, if Staff want to make minor changes to the Traffic and Parking By-law 2014-
059, they are required to submit a Council report along with a corresponding amending
by-law for Council approval. Once approved by Council, staff can initiate preparations
for implementing the changes. This process demands considerable staff resources and
Council approvals to make temporary changes or meet the evolving traffic operations
efficiently.
1.3 The historical trend of Traffic and Parking By-law amendments, such as housekeeping
items or recommendations for changes to traffic operations or traffic control, were
approved by Council as presented. This demonstrates the correlation between staff's
conclusions and recommendations and Council's understanding of the local road
network needs.
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Municipality of Clarington Page 3
Report PUB-005-25
2. Analysis
Municipal Benchmarking
2.1 Staff have reviewed the processes of several other municipalities in Ontario and found
many examples of delegated authority relating to traffic operations. Some examples
include:
• City of Oshawa
• Region of Durham
• City of Kingston
• City of Ottawa
2.2 Staff have noted varying degrees of delegated authority and have selected the following
schedules of the Traffic and Parking By-law for consideration:
Schedule 1 —
No Stopping
Schedule 2 —
No Parking
Schedule 3 —
Parking for Restricted Periods
Schedule 7 —
Loading Zones
Schedule 8 —
One Way Highways
Schedule 9 —
Through Highways
Schedule 10
—Stop Signs
Schedule 11
— Yield Right-of-way Signs
Schedule 12
— Maximum Rate of Speed on Highway (specific conditions only)
Schedule 13
— Maximum Rate of Speed Passing Over a Bridge
Municipality of Clarington Page 4
Report PUB-005-25
Schedule 14
— Highways Exempt from Weight Restrictions
Schedule 15
— School Bus Loading Zones
Schedule 16
— Accessible On -street Parking
Schedule 17
— Turning Movements Prohibited
Schedule 19
— Designated Turn Lanes
Schedule 22
— Maximum Gross Vehicle Weight Passing Over a Bridge
Schedule 23
— No Heavy Trucks
Justifications for Delegation of Authority
2.3 Sections 23
and 23.2 of the Municipal Act, 2001, provides that Council can delegate
its legislative powers if, in Council's opinion, the power being delegated is minor in
nature.
2.4 Staff submit that changes proposed to be made by Staff to the schedules listed in
section 2.2 are of a minor nature and are in line with other municipalities with delegated
authority to manage traffic operations. For further transparency, descriptions of these
schedules and the changes that would be made by Staff, are described in the following
paragraphs.
2.5 Schedules 1, 2, 3 — Amendments typically include changes to stopping and parking
signage. These changes may be required along curves, at intersections, crosswalks,
school crossings, fire hydrants, mailboxes, and other areas of concern identified by
staff. These are often identified through traffic studies, observations and feedback from
Municipal Law Enforcement Officers, changes in roadside environment such as new
construction or change in type of establishments. This also includes new subdivisions,
capital and infrastructure projects which were previously approved by Council. Another
area involves modifications to signage required to accommodate changes to Public
Transit operations and stop locations beyond our control.
2.6 Schedules 7, 15 — Amendments may include any signage modifications to loading
zones and school bus loading zones, if found to require modifications due operational
changes.
2.7 Schedule 8 — Amendments may include changes to the operation of the existing One
Way streets. Examples may be due to construction, detours, special events.
2.8 Schedules 9, 10, 11 — Amendments often include updates to through highways,
including intersections with stops and yield signs. These changes are identified when
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Municipality of Clarington Page 5
Report PUB-005-25
new roads and intersections are being added to the Traffic and Parking By-law.
Examples such as changes to intersections where an All -Way STOP is being introduced
by staff, the construction of a new roundabout, and road extensions (for example Lake
Road to Bennett Road, or the future Longworth Avenue extension).
2.9 Schedule 12 (conditional) —Although this schedule contains the official posted speed
limits on Clarington roads, staff recommend that the delegation of authority applies to
the following housekeeping cases in this schedule:
Reduction of speed limit ONLY within any newly identified school zones, as
previously approved by Council in 2023. Examples include one new school
scheduled to open in September 2025, and any other future school zones.
• Restoration of speed limits ONLY where the roadside environment initially
requiring the speed limit reduction is no longer present. Example may include a
school closure, and the 30km/h speed limit is no longer justified and appropriate.
• Speed limit signage adjustments required for the future Automated Speed
Enforcement (ASE) program to operate.
2.10 Schedules 13, 22 — Amendments include changes to posted speeds or vehicle weights
when passing over a bridge. These changes are identified from bi-annual bridge
inspections.
2.11 Schedules 14, 23 — Amendments include the temporary installation of No Heavy Trucks
signage, as already delegated in the existing By-law 2024-042, Delegation of Authority.
The related Highways Exempt from Weight Restrictions schedule may require updates
to signage and locations in cases where new roads are constructed, or existing roads
are reconstructed to suitable standards.
2.12 Schedule 16 — Amendments include housekeeping aspects such as new additions, or
relocations of existing accessible on -street parking, as opportunities become available
through staff studies or approved construction projects. It must be noted that any
changes to accessible on -street parking must first be approved by the Accessibility
Advisory Committee.
2.13 Schedules 17 and 19 — Amendments are housekeeping in nature, and include changes
to turn lane designation signage. These changes may involve new intersections,
intersection reconstruction projects, or signage prohibiting specific turning movements,
such as No Left Turn, or No U-Turn.
Municipality of Clarington Page 6
Report PUB-005-25
Communication
2.14 Staff will inform Council of amendments through Council Briefing Notes, including
changes made to traffic operations such as new All Way Stops or restrictions on heavy
truck movements.
2.15 By-law amendments will also be incorporated into the consolidated Traffic and parking
By-law, which is linked on the municipal website and available to the public.
3. Financial Considerations
Not applicable
4. Strategic Plan
This recommendation for the delegation of authority aligns with the strategic plan
components L.1.3: Empowering staff to identify opportunities for enhancing efficiency
and effectiveness, L.2.2: Utilizing technology and process improvements to modernize
and optimize services, and C.2.3: Developing a traffic calming plan to address
neighborhood speeding and parking concerns. Implementing these recommendations
will yield significant efficiencies in amending the Traffic and Parking By-law by:
Minimizing liability through the expedited modification of signage and traffic
operations as necessary,
• Ensuring accountable leadership,
• Enhancing administrative efficiency by reducing the number of staff and hours
currently required for the drafting and processing of reports, which involves
personnel from Public Works, Municipal Law Enforcement, Municipal Clerks,
Planning and Infrastructure, and the Durham Regional Police Service.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO of Planning and Infrastructure and
the Deputy CAO of Legislative Services who concur with the recommendations.
Municipality of Clarington Page 7
Report PUB-005-25
7. Conclusion
It is respectfully recommended that Council further amend By-law 2024-042, Delegation
of Authority and authorize the Deputy CAO of Public Services, to amend the Schedules
identified in section 2.2, of the Traffic and Parking By-law 2014-059. By doing so,
Council will provide the Deputy CAO of Public Services with the ability to expedite the
By-law amendment process required for safe and efficient movement of all types of road
users.
Staff Contact: Slav Potrykus, Traffic Engineering Supervisor, 905-623-3379 extension 2315 or
spotrykus clarington.net.
Attachments:
Attachment 1 — By-law to amend the Delegation of Authority By-law 2024-042
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 10
Attachment 1 to Report PUB-005-25
By-law YYYY-N N N
Amendment of the Delegation of Authority
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 Delegation of Authority By-law 2024-042.
Whereas Subsection 23.1(1) of the Municipal Act, 2001, as amended, authorizes a
municipality to delegate its powers and duties under the Municipal Act or any other Act
to a person or body, subject to the restrictions set out in the Municipal Act;
And whereas Subsection 270(1)6 of the Municipal Act, 2001, as amended, states that a
municipality shall adopt and maintain policies with respect to the delegation of its
powers and duties;
And whereas Subsection 275(6) of the Municipal Act, 2001, as amended, states that
nothing in this section prevents any person or body exercising any authority of a
municipality that is delegated to the person or body prior to nomination day for the
election of the new council;
And whereas the efficient management of the municipal corporation and the need to
respond to issues in a timely manner require Council to entrust certain powers and
duties to Committees and Staff while concurrently maintaining accountability, which can
be effectively accomplished through the delegation of legislative and administrative
functions;
And whereas, arising out of Report PUB-XXXX, the Council of the Municipality of
Clarington has deemed it desirable and efficient to delegate certain powers to enhance
the efficiency of its decision making and administrative processes;
Page 1 of 2
Page 11
By-law YYYY-N N N
Short Title
Now, therefore, the Council of the Municipality of Clarington enacts as follows:
1. That a new row, with the following wording, be added to Schedule "C" of By-law
2024-042:
Short
Description of
Matter
Delegate
Specific Delegation
of Authority
Council's
Authority
to Delegate
Checks and
Balances
Traffic By-law
Deputy CAO
To pass a by-law to
Municipal
As soon as
— Minor
amend any of
Act, ss.
practical after
Changes to
Public
Schedules 1, 2, 3, 7, 8,
23.1, 23.2
any exercise
Schedules for
Services
9, 10, 12, 13, 14, 15,
of this
traffic control
16, 17, 19, 22, or 23 of
delegated
measures
the Clarington Traffic
authority, a
By-law 2014-059, or
Briefing Note
any successor by-law,
will be
in a form satisfactory to
prepared and
the Municipal Solicitor,
distributed to
and in exercising this
advise
authority the Deputy
Council of
CAO Public Services
the by-law
shall have regard to
amendments.
public safety and the
efficient and effective
movement of traffic.
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.
Name, Mayor
Name, Municipal Clerk
Written approval of this by-law was given by Mayoral Decision MDE-YYYY-XXX dated
XXXX XX, YYYY.
Page 1 of 2
Page 12
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: May 5, 2025 Report Number: PUB-006-25
Authored By: Mariano Perini, Director, Public Works
Submitted By: Lee -Ann Reck, Deputy CAO, Public Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Commemoration of Marie Hubbard
Recommendations:
1. That Report PUB-006-25, and any related delegations or communication items, be
received;
2. That Staff continue to collaborate with the Visual Arts Centre to finalize the design
that commemorates the commitment and dedication to public service of Marie
Hubbard, former Chair of the Visual Arts Centre and Mayor of Newcastle;
3. That Council approve funding of $10,000 for design and construction for a
commemorative green space on the grounds of the Visual Arts Centre;
4. That funding for the design and construction for the commemorative green space
come from the Tax Rate Stabilization Reserve Fund; and
5. That all interested parties listed in Report PUB-006-25, and any delegations be
advised of Council's decision.
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Municipality of Clarington Page 2
Report PUB-006-25
Report Overview
This report outlines the design and construction plans for a commemorative green space
dedicated to Marie Hubbard, former Mayor of Newcastle and Chair of the Visual Art Centre.
The commemorative garden will be located at the entrance of the Visual Art Centre, serving
as a tribute to her contributions to the community and the arts. The project will be completed
internally by public works staff.
1. Background
1.1 At the November 6, 2024, General Governance Committee meeting staff presented
report PUB-016-24, Civic Recognition and Dedication Program.
1.2 In keeping with the guidelines of the report, staff were requested to find a means to
commemorate Marie Hubbard's long-time dedication to public service.
1.3 Public Services staff have collaborated with the Visual Arts Centre to identify a suitable
location that will be accessible to both the public and patrons of the centre, allowing
them to access and enjoy the green space.
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Report PUB-006-25
2. Discussion
2.1
Public Works staff in conjunction with Visual Arts Centre staff identified an area at the
northwest corner of the buildina adiacent to the main entrance.
2.2 This location is visible to vehicle and foot traffic accessing Soper Creek Park and
patrons of the Visual Arts Centre.
2.3 The substrate within this area is conducive for soft and hard landscaping and would
require minimal excavation and no alterations to the existing amenities.
2.4 Public Works staff will landscape the area with mixture of materials such as mulch,
planting of low maintenance shrubs and perennial flowers suitable for the location.
2.5 A park bench will be integrated into the landscaped design, and a commemorative
plaque will be prominently displayed on a landscape stone.
2.6 The design and construction of the area will be performed by parks staff within Public
Works. The design will commence over the summer and construction will be added to
the workflow for the fall of 2025.
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Municipality of Clarington Page 4
Report PUB-006-25
3. Financial Considerations
3.1 The Manager of Parks has estimated that the cost of materials required to construct the
area is $10,000. The construction work will be carried out by staff from the Parks
Department.
3.2 Funding for this project will be sought from the Tax Rate Stabilization Reserve Fund.
4. Strategic Plan
4.1 The recommendation within this report aligns with Council's objectives to recognize and
celebrate our community and support for the local arts and heritage sectors.
5. Climate Change
5.1 Dedicating a green space within the grounds of the Visual Arts Centre supports our
commitment to expanding our greenspaces, reducing our carbon footprint. Staff will
select species of plants and materials that are tolerant to disease and drought.
6. Concurrence
6.1 This report has been reviewed by the Deputy CAO/Treasurer who concurs with the
recommendations.
7. Conclusion
It is respectfully recommended that Council consider and approve the recommendations
within this report.
Staff Contact: Mariano Perini, Director, Public Works, 905-623-3379 x2903 or
mperini(d)-clarignton.net.
Attachments:
Not Applicable
Interested Parties:
The following interested parties will be notified of Council's decision:
- Dionne Powlenzuk, Executive Director, Visual Arts Centre of Clarington
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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: May 5, 2025 Report Number: LGS-016-25
Authored By: Natalie King, Municipal Law Enforcement Supervisor
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number: L1000-60-E
Report Subject: Administrative Penalty System — Municipal Law Enforcement
Recommendations:
1. That Report LGS-016-25, and any related delegations or communication items, be
received;
2. That Staff investigate and report back to Council with the requirements to replace
existing parking fines with a system of Administrative Penalties, including an
estimate of overhead costs; and
3. That all interested parties listed in Report LGS-016-25, and any delegations be
advised of Council's decision.
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Municipality of Clarington Page 2
Report LGS-016-25
Report Overview
The purpose of this report is to provide Council with information related to Administrative
Penalty System ("APS" — also referred to as Administrative Monetary Penalty System or
"AMPS") as an alternative to the imposition of fines under the Provincial Offences Act. Staff
are seeking direction from Council to fully explore the requirements of transitioning to APS
so that Council can determine whether using such a system would be in the best interests of
the Municipality.
1. Background
Introduction
1.1 The Municipality of Clarington has enacted many by-laws to regulate a wide variety of
activities.
1.2 Familiar examples of municipal regulatory by-laws include the Traffic By-law, Property
Standards By-law, Site Alteration By-law, and Responsible Pet Owners' By-law.
1.3 Two legislated options exist for Municipalities to enforce these regulatory By-laws; a
fine based system established under the Provincial Offences Act, R.S.O. 1990, c. P.33
(POA), or an Administrative Penalty System (APS) as provided for in the Municipal Act,
2001.
1.4 The primary method of enforcement for by-law infractions is the imposition of a fine
through the issuance of a ticket.
1.5 Fines are imposed under the authority of the Provincial Offences Act (the "PDX).
Under this system, the administration of fines is heavily dependent on the Provincial
Offences Court.
1.6 An alternative enforcement system established under an Administrative Penalty
System provides for greater local control over process, timelines, fine recovery, and
improved compliance when compared with the current provincial model.
2. Current Challenges with POA
Overburdened Court System
2.1 The POA Court System processes charges arising from Provincial Statutes as well as
Municipal By-laws.
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Report LGS-016-25
2.2 This includes charges resulting from the Highway Traffic Act (i.e. speeding, careless
driving), Environmental Protection Act, Occupational Health and Safety Act, Dog
Owners' Liability Act, and Trespass to Property Act.
2.3 All regulatory By-law charges enacted by Municipalities are managed through the same
court proceedings, including Municipal Parking Infraction Notices ("PINS").
2.4 The broad spectrum and volume of matters being heard before POA Courts has created
added pressure on the administration, with sustainable capacities far exceeded with the
addition of Municipal PINS.
Cost
2.5 There are significant costs associated with the administration of the provincial court
system. Courtroom facilities, wages for Justices of the Peace, court staff administration,
as well as the Prosecution team currently retained through the Region of Durham
contractual agreements.
2.6 Additional fiscal consideration must be given to staff time required to prepare briefings
and evidence packages for Prosecutors, serve summons where necessary, and attend
court for matters to be heard before a Justice of the Peace.
High Rate of Unpaid Fines and Non -Compliance
2.7 Finally, fines relating to matters resolved through the POA Courts are allocated to the
Municipality only once court administration has collected the funds and deducted their
costs from the total. Accused who fail to pay voluntarily or after being sent to MTO for
plate denial, results in a substantial number of unpaid fines left owing to Municipalities.
Threats to the Integrity of the Justice System
2.8 Often, a defendant will request a trial to dispute their PINS simply as a means to test
limited court resources, believing their matter may be dismissed for delay or other
administrative reasons.
2.9 Utilizing the court system as the dispute resolution system for a $30 parking ticket,
requires a disproportionate use of judicial resources, and takes away from more serious
matters being heard by the Court.
Current Model for POA Fines
2.10 Enforcement and prosecution of Clarington regulatory by-laws is currently undertaken
through the administration of the Provincial Offences Act (POA). This includes the
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Report LGS-016-25
commencement of proceedings under various provisions of the POA. The collection of
fines is also overseen by the provincial court system.
Ticket Aging Process
2.11 Under this system, when a parking violation is observed, an Officer will issue a PIN (i.e.
a ticket). A reduced fine option is available if payment is made within seven (7) days of
issuance. On the eighth (8th) day, the fine increases to the set fine for the charge. On
the sixteenth (16th) day, a Ministry of Transportation ("MTO") search is performed, and
the registered owner of the offending vehicle is mailed a Notice of Impending Conviction
("NIC"). The fine remains at the set fine amount.
2.12 If the registered owner further ignores the NIC, and the fine remains unpaid, on the
forty-sixth (46 day), the Municipality sends a Certificate Requesting Conviction ("CRC")
to the POA courts, to move forward with and administrative conviction. From there, the
courts will issue a final notice to the accused, with details of the charge including
additional fees to be applied.
2.13 If non-compliance continues at this point, the POA courts register plate denial against
the vehicle's licence plate through MTO, and additional fees are then applied.
Payment Details
2.14 While the Municipality still has carriage of the PIN, payment can be received through
online payment or in person at the Municipal Administrative Centre. Payments for PINS
that have moved to the POA Courts are paid back to the Municipality monthly, in the
amount of only the set fine for the charge. Additional fees added to the final amount of
the ticket are retained by the POA Courts or MTO.
Disputing a Parking Infraction Notice
2.15 During the time when PINS remain in the custody of the Municipality, an appointment
with a Municipal Law Enforcement ("MLE") staff member can be made to informally
review the circumstances of the ticket. During this review, MLE staff have the discretion
to reduce, rescind, or uphold the charge(s) according to an objective and unbiased
review of the facts. Anyone remaining dissatisfied with the outcome of this review, can
further dispute the charge by requesting a trial, in a formal POA Court setting. The
courts notify the Municipality of scheduled trials.
Disputing a PIN when Carriage is held by POA Courts Administration
2.16 The Municipal Law Enforcement Officer ("MLEO") who issued the PIN is required to
attend trial and provide evidence to support their charge, and the accused has an
opportunity to testify. These matters are prosecuted through representation from the
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Report LGS-016-25
Region of Durham prosecution team, and a Justice of the Peace rules on a verdict.
Outstanding fine payments that result from the court outcome, are managed and
collected by the POA Courts.
Appeals and Conviction Re -openings
2.17 Currently, a statute of limitations does not exist for the re -opening of PINS, with the only
requirement for accused being an appeal to a justice for a strike out of the conviction
within 15 days of becoming aware of the conviction, so the matter(s) can be heard as an
opportunity for an alternate outcome.
2.18 This gap in the legislative process often results in unpaid convictions made in years
prior, being granted an opportunity to enter a plea or request a trial. This subsequently
requires the issuing Officer to attend court and provide evidence, presenting
administrative challenges for the Municipality.
3. Administrative Penalty Systems (APS)
What are APS?
3.1 Administrative Penalty Systems ("APS"),) are a more streamlined process being
increasingly employed by Municipalities as an alternative to the POA Court system, for
handling minor by-law violations.
3.2 The system allows Municipalities to issue penalty notices similar to a ticket, and
through their own dispute resolution process, handle appeals and receive payment for
outstanding fines, in a timely manner, outside of the POA Court system.
What is the Legal Authority for APS?
3.3 Since 2006, municipalities in Ontario have been authorized by the Municipal Act to
implement APS for by-law infractions as an alternative to the traditional POA Court
system of fines.
3.4 The dollar amount of an APS is at the discretion of the Municipality, provided that it
does not exceed the amount reasonably required to promote compliance with the by-
law under which the APS is imposed.
3.5 For APS that apply to the parking, standing or stopping of motor vehicles, specific
requirements and parameters have been prescribed by regulation. This includes the
requirement to develop certain policies and procedures, to comply with certain
standards to ensure the fairness and integrity of the APS, and to appoint personnel to
perform specific key roles.
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Report LGS-016-25
What are the advantages of using APS?
3.6 As the population in Clarington continues to grow, so does the demand to increase
communications to the public regarding parking regulations, and the need to increase
efficiencies such as with the newly replaced downtown parking meter replacement and
software upgrade.
3.7 Incorporating an Administrative Penalty System for parking infractions allows for a
streamlined process from issuance through dispute resolution, all managed by the
Municipality.
3.8 Pre -determined timeframes offer a faster resolution of violations, often within weeks
instead of months or years as with the POA Courts.
3.9 The Administrative Penalty System is more accessible for the accused by removing the
formal court processes and replacing it with an informal quasi-judicial screening and
hearing process.
3.10 In 2024, over 1900 parking tickets were pushed from Clarington's administration to the
POA court system in the form of trial requests or administrative convictions, making up
28.4% of the total Clarington PINS for the year.
3.11 By issuing APS instead of PINS, the Court system isn't burdened, and court time can
effectively be reserved for more serious matters.
3.12 Administrative penalties are not intended to be punitive in nature, but the potential to
establish a tiered penalty structure, provides consequences for noncompliance that is
more likely to motivate a change in behaviour.
Other Municipalities Using APS
3.13 Within Durham Region, Oshawa, Ajax, and Whitby have all implemented APS, with
Oshawa leading the way through much of Ontario, having first implemented an APS
system in 2008. The City of Peterborough and the Town of Cobourg also employ
differing examples of an APS systems for by-law enforcement.
3.14 Larger municipalities to the west operating under APS further included the City of
Markham, the City of Vaughan, the City of Richmond Hill, the Town of Oakville, the
Township of King, the Town of Halton Hills, and the City of Toronto.
3.15 Based on the advantages outlined above, and the successful use of APS by other
municipalities, Clarington should investigate whether the use of APS would be the right
choice for us.
Page 22
Municipality of Clarington Page 7
Report LGS-016-25
4. Recommended Actions
Proposed Next Steps
4.1 The first step is to obtain Council approval to explore the full requirements of
transitioning to an Administrative Penalty System. That is the purpose of the
recommendations in this report.
4.2 Following acceptance in principle by Council, Staff would then work to establish
practical timelines and financial costs associated with generating the necessary
agreements with MTO under their Authorized Requester Program.
4.3 Staff would concurrently determine technology requirements including changes or
transitional needs for enforcement software.
4.4 Findings would then be reported back to Council for further direction and approval.
Transition Considerations
4.5 It is recommended that Clarington adopt the APS system and initially apply it to the
Traffic By-law since parking violations represent a significant portion of bylaw
infractions and are also relatively simple to resolve.
4.6 Through the streamlined process, APS can help to reduce the burden on the provincial
court system, while providing a faster and more accessible, less formal, resolution
process than what is currently employed under the traditional court system.
4.7 After implementation, throughout the ongoing review process of the APS system,
further evaluation can be assessed to determine the potential for additional by-laws to
transition to the APS system, either in part or in whole.
Procedural Requirements for Implementation
4.8 When Administrative Penalty Systems are employed, the judicial system is removed
and POA Courts are no longer involved in any aspects of the enforcement process.
4.9 To ensure fairness, the Province introduced Ontario Regulation 333/07, s.7, to require
that specific standards be developed prior to implementation of an Administrative
Penalty System to ensure consistency, equity, and transparency, within the
administration of the system.
4.10 The following requirements are needed to move forward with the implementation of an
Administrative Penalty System:
Page 23
Municipality of Clarington Page 8
Report LGS-016-25
a) Policies and procedures to prevent political interference in the administration of
the system;
b) Guidelines to define what constitutes a conflict of interest in relation to the
administration of the system, to prevent such conflicts of interest and to redress
such conflicts should they occur;
c) Policies and procedures regarding financial management and reporting; and
d) Procedures for the filing and processing of complaints made by the public with
respect to the administration of the system.
4.11 Furthermore, by restructuring enforcement regulations under a revised system which
excludes POA Court processes, a by-law is required to identify jurisdiction for
enforcement, as well as establish a revised offence and penalty system.
4.12 As recommendations have indicated, beginning with the Municipality's Traffic By-law is
advised before moving on to other by-laws to enforce under an APS. Consequently, the
Municipality's Traffic By-law would also require an amendment or complete
replacement.
Further Investigation
4.13 Although staff have a strong concept of what this project entails, time will be required to
adequately research and determine the precise needs to transition and adopt this
system.
4.14 Upon approval from Council, staff would begin communications with MTO to determine
the requirements, timelines, and costs associated with implementation. This may
involve both ongoing and transitional costs.
4.15 Research into the most appropriate choice for enforcement software would also need to
be examined. Staff would need to determine if our current parking enforcement software
provider, Gtechna, can adequately support the transition from POA tickets to an APS
system, or if an alternate software company may be more favourable.
4.16 This would further require time to implement any software technologies, and include a
testing period, before going live and full adoption of the APS system.
4.17 Staff would like the opportunity to explore costing and technological requirements
and/or upgrades that may be required to implement an (LPR) to the APS system.
4.18 Forecast potential ticketing efficiency increases i.e. in school zones and generate
estimates of possible changes to revenue.
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Municipality of Clarington Page 9
Report LGS-016-25
4.19 The implementation of an administrative penalties system, specific to parking, requires
the addition of two new positions. A Screening Officer, and a Hearing Officer. A closer
examination is needed to determine if these positions are best managed internally, or if
it is more practical to contract this service out.
4.20 A communications plan would be required to establish appropriate timelines and
messaging to inform the public about the intention to transition to APS, as well as how
this system will impact them.
Public Consultation
4.21 Details of a plan for public consultation will be determined through the direct assistance
of the Communications Team.
4.22 It will be imperative to work closely with the Communications Team, to ensure that
adequate information is conveyed to the public in advance of implementation and
provide ongoing updates that will illustrate the final outcome to residents.
5. Financial Considerations
5.1 Details of the costs and potential revenues associated with the transition to an
Administrative Penalty System will be investigated and presented to Council as part of a
future phase of this initiative.
6. Strategic Plan
6.1 The implementation of an Administrative Penalty System would allow Clarington to
manage the issuance of penalty notices, the appeal process, and fine recovery process
internally, which provides for direct control over municipal processes.
6.2 By transitioning to APS, Clarington can reduce costs associated with the current POA
system, and improve fine recovery rates, contributing to financial sustainability and cost
management.
6.3 APS offers a streamlined process for handling minor by-law violations, leading to faster
resolution and improved compliance. This supports the strategic plan's objective of
maintaining public order and safety through effective enforcement mechanisms.
6.4 Administrative Penalty Systems reduce the burden on the provincial court system,
allowing judicial resources to be reserved for more serious matters. This creates a more
efficiently aligned use of public resources (POA).
6.5 As part of the implementation process, a public consultation plan to inform residents
about the transition to APS would be created. This supports Clarington's commitment to
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Municipality of Clarington
10
Report LGS-016-25
transparency and public engagement, ensuring that residents are aware of and
understand the changes.
Page
6.6 As indicated, the proposal involves evaluating the potential of leveraging technology to
better improve service delivery by means of upgrading current enforcement software
and considering additional tech resources to better improve efficiencies.
6.7 The proposed implementation plan includes a phased in approach to APS, starting with
parking violations and potentially expanding to other by-laws. This methodical approach
aligns with the need for ongoing evaluation to ensure successful outcomes.
7. Climate Change
Not Applicable.
8. Concurrence
Not Applicable.
9. Conclusion
It is respectfully recommended that Report LGS-016-25, and any related delegations or
communication items, be received;
That Staff investigate and report back to Council with the requirements to replace
existing parking fines with a system of Administrative Penalties, including an estimate of
overhead costs; and
That all interested parties listed in Report LGS-016-25, and any delegations be advised
of Council's decision.
Staff Contact: Natalie King, Municipal Law Enforcement Supervisor, 905-623-3379 ext. 2110
or nking@clarington.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 26
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: May 5, 2025 Report Number: LGS-017-25
Authored By: Kristina Bergeron, Municipal Law Enforcement Manager
Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Administrative By-law Amendments — Site Alteration, Property Standards,
and Traffic By-laws
Recommendations:
1. That Report LGS-017-25, and any related delegations or communication items, be
received;
2. That the By-laws attached to Report LGS-017-25, as Attachment 1, Attachment 2,
and Attachment 3 be approved; and
3. That all interested parties listed in Report LGS-017-25, be advised of Council's
decision.
Page 27
Municipality of Clarington Page 2
Report LGS-017-25
Report Overview
Staff are requesting Committee approval for three housekeeping By-law amendments.
These minor adjustments are intended to enhance clarity and ensure the By-law regulations
are consistent with the authorities outlined in the Municipal Act, Building Code Act, and
Highway Traffic Act.
1. Background
Minor By-law Adjustments
1.1 Municipal Law Enforcement staff are recommending minor administrative adjustments
to the Site Alteration By-law 2024-017, Property Standards By-law 2007-070, and
Traffic and Parking By-law 2014-059. These changes are intended to enhance clarity
and align with enforcement procedures.
1.2 It is necessary that By-laws include language to provide for the recovery of expenses
incurred by the Municipality when undertaking work needed to resolve violations and
bring a property into compliance. The Site Alteration By-law and Property Standards
By-law currently lack provisions to include administrative costs in such cases.
1.3 The draft amendments provide a mechanism to add administrative fees to the User Fee
By-law, offering a streamlined approach to cost recovery.
Traffic By-law Update
1.4 The Traffic By-law requires a minor update to authorize the issuance of parking
infraction notices for the enforcement of violations at temporarily prohibited locations.
These locations are marked with "No Parking" or "No Stopping" signs erected under
Section 8. of Traffic and Parking By-law 2014-059 by the Chief of Police of the Durham
Regional Police Service, a designate, or the Director/Designate.
1.5 The authority to install appropriate signage is already in place; however, without the
proposed wording, enforcement efforts remain incomplete. Creating the offence for
"parking or "stopping" where temporary signs have been erected is essential to ensure
compliance with the signage, maintain public order, and promote safety. This step will
bridge the gap between regulatory intent and enforcement capability, enabling the
municipality to uphold the regulations effectively and deter violations.
Page 28
Municipality of Clarington Page 3
Report LGS-017-25
Proposed Amendments
Administrative Cost Recovery
1.6 Amendments to the Site Alteration By-law 2024-017 and Property Standards By-law
2007-070 include provisions to incorporate administrative costs into required work
undertaken by the Municipality. It is common practice for Municipalities to include
administrative fees to recover the additional costs associated with procurement,
scheduling, site attendances, and the clerical resources required to process the
invoicing.
1.7 These provisions will allow the Municipality to recover expenses efficiently and
equitably, ensuring fairness in the application of municipal resources. The proposed
administrative fees are set out in FSD-019-25.
Parking Infraction Authority
1.8 The proposed update to the Traffic and Parking By-law 2014-059 will grant explicit
authority for issuing parking infractions at temporarily signed, prohibited locations. This
adjustment ensures better traffic flow and compliance at identified locations requiring
temporary restrictions.
2. Financial Considerations
2.1 There is currently no mechanism in place to recover the additional costs incurred for
organizing and carrying out the necessary work to comply with Orders issued under the
Site Alteration By-law 2024-017 and Property Standards By-law 2007-070.
2.2 Incorporating an administrative fee aligned with the existing fee structure outlined in the
Boulevard By-law 2013-066 will help offset additional costs associated with
procurement, scheduling, site attendance, and the clerical work required to process
invoices.
2.3 A proposed administrative fee equal to 25% of the costs incurred by the Municipality for
actual work undertaken, is consistent with the existing fee outlined in the Boulevard By-
law 2013-066, and will assist in offsetting additional expenses related to the
procurement, scheduling, site attendance, and the clerical resources necessary for
processing invoices.
3. Strategic Plan
3.1 The Strategic Plan emphasizes efficient and responsible management of municipal
operations. By ensuring By-law regulations are consistent with higher legislative
Page 29
Municipality of Clarington Page 4
Report LGS-017-25
authorities, these amendments support transparent and effective governance, a key
pillar of the Strategic Plan.
3.2 The Strategic Plan includes objectives related to traffic management and safety.
Aligning By-law regulations with the intended authorities ensures that traffic -related
rules are clear and enforceable, contributing to safer and more connected communities.
4. Climate Change
Not Applicable.
5. Concurrence
5.1 This report has been reviewed by the Deputy CAO of Legislative Services who concurs
with the recommendations.
6. Conclusion
6.1 It is respectfully recommended that that Council approve the proposed administrative
amendments to the Site Alteration By-law 2024-017, Property Standards By-law 2007-
070, and Traffic and Parking By-law 2014-059 to enhance clarity and operational
effectiveness.
Staff Contact: Kristina Bergeron, Manager, Municipal Law Enforcement,
kbergeron2 _clarington.net
Attachments:
Attachment 1 — Proposed Site Alteration Amending By-law (Administrative Fees)
Attachment 2 — Proposed Property Standards Amending By-law (Administrative Fees)
Attachment 3 — Proposed Traffic and Parking By-law Amending By-law (Temporary No
Parking)
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page 30
By-law YYYY-N N N
Site Alteration 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 Site Alteration By-law 2024-017
Whereas, arising out of Report LGS-017-25, the Council of the Municipality of
Clarington has deemed it desirable/necessary to amend the Site Alteration By-law
2024-017;
Now, therefore, the Council of the Municipality of Clarington enacts as follows:
1. That the following new section be added to By-law 2024-017 immediately after
section 32.:
32.1 An expense referred to in section 32. includes any actual costs to the
Municipality to do a matter or thing plus any applicable administrative fee
established by the Municipality.
Page 1 of 2
Page 31
By-law YYYY-N N N
Site Alteration By-law
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 2
Page 32
By-law YYYY-N N N
Property Standards 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 Property Standards By-law 2007-070
Whereas, arising out of Report LGS-017-25, the Council of the Municipality of
Clarington has deemed it desirable/necessary to amend the Property Standards By-law
2007-070;
Now, therefore, the Council of the Municipality of Clarington enacts as follows:
That section 6.01 of By-law 2007-070 be deleted and replaced with the following:
6.01 If an Order is not complied with in accordance with the Order as deemed
confirmed or as confirmed or modified by the Committee or a judge, the
Municipality may cause the property to be repaired or demolished accordingly,
and the actual cost, including any applicable administrative fee established by
the Municipality, shall be added to the tax roll against the property in accordance
with section 15.4 of the Building Code Act, 1992 and subsections 1(2.1) and 1(3)
of the Municipal Act, 2001.
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 33
By-law YYYY-N N N
Traffic and Parking 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 Traffic and Parking By-law 2014-059.
And whereas, arising out of Report LGS-017-25, the Council of the Municipality of
Clarington has deemed it desirable/necessary to amend the Traffic and Parking By-law
2014-059.
Now, therefore, the Council of the Municipality of Clarington enacts as follows:
1. That the following words be added to section 21. of By-law 2014-059:
"or where temporary "no parking" signs have been erected pursuant
to Section 8."
2. That the following words be added to section 22. of By-law 2014-059:
"or where temporary "no stopping" signs have been erected
pursuant to Section 8."
3. 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 34
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: May 5, 2025 Report Number: FSD-014-25
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: RFP2025-2
Report Subject: Engineering Services for Albert Street and Durham Street Reconstruction
Recommendations:
1. That Report FSD-014-25, and any related delegations or communication items, be
received;
2. That the proposal received from CIMA Canada Inc., being the highest scoring
proponent meeting all terms, conditions and specifications of RFP2025-2 be
awarded the contract for the provision of Engineering Services for Albert Street and
Durham Street Reconstruction;
3. That the funds required to complete this project be funded from the approved budget
and;
4. That all interested parties listed in Report FSD-014-25, be advised of Council's
decision.
Page 35
Municipality of Clarington Page 2
Report FSD-014-25
Report Overview
To request authorization to award RFP2025-2 — Engineering Services for Albert Street and
Durham Street Reconstruction to CIMA Canada Inc.
1. Background
1.1 The Municipality of Clarington requires the assistance of a qualified engineering
consulting firm for the provision of engineering services for the detailed design and
tender preparation for road reconstructions of Albert Street and Durham Street in
Bowmanville. The limits of the project are Albert Street (Duke Street to Brown Street)
and Durham Street (Duke Street to Brown Street). The Municipality is working in
cooperation with the Region of Durham who will be replacing the watermain. The work
includes urbanization and replacement of the road structure and improvements to
streetlight, drainage, and sidewalks.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant to assist with the reconstruction of Albert Street and Durham Street.
1.3 RFP2025-2 was issued by the Procurement Services Division and advertised
electronically on the Municipality's website. The RFP was structured on a two -envelope
system with price being an evaluated factor.
2. Analysis
2.1 The RFP closed February 14, 2025.
2.2 Fifteen companies downloaded the document, and six proposals were received (refer to
Attachment 1) by the stipulated closing date and time. All six proposals received were
reviewed and determined to have met the mandatory items as contained within the
RFP. The Proposals were distributed to the evaluation committee for review,
evaluation, and scoring.
2.3 The technical proposals were evaluated and scored independently by the members of
the evaluation committee in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of staff from the Planning and
Infrastructure Services Department.
2.4 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate their understanding of the Municipality's requirements.
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Municipality of Clarington Page 3
Report FSD-014-25
2.5 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the submissions were evaluated were as follows:
• The Proponent's understanding of the Municipality's requirements.
• Experience and qualifications of both the firm as well as the proposed team who
would be working on the project.
• That the proposed team had the expertise in the fields required such as Civil
Engineering, Stormwater Management and Storm Sewer Design, Streetlight
Design, Geotechnical Engineering, Landscape and Architecture Design.
• The qualifications and experience record of the Contract Administrator and Site
Inspector to be utilized on the project.
• The Proponents methodology and understanding of the requirements for the
project.
• A proposed work plan indicating the project method, schedule, Time -Task Matrix
showing an estimated overall timeline of the project.
• Measures, processes and procedures used by the Proponent to ensure that high
quality services are being provided to the Municipality.
2.6 Upon completion of the evaluation, two submissions met the established passing
threshold of 80 percent for Phase 2 - Technical Submission and moved to Phase 3 -
Pricing. The evaluation committee determined that the optional presentation from the
short-listed proponents would not be required.
2.7 The pricing envelopes for the short-listed proponents were opened and evaluated as
stipulated in the RFP document.
2.8 Upon completion of the evaluation scoring, the recommendation is to award the contract
for this work to the highest scoring proponent, CIMA Canada Inc.
2.9 CIMA Canada Inc. has completed work for the Municipality in the past and reference
checks were completed and came back satisfactory.
3. Financial Considerations
3.1 This project was broken down into two stages for pricing purposes:
3.1.1. The first stage will include the design and approvals as well the preparation of
the tender documents and tendering phase. This portion of the work was
quoted as $253,701.89 (Net HST Rebate).
3.1.2. The second stage was provisional and included the Inspection and Contract
Administration services required during the execution of the work required. The
Municipality will not be including this portion of the work in the award.
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Municipality of Clarington Page 4
Report FSD-014-25
3.2 The funding required for this contract award is up to $310,956.46 (Net HST Rebate)
which include the engineering services for design, approvals and tendering as well as
the permit application fees and allowance for utility relocation. The project will be
funded from the following accounts, which are in the approved 2025 budget:
Description
Account Number
Amount
Albert Street Reconstruction
110-50-330-84346-7401
$152,837
Durham Street Reconstruction
110-50-330-84347-7401
$158,119
4. Strategic Plan
C.1.4: Proactively address traffic management, walkability, livability, and connectivity.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO, Planning and Infrastructure
Services who concurs with the recommendations.
7. Conclusion
It is respectfully recommended that CIMA Canada Inc., being the highest scoring
proponent meeting all terms, conditions and specifications of RFP2025-2 be awarded
the contract for the provision of Engineering Services for the Albert Street and Durham
Street Reconstruction.
Staff Contact: Mandy Chong, Manger, Procurement, 905-623-3379 Ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 — Summary of Proposals Received
Interested Parties:
List of Interested Parties available from Department.
Page 38
Municipality of Clarington Page 5
Report FSD-014-25
Attachment 1 to Report FSD-014-25 - Summary of Proposals Received
Municipality of Clarington
RFP2025-2— Engineering Services for Albert Street and Durham Street
Reconstruction
Summary of Proposals Received
Bidder
11 Ainley Graham & Associates Ltd. * 11
11 Chisholm Flemming & Associates 11
CIMA Canada Inc.
Concept Dash Inc.
J.L. Richards & Associates
Jp2g Consultants Inc.
Note: Bidders marked with "*" were shortlisted.
Page 39
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: May 5, 2025 Report Number: FSD-015-25
Authored By: Trevor Pinn
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 Investment Report and Policy Review
Recommendations:
1. That Report FSD-015-25, and any related delegations or communication items, be
received;
2. That the revised Policy CP-003 Investment Policy (Legal List), as Attachment 1, be
approved;
3. That the revised Policy CP-011 Investment Policy, as Attachment 2, be approved;
and
4. That all interested parties listed in Report FSD-015-25, and any delegations be
advised of Council's decision.
Page 40
Municipality of Clarington Page 2
Report FSD-015-25
Report Overview
Annually, the Treasurer is required to report to Council on the investment portfolio and
results. Further, it is required that the investment policies be reviewed annually. This report
fulfills this requirement.
The Municipality had an investment return of approximately 8.8%, an amount which is
roughly double the prime rate, providing revenues to the Municipality from a non -tax source
that can be used for future capital and operating pressures. It should be noted that
approximately 1/3 of the investment income relates to DC reserve funds and are therefore
restricted in use; however this mitigates cost pressures on DC projects and future DC fee
increases.
This is the first policy review since Council approved the move to Prudent Investor, changes
to the policies are predominantly related to this change. No substantive change in
investment practices or risk tolerance are recommended.
1. Background
1.1 In June 2018, through report FND-011-18, the Municipality of Clarington reviewed and
revised its Investment Policy. This policy requires the Treasurer of the Municipality to
report the state of the Municipality's investments to Council on an annual basis.
1.2 The policy was further reviewed in June 2021 and revised through Report FSD-035-21
to adjust the limits on certain investments to provide additional flexibility to the
Treasurer. These adjustments included a higher limit for financial institutions from 60 to
80 percent, a higher per -institution limit from 20 to 25 percent, an exception in municipal
debt limits for the Region of Durham, and a change to an annual review of the
investment policy rather than once per term.
1.3 In 2023, the Report FSD-025-23 provided the annual update at which time the Policy
was migrated to the new policy format and updated to include reference to Environment,
Social and Governance (ESG) investment considerations.
1.4 In April 2024, Report FSD-015-24 provided the required By-law, Draft Investment Policy,
and the Membership Agreement with ONE JIB required to adopt the Prudent Investor
Standard. At its November 27, 2024 Board Meeting, the ONE JIB approved the
Municipality's entry into the JIB and the Municipality officially came under the Prudent
Investor Standard. The investment plans for the Municipality were also approved.
1.5 Section 8 of the Municipality's Investment Policy requires the Treasurer to report on an
annual basis to Council on the performance of the investments, the balance of the
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Municipality of Clarington Page 3
Report FSD-015-25
investment portfolio, and the Municipality's compliance with the investment policy and
goals.
1.6 A snapshot summary of key information pertaining to the portfolio follows:
If1pening
closing
Fund
Balance,
Balance,
Investment
on
January 2024
December -
Income
Average
Balance
General Fund
$39,324,462
$38,152,500
$4,303,907
11.1%
Development Charges
57,582,467
49,593,067
5,623,697
10.5%
Reserve Fund
Non -DC Reserve Fund
94,953,787
116,100,518
7,895,269
7.5%
Strategic Capital Reserve
9,641,508
9,928,765
457,160
4.7%
Fund
$201,502,224
$213,774,850
$18,280,033
8.8%
1.7 The nature of the legal list investments does not compare reasonably with most indices
that personal investors may compare. This is due to the restricted nature of the
investments. However, given that the Bank of Canada bank rate averaged 4.73 percent
in 2024, the return is significantly above that rate. Similarly, the average 1-year Treasury
Bill rate of return was 4.08% which is the low risk rate of return.
1.8 It should also be noted that investment income earned on Development Charges must
stay within the DC reserve funds. This income is used to fund mitigate inflationary
pressures and provide additional funding resources.
Investment Environment in 2023 and 2024
1.9 The last three years have seen significant fluctuations in the interest rate market in
Canada. In January 2022, the interest rate was 0.50, this increased to a high of 5.25
from July 2023 to June 2024. Since July 2024, there have been eight rate changes
bringing the current rate to 3.0 in March 2025.
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1.10 Fixed income investments are impacted by the Bank Rate. Many investments entered
into in 2021 and 2022 would be at low interest rates. As these matured, they were
invested in higher returning investments. With decreasing rates, future returns may not
be as high as 2024 as a result of decreasing interest rates.
1.11 The following chart shows the past three years of the Bank of Canada overnight rate:
6
5
4
3
2
1
0
Jul-21
Bank of Canada Bank Rate
Monthly 2022 to 2025
Feb-22 Aug-22 Mar-23 Oct-23 Apr-24 Nov-24 May-25
1.12 Over the long-term, interest rates have been significantly lower than the past 24 months.
The legal list, which the Municipality has moved away from, is predominantly a fixed
income market. Since January 2016, these rates have averaged 2.1 percent.
6
5
4
3
2
1
0
Bank of Canada Bank Rate
Monthly January 2016 to March 2025
—i N N M M M I:t 'It V1
ci ci ci ci ci ci ci ci ci a-i N N N N N N N N N N N N N
C C i Q -0 75 U bA C C i Q -0 V ? �"
O N N — N (6 U 0 O Q N N — U) (6 U N
a Ln LL 0 g 0 g
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2. Performance of the Investment Portfolio
2.1 The Municipality's portfolio consists of several funds, including general funds, trust
funds, reserve funds, and other investments.
General Fund
2.2 The General Fund is the primary operating fund for the Municipality. This fund has the
least number of active investments. The majority of the investments in this fund are in
the HISA accounts provided by the investment advisors to the Municipality (ONE
Investment, CIBC Woodgundy, BMO Nesbitt Burns and Scotiabank). The HISA
accounts offer favourable interest rates for a highly liquid investment.
2.3 The ONE Investment Inc. HISA was established in September 2016 and held low
balances throughout 2017. In 2018, the Municipality began being more active with its
investments and moved funds from the lower interest -earning bank accounts to the
higher HISA account. At December 31, 2024, the ONE Investment HISA had
approximately $0.0 million (2023 - $0.2 million). Funds were withdrawn from the ONE
HISA in anticipation of the move to Prudent Investor in January 2025.
2.4 Similarly, the investment accounts at CIBC Woodgundy, BMO Nesbitt Burns and RBC
Dominion Securities include a HISA portion. These funds are typically available within 3
business days. The balance in these accounts typically result from maturing
investments being pooled until a purchase can be made. At December 31, 2024 the
balance in the HISA products with our investment advisors was approximately $16.0
million (2023- $23.0 million) across all funds.
Non -Development Charges Reserve Funds
2.5 The Municipality operates a Non -Development Charges Reserve Fund investment
portfolio for all reserve funds not established under the Development Charges Act,
1997. There is one exception: the Strategic Capital Reserve Fund, a separate fund.
2.6 The total book value of investments is approximately $116.1 million (2023 - $95.0
million), including approximately $37.9 million (2023 - $37.5 million) in bank balances. At
December 31, 2024, the portfolio was comprised of $8.7 million (2023 - $7.9 million) in
GICs with maturities in each of 2025 through 2028 and $24.8 million (2023 - $27.5
million) in bonds with maturities from 2025 to 2033. The equity pool with ONE
Investment was liquidated in 2024 in anticipation of the transfer to the ONE JIB. The
portfolio includes $39.4 million (2023 - $16.1) in principle -protected notes; these are
banknotes which are linked to an index but are issued by a chartered bank. For
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purposes of this report, the TD Bank Reserve Fund bank account is included in this
portfolio.
Development Charges Reserve Funds
2.7 The Development Charges Reserve Fund portfolio meets the obligations of the
Municipality under the relevant legislation for Development Charges.
2.8 The Municipality closed the two accounts with the ONE Investment Program related to
this fund: a Bond account and an Equity account in December 2024. These funds were
used to provide funds to the ONE JIB in January 2025
2.9 At December 31, 2024, the DC Reserve Fund included $8.9 million in HISA, $3.0 million
in various government bonds, $30.1 million in financial institutions and $1.6 million in
corporate debt. Of the investments, $24.0 million were in bonds and $8.1 million in
Principal Protected Notes.
Strategic Capital Reserve Funds
2.10 The Municipality established the Strategic Capital Reserve Fund portfolio to hold
investments for the Strategic Capital Reserve Fund specifically. This reserve fund was
created to provide a funding source for economic development activities. The intent was
to keep the $10.0 million capital as a source of internal borrowing for economic
development capital investments. Interest earned on the investments is transferred to
the general fund to offset the tax levy.
2.11 This fund invests $3.9 million (2023 - $2.8 million) in GICs with maturities in 2027.to
2029. Interest rates vary from 2.97 percent to 5.0 percent. Bonds worth $3.6 million
(2023 - $4.8 million) with maturities from June 2024 to January 2032 are also held with
an interest rate of 1.4 to 3.1 percent. There is also $2.0 million in HISA balances as a
result of timing at year end and pending investments.
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Overall Performance
2.12 The total income for the past five years, excluding trust funds and Elexicon, by fund are
summarized below:
General Fund
Development Charges
Reserve Fund
Non -DC Reserve
Funds
Strategic Capital
Fund
$4,303,907 $4,812,802 $3,808,056 $1,060,573 $1,046,664
5,623,697
1,695,019
1,694,340
624,705
923,855
7,895,269
1,582,907
1,600,751
1,123,800
1,343,802
457,160 (402,115) 372,817 612,865 45,342
Total Investment $18,280,033 $7,688,614 $7,475,964 $3,421,943 $3,359,663
3. Compliance with Investment Policy
3.1 The Municipality of invests based on the legal list of investments outlined in O.Reg.
438/97 as amended. The legal list is very prescribed and limits the ability of the
Municipality to diversify its investments fully; however, it is relatively secure.
Investment Accounts
3.2 The Municipality of Clarington holds its investments through investment accounts with
several financial organizations. In determining whether the Municipality is meeting its
investment policies, the underlying asset is considered, not the custodian of the
investment.
3.3 No new investment accounts were opened in 2023.
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3.4 The Municipality held the following accounts throughout 2024:
TD Bank
RBC Dominion Securities
ONE Investment Inc.
BMO Nesbitt Burns
CIBC Woodgundy
ScotiaBank
• General Fund bank
• Several small bank accounts
• Reserve Fund bank account
• Guaranteed Investment Certificates
(GICs)
• Reserve Fund investment account
• DC Reserve Fund investment account
• Strategic Capital Fund investment
account
• Hight Interest Savings Account (HISA)
• Equity portfolio investment account
• Bonds portfolio investment account
• General fund investment
• Reserve Fund investment account
• DC Reserve Fund investment account
• General Fund investments
• High Interest Savings Account (HISA)
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3.5 The investment accounts with RBC Dominion Securities, BMO Nesbitt Burns, and CIBC
Woodgundy hold a variety of investment instruments which could include GICs,
government bonds, and bank deposit notes.
3.6 As a result of the changes to Prudent Investor, it was determined by staff that the
Municipality did not require all of the investment accounts and consolidation occurred in
December 2024 and was completed in January 2025.
3.7 Over the year end, the accounts with RBC Dominion Securities were transferred in kind
to the custody of CIBC Woodgundy and the accounts with RBC Dominion Securities
were closed. The ONE Investment portfolios were also closed and those funds were
transferred to the ONE JIB. Finally, the HISA with Scotiabank was closed and funds
were reinvested.
Diversification Risk
3.8 The Municipality holds investments of several different types. It is essential to diversify
the types of investments with an extensive portfolio to reduce the risk to the overall
portfolio from variations in any one market. The following table shows the December 31,
2024, investments by type as well as the minimum and maximum percentage allowed
per the Investment Policy:
High Interest Savings o 0 0
Account $51,976,906 24.3 /0 0 /0 100 /o
Federal Debt 9,040,318 4.2% 0% 1 100%
Provincial Debt 19,837,121 9.3% 0% 80%
Municipal Debt 3,3844,184 1.8% 0% 35%
Financial Institutions 124,976,725 58.5% 0% 80%
Municipality of Clarington Page 10
Report FSD-015-25
Corporate Debt (non-
financial)
4,099,594
Total $213,774,850
3.9 The policy guideline for financial institutions is zero percent to 80 percent of the
investment portfolio. At December 31, 2024, the Municipality was within this limit. While
within the policy limits, the above indicates that the Municipality is concentrated in
Canadian financial institutions.
Liquidity Risk
3.10 The Municipality attempts to balance cash flows through the timing of the maturity of
investments. Staggered maturity dates ensure that cash is readily available to meet the
needs of the Municipality and reduces interest rate risk. At December 31, 2024, the
maturity dates, and allowable ranges, of investments held by the Municipality were as
follows:
Up to 90 Days
Up to 1 Year
1 to 5 Years
5 to 10 Years
$56,111,458
8,416,634
50,174,399
99,072,359
$213,774,850
26.2% 20.0% 100.0%
30.2%
23.5%
46.3%
30.0% 100.0%
0.0% 85.0%
0.0% 50.0%
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3.11 The Municipality's Investment Policy indicates the target range for less than 90 days is
20% to 100%, and less than one year is 30% to 100%. The amount shown above that is
90 days to 1 year should be added to the amount held less than 90 days to determine
compliance with the requirement. Total amounts maturing less than one year is $64.5
million, which is 30.2% of the investment portfolio.
3.12 The Municipality's HISA and TD Reserve Fund bank accounts are considered to have a
maturity of less than 90 days, as they are available to the Municipality within 24 hours.
Concentration Risk
3.13 The Municipality attempts to diversify its investment portfolio by restricting the
percentage of investments any single institution may have. Diversification mitigates the
risk to the Municipality if an investment becomes insolvent. Note that the Canadian
Deposit Insurance Corporation (CDIC) only guarantees investments up to $100,000 per
institution, therefore, most of the Municipality's investments are not insured through
CDIC.
3.14 At December 31, 2024 the Municipality's investments by institution were as follows:
TD Bank - Savings 37,973,104 17.8% 100.0%
Royal Bank of Canada 14,883,269 1 7.0% 25.0%
Royal Bank of Canada HISA 11,803,640 5.5% 100.0%
CIBC - HISA 4,194,714 1 2.0% 100.0%
National Bank 4,023,420 1.9% 25.0%
Bank of Nova Scotia 31,819,508 1 14.9% 25.0%
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Bank of Montreal
33,147,333
15.5%
25.0%
CIBC
32,329,700
15.1 %
25.0%
TD Bank
6,778,944
3.2%
25.0%
Province of Ontario
13,038,602
6.1 %
20.0%
Province of British Columbia
968,290
0.5%
20.0%
Province of Manitoba
962,429
0.5%
20.0%
Regional Municipality of Durham
1,001,760
0.5%
10.0%
Quebec Hydro
1,600,000
0.7%
5.0%
City of Toronto
1,512,039
0.7%
10.0%
Canada Housing Trust
2,059,140
1.0%
100.0%
Canada Housing Trust No 1
3,058,623
1.4%
100.0%
Government of Canada
3,922,555
1.8%
100.0%
Municipal Finance Authority of BC
831,861
0.4%
25.0%
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I
Province of Alberta 1,939,216
Province of Quebec 2,928,585
Ontario Hydro 2,499,594
Regional Municipality of York 498,525
$213,774,850
0.9% 20.0%
1.4% 20.0%
1.2% 5.0%
0.2% 10.0%
3.15 At December 31, 2024, the Municipality was in compliance with restrictions on per
institution investments. Throughout 2024, Staff worked to increase diversification for a
better overall investment portfolio and risk mitigation.
Overall Compliance and Work-out Program
3.16 One of the investments held by the Municipality was a structured note with a Canadian
Schedule I Bank; however, it was considered a "Principal -At -Risk" note. This structured
note had the potential to mature at an amount below the principal amount. While these
notes are similar to Principal -Protected -Notes in that they are tied to an index, the PPN
will not drop below the principal amount.
3.17 Once staff became aware that the note was not a PPN, a work-out plan was created.
The note was sold from the Municipality's investment holdings along with investments
that were in a positive position to realize overall a net gain. This transaction occurred
within the month of January 2025.
3.18 As at December 31, 2024, a work-out plan for this investment was in place; therefore,
the Municipality was in compliance with O.Reg. 438/97 as amended.
3.19 The Municipality was in compliance with CP-003 Investment Policy (Legal List), which
governs money not required immediately, as it requires a work-out plan to be put in
place for any investments determined to be ineligible in accordance with the legal list.
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4. Review of Investment Policy
Background
4.1 The Municipality of Clarington is required, under the Municipal Act, 2001 to have an
investment policy adopted and approved by Council.
4.2 In 2024, the Municipality proceeded to adopt the Prudent Investor Standard. Staff
recommended at the time, and continue to recommend, that Council approves two
distinct investment policies. There is an overall policy, which governs the Prudent
Investor Policy (CP-011) and a Legal List policy which governs the short-term (money
required immediately) investment portfolio. The short-term portfolio is not anticipated to
require significant changes going forward.
Proposed Revised CP-003- Investment Policy (Legal List) (Attachment 1)
4.3 Minor changes are proposed and reflect the change to the Prudent Investor standard.
4.4 Changes to the purpose and legislative authority reflect the change to Prudent Investor
and provide clarity as to the purpose and scope of the short-term investment policy.
Further, housekeeping changes to titles and department names. Approval requirements
for all trades has been changed as a result of updated signing authority policies and to
better align with those policies.
4.5 References to investment term limits for five to ten years, and over ten years are
removed as a result of the fact that these funds would be considered Money Not
Required Immediately.
Proposed Revised CP-011 — Investment Policy (Attachment 2)
4.6 The proposed changes to Policy CP-011 Investment Policy are substantially
housekeeping in nature and reflect changes by ONE Investment and ONE JIB in their
operations.
4.7 References to "portfolio manager" has been changed to "Sub -Investment Manager" to
reflect the change to the OCIO. Language throughout the policy has been changed to
reflect that change.
4.8 The terms "Long -Term Money" and "Short -Term Money" have been changed to WNW'
and WRI" respectively. This change better aligns with the legislation and reflects that
there is not a time requirement for the definition of money required immediately or
money not required immediately.
4.9 Definitions were added as required and deleted if no longer used in the document.
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4.10 Restricted Special Assets are listed in Schedule A. This is a new definition to provide
clarity on several types of investments that are not intended to be included in MNRI, and
therefore under the control of the ONE JIB. The Municipality's investments in Elexicon
are listed in Schedule A.
4.11 Third -Party Trust Funds and Designated Funds are now listed in Schedule B. The ONE
JIB is not responsible for the investment of these funds. The Municipality's trust funds
are listed in Schedule B.
4.12 A new section on Alternative Asset Classes has been added. This includes investments
such as real estate. The Policy allows this type of investment; however it would still be
up to the ONE JIB to determine if these types of investments make sense in the
Municipality's Investment Plan. At this time, it is being recommended to permit
Alternative Asset Classes to provide the greatest number of options to the Board;
however if Council wishes to restrict its use the section may be amended.
4.13 The above changes are recommended by ONE JIB and are an effort to provide
consistent wording across the member municipalities. Staff have reviewed the changes
proposed and do not have concerns with these changes.
4.14 Staff have reviewed the section on Prohibited Investments. At this time staff are not
recommending any changes to this section, that is to say that staff are not
recommending prohibiting investments. Given the current trade relationship with the US,
there are increased desires to diversify from the this relationship; however, given the
sheer size of the US market a prohibition on US investments would not be prudent and
would be counter to Council's decision to move to Prudent Investor to open up
investment opportunities.
5. Other Information Relevant to Council
Board Appointments
5.1 At its meeting of March 28, 2025, the Board of CHUMs (a subsidiary of the Municipal
Finance Officers Association of Ontario) appointed Trevor Pinn as the Vice -Chair of
ONE Investment Inc for 2025-2026 and Chair for the years 2027-2028.
5.2 Additionally, at its April meeting, the Audit Committee of ONE Investment appointed
Trevor Pinn as the Vice -Chair of the Audit Committee.
5.3 Internally, processes are in place to ensure that there is a vetting process in place for
investment decisions related to ONE Investment. The annual determination of Money
Not Required Immediately, is performed by the Financial Planning team and reviewed
by the Treasurer. This is the amount that is provided to ONE JIB, which is independent
of ONE Investment.
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Prudent Investor Update
5.4 At its meeting of November 21, 2024, the ONE JIB accepted the Municipality as a
member municipality. The Municipality's investment plan was presented to the Board by
PH&N for acceptance.
5.5 The Municipality transferred funds of $20 million to the ONE JIB on January 13, 2025 for
investment. These funds represent the estimated Money Not Required Immediately,
which is required to be given to the ONE JIB for investment. These funds are estimated
to have a long-term time frame, as funds are not expected to be pulled from this amount
until approximately 10 years (this is reviewed annually).
5.6 The investment plan approved by the ONE JIB utilizes nine different funds all operated
by RBC Global Asset Management. The model is considered a long-term 70% equity
model and includes: 30% Canadian fixed income, 35% Canadian equities and 35%
global equities.
5.7 At March 31, 2025 the ONE JIB fund breakdown was as follows:
PH&N Short Term Bond & Mortgage Fund $5,766,577 $5,843,804
RBC Commercial Mortgage Fund 300,000 300,000
PH&N Canadian Equity Value Fund 2,333,333 2,394,833
PH&N Canadian Equity Fund 2,333,333 2,381,510
RBC QUBE Canadian Equity Fund 2,333,334 2,376,265
RBC QUBE Low Volatility US Equity Fund 1,400,000 1,511,606
PH&N US Equity Fund 700,000 672,141
RBC QUBE US Equity Fund 700,000 665,908
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RBC International Equity Fund
PH&N Overseas Equity Fund
2,100,000
2,100,000
2,208,393
2,171,871
$20,066,577 $20,526,331
5.8 The initial $20.0 million investment has resulted in a current market value of $20.5
million which represents a return of 2.6% in 2.5 months.
6. Financial Considerations
6.1 The 2024 Annual report provides historical results, historical results are not indicative of
future results due to many external economic factors outside of the control of the
Municipality.
6.2 The allowance of "Alternative Asset Classes" provides potential diversification
opportunities in real estate or other investments that are not typically traded or held by
municipalities within the legal list investments. This opportunity is optional and ONE JIB
will review the appropriateness of its use in the investment plan process it undertakes
annually. Restriction investments in Alternative Asset Classes would result in less ability
to diversify.
6.3 While Canada and the US are currently in a trade dispute, given the fact that the US is
the largest investment market in the world, it is not financially prudent to prohibit
investments in the US. The ONE JIB investment plan currently has investments in other
global markets which mitigates the reliance on the US markets..
7. Strategic Plan
Not Applicable
8. Climate Change
Not Applicable.
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9. Concurrence
Not Applicable.
10. Conclusion
It is respectfully recommended that Council approve the revised policies CP-003
Investment Policy (Legal List) and CP-011 Investment Policy (Prudent).
Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 x2602 or
tpinn@clarington.net.
Attachments:
Attachment 1 — Draft Revised CP-003 — Investment Policy (Legal List) red -line version
Attachment 2 — Draft Revised CP-011 — Investment Policy (Prudent) red -line version
Interested Parties:
The following interested parties will be notified of Council's decision:
• ONE JIB
• CIBC Woodgundy
• BMO Nesbitt Burns
Page 57
Council Policy
Attachment 1 to Report FSD-015-2
Clarboon
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Number:
CP-003
Title:
Investment Policy (Legal List)
Type:
Financial Management
Sub -type:
Investments
Owner:
Financial Services
Financial Planning
Approved By:
Council
Approval Date:
July 3, 2018
Effective Date:
July 3, 2018
Revised Date:
May 29, 2023
Applicable to:
All Staff
1. Legislative or Administrative Authority:
1.1. Effective November 27. 2024. the Municipality of Clarinaton officiall
met the requirements under Section 418.1 of the Municipal Act to
follow the Prudent Investor Standard. The Municipality has entered into
an agreement with the ONE Joint Investment Board (ONE JIB) to meet
the requirement of having an investment board under Section 418.1.
4-.4-.1.2. This policy was developed in accordance with Section 418 of the
Municipal Act, 2001, which authorizes a municipality to invest in
prescribed securities, in accordance with prescribed rules, money that
it does not require immediately. The policy follows Ontario Regulation
438/97, Eligible Investments, Related Financial Agreements and
Prudent Investment
2. Purpose:
2.1. To provide guidance for the investment of funds deemed "Money
Required Immediately".
2-.4-.2.2. The Municipality of Clarington strives for the optimum utilization of its
cash resources within statutory limitations and the basic need to
protect and preserve capital, while maintaining solvency and liquidity to
meet ongoing financial requirements.
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If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
3. Scope:
3.1. This policy includes all funds that are managed by the Municipality of
Clarington o ptforthe M UR'Gipal't o�+.o.+'n Rex'GGR GF 61.
4. Definitions:
4.1. Asset Backed Securities — Fixed income securities (other than a
government security) issued by a Special Purpose Entity, substantially
all of the assets of which consist of Qualifying Assets.
4.2. Basis Point — A unit that is equal to 1/100th of 1 % and is used to
denote the change in a financial instrument. The basis point is
commonly used for calculating changes in interest rates, equity
indexes and the yield of a fixed -income security.
4.3. CHUMS Financing Corporation (CHUMS) — A subsidiary of the
Municipal Finance Officers Association of Ontario (MFOA) which in
conjunction with the Local Authority Services Limited (LAS) operates
the ONE Investment Program.
4.4. Credit Risk - The risk to an investor that an issuer will default in the
payment of interest and/or principal of a security.
4.5. Discount — The amount by which the par value of a security exceeds
the price paid for the security.
4.6. Diversification —A process of investing assets among a range of
security types by class, sector, maturity and quality rating.
4.7. Duration — A measure of the timing of the cash flows, such as the
interest payments and the principal repayment, to be received from a
given fixed -income security. This calculation is based on three
variables: term to maturity, coupon rate, and yield to maturity. The
duration of a security is a useful indicator of its price volatility for given
changes in interest rates.
4.8. Environmental, Social and Governance (ESG) Investing —
considering and integrating ESG factors into the investment process,
rather than eliminating investments based on ESG factors alone.
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If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
Integrating ESG information can lead to more comprehensive analysis
of a company.
4.9. Holding Period Classification — Classification of investments based
on the intended period the Municipality would hold the asset, as
follows:
4.9.1. Cash Equivalent: short-term highly liquid investments that are
readily convertible to known amounts of cash and that are
subject to an insignificant risk of changes in value.
4.9.2. Short-term: securities with a holding period of one year or less.
4.9.2.4.9.3. Medium -term: securities with a holding period of one
to thraP
4�4.9.4. Long-term: securities with a holding period of greater
than am --three years.
4.10. Liquidity — A measure of an assets' convertibility to cash
4.11. Local Authority Service Limited (LAS) — A subsidiary of the
Association of Municipalities of Ontario (AMO) which in conjunction
with CHUMS are members of the ONE Investment Inc.
4.12. ONE Investment Inc. — An incorporated not -for -profit organization
which includes investment portfolios available for Ontario
municipalities. Formerly was the ONE Investment Program which is a
professionally managed group of pooled investments that meet
eligibility criteria as defined by regulations under the Municipal Act.
Also includes the High Interest Savings Account (HISA).
4.13. Market Risk — The risk that the value of a security will rise or decline
as a result of changes in market conditions.
4.14. Market Value — The current market price of a security.
4.15. Maturity — The date on which payment of a financial obligation is due.
The final stated maturity is the date on which the issuer must retire a
bond and pay the face value to the bondholder.
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Council Policy
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131
4.16. Par — The face value or principal value of a bond.
4.17. Premium — The amount by which the price paid for a security exceeds
the security's par value.
4.18. Principal — The face or par value of a debt instrument or the amount
of capital investment in a given security.
4.19. Rate of Return — The yield obtainable on a security based on its
purchase price or its current market price. Yield reflects coupon, term,
liquidity and credit quality.
4.20. Schedule I Bank — Schedule I banks are domestic banks and are
authorized under the Bank Act to accept deposits, which may be
eligible for deposit insurance provided by the Canadian Deposit
Insurance Corporation.
4.21. Schedule II Banks — Schedule II banks are foreign bank subsidiaries
authorized under the Bank Act to accept deposits, which may be
eligible for deposit insurance provided by the Canada Deposit
Insurance Corporation. Foreign bank subsidiaries are controlled by
eligible foreign institutions.
4.22. Sinking Fund — Money accumulated on a regular basis, through
regular contributions and interest earnings, in a separate custodial
account that is used to redeem debt securities by a specified date.
4.23. Weighted Average Maturity (WAM) — The average maturity of all the
securities that comprise a portfolio.
4.24. Yield to Maturity (YTM) — The annual return on a bond held to
maturity when interest payments and price appreciation (if priced
below par) or depreciation (if priced above par) are considered
5. Policy Requirements:
General
5.1. For money -required immediately, the Municipality follows the Eligible
Investment rules outlined in O.Reg.438/97.
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5A-.5.2. The primary objectives of the investment short-term investment
program, in order of priority, shall be:
5-.2-.5.3. Adherence to Statutory Requirements
. .1. All investment activities must be made in accordance
with Section 418 (1) of the Municipal Act, 2001,as amended
5.2..3.5.3.2. Investments, unless limited further by Council, will be
those deemed eligible under O.Reg 438/97 as amended.
5-3 5.4. Preservation of Capital
5 2 1 5.4.1. Safety of principal is an important objective of the
short-term investment program. Investments shall be
undertaken in a manner that seeks to ensure the preservation
of capital in the overall portfolio.
5-.3-.2-.5.4.2 Staff shall mitigate credit risk through the following:
• Limiting investments to safer types of securities;
• Diversifying the investment portfolio so that potential
losses on individual securities will be minimized.
544-.5.4.3. Staff shall mitigate interest risk through the following:
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• Structuring the investment portfolio so that securities
mature to meet ongoing cash flow requirements, thereby
reducing the need to sell securities on the open market
prior to maturity;
Investing operating funds primarily in shorter -term
securities or approved investment pools; and
�4.5.5. Maintaining Liquidity
5-.44-.5.5.1. The investment portfolio shall remain sufficiently
liquid to meet all operating or cash flow requirements and limit
temporary borrowing requirements. This shall be done where
possible by structuring the portfolio such that securities mature
concurrent with anticipated cash demands.
5:4.2.5.5.2. The portfolio shall consist largely of securities with
active secondary or resale markets to ensure liquidity. A
portion of the portfolio may be placed in local government
investment pools which offer liquidity for short-term funds.
5-.5-.5.6. Competitive Rate of Return
.1. Notwithstanding the other objectives of this policy,
the Municipality shall maximize the rate of return earned on its
investment portfolio by implementing a dynamic strategy as
part of the investment program.
5.5.2.5.6.2. Diversification, as well as ensuring safety of principal
by limiting exposure to credit, sector or term risk, provides
opportunities to enhance the investment return on the
Municipality's portfolio.
Standards of Care
5�5.7. Prudence
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5-.64-5.7.1. Investments shall be made in accordance with the
policy, under the prevailing circumstances. Consideration of
the probable safety of the principal as well as income to be
derived should be of primary concern.
F6.2.5.7.2. Staff acting in accordance with procedure and this
investment policy and having exercised due diligence, shall be
relieved of personal responsibility for any individual security's
credit risks or market price changes, provided deviations from
expectations are reported in a timely fashion and the
liquidation or sale of securities are carried out in accordance
with the terms of this policy.
5-.7-.5.8. Ethics and Conflict of Interest
5.7-.4-.5.8.1. Employees involved in the investment process shall
refrain from personal business activity that could conflict with
the proper execution and management of the investment
program, or that could impair ability to make impartial
decisions.
6-.T-.2-.5.8.2. Employees involved in investment procedures shall
disclose all material interests in financial institutions with which
they conduct business. They shall further disclose any
personal financial/investment positions that could be related to
the performance of the investment portfolio.
5-74-.5.8.3. Employees and officers shall not undertake personal
investment transactions with the same individual with whom
business is conducted on behalf of the Municipality.
574.5.8.4. If a staff member of the Finance and Technoloov
Department or any elected or appointed member of the
Municipality is party to, or has a direct or indirect beneficial
interest in an investment transaction of the Municipality, he or
she must provide full disclosure of that interest to the Direster
e€ RRa%eDeauty CAO/Treasurer (or designate). The Direster
of FiRa%92uty CAO/Treasurer (or designate) will determine
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whether the Municipality's investment is to continue to be
retained or sold forthwith.
5-.�5.9. Safekeeping and Custody
544._J.2.1. All securities shall be held for safekeeping by a
financial institution approved by the Municipality. Individual
accounts shall be maintained for each portfolio. All securities
shall be held in the name of the Municipality.
5R :2 5.9.2. The depository shall issue a safekeeping receipt to
the Municipality listing the specific instrument, rate, maturity
and other pertinent information. On a periodic basis
(preferably monthly), the depository will also provide reports,
which lists all securities held by the Municipality, the book
value of holdings and the market value as of month -end.
5-.19-.5.10. Authority
5 9 1 5.10.1. The Deputy CAO/Treasurer, or designate, has
overall responsibility of the investment portfolio. The Deputy
CAO/Treasurer shall be responsible for all transactions
undertaken and shall establish a system of controls to regulate
the activities of subordinate officials and shall exercise control
over that staff. The Deputy CAO/Treasurer or designate have
the authority to make investment decisions for the Municipality.
5.9.2.5.10.2. The authority to enter into arrangements with banks,
investment dealers and brokers, and other financial institutions
for the purchase, sale, redemption, issuance, transfer and
safekeeping of securities shall be done in a manner that
conforms to the Municipal Act, 2001 and the Municipality's
policies, including the Delegation of Authority By-law.
5.10.5.11. Approval Requirements
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5.10 2.5.11.1. Signing authority for transactions from the
Municipality's bank account to an investment account would
follow the signing authorities outlined in the Banking Signing
Authorities Policy.
5.11.5.12. Council Reporting
544-.4-.5.12.1 The Deputy CAO/Treasurer shall provide an annual
investment report to Council which shall contain at a minimum:
A statement about the performance of the portfolio of
investments during the period covered by the Report;
The balance of the current outstanding investment
portfolio;
• A statement as to whether or not all investments were in
accordance with the investment policies and goals of the
Municipality;
If applicable, a description of the estimated proportion of
investments that are invested in the Municipality's own
long-term and short-term securities and a description of
the change, if any, in the estimated proportion since the
previous report;
If applicable, a record of the date of each transaction in or
disposal of its own securities, including a statement of the
purchase and sale price of each security; and
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• Contains such other information that the Council may
require or that, in the opinion of the Treasurer or
designate, should be included.
5.11.2.5.12.2. If an investment made by the Municipality is, in the
Treasurer or designate's opinion, not consistent with the
investment policies and goals adopted by the Municipality, the
Treasurer shall r pert the iR isteRGY + GO„n. ;'create a
work-out plan in accordance with O.Req 438/97 within 30 days
after becoming aware of it.
5.12.5.13. Eligible Investments and Statutory Requirements
5.12.1.5.13.1. The Municipality maintains the following funds:
General Fund
Non -Development
Charges Reserve Fund
Development Charges
Reserve Fund
To provide a source of
funding for operating and
non -DC supported capital
expenditures.
To provide a source of
funding for reserve funds
which are not funded by
Development Charges.
Typically requirements
relate to the Municipality's
capital plan.
To provide a source of
funding for growth -related
The investment horizon for
this fund is typically within
24 months. However
longer -term investments
may be made to recognize
increased returns.
The investment horizon for
these funds is typically 5
years. There will be
deposits annually from
budgeted contributions as
well as withdrawals to
support the annual budget
requirements.
The DC study has a
horizon of 5 years, within
this fund there will be
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Strategic Capital Fund
Trust Funds
activities funded through withdrawals and deposits
development charges. annually.
Long-term asset
management strategic
financing tool; Investment
in debt financing
opportunities through
internal debenture
issuance; investment in
servicing of non-residential
areas as a front -ending
tool
May include funds held for
the perpetual care of
cemeteries under the
control of the Municipality.
Trusts may also include
bequests made to the
Municipality. These
The key investment driver
is to ensure liquidity in the
portfolio that can be used
to finance approved
growth -related
expenditures.
This fund has an
investment horizon of over
5 years.
The key investment driver
is to earn a return which
can be used to fund other
activities while preserving
capital.
This fund does not see
significant levels of
transactions annually and
is more focused on
specific projects which
qualify under the
establishing by-law.
This fund has an
investment horizon of 5
years.
As these funds are held in
trust for other parties, the
key investment driver is
maintain the capital while
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bequests may be earnin
restricted in use, which return.
varies based on the
individual.
5.12.2.5.13.2. The above categories are funds which manage
similar accounts. For example the Development Charge
Reserve Fund invests for all individual DC Reserve Funds,
individual accounts are not required to be established. An
individual investment security may be made utilizing funds
from different sources (i.e. a GIC in the DC Reserve Fund may
relate to general government, parks and road DC reserve
funds).
5.13.5.14. Eligible Securities
E1215.14.1. Eligible securities are prescribed under O.Reg
438/97, as amended.
5.14.2. Investments shall be diversified by:
• Limiting investments to avoid over -concentration in
securities from a specific issuer or sector (excluding
Government of Canada securities);
• Limiting investment in securities to those that have higher
credit ratings;
• Investing in securities with varying maturity dates;
• Investing primarily in liquid, marketable securities which
have an active secondary market, to ensure appropriate
liquidity.
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5.14.5.15. Investment Limitations
544-.4-.5.15.1. To promote diversification, the following percentage
weightings for each type of investment within the portfolio shall
be established and maintained:
Federal Debt 100%
Provincial Debt 80% 20% per province
Municipal Debt 35% 10% per municipality
(except the Region of
Durham)
Municipal Corporation Equity 50% 50% per municipal
corporation
Financial Institutions 80% 25% per financial
institution
Corporate Debt (non -financial) 10% 5% per corporation
ONE Investment Pools 25% 15% per portfolio
. .1 .2. To promote diversification and ensure liquidity, the
following percentage weightings for the investment portfolio
shall be established and maintained:
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From 1 year up to, but not including, 5 0% to 85%
years
8°k-to-59%
40 years
i �i r�ir+Tr_ �rs7�
54 4-3-5.15.3.
cte d rsec,.ritio ..Gooding ton (49) yeaFG, pFeyide d the
544.4-.5.15.4. Portfolio size limitations listed above will be
applicable based on the allowable percentage of the portfolio
on the day the investment is made. Limitations relate to the
total investment portfolio and are to be applied to the
Municipalities' separate funds that it manages.
544-5-5.15.5 When determining the portfolio limitation:
The total portfolio (denominator) shall include all cash,
cash equivalents, short-term investments and long-term
investments (excluding investment in Elexicon Group Inc.)
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Funds held within general or high interest savings
accounts shall not be used to determine the maximum
category or sector limitations (numerator). For further
clarification, funds held in a bank account do not count
towards the 25 per cent limit for the institution.
5.15.6. The Municipality may invest in US denominated
funds, as allowed by regulation, provided that the purpose of
the investment relates to a pending or anticipated purchase
which is to be denominated in US funds and it is prudent to
mitigate from foreign exchange risk.
5.15.5.16. Environmental, Social and Governance (ESG) Investing
5.15.1.5.16.1. The Municipality supports incorporating ESG
investing into the Portfolio. The Municipality believes that well -
managed companies are those that demonstrate high ethical
and environmental standards and respect for their employees,
human rights, and the communities in which they do business
and that these actions contribute to long-term financial
performance.
5.16.5.17. Policy Review
5.16.1.5.17.1. This policy shall be reviewed annually and updated
as necessary.
6. Roles and Responsibilities:
6.1. Council is responsible for:
6.1.1. Setting the investment policy for the Municipality.
6.1.2. Determining the risk tolerance of the Municipality.
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6.2. Deputy CAO/Treasurer is responsible for:
6.2.1. Establishing internal controls around the investment and
banking process.
6.2.2. Determining an investment plan in compliance with the
Investment Policy.
6.2.3. Ensuring the Municipality's investment plan is in compliance
with legislation.
6.2.4. Reporting to Council investment information in compliance
with the Policy and the legislation.
6.3. Directors / Managers are responsible for the following within their
scope of authority:
6.3.1. Making investment decisions in compliance with the
Investment Policy.
6.4. All Staff are responsible for:
6.4.1. Following the Investment Policy.
7. Related Documents:
7.1. O.Reg.438/97: Eliqible Investments, Related Financial Agreements
and Prudent Investment
7.2. Delegation of Authority By-law
8. Inquiries:
8.1. Manager, Financial Planning/Deputy Treasurer
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9. Revision History:
Date
Description of Changes
Approved By
June 12, 2023
Update format to new policy
template
Add definition and section on
Environment, Social and
Governance (ESG) Investing
Council
April 22, 2024
Policy name changed with
additional Investment Policy added
(CP-011)
Council
May XX, 2025
Removed references which are no
Council
longer required as a result of
moving to Prudent, including term
limits beyond 5 years (removed).
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Number:
CP-011
Title:
Investment Policy
Type:
Financial Management
Sub -type:
Investments
Owner:
Finance and Technology
Financial Planning
Approved By:
Council
Approval Date:
April 22, 2024
Effective Date:
April 22, 2024
Revised Date:
Applicable to:
Finance and Technology
1. Legislative or Administrative Authority:
1.1. This policy was developed in accordance with Section 418.1 of the Municipal
Act, 2001, which authorizes a municipality to invest money that it does not
require immediately in accordance with the prudent investor standard. The
policy follows the Ontario Regulation 438/97, Eligible Investments, Related
Financial Agreements and Prudent Investment.
2. Purpose:
2.1. This Investment Policy Statement (IPS) governs the investment of the
Municipality's Money Not Required Immediately (MNRI) and Money Required
Immediately (MRI). It is intended, among other things, to direct the Deputy
CAO/Treasurer, Finance and Tech nology/Treas6i re r in the investment of MRI
and to direct ONE Joint Investment Board (ONE JIB) in the investment of
MNRI by implementing the Authorizing By-law 2024-016 pursuant to which the
Municipality authorized the establishment of guidelines for the prudent
management of the Municipality's MNRI pursuant to section 418.1 of the Act.
2.2. In addition to the Municipality's MRI and MNRI, the Municipality is from time to
time entrusted with the management of money and investments for a third -
party beneficiary ("third -party trust funds"). The Municipality's Third -Party Trust
Funds are listed in Schedule B of this Policy.
2.3. There are also sources of money in which the Municipality may have an
indirect interest but which the Municipality currently has no authority to invest.
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Such sources of money, referred to in this IPS as "designated funds", are listed
in Schedule A attached hereto. The designated funds are identified in this IPS
for the sole purpose of enabling the Municipality to better see, on an
aggregated basis, the various financial assets in which the Municipality has an
interest. The Municipality is not responsible for the investment activities or
performance of designated funds.
2.4. The goals of this IPS are to:
a) Define and assign responsibilities for investment of MRI and MNRI;
b) Describe the Municipality's responsibilities with respect to third -party trust
funds and designated funds;
c) Ensure compliance with the applicable legislation;
d) Direct ONE JIB as to the Municipality's investment goals and risk
tolerance;
e) Provide guidance and limitations regarding the investments and their
underlying risks;
f) Establish a basis of evaluating investment performance and the
underlying risks; and,
g) Establish a reporting standard to Council.
2.5. This IPS applies to employees of the Municipality, to ONE JIB and to the
employees of ONE Investment. ONE JIB, the Deputy CAO, Finance and
Technology/Treasurer, and any agent or advisor providing services to ONE JIB
in connection with the investment of the portfolio shall accept and strictly
adhere to this IPS.
3. Scope:
3.1. This policy includes all funds that are managed by the Municipality of
Clarington.
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4. Definitions:
4.1. Act - means the Municipal Act, 2001, S.O. 2001, c. 25, as amended from time
to time.
4.2. Agent - means any administrator, Custodian, payment servicer, portfolio
manager, investment counsel, consultant, banker, broker, dealer or other
service provider engaged or appointed by ONE JIB and authorized by ONE JIB
to exercise any of the functions of ONE JIB pursuant to a written agreement, in
the manner and to the extent provided in the Regulation and without limiting
the generality of the foregoing, Agent includes ONE Investment.
4.3. Alternative Assets - means investments outside traditional investments such
as equities, fixed income, and cash which may include, hedge funds, private
equity, natural resources, real estate and infrastructure. Alternative
investments are typically less liquid than traditional investments, are
appropriate only for allocations with a long investment horizon.
4-.-3-.4.4. Asset Class - An asset class is a specific category of assets or investments,
such as cash, fixed income, equities, alternative investments, real estate etc.
4-.4-.4.5. Asset Mix (or Asset Allocation) - means the proportion of each asset class
in a portfolio. Asset classes include bank deposits, money market securities,
bonds and equities, among other things.
4�4.6. Authorizing By-law - means a by-law of a Founding Municipality which
authorizes: (i) the entering into of the Initial Formation Agreement; (ii) the
establishment of ONE JIB; (iii) the approval of the Client Questionnaire and the
adoption of the IPS; and (iv) the entering into of the ONE JIB Agreement.
4-.6-.4.7. Benchmark - means an index that is representative of a specific securities
market (e.g. the S&P/TSX Composite Index, the FTSE/TMX 91 Day T-bill
Index, etc.) against which investment performance can be compared.
Performance benchmarks refer to total return indices in Canadian dollar terms.
4.8. CHUMS Financing Corporation (CHUMS) - means a subsidiary of Municipal
Finance Offcers' Association of Ontario (MFOA) which, in conjunction with
LAS, established ONE Investment.
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4.7.4.9. CFA Institute - refers to the global, not -for -profit professional association that
administers the Chartered Financial Analyst (CFA) and the Certificate in
Investment Performance Measurement (CIPM) curricula and examination
programs worldwide, publishes research, conducts professional development
programs, and sets voluntary, ethics -based professional and performance
reporting standards for the investment industry.
a. Credm R,ISk rneans the pessibi"Ity Af R'Ass AR"I Rg from a be is failure
repay a Inan n eet nnn+raGt al ebligationc That is the r oL that a le-Rder
rRay nt r e the awed PFORGipal and !Rte Fe St
4�4.10. Custodian - means a specialized financial institution that is responsible
for safeguarding a municipality's investments and is not engaged in "traditional"
commercial or consumer/retail banking. Global custodians hold investments
for their clients in multiple jurisdictions around the world, using their own local
branches or other local custodian banks ("sub -custodians" or "agent banks").
4.11. Designated Funds - means source(s) of money in which the Municipality may
have an indirect interest but which the Municipality currently has no authority to
invest. Designated Funds are listed in Schedule B of this Policy.
4-4&4.12. Derivative - A derivative is a contract between two or more parties
whose value is based on an agreed -upon underlying financial asset (like a
security) or set of assets (like an index). Common underlying instruments
include bonds, commodities, currencies, interest rates, market indexes, and
stocks.
4.13. Diversification - means a risk management technique that mixes a variety of
investment types within a portfolio to help mitigate portfolio risk. A diversified
portfolio holds different kinds of investments to improve the risk adjusted
returns.
4.11.4.14. Environmental, Social and Governance (ESG) Investing - means
considering and integrating ESG factors into the investment process, rather
than eliminating investments based on ESG factors alone. Integrating ESG
information can lead to more comprehensive analysis of a company.
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4.12. fnterpgt Rate Risk refers to he pessibili�th t th�yal,-o of A heRd r other
fiverl_inrpme in ec+mon+ well of iffer As the result of a nhonne in n+e re c+ re+ec
In+erec+ re+e r sk r n hem ed +e help imreve estmon+ ei tGeMec
4.13 4.15. Internal Controls — means a system of controls that may include
authorities, policies, procedures, separation and segregation of duties,
compliance checks, performance measurement and attribution, reporting
protocols, measures for safekeeping of property and data, and the audit
process.
4.14.4.16. Investment Plan — means the investment plan applicable to the LGPg-
Term Mene., and adopted by ONE JIB under the Regulation,
as it may be amended from time to time.
4.15.4.17. Investment Policy Statement (IPS) — means the investment policy
applicable to the Municipality's investments adopted and maintained by the
Council of the Municipality for I en Term MepeyMNRI under the Regulation,
and for Cher+ Term MepeyMRI, as the same may be amended from time to
time. The IPS may also apply to the money and investments held by the
Municipality for the benefit of persons other than the Municipality itself and may
make reference to source(s) of money in which the Municipality may have an
indirect interest but which the Municipality has no authority to invest.
4.16.4.18. JIB — is short for Joint Investment Board and means a joint municipal
service board that is established under section 202 of the Act by two or more
municipalities for the purposes of Part II of the Regulation.
4.17.4.19. Legal List Securities — means the securities and other investments and
financial instruments that are included from time to time in Part I of the
Regulation.
4.18.4.20. Leverage — means an investment strategy of using borrowed money —
specifically, the use of various financial instruments or borrowed capital —to
increase the potential return of an investment. Typically leverage also tends to
increase investment risks.
4.21. Liquidity — means the ability to turn an investment into cash relatively quickly,
without a substantial loss in value. For example, a savings account is more
liquid than real estate.
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4.22. Local Authority Services (LAS) — means an entity which, in conjunction with
MFOA/CHUMS, established ONE Investment.
4.19.4.23. Local Distribution Corporation or LDC — means a corporation
incorporated under section 142 of the Electricity Act, 1998.
4.24. Market Value — means the price at which a security is trading and could
Presumably be sold. Also known as Fair Value it represents the current value
of the investment.
4.25. Maturity — means the date upon which the principal or stated value of an
investment becomes due.
4-21. AAndprn,Pnrtfnlmn Theory aneaRsathheery ef pe ftf lie gerneat that
'Arks +ewards the per+felie a a where rather than +ewards the pr6ldeRno f
r. rh in os+mon+ in the per+feliThis inre
s fe-U-nd in the QFA Inc+ifi i+o C+onralr-ls r.f.
Dros+ino 6.Ionrlbeek
4.22.4.26. Money Required Immediately (MRI) — municipal funds not included in
the Money Not Required (MNRI) definition included in this policy, funds are
governed in accordance with Section 418 of the Act.
4.23.4.27. Money Not Required Immediately (MNRI) — long term municipal funds
defined in this policy, that are governed by the Prudent Investor Standard in
accordance with Section 418.1 of the Act.
4.28. Municipal Services Corporation (MSC) — means a corporation established
under section 203 of the Act in accordance with the applicable regulation
(Ontario Regulation 599/06).
4.24.4.29. Municipality — means the Municipality of Clarington.
4.25.4.30. OCIO Offering - means the comprehensive investment program made
available through ONE Investment as agent for ONE JIB, where a qualified
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investment manager is engaged to advise a Participating Municipality with
regard to the investment of the Participating Municipality's MNRI and to invest
and manage such MNRI in accordance with the terms and conditions set out in
the ONE JIB Agreement. mea-ins the n rehensi„e investment pregram made
ilahle through ONE u nt to wh'nh a dulyqii+ied'nv�stR�ent
rnaRager who is a.n Cv+emol Portfolio Manager is GRgaged by ONIC 1pyPstrnp
to advise o or+idpatinn FRURiGipality with r arrl to the investment of the
or+ioipatinn m ality's Managed Assets and to invest -and MaRage oh
Managed Assets i orrlonoe �e/+h the terms and conditions e+ eu t On the
ONE jII3A g ree r"rrrc-rnt.
4.31. ONE Investment — means the not -for -profit corporation established b
CHUMS and LAS which provides certain management, administrative and
other services to ONE JIB as its agent.
4.26.4.32. ONE JIB - means ONE Joint Investment Board, established by certain
founding municipalities under section 202 of the Act as a JIB for purposes of
Part II of the Regulation, which is the duly appointed JIB for the Municipality, as
constituted from time to time and which acts in accordance with the Act, the
Regulation, the ONE JIB Agreement, including the Terms of Reference, this
IPS and the Investment Plan.
4.27.4.33. ONE JIB Agreement — means the agreement effective as of TBC,
entered into in accordance with the requirements of the Regulation, pursuant to
which ONE JIB has control and management of the Municipality's LeRg—Tern-.
MOReyMNRI.
4.28.4.34. Participating Municipality - means from time to time each of the
municipalities for whom ONE JIB acts as the JIB under the terms of the ONE
JIB Agreement.
4.29.4.35. Pooled Fund - means a unit trust established under a trust instrument,
generally not available to the public, in which institutional, sophisticated or high
net worth investors contribute monies that are invested and managed by an
External Portfolio Manager. Monies are pooled or combined with monies of
other investors.
4.30 4.36. Portfolio - means any collection of funds that are grouped together and
required for specific purposes.
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4.31.4.37. Proxy Voting - means a legal transfer to another party of a shareholder's
right to vote thereby allowing shareholders who cannot attend meetings to
participate. External Portfolio Managers usually vote proxies on behalf of their
clients.
4.32.4.38. Prudent Effective Date - means the date on which the prudent investor
regime applies to the Municipality.
4.39. Prudent Effective Date Agreement — means an agreement entered into by
the Municipality and ONE Investment that sets out the day on which the
prudent investor regime starts to apply to the Municipality.
4224.40. Prudent Investor Standard - means the standard that applies when the
Municipality invests money that it does not require immediately under section
418.1 of the Act. It requires the Municipality to exercise the care, skill, diligence
and judgment that a prudent investor would exercise in making such an
investment and the standard does not restrict the securities in which the
Municipality can invest. The Prudent Investor Standard makes use of Modern
Portfolio Theory and applies the standard of prudence to the entire portfolio in
respect of the Municipality's' eng Term Mepe MNRI rather than to individual
securities. It identifies the fiduciary's central consideration as the trade-off
between risk and return as found in the CFA Institute Standards of Practice
Handbook.
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4.41. Rebalancing - means the process of realigning the weightings of a portfolio of
assets. Rebalancing involves periodically buying or selling securities in a
portfolio to maintain an original or desired level of asset allocation or risk.
4.34.4.42. Regulation - means Ontario Regulation 438/97.
4.43. Restricted Special Assets - means investments specified by this Policy and
held by the Municipality as of the Prudent Effective Date, where ONE JIB is not
able to exercise control. Restricted Special Assets are listed in Schedule A of
this Policy and are not considered to be MNRI.
4-35-.4.44. Risk - means the uncertainty of future investment returns or chance of
loss of capital.
4.36.4.45. Risk Tolerance - means the financial ability and willingness to absorb a
loss in return for greater potential for gains.
4.46. Safekeeping - means the holding of assets (e.g. securities) by a financial
instibitinn
4.37.4.47. Securities Lending - means loaning a security to another market
participant. The borrower is required to deliver to the lender, as security for the
loan, acceptable collateral with value greater than the value of the securities
loaned. The Securities Lending program is managed by the Custodian or
another appointed agent on behalf of investors. A Securities Lending program
is widely used by institutional investors to generate additional marginal returns
on the total portfolio.
4.39.4.48. Sinking Fund - means a fund established to fulfil the requirements to
make annual contributions in respect of various debenture issues wherein
money is to be regularly set aside for the payment of the principal of the
debentures at maturity.
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4.40.4.49. Sinking Fund Required Contributions (Annual Sinking Fund
Requirement) — means the amount of money to be set aside each year for
deposit into a sinking fund or a retirement fund, as applicable, for each sinking
fund and term debenture issue in accordance with the Municipality's debenture
by-laws.
4.41.4.50. Sinking Fund Required Earnings — means the investment earnings
needed for the Sinking Fund Contributions to continue to grow to a value
sufficient to repay the principal at maturity for each issue of sinking fund and
term debentures.
4.42.4.51. Sinking Fund Excess Earnings — means the investment earnings in
excess of the required earnings.
4.52. Sub -Investment Manager - means an asset management firm or investment
consultant, acting as a sub -investment manaqer for ONE JIB that provides
investment advice and professional services and is involved in the
implementation and operational aspects of the OCIO Offering, and that has full
responsibility for the investment and management of a Participating
Municipality's MNRI through ONE Investment, based on an IPS approved by
the Council of the municipality.
4.53. Third -Party Trust Funds — means money over which the Municipality
exercises both management and policy control but whose assets are not
owned by the Municipality. These funds are governed by a variety of
agreements and, in some cases, by legislation. Some funds may have
externally mandated investment policies, and some may have investment
policies that are determined by the Municipality. Third -Party Trust Funds are
listed in Schedule B of this IPS.
4.54. Trust Fund — means a fund which consists of assets that have been conveyed
or assigned to a trustee to be administered as directed by agreement or
statute. As a result, a trustee holds title to the assets for the purpose of
providing benefits, and being accountable, to a beneficiary. The Municipality is
the trustee of funds that are to be used for specific purposes by the
Municipality or any related parties.
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4.43.4.55. Treasurer — means the Deputy CAO, Finance and
Technology/Treasurer, or other individual appointed by Council to fill role of
Treasurer as required by the Municipal Act, 2001
5. Policy Requirements:
General Statements
5.1. Investments of Money Required Immediately (MRI) will, in accordance with this
IPS and Section 418 of the Act, only be made in Legal List Securities.
5.2. Investments of Money Not Required Immediately (MNRI) are governed by the
Prudent Investor Standard in accordance with Section 418.1 of the Act. This
standard is similar to that which governs trustees and pension fund
administrators and creates a fiduciary responsibility. Prudent investment in
compliance with the Act and the Regulation enhances the potential for the
Municipality to earn improved risk -adjusted rates of return.
5... ^ ,,d,.,oStFTi�R� that +hen .,i�ality holds as third Est funds e
hoc o n+n roc+ in o rlooig Rate J f� inds will he of �hion+ +n o nlinohlo lorriclo+i r.n r
nd o related o onto OF ORStFUrReRtS.
-54.5.3. The Act provides that the Municipality, and therefore ONE JIB, must consider
the following criteria in planning investments of MNRI, in addition to other
criteria relevant to the circumstances:
a) General economic conditions;
b) The possible effect of inflation or deflation;
c) The role that each investment plays within the Municipality's total portfolio
of investments;
d) The expected total return from income and the appreciation of capital;
and
e)Needs for liquidity, regularity of income and preservation or appreciation
of capital.
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e-)5.4. Money and investments that the Municipality holds as Restricted Special
Assets, Third -Party Trust Funds or has an interest in as Designated Funds will
be subject to applicable legislation and any related agreements or instruments.
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5.5. Use of Prudent Investor Standard
5.5.1. For MNRI, the standard to be used by the Municipality and ONE JIB shall be
the Prudent Investor Standard as required by section 418.1 of the Act and Part
II of the Regulation in the context of managing the Municipality's MNRI and
investments thereof. Investments shall be made with the care, skill, diligence,
and judgment, taking into account the prevailing circumstances, that persons of
prudence, discretion and integrity would exercise in the management of
investments, considering the necessity of preserving capital as well as the
need for income and appreciation of capital. The Act includes a duty to obtain
the advice that a prudent investor would obtain under comparable
circumstances.
5.5.2. Officers, employees and investment agents acting in accordance with written
procedures and the IPS and exercising due diligence shall take all necessary
actions to optimize performance of investments on a portfolio basis, taking into
account the prescribed risk and other parameters set out in this IPS and
market factors. The Municipality's staff acting in accordance with written
procedures and this IPS, shall be relieved of personal responsibility for an
investment's performance, provided underperformance relative to expectations
is reported to Council and the liquidation or sale of investments is carried out in
accordance with this IPS.
Determination of Money Required Immediately and Money Not Required
Immediately
5.6. Determination of the Municipality's MNRI is the responsibility of Council. In
making the determination, Council may consider:
5.6.1. the time horizon within which the monies are needed to meet financial
obligations;
5.6.2. the purpose for which the monies have been collected or set aside and are to
be used;
5.6.3. the source of the money; or
5.6.4. any combination of the foregoing
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5.7. There is no legislated definition of MRI or MNRI and no guidance is provided -
The municipality has the responsibility to define the basis of MNRI in a way
that is most appropriate for their circumstances.
5.8. The Municipality defines MNRI as funds that are, in the opinion of the
Treasurer, not required within the next 36 month period.
5.9. For certainty, all money and investments of the Municipality that have not been
identified as MNRI (other than Restricted Special Assets, Third -party Trusts
Funds and any Designated Funds third party trust funds and any designated
funds referenced in Section 1_15-3) shall be deemed for purposes of this IPS to
5.10. Determination of the Municipality's MNRI and MRI may be modified at any time
and from time to time by action of Council and with respect to specific money
by the Treasurer in accordance with the provisions of Section 1.1.1537.
5.11. Any changes in this IPS regarding the Municipality's MNRI and MRI must be
communicated immediately in writing to ONE JIB.
5.12. The Municipality's portfolios represent funds required for specific purposes. A
high-level description of each of these portfolios and their objectives is
provided in Section 5.17 below. This IPS applies to the following money of the
Municipality, its agencies, boards and commissions including:
5.12.1. MRI which is invested in Legal List Securities; and/or,
5.12.2. MNRI which is invested under the Prudent Investor Standard.
Investment
5.13. The Municipality's MRI is described in this IPS asS-hert Tern'' nn no„ car+_
Term IVIGRGY consists of money that is needed to meet the short-term financial
obligations of the Municipality and are controlled and managed by the Deputy
CAO/Treasurer, Finance and Technology Treasure or designate.
5.14. chertTerm Mepe„Money Required Immediately: Investment Objectives
5.14.1. The main focus of the investment of chnerF Term Meet eyMRI is cash
management, and the interest income generated by the investment of these
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monies contribute to municipal revenues. To the extent possible, the
Municipality shall attempt to match its investments with anticipated obligations.
5.14.2. Capital preservation is the paramount objective for short o, <«rrnMRI investments,
and these investments need to be highly liquid. Consequently, only high -
quality, short-term investments that are also Legal List Securities will be held in
this portfolio. The Municipality may invest in fully liquid money market
securities and deposit accounts. The Municipality aims to maximize returns
subject to the constraints set out in Part I of the Regulation, as amended from
time to time, with a view to preserving capital and to further manage risk
through diversification by issuer and credit quality.
5.14.3. The investment objectives for s"^ir''erm rneene MRI, ranked in priority, are as
follows:
a) Security of Principal
The primary objective for MRI is to ensure the security of principal. To minimize
the risk of loss, investments shall be subject to minimum credit ratings and
shall be diversified by maturity, type of investment and issuer. Investing
activities will be reviewed on a regular basis as actual, revised and forecasted
operating and capital plans are completed. Maturity dates should be structured
so that investment cash inflows occur when needed.
b) Liquidity Requirements
Liquidity is measured by the ease with which securities can be converted to
cash to meet forecast spending. The investments that are eligible under
Ontario's Eligible Investments and Related Financial Agreements Regulation
possess different features and thus market prices will vary depending on
market conditions, as well as the particular features of the type of investment.
To ensure adequate liquidity, the Municipality's investments shall be diversified
by holding securities of various terms to maturity and by various types of
investments and issuers and to the extent possible, the term of such
investments shall match the forecasted requirements for such monies to meet
expenditures.
c) Rate of Return
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The Municipality's money shall be invested to maximize the rate of return
within acceptable risk levels while respecting the security of principal, legal
constraints and the liquidity needs of each investment portfolio.
The composition of each portfolio, including its term to maturity and type of
investments, shall be adjusted within the guidelines of this Policy to take
advantage of market opportunities. Such changes shall be made with the
periodic interest rate outlook and target portfolio structure approved by the
Treasurer.
5.15. cheirt Term Mene ,MRI: Eligible Investments
5.15.1. Short Term MoneyMRI may be invested in high quality, short-term investments
that are also Legal List Securities available from banks, dealers and other
financial institutions. Investments issued or guaranteed by approved
institutions will be permitted by this Policy, as deemed eligible by Ontario
Regulation 438/97 or as authorized by subsequent provincial regulations.
Investments will be limited to securities issues maintaining a minimum credit
rating by an appropriate credit rating agency.
5.15.2. The Municipality's existing Investment Policy CP-003, which is referred to in
Part I of the Regulation as a statement of investment policies and goals, is
attached as Appendix III and will apply to its eh .r+ Term Meepe ,MRI.
Necessary modifications will apply and in the event of a conflict between this
IPS and the attached investment policy in respect of the Short Term
8MR1, the provisions of the CP-003 Investment Policy (Legal List) will
prevail.
5.16. MNRI:Long TermMoney
5.16.1. The Municipality's MNRI is described in Section 5.8 as' ^^^-TeFM MGR8Y. In
ONE JIB Agreement and this IPS, ONE JIB has exclusive control and
management of the Long Term MoneyMN and the investments made
therewith.
5.16.2. From time to time, the Municipality may require money immediately to meet
financial obligations and may require ONE JIB to liquidate one or more
investments in order to generate money to meet those obligations. ONE JIB
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will select the investment(s) to be liquidated. The timing of such liquidation will
be determined by ONE JIB in consultation with the Treasurer.
5.17. ' eng Term MepeyMNRI: Investment Objectives
5.17.1. In setting the objectives noted below, the Municipality has taken into account
the following considerations:
a) Preservation of capital;
b) Adequate liquidity that takes into account the needs of financial
obligations and reasonably anticipated budgetary requirements;
c) Diversification by asset class, market, sector, issuer, credit quality and
term to maturity;
d) Income and capital appreciation; and,
e) Macro risks, such as inflation, economic growth and interest rates.
5.17.2. Investment of IeRg term runny MNRI is to be managed by ONE JIB in a way
that balances the investment objectives, expected returns and risk, to develop
asset allocations that achieve the Municipality's financial needs with stated risk
tolerances.
5.17.3. The investment objectives for MNRI are as follows:
Short Term
Medium Term
Preservation of
Capital
Contributions
towards capital
projects, mitigating
inflation impacts
and meeting target
Low Risk
Moderate Risk
3-4 years
5-10 years
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funding
requirements
Long Term Contributions Moderate to > 10 Years
towards capital Moderate High
projects, mitigating Risk
and meeting target
funding
requirements.
Emphasis on long
term inflation
adjusted growth
5.17.4. The MNRI invested with ONE JIB will be broadly diversified to help reduce the
volatility of investment returns. Returns have an impact on revenues, as well
as a longer -term impact on future years' budgets and should, at a minimum,
keep pace with inflation. To the extent possible, the I Rg Term McRey'&MNRI
eSt,,,�^ �Rt horizons are aligned with the Municipality's obligations and cash
flow requirements and may consist of liquid and non -liquid securities based on
future cash flow requirements.
5.18. I ^n^ Term McRe MNRI: Eligible Investments
5.18.1. Eligible investments for Inn^ Term MennyMNRI include any Pooled Fund or
other collective investment vehicle or institutional investment management
product that ;c part of the QGIQ Offering fer the Prudent Investment Drnnrom
(oru„ eRt'Ryestmonf nffeFiRg)approved or selected by ONE Investment for the
Prudent Investment Program (OCIO Offering), provided always that the
products and the selection of products comply in all material respects with the
IPS.
5.18.2. Additionally, nothing in this IPS prevents Inn^ Term Meno„MNRI from being
held in cash, short-term money market instruments, or overnight deposits.
5.19. I nn^-Term Menee MNRI: Sinking Funds
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5.19.1. There are ne previsiens appliGable fer sinking Ands Sinking Funds are
currently not applicable to the Municipality, however, should any sinking funds
be established in the future, they are to be classified as MNRI and will be
managed separately by ONE JIB.
5.20. 1 nnn Term Menu Local Distribution Corporation (LDC) Securities
5.20.1. The rdiren+ investment in 1 DG shares and/or promissory notes as may be
applRGabla prior to the Prudent €ffeG+iye Plan shall hepermitted and innl„rderl
as par+ef cl ono Term ney/MNRl held NEj!B—Spec°.fiG detains of h's
0 nvestment shall be approved by GeunGil an its sele and absolute disGretionF
pal GIN C IIR s�hh a�191 adhere to all +arms and n en al i+arms as !lireGted by +he
MURisinali+.r Mere s nifisall.r IC IIR shall be nrehibited from selling
transferring assigning, d(LApledging the 1 DG &hares The direct investment in
LDC shares and promissory notes, as listed in Schedule A, shall be considered
Restricted Special Assets and shall not be held by ONE JIB as MNRI.
52 Q. 7 1 DG shares _;;re sirJererJ restris+ed speGial asset,-; and remainn the
,s+edy of the MURininality. 1 DG_ shares are +e be . .e(d As separate
s+anrlalnne investments; ..d+h the s, ,hien+ matter expertise and arlministmfive
f„nn+inns re.rna inn under the n„nde... of the AA, mininali+.. of /'`larinn+nn ('n„nnil
r2+triRS direr+,� r. de fasntrn heGch�rea of the LDG_nri ONE IIR .hall Trlheretd
rt all terms anr art itinns as diresterl Mere s sdfisally GeURGH snntrnls all
sitden and rdisnesitinn rtesisinns relater! to r ent and fi it, ire IaGqU fl!"` -assets.
Any yn+inn relater! to I rV'` shores vVill he i nderta Len solely by the M61Rinina y
520.3.The re? nt On LDG shareGyill net be insl„rded On aIn„Ia+inn gaaF d�,ngg
ass;et m y/allnsatinns n n+her nnnstreints that apply to the I n n Term Mersey.
&20.4.5.20.2. The investment in Elexicon Corporation is considered to be an
investment in an LDC for the purposes of this policy as it is the sole
shareholder of Elexicon Energy which is an LDC.
5.21. Restricted Special Assets
5.21.1. For certainty, Restricted Special Assets are not MNRI of the Municipality, and
such assets are not under the control or management of ONE JIB.
5.21.5.22. Third -Party Trust Funds and Designated Funds
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5.21.1.5.22.1. In addition to the Municipality's own money, the Municipality is
from time to time entrusted with third -party trust funds, and the Municipality's
responsibilities and obligations with respect thereto may be subject to other
legislation and governed by other agreements and instruments. To the extent
that there is any conflict or inconsistency between the provisions of this IPS
and the terms and conditions contained in such other legislation, agreements
or instruments applicable to third -party trust funds, the latter shall prevail.
5.21.2.5.22.2. The Municipality's third -party trust funds and the designated funds
are listed in Schedule AB.
5.'z-1 .3.5.22.3. For certainty, the third -party trust funds and the designated funds
are not MNRI of the Municipality, and such monies are not under the control or
management of ONE JIB.
Investment Management
5.22.5.23. Investment Management of Shert-Term nnePe„MRI
5.22.1.5.23.1. The investment of ch^r*-Terrn R,, MRI shall be controlled and
managed by the Treasurer.
5.23.5.24. Investment Management of I en Term MopeyMNRI
5.23.1.5.24.1. The investment of Long Term Money MNRI shall be controlled and
managed by ONE JIB in accordance with this IPS and the ONE JIB
Agreement.
5.23.2.5.24.2. nn G is u rrUe l Qhmef Investment Offop-eF ("GGIO") an,a er External
Dnrlfelie Managers shall he appointed by ONE IIQ and they shall eanh enter
aR nt yiwth ONIC In..es+men++ha+ n Plies with this IDS and Part II of +he
Regulation and P vide for delivery of a nlianee and Perfermanee r erts In
e rllanee udth the a Plisahle r Plater requiremeRtS, ONE IIR shall make a
the nar+ieina+inn MURiGipalities. O IC Investment shall agree en a set of
quality standards and nerferpnanee a �. � en+a+inns hieh a li e en, amen+ell in the
QGIQ's and/or Exlemal Dertfelie Manage guidelines.The selected Sub -
Investment Manager shall enter into agreement with ONE Investment related to
the OCIO Offerina. that comDlies with this IPS and Part II of the Reaulation and
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will provide compliance and performance reports to ONE JIB and ONE
Investment. ONE JIB shall make any investment management changes deemed in
the best interest of the Municipality.
5.245.25. Transition to Prudent Investor Regime
5.24.1.5.25.1. Until the Prudent Effective Date, the Municipality will continue to
control and manage its MRI, MNRI and investments in Legal List Securities.
Some Legal List investments were made with MRI and some with MNRI.
5.24:2.5.25.2. Upon and after the Prudent Effective Date, the control and
management of money and investments that are determined to be not required
immediately shall be given to ONE JIB. Nothing in this IPS requires that such
investments need be liquidated or disposed of. It is not contrary to this IPS for
investments that the Municipality does not require immediately to be held, and
to continue to be held by, ONE JIB in instruments such as term deposits,
guaranteed investment certificates or principal protected notes issued by a
financial institution. They can be held to maturity and invested upon receipt of
cash proceeds.
5.25.3. During the transition to the OCIO Offering the Chair and Vice -Chair of ONE JIB
have discretionary power to approve temporary investments recommended by
the Sub -Investment Manager that may not be expressly described in this IPS
but are, in the opinion of the Chair and Vice -Chair, in the best interests of the
Municipality and are entirely consistent with their fiduciary obligations to the
MunicipalitV.
5.24.3.5.25.4. Managernent of third party trust f unels A..rl n y designated funds is
rt rlirontly affeGted by the Prudent Cffont0yP Date All MNRI that is not Third -
Party Trust Funds, Designated Funds or Restricted Special Assets shall be
provided to the ONE JIB on the Prudent Effective Date.
Investment Constraints
5.25.5.26. Environmental, Social and Governance (ESG) Investing
5.25.1.5.26.1. The Municipality supports ESG investing for Short t-, e,,T�r ^MRI and
Long Term ne,.no„MNRI. The Municipality believes that well -managed
companies are those that demonstrate high ethical and environmental
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standards and respect for their employees, human rights, and the communities
in which they do business, and that these actions contribute to long term
financial performance.
5.25.2.5.26.2. The Municipality has chosen to monitor the developments of ESG
factors and will reconsider its approach to ESG investing for the Sh�m
MRI Investment Portfolio as and when appropriate to do so.
5.25.3.5.26.3. Far the investment of Lang n Term Money ONE IIB i red to
nlern he.., External Dertfelie Managers areimplementing responsible
'pies at the tome of hiring and during periediG FeVieWSd it may
Wert e results n iedieally if roe„estedFor the Investment of MNRI, ONE JIB
is required to explore and consider how the OCIO is implementing responsible
investing principles at the time of hiring and during periodic reviews. It may
report on results periodically, if requested.
5-d26-.5.27. Securities Lending
5.26.1.5.27.1. For the investment of Short -Term Mram^neyMRI, Securities Lending is
not permitted.
5.26.2.5.27.2. For the investment of LongTermMepeyMNRI, the Municipality
may invest in pooled funds, and other investment funds that are managed by
n External Der+felie Maeaeer who May engage n SeG irities Lending if the
el^ieG of the External Portfolio Manager permit ^ ^hAn aetieefunds that are
managed by the Sub Investment Manager who may engage in Securities
Lending if the policies of the OCIO permit such an action.
5.27.5.28. Derivatives
5.28.1. neri„a+i„e^ May et he used fer speei Iatiye n They may he i ed for
the in e^+men+ of I e e_Term Meney where they are f illy a red by a haeLine
et e s fer ei 1rrenev or rl ether heeine to ehanee eertfelfe !i� iretinn e
ere t ^�" strategic^ For the investment of MNRI, futures and forwards
contracts, options and other derivative instruments may only be used to:
a) create an asset mix position that does not leverage the portfolio,
b) replicate the performance of a capital market index, or
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5.27.1.0 reduce risk as part of a hedging strategy
548-.5.29. Use of Leverage
5.28.1.5.29.1. Nothing in this IPS prevents the use of leverage, provided it is
prudent to do so. Leverage is inherent in the use of certain types of investment
strategies and instruments. Where leverage is employed, ONE JIB (for MNRI)
and the Treasurer (for MRI) shall have in place monitoring procedures to
manage overall exposure to any counterparty Leverage is net a strategy
Gurrently empleyed by ONE jIB h, Fnaybe Gonsfdered at alate F
date.Leverage should not be exercised for speculative purposes but may be
used as a hedging tool.
5.29.5.30. Pooled Funds
5-2-9—.1 .5.30.1 . nll oo+mar,+ stFatomes FR , bepursued direGtly through heldinnc
es+ment f, inrls OF aRy mhina+ion thereof ay
The in es+man+ strategies m
I li ide, Ilena+igns to h shgr+s hgr+_+arm i ei es�men+ v hin-le
a.sa �a�-a�n�as„� s. Investments
in open-ended pooled funds, closed -ended pooled funds, limited partnerships
and other specialist corporate structures (e.g. LLCs), are permitted provided
that the assets of such funds are permissible investments under this IPS or
provided that any non -permitted investments are disclosed by the Sub -
Investment Manager. Within pooled funds, the External Portfolio Manager's
policies will take precedence over this IPS.
a 3�5.31. Currency Hedging
5.30.1.5.31.1. The MRI Investment Portfolio may consider
the utilization of currency hedging only in cases where the Municipality can
allocate the hedge to a specific capital purchase denominated in a foreign
currency.
5.30.2.5.31.2. The Municipality's funding requirements are in Canadian dollars.
However, some exposure to foreign currencies in the LGRg TerrnMNRI
Investment Portfolio may be advantageous to provide diversification and
potentially enhance returns. Therefore, it shall not be a violation of this IPS for
investments in global mandates to be unhedged, in whole or in part, where the
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diversification benefits embedded in the currency exposure are considered to
be beneficial or desirable by ONE JIB.
5.32. Alternative Asset Classes
5.32.1. The applicable legislation does not prevent the direct or indirect placement of
the MNRI in Alternative Assets Classes, this IPS permits investments in
alternative investments for the purpose of management of MNRI under ONE
JIB.
5.32.2. Alternative Asset Classes, such as infrastructure or real estate, may have
uncorrelated return characteristics with traditional Asset Classes that may
improve diversification within the portfolio, which may lead to better risk
adjusted returns. Typically investment may not be fully liquid, and are only
appropriate for inclusion in portfolios with long investment horizons.
5.31.5.33. Prohibited Investments
5.31.1.5.33.1. There are no investments specifically listed as prohibited.
5-.32-.5.34. Performance Monitoring, Rebalancing and Management
5.32�5.34.1. Short -Term -MoneyMRI
5.32.2.5.34.2. Reporting of e" rt-T^rm MeyIVIRI shall be in accordance with
policy CP-003 Investment Policy (Legal List).
5.32.3:5.34.3. l ^ Term nneneyMNRI
5.32.4.5.34.4. For the investment of eng Term MepeyMNRI, ONE JIB shall
establish parameters for monitoring investments and rebalancing through
policy or directly within the Ifnvestment Pplan.
5.32.5.5.34.5. Investments are expected to achieve returns at least equal to their
benchmarks measured over a rolling five-year period. At minimum, ONE JIB
shall provide reporting described in Section 5.415-.42- that shows the
holdings, declares compliance with this IPS, and "^Ws EXter..nl Per1f^lie
Manager pera^r., aRGereports on the Sub -Investment Manager's performance.
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Administrative Policies
5.33-.5.35. Flow of Money and Annual Municipal Budget
5 33 1 5.35.1. On an annual basis, as part of the Municipality's Annual Review
process, the Municipality shall identify the amount, if any, of Long -Ter m
MoneyMNRI that it holds. Any Long Term Mane MNRI not already under the
control and management of ONE JIB shall be transferred to ONE JIB as soon
as practicable.
5.33.2.5.35.2. On an annual basis, ONE JIB shall be notified by the Treasurer as
to the amount, if any, required by the Municipality from the LE)Rg—Term
Men"MNRI then under the control and management of ONE JIB for the
Municipality's operational purposes. Such amount shall be deemed to be
Short Term eyMRI and shall be returned to the Municipality in a lump sum
or by way of periodic payments, as directed by the Treasurer.
5.34.5.36. Flow of Money Otherwise than through the Budget Process
5.34.1.5.36.1. The Sher*-Terrn F--- MRI captures revenues received by the
Municipality during each year after the approval of the Municipality's budget for
the year. Any amounts deemed to be MNRI by the Treasurer at any such time
during the year shall be transferred to ONE JIB to be under its management
and control as' ^^^-Term FURd MNRI. Amounts so transferred will be
recorded annually in the Investment Plan and allocated by ONE JIB in
accordance with the Investment Plan.
5.35.1.5.36.2. The Treasurer is authorized to direct ONE JIB to return any
amounts determined by the Treasurer to be required to meet expenditures for
unexpected contingencies not anticipated by the Municipality's budget in force
for that year, provided however that the aggregate of the amounts to be
returned to the Municipality under this Section 6.2.2 during the year shall not
exceed 25% of the' ^^^ Term McReyMNRI under the control and
management of ONE JIB as at the date that the Municipality approved its
budget for the year (the Budgeted' ^^^-Term McReyMNRI). In determining the
Budgeted' ^^^-Term ME)Pe MNRI for purposes of calculating the 25% limit,
any L ^^^-Term McRe MNRI to be transferred to the control and management
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of ONE JIB in accordance with that year's Annual Review pursuant to Section
5.42.25.41.2 shall be included and any amount to be returned by ONE JIB to
the Municipality pursuant to Section 6.1.2 shall be excluded.
5.36.5.37. Valuation of Investments
5.36.1.5.37.1. Investments shall be valued according to the values provided by
the Custodian(s). For the investment of Long Mon yMNRI, values of
unitized vehicles shall be valued according to the unit values published by the
Custodian. Other investments shall be valued at their market value when that
is available from regular public trading. If a market valuation of an investment is
not available, then a fair value shall be supplied by the External onrtfnlin
Managefthe Sub -Investment Manager to the Media^ONE Investment no
less frequently than quarterly.
5-.37-.5.38. Voting Rights
5.37.1.5.38.1. c� 1hient +n the r of cnr-, fie , n with r +n eGt I DG
ri+inc uihnrn Cv+n rnal Portfolio MaRagnrs have berm n Rt8d nh
F=x nrnnl Dnr+fnlin Mnnnnnrc shall n n the responsibility of nvnrnicinn vn+inn
rights and will report theiF voting p0liGies to ONE jIB aRnually. The MuniGipalAy
may aGGess these nnliGies at „time The Sub -Investment Manaqer shall
assume the responsibility of exercising voting rights in respect of the
Municipality's MNRI and will report its voting policies to the ONE JIB annually.
The Municipality may access these policies at any time.
5 3�5.39. Internal Controls
5.38.1.5.39.1. The Treasurer shall establish an annual process of review of all
investments made under this IPS. This review will provide internal control by
assuring compliance with governing legislation and with policies and
procedures established by the Treasurer. To the extent ONE JIB's input is
needed, these requirements will be communicated in advance to ONE JIB.
5.39.5.40. Custodians
5.39.1.5.40.1. All investments and assets of the investment portfolios shall be
held by a Custodian and any of the Custodian's sub -custodians or nominees.
For Long Term MepeyMNRI, the Custodian shall be acceptable to ONE
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Investment. For choir+ Term MeepeyMRI the Custodian shall be acceptable to
ONE Investment if ONE Investment products are being used for the investment
of the Municipality's Cher+ Term MepieyMRI, otherwise the Custodian shall be
acceptable to the Municipality.
40.5.41. Reporting
5.40.1.5.41.1. For the investment of MRI, the Treasurer
shall report at least annually to Council, the report to be in a form and contain
such content as Council may request. Subject to any reporting obligations
contained in the Municipality's Investment Policy (Legal List) the report to
Council shall include investment performance during the period covered and
any other information required under the Regulation and that the Treasurer
may consider to be pertinent.
5.40.2.5.41.2. The Regulation provides that ONE JIB shall submit an investment
report to Council in respect of the investment of eng Term ne,,ney (MNRI)of
MNRI at least annually. This report shall include the following.
a) Investment performance during the period covered by the report;
b) Asset mix of the total portfolio;
c) A listing of individual investments held at the fund level at the end of the
reporting period showing, where appropriate, book value, market value,
realized/unrealized gains/losses and actual income received;
d) A list of all transactions including the security name, trade date, and the
purchase and/or sale price;
e) A statement by the Treasurer as to whether all investments were made in
accordance with the IPS and as to whether all investments were made in
accordance with the Investment Plan; and
f) Any other pertinent information in the opinion of the Treasurer.
5.40.3.5.41.3. All securities invested on behalf of the Municipality by ONE JIB or
with the assistance of ONE Investment shall be held for safekeeping in the
name of the Municipality by a Custodian.
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5.41.5.42. Approval, Subsequent Modifications and Effective Date
5.41.1.5.42.1. Policy CP-003 Investment Policy shall be renamed CP-003
Investment Policy (Legal List) and will be reviewed on an annual basis.
5.41:2.5.42.2. At least annually, Council shall review the IPS and update it, if
required. In the course of reviewing the IPS, Council may request comments
from the Treasurer with respect to the investment of Short Term neone MRI
and from ONE JIB with respect to the investment of Long Term Mon-e MNRI.
5.41.3.5.42.3. Following the Council's review of the IPS, ONE JIB shall review
the Investment Plan and update it, if required.
5.41.4.5.42.4. At a minimum, the annual IPS review will consider:
a) the adequacy of funding for capital works;
b) the Municipality's ability to reduce other spending;
c) flexibility of the timeframe to payout; and
d) sensitivity to loss.
5:42-.5.43. Effective Date
5.42.1.5.43.1. This IPS is adopted by Council of the Municipality, and will come
into force effective the date of the Prudent Effective Date Agreement as signed
by ONE JIB and the Municipality..- The Treasurer is directed to sign a copy of
this IPS to evidence approval and to deliver a copy of this IPS to ONE JIB.
6. Roles and Responsibilities:
6.1. Council is responsible for:
6.1.1. Approving the Municipality's Investment Policy and reviewing the policy on an
annual basis.
6.2. Chief Administrative Officer (CAO) is responsible for:
6.2.1. Ensuring compliance with this policy
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6.3. Deputy CAO, Finance and Technology/Treasurer is responsible for:
6.3.1. This IPS is approved and adopted by Council with input from the Treasurer,
and from ONE JIB with respect to MNRI. MRI of the Municipality, and-anyin
addition to any third party trust f, ind-SThird-Party Trust Funds, Designated
Funds and Restricted Special Assets referenced in Section 1_15-3, remain
the control and management of the Treasurer.
6.3.2. Consistent with this IPS, the Treasurer is responsible for the implementation of
the investment program and the establishment of investment procedures which
shall include:
a) Investment management of MRI and any third party trust fundsThird-
Party Trust Funds, Designated Funds, and Restricted Special Assets
referenced in Section 1.15.95-.9 by, or under the direction of, the
b) The deposit or withdrawal of MNRI, under the explicit delegation of
authority regarding MNRI, and the investment thereof, to ONE JIB, which
is responsible for the control and management of such funds and
investments; and,
c) A system of controls exercised by the Treasurer to regulate the activities
of employees.
6.3.3. No person including, without limitation, ONE JIB, may engage in an investment
transaction except as provided under the terms of this IPS.
6.3.4. In the management of MRI of the Municipality, and any third+
fundsThird-Party Trust Funds. Desianated Funds and Restricted Special
Assets referenced in Section 2.1, the Treasurer may engage one or more
agents and service providers. ONE Investment can assist with the investment
of the Municipality's MRI, in Legal List Securities, and with the investment of
third -party trust funds, in accordance with the terms of the applicable trust, if
permitted, at the request of the Municipality.
6.4. ONE JIB is responsible for:
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6.4.1. ONE JIB has been appointed by the Municipality in accordance with the
requirements of the Act and the Regulation and on the terms and conditions
set out in the ONE JIB Agreement (Appendix 1).
6.4.2. ONE JIB exercises control and management of the Municipality's MNRI and
the investments made by it in accordance with the objectives and risk tolerance
established in this IPS.
6.4.3. Among the responsibilities of ONE JIB are the following:
a) Reviewing this IPS;
b) Adopting and maintaining an Investment Plan that complies with this IPS;
c) Engaging External Pertfe-lie Manager Custodians, administrators and
other investment professionals (Agents);
d) Allocating the money and investments under its control and management
among External Portfolio Managers and their funds in compliance with
this IPS;
e) Monitoring the performance of the OCIO Offering and Agents; and,
f) Reporting to the Municipality.
6.4.4. The foregoing is subject to the more detailed terms and conditions contained in
the ONE JIB Agreement.
6.4.5. ONE JIB, in its capacity as a joint municipal service board, in addition to being
a local board of each member Municipality is subject to a Code of Conduct as
required by the Municipal Act, 2001 (the "Act"). This Code of Conduct applies
to the Chair and the other Members of ONE JIB acting in their capacity as
Members of ONE JIB.
6.5. All Staff are responsible for:
6.5.1. Individuals who are responsible for the Municipality's Short-TermMRI
Investment Portfolio shall comply with the Municipality's Conflict of Interest
guidelines and any relevant professional codes of conduct (e.g., the CPA Code
of Professional Conduct).
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7. Related Documents:
7.1. CP-003 Investment Policy (Legal List)
7.2. O.Reg.438/97: Eligible Investments, Related Financial Agreements and
Prudent Investment
8. Inquiries:
8.1. Manager, Financial Planning/Deputy Treasurer
8.2. Deputy CAO, Finance and Technology/Treasurer
9. Revision History:
Date
Description of Changes
Approved By
April 22, 2024
Updated Policy name
Council
April 22, 2024
Prudent Investment adoption
Council
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Attachment 2 to Report FSD-015-25
GINarington
Council Policy
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May xx, 2025 Annual update to investment
policy.
• References to portfolio
manager have been
changed to Sub -Investment
Manager to reflect change
to OCIO.
• References to short-term or
long-term monev changed
to MRI or MNRI
• Definitions added or
removed.
• New section on restricted
special assets and
corresponding amendments
to LDC investment.
• Added Appendix 1 and 2
Council
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-- Formatted: front: 12 pt
Formatted: List Paragraph, Bulleted + Level: 1 + Aligned at:
0.25" + Indent at: 0.5"
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Schedule A
Restricted Special Assets
Debt Securities
None
Own -Debt Securities
Not applicable
LDC or other MSC Securities
Investments in Elexicon Corporation, Elexicon Energy or Elexicon Group
Other
None
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GINarington
Council Policy
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Schedule B
Third -Party Trust Funds and Designated Funds
Third -Party Trust Funds
Care and Maintenance trust funds under the Funeral, Burial and Cremation Services
Act, 2002.
Designated Funds
Not Applicable
Page 34 of 34
Page108
Clarington
Staff Report
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Report To: General Government Committee
Date of Meeting: May 5, 2025 Report Number: FSD-016-25
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: RFP2025-1
Report Subject: Engineering Services for Baseline Road Reconstruction
Recommendations:
1. That Report FSD-016-25, and any related delegations or communication items, be
received;
2. That the proposal received from CIMA Canada Inc., being the highest scoring
proponent meeting all terms, conditions and specifications of RFP2025-1 be
awarded the contract for the provision of Engineering Services for Baseline Road
Reconstruction;
3. That the funds required to complete this project be funded from the approved
budget; and
4. That all interested parties listed in Report FSD-016-25, be advised of Council's
decision.
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Municipality of Clarington Page 2
Report FSD-016-25
Report Overview
To request authorization to award RFP2025-1 — Engineering Services for Baseline Road
Reconstruction to CIMA Canada Inc.
1. Background
1.1 The Municipality of Clarington requires the assistance of a qualified engineering
consulting firm with the skills, resources, and experience necessary to provide
engineering services for the reconstruction and urbanization of Baseline Road from
Mearns Avenue to Lambs Road in Bowmanville.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant to assist with the reconstruction of Baseline Road, Bowmanville.
1.3 RFP2025-1 was issued by the Procurement Services Division and advertised
electronically on the Municipality's website.
system with price being an evaluated factor
2. Analysis
2.1 The RFP closed February 28, 2025.
The RFP was structured on a two -envelope
2.2 Thirteen companies downloaded the request for proposal, and six proposals were
received (refer to Attachment 1) by the stipulated closing date and time. One proposal
was deemed non -compliant for the inclusion of pricing within the technical submission.
Five proposals received were determined to have met the mandatory items as
contained within the RFP. The five compliant proposals were distributed to the
evaluation committee for review, evaluation, and scoring.
2.3 The technical proposals were evaluated and scored independently by the members of
the evaluation committee in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of staff from the Planning and
Infrastructure Services Department.
2.4 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate their understanding of the Municipality's requirements.
2.5 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the proposals were evaluated were as follows:
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Municipality of Clarington Page 3
Report FSD-016-25
• The Proponent's understanding of the Municipality's requirements;
• Experience and qualifications of both the firm as well as the proposed team who
would be working on the project.
• That the proposed team had the expertise in the fields required such as Civil
Engineering, Stormwater Management and Storm Sewer Design, Streetlight
Design, Geotechnical Engineering, Landscape and Architecture Design.
• The qualifications and experience record of the Contract Administrator and Site
Inspector to be utilized on the project.
• The Proponents methodology and understanding of the requirements for the
project.
• A proposed work plan indicating the project method, schedule, Time -Task Matrix
showing an estimated overall timeline of the project.
• Measures, processes and procedures used by the Proponent to ensure that high
quality services are being provided to the Municipality.
2.6 Upon completion of the evaluation, three submission proposals met the established
passing threshold of 80 percent for Phase 2 - Technical Submission and moved to
Phase 3 - Pricing. The evaluation committee determined that the optional presentation
from the short-listed proponents would not be required.
2.7 The pricing envelopes for the short-listed proponents were opened and evaluated as
stipulated in the RFP document.
2.8 Upon completion of the evaluation scoring, the recommendation is to award the contract
for this work to the highest scoring proponent, CIMA Canada Inc.
2.9 CIMA Canada Inc. has completed work for the Municipality in the past and reference
checks were completed and came back satisfactory.
3. Financial Considerations
3.1 This project was broken down into two stages for pricing purposes:
3.1.1. The first stage will include the design and approvals as well the preparation of
the tender documents and tendering phase. This portion of the work was
quoted as $463,041.36 (Net HST Rebate).
3.1.2. The second stage was provisional and included the Inspection and Contract
Administration services required during the execution of the work required. The
Municipality will not be including this portion of the of the work in the award.
3.2 The funding required for this contract award is up to $489,205.36 (Net HST Rebate)
which include the engineering services for design, approvals and tendering in the
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Report FSD-016-25
amount of $463,041.36 (net HST Rebate) as well as the permit application fees and
allowance for utility relocation in the amount of $26,164.00 (net HST Rebate). The
project will be funded from the following accounts, which are in the approved 2025
budget:
Description
Account Number
Amount
Baseline Road Reconstruction
110-50-330-83312-7401
$489,205
4. Strategic Plan
C.1.4: Proactively address traffic management, walkability, livability, and connectivity.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO, Planning and Infrastructure
Services who concurs with the recommendations.
7. Conclusion
It is respectfully recommended that CIMA Canada Inc., being the highest scoring
proponent meeting all terms, conditions and specifications of RFP2025-1 be awarded
the contract for the provision of Engineering Services for the Baseline Road
Reconstruction.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 — Summary of Proposals Received
Interested Parties:
List of Interested Parties available from Department.
Page112
Municipality of Clarington Page 5
Report FSD-016-25
Attachment 1 to Report FSD-016-25 - Summary of Proposals Received
Municipality of Clarington
RFP2025-1— Engineering Services for the Reconstruction of Baseline Road
Summary of Proposals Received
Bidder
Ainley Graham & Associates Ltd.
CIMA Canada Inc.
Concept Dash Inc.
D.G. Biddle & Associates Ltd.
Jp2g Consultants Inc. *
Tunio Developments Inc.**
Note: Bidders marked with "*" were shortlisted.
Bidders marked with "**" were non -compliant
Page113
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: May 5, 2025 Report Number: FSD-019-25
Authored By: Trevor Pinn
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary -Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: 2025 User Fee By-law Update
Recommendations:
1. That Report FSD-019-25, and any related delegations or communication items, be
received;
2. That the By-law attached to Report FSD-019-25, as Attachment 1, be approved and
By-law 2024-022 be repealed; and
3. That all interested parties listed in Report FSD-019-25, and any delegations be
advised of Council's decision.
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Municipality of Clarington Page 2
Report FSD-019-25
Report Overview
In June 2023, Council approved report FSD-029-23, which began the process of
consolidating user fees into one by-law, an efficient way to incorporate inflationary factors
and adopt new fees in a consistent manner. The Deputy CAO/Treasurer has the authority to
approve annual changes to existing fees in the User Fee By-law up to the CPI increase or
$5, whichever is greater. These most recent changes took effect January 1, 2025.
This report adds new fees and highlights administrative changes to the User Fee By-law,
which will take effect July 1, 2025. This requires Council approval. Once these new fees are
added to the Fee Schedule, they will also be subject to the annual CPI/$5 increase to be
approved by the Deputy CAO/Treasurer
1. Background
1.1 The Municipal Act, 2001 allows the Municipality to charge user fees for services that
are provided to individuals. The user fee must be provided for in a by-law approved by
Council.
1.2 The planned 2026 opening of the South Bowmanville Recreation Centre has resulted in
proposed new fees.
1.3 Some minor administrative changes are being proposed to ensure consistency and to
remove fees that no longer apply to the Municipality due to changes in legislation,
process changes, etc.
1.4 Increasing care and housing fees are the drivers behind the proposed new fees from
the Animal Services Division of the Legislative Services Department.
1.5 The Treasurer has directed staff to remove HST from the user fee schedules. A note
will be added to advise residents that fees are subject to HST where applicable. This
follows common practice in municipalities and reflects the fact that HST is not a fee
charged by the Municipality. Changes to HST applicability and rates are outside the
control of the Municipality and may change at any time, removing them from the By-law
schedules provides flexibility if there are changes to HST.
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Municipality of Clarington Page 3
Report FSD-019-25
2. Updates to Existing Fees/Administrative Changes
Planning and Infrastructure Services
2.1 Remove Commissioning Fees from Schedule E; these fees are noted in Schedule A -
General Fees. As this service is offered by multiple departments, this will ensure
consistency in the fee charged across the organization
2.2 Pre -consultation Fees: Stage 2 — Technical Proposal Review fee to be removed from
Schedule E. This is no longer applicable to the Municipality.
2.3 Minor site plans in the Oak Ridges Moraine to be removed from Schedule E.
2.4 Additional Dwelling Unit: Registration for Applications submitted prior to January 1,
2015 fee to be moved to Publications section in Schedule E.
2.5 Minor revisions to the notes and descriptions of application fees to add clarity as to
when the fees apply.
2.6 Remove and condense the duplication of the minor pre -consultation fee so that one fee
captures all minor pre -consultation fees, including the land division pre -application
meeting. Staff propose a $15 increase to provide consistency among all similar fees.
2.7 Separate the Deed Stamping Fee from the Land Division Application fee to avoid a
future refund if the applicant does not complete the land division process. The deed
stamping payment will now be collected at the end of the land division process for any
future applications. The applicant will not have to pay the deed stamping fee again
where the fee was already collected as a combined fee between 2024 to when this By-
law is in effect.
2.8 In addition, Clarington staff and Hemson Consulting are undertaking a comprehensive
review of Planning and Infrastructure fees to ensure full cost recovery. A report and by-
law amendment are targeted for General Government Committee in the Fall.
Public Services — Community Services Division
2.9 Remove the following fees due to the decommissioning of the Bowmanville Indoor
Soccer building:
2.9.1. Turf Full Field Discount
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Municipality of Clarington Page 4
Report FSD-019-25
2.9.2.
Turf Full Field Non -Prime
2.9.3.
Turf Full Field Prime Time
2.9.4.
Turf Half Field Discount
2.9.5.
Turf Half Field Non -Prime Time
2.9.6.
Turf Field Prime Time
2.10 Staff recommend updating the existing Swim/Skate drop -in options, 10-ticket passes,
group entry, and annual membership to include access to the South Bowmanville
Recreation Complex (SBRC) walking track during designated times. The updated
charge name and descriptions would be revised to "Swim/Skate/Walk" with no changes
to the existing fees. Including this update in the 2025 rates and fees ensures essential
data is captured to inform the SBRC operational plan and budget. While these
adjustments will not take effect until 2026, when the facility becomes operational, their
early inclusion supports financial planning and strategic decision -making to ensure the
SBRC meets community needs upon opening.
Transitioning youth development groups to the correct ice rental rate
2.11 Historically, youth development programs were charged the lowest available rate under
the previous ice rental structure. When the current rate structure was introduced, which
includes Resident, Community, and Commercial rates, it was recognized that these
programs would face a significant fee increase. To ease this transition, a phased -in
approach was implemented, gradually moving these groups to the Resident Rate. As of
January 1, 2026, these groups will reach the Resident Rate. However, this transition
did not fully align these groups with the correct rate category. As businesses operating
for profit, they should be classified under the Commercial Rate (Resident Rate plus
20% surcharge). To complete this transition while ensuring a manageable fee increase,
staff recommend a continued phased -in approach:
2.11.1. January 1, 2027: Annual CPI increase plus additional —10% increase toward
the Commercial Rate
2.11.2. January 1, 2028: Annual CPI increase plus additional —10% increase to fully
align with the Commercial Rate
2.12 This adjustment applies only to existing youth development groups currently on the
phased -in plan. Any new groups entering the system will be required to pay the correct
Page117
Municipality of Clarington Page 5
Report FSD-019-25
Commercial Rate upfront. A clear communication plan will be developed to inform
affected groups, manage expectations, and mitigate concerns.
Public Services — Public Works Division
2.13 Commemorative Tree and Bench program to be removed from the User Fee
schedules. Since these are donations, they should only be posted on the Municipal
website, not in the User Fee By-law.
2.14 Staff propose an increase to the minimum labour requirement in the Incident Response
category from 1 hour to 3 hours. This recommendation is based on a continuous
improvement cost recovery project:
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Municipality of Clarington Page 6
Report FSD-019-25
2.15 Staff recommend updating the reference from "Current MTO Rate" to "Current MTO
Ontario Provincial Standard Specification Rate" to provide greater clarity in the Incident
Response category.
Public Services - Emergency Services Division
2.16 Staff recommend increasing the base rate for 1 hour of services offered by a Fire
Prevention Inspector to $77.47. The calculation for the fee will be: Time required to
complete the task x $77.47.
3. New Fees
Legislative Services — Animal Services Division
3.1 Currently, small animals such as rabbits, guinea pigs, hamsters and small birds are
adopted out with a voluntary donation from the adopter rather than a fee. This has most
often worked against the shelter — the donation is quite low compared to the cost of
housing the animal.
3.2 Costs are rising for supplies for these types of animals. They are often harder to
rehome, so their stays become longer. While we don't get many small animals, they
can be expensive to house.
3.3 Nearby municipalities vary in price for the adoption of small mammals and birds. See
below for a comparison.
Municipality
Pickering
Rabbit - $56.50
Other - variable
Oshawa
$40 + HST
Whitby
$102 + HST
Kawartha Lakes (Humane Society)
Rabbits (sterilized) - $150
Others - $15+
Port Hope (Northumberland Humane
Rabbits and guinea pigs - $25
Society)
Rats/Hamsters - $15
Uxbridge — Scugog
$55
3.4 Clarington Animal Shelter is the only area shelter that does not charge a set fee.
Page119
Municipality of Clarington Page 7
Report FSD-019-25
3.5 Animal Services Division Staff are recommending the following additions to the User
Fee By-law within Schedule B:
3.5.1. $39.82 for rabbits
3.5.2. $22.12 for guinea pigs and other small mammals.
3.6 There are no plans to sterilize rabbits or other small mammals at this time, as the
procedure requires a specialized veterinarian and is cost prohibitive.
Legislative Services — Clerks Division
Completion of Municipal Information Form
3.7 The Municipal Clerk signs off on Municipal Information forms, which indicate whether
the area in which the premises will be located is "wet", "damp" or "dry" (in relation to the
sale of liquor) and notes if there are any specific concerns regarding zoning or non-
compliance for the purpose of obtaining a liquor sales licence from the Alcohol and
Gaming Commission of Ontario (AGCO). The Clerk's office confirms there are no
Zoning or outstanding Municipal Law Enforcement Concerns and then the form as
signed off by the Municipal Clerk.
3.8 Currently Clarington signs off on Municipal Information Forms free of charge. The
Clerk's Division currently receives 5 to 10 Municipal Information Forms per year. Based
on a review of comparator municipalities, the Clerk's Division Staff recommend adding
a new fee of $50.00 + HST for completion of the form.
Declaration of Municipally Significant Events
3.9 Council has delegated the authority to the Municipal Clerk to designate a "Public Event"
an event of municipal for the purpose of obtaining a Special Occasion Permit through
the AGCO. Examples of this type of event include: Spartan Race, Holiday in the Hills,
Community Dances or Concerts The Clerk's office confirms the event qualifies as
Municipally Significant in accordance with the criteria set out in Resolution #GPA-429-
12 arising from Report CLD-028-12, which includes criteria for events, and provides a
letter to the applicant.
3.10 Currently, Clarington prepares these letters free of charge. The Clerk's Division
currently receives 10 to 15 of these requests per year. Based on a review of
comparator municipalities, the Clerk's Division Staff recommend adding a new fee of
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Municipality of Clarington Page 8
Report FSD-019-25
$50.00 + HST for completion of the form. Municipality of Clarington events would be
exempt from this fee.
3.11 The following summarizes what other comparator municipalities charge for Municipal
Information Forms and letters declaring an event Municipally Significant (sorted by fee):
..
..
$0.00
B- FTFT
•
0.00
0.00
• • • -
50.00
0.00.
•
50.00
50.00
•
58.50
0.00
•
60.00
$0.00
• • •
83.00
$372 + HST One fee for all
approvals, Clerk's Fire, Building
• .
100.00
50.00
.
100.00
100.00
=
$233.00 - One fee for all Municipal
Approvals
- - • •
$626.79 - One fee for all approvals,
Clerk's Fire, Building
$157.00 - One fee for all approvals,
Clerk's Fire, Building
•
$439.51 - One fee for all approvals,
Clerk's Fire, Building
Legislative Services — Municipal Law Enforcement Division
3.12 Staff recommend introducing at 25% administrative fee to recoup expenses incurred to
arrange and execute required work undertaken to comply with Orders issued pursuant
to the Site Alteration By-law 2024-017 and the Property Standards By-law 2007-070.
3.13 The administrative fee is intended to offset additional expenses related to procurement,
scheduling, site attendance, and the clerical resources necessary for processing
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Municipality of Clarington Page 9
Report FSD-019-25
invoices. The proposed fee is consistent with the existing administrative charge
outlined in the Boulevard By-law 2013-066.
Planning and Infrastructure Services
3.14 Staff recommend introducing a Deeming By-law application fee for applications that
propose to deem all or parts of registered plans of subdivision not to be part of a plan of
subdivision if they were registered for eight (8) years or more under Subsection 50(4) of
the Planning Act. This is not a common Planning Act Application and historically
Clarington has used the exemption from Part Lot Control application fee for these types
of applications as the process is similar and more of a legal and technical matter to
rectify or change parcel fabric within a plan of subdivision, such as to be able to merge
abutting lots.
Public Services — Community Services Division
New permit fees at the South Bowmanville Recreation Complex
3.15 Staff recommend the addition of new permit fees at the South Bowmanville Recreation
Complex (SBRC). The proposed inclusion of these fees in the 2025 update allows
sport partners to review and budget accordingly before submitting allocation requests
for the new facility. Staff propose holding these rates for the 2026 operational year.
.-
Quarter Field Indoor Turf Prime
$180.00
Per hour
Quarter Field Indoor Turf Non -Prime
136.35
Per hour
Quarter Field Indoor Turf Prime Off -Season
50.00
Per hour
Quarter Field Indoor Turf Non -Prime Off -Season
40.30
Per hour
Full Field Indoor Turf -Tournament
500.00
Per hour
Gymnasium — Category A
85.26
Per hour
3.16 The gymnasium fee structure will be updated to a new naming convention using
Categories A through D. Categories B through D will reflect existing rates, with no
change in pricing. The standard rental of a single gymnasium at SBRC will be included
under Category B (formerly "DHRC — Gymnasium Full"). A new Category A fee is
being introduced to represent the combined rental of both Gymnasiums 1 and 2 at
SBRC.
Page122
Municipality of Clarington Page
10
Report FSD-019-25
3.17 Benchmarked against comparable facilities and reflecting the operational model of the
former Bowmanville Indoor Soccer full turf field, these fees support similar usage for
comparable pricing, ensuring continuity for user groups. The gymnasium fees are
aligned with the pricing models of existing gymnasium facilities, ensuring consistency
and competitiveness across municipal recreation offerings. Staff also recommend a
reduced hourly tournament rate for full turf rentals when booked for 5 or more
consecutive hours during the on -season. This fee supports sport tourism, which brings
economic benefits to the community and promotes local business engagement.
Whirlpool add -on fee for pool rentals
3.18 Staff recommend the addition of a whirlpool add -on fee for pool rentals. This fee
covers additional costs for maintenance and operation while enhancing rental offerings
to customers:
Whirlpool Add -On
$30.00 1 Per hour
Stage rentals, garbage bins, and picnic tables (fields section)
3.19 The stage rental fees are intended to recover costs associated with maintenance and
operation, including inspection and staffing requirements, which have increased
significantly in recent years. Stage rental staffing costs will be calculated based on the
actual staffing required during event times. The proposed stage fees will replace the
former hourly stage fees. For picnic tables and garbage bins, delivery fees follow a cost
recovery model, addressing staff time for delivery and pick-up.
3.20 Staff recommend that the new supply fees for events be approved as part of the July
1st update, but not take effect until January 1, 2026. Delaying implementation ensures
a smoother transition, as introducing these changes mid -season would be operationally
complex and could create confusion for event organizers.
3.21
These fees will apply to Community Not for Profit Events that have an approved
Special Events application for an event on Municipal Property.
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Municipality of Clarington
Report FSD-019-25
Page
11
Stage Rental - Staffing
Varies by rental, based on required
Per rental
staffing and a cost -recovery model.
Garbage Bins (Delivery)
49.85
Per 5 units,
per event
Picnic Tables (Delivery)
149.56
Per 5 units,
per event
New outdoor rental fee
3.22 Staff propose a new rental fee for picnic shelters and gazebos to support cost recovery
for maintenance and repairs. These spaces currently have no rental fee but require
staff time for cleaning, waste removal, and ongoing operational support. The fee is
benchmarked against neighboring municipalities, where similar rentals are charged,
and ensures sustainable management of these amenities.
Picnic Shelter / Gazebo
Swim and Skate sponsorship fee
10.00 1 Per hour
3.23 A flat sponsorship fee of $600 per event is recommended and based on the average
potential revenue across all municipal recreation facilities. This was calculated by
multiplying each facility's capacity by the current Youth Drop -In rate to estimate event
revenue and then averaging those totals to arrive at a consistent rate. Formalizing this
fee supports transparency and simplifies administration. Sponsorships help offset
operational costs and ensure continued community access to affordable drop -in
recreation opportunities.
Description of Service Fee Unit
Sponsored Public Swim or Open Leisure Skate
$600.00 Per event
(Any Location)
Advertising fees (Rink Boards and Lobby Posters)
3.24 The Municipality now directly manages advertising sales (previously handled by a third
party).
Page 124
Municipality of Clarington
Report FSD-019-25
Page
12
3.25 Staff recommend including the existing advertising fees for rink boards and lobby
posters in the User Fee by-law. These fees remain unchanged from the current rates
posted on the municipal website.
3.26 Artwork is the responsibility of the advertiser. An additional $200 production fee applies
to each rink board. There is no additional cost for lobby ad production.
Description of Service-fe-r—m-7
Location 1
Category A Rink Board
1 year
Garnet B. Rickard Recreation Complex -
$1,500.00
Pad A
1 year
Garnet B. Rickard Recreation Complex -
Category B Rink Board
Pad B, South Courtice Arena - Pad A or B,
1,200.00
Darlington Sports Centre
Category A Poster
1 year
Garnet B. Rickard Recreation Complex,
1,000.00
South Courtice Arena
Category B Poster
1 year
Courtice Community Complex, Diane
800.00
Hamre Recreation Complex
Category C Poster
1 year
Darlington Sports Complex
500.00
Public Services - Emergency Services Division
3.27 Staff recommend adding an Administrative Fee to support cost recovery for MTO and
ARIS fees, this fee aligns with the fee in Municipal Law Enforcement for using the same
Province of Ontario systems.
4. Financial Considerations (section must remain, select not
applicable if there are no considerations)
4.1 The Financial Considerations have been identified in the above rationale; departments
will update user fee revenue as part of the 2026 Budget Update where applicable.
5. Strategic Plan
5.1 Not applicable.
Page125
Municipality of Clarington
Report FSD-019-25
Page
13
6. Climate Change
6.1 Not Applicable.
7. Concurrence
This report has been reviewed by the Deputy CAOs of Planning and Infrastructure Services,
Public Services and Legislative Services who concur with the recommendations.
8. Conclusion
It is respectfully recommended that Council approve the attached Draft User Fee By-law and
repeal By-law 2024-022.
Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 x2602 or
tpinn@clarington.net.
Attachments:
Attachment 1 — Draft User Fee By-law
Interested Parties:
There are no interested parties to be notified of Council's decision.
Page126
Attachment 1 to Report FSD-019-25
THE CORPORATION OF THE MUNICIPALITY OF
CLARINGTON
BY-LAW NO. 2025-xxx
Being a by-law to require the payment of fees for services.
Whereas Subsection 69(1) of the Planning Act, R.S.O. 1990, c.P.12, as amended,
provides that by-laws may be passed by the council of a municipality to establish a tariff
of fees for the processing of applications made in respect of planning matters;
And whereas Subsection 391(1) of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, authorizes a municipality to impose fees or charges for services or activities
provided or done by or on behalf of it;
And whereas Council passed a resolution arising out of Report FSD-019-25;
Now therefore the Council of the Municipality of Clarington enacts as follows:
1. That commencing July 1, 2025, the fees for services provided by the Municipality
shall be set out in the following Schedules to this By-law:
a. Schedule "A" — General Fees
b. Schedule "B" — Legislative Services Fees
c. Schedule "C" — Financial Services Fees
d. Schedule "D" — Emergency and Fire Services Fees
e. Schedule "E" — Planning and Infrastructure Services Fees
f. Schedule "F" — Community Services
g. Schedule "G" — Public Works Fees
h. Schedule "H" — Cemetery Services Fees
2. That the Deputy CAO/Treasurer is authorized to adjust the above schedules,
without amendment to this By-law, effective annually on January 1 of each year,
by an amount not exceeding the July over July, Ontario All -Items Consumer
Price Index (CPI) or $5, whichever is higher.
Page127
Attachment 1 to Report FSD-019-25
3. Notwithstanding Section 1, the Deputy CAO/Treasurer, or designate, is
authorized to waive service fees for customer service, community events, or
internal purposes.
4. That the Deputy CAO/Treasurer, or designate, be authorized to approve interim
service fees to be ratified by Council within 12 months of approval.
5. That By-law 2024-022 and any amendments thereto, be repealed.
6. That this by-law shall be effective on July 1, 2025.
Passed in Open Council this day of May, 2025.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Page128
Attachment 1 to Report FSD-019-25
By-law 2025-xxx
Schedule "A"
General Fees
Fee Schedule Effective July 1, 2025
Fees are subject to HST where applicable.
Page129
Attachment 1 to Report FSD-019-25
Note:
1. For daytime use (7:30am to 5:00pm Monday to Sunday), the user is expected to
move their vehicle from the charge station parking spot after three (3) hours. A
grace period of 30 minutes will be permitted once their allotted time has elapsed
before an additional fee is applied.
2. Where offered by the Electric Vehicle Charger Service Provider, Electric Vehicle
Parking Spaces may be reserved via an online booking platform on a first come
first served basis. If the User does not connect to the electric vehicle charging
station within 10 minutes of the reserved time, the User will be charged a fee and
lose their place in the queue.
Page130
Attachment 1 to Report FSD-019-25
By-law 2025-xxx
Schedule "B"
Legislative Services Fees
Fee Schedule Effective July 1, 2025
Fees are subject to HST where applicable.
The following table is a summary of regulatory fees set by the Municipality and rules
outlining the license, applicability and eligibility should be referred to the appropriate
regulatory by-law:
Snow Clearing By-law (93-144)now
'Fee
Removal of Snow •
Administrative Charge ' - - •
Page 131
Property Standards By-law (2007-070) Un
Expenses incurred to comply with the terms of
an Order that the individual(s) has failed to •
satisfy.
Administrative Charge
Body Rub Parlour By-law (2003-127)
(Application
Owner's Licence
Operator's Licence
�ttendant's Licence
icense
Owner's Licence
(Operator's Licence
ik�ndant's Licence
nse Renewal
(Owner's Licence
(Operator's Licence
Attendant's Licence
ler's License By-law (2005-206) Fee Unit
Stationary
Lu e M
Assistant
Auctioneers License By-law (2006-116)
Auctioneer Annual
Auctioneer Single Event
Adult Entertainment By-law (2007-063)
Owner Licence
rator Licence
Attendant Licence
Site Alteration By-law (2024-017) Fee Unit
Expenses incurred to comply with the terms
of an Order that the individual(s) has failed to
satisfy.
Administration Charge
Minor Fill Operation Permit
Minor Fill Operation Permit Renewal
mall Fill Operation Permit
Small Fill Operation Permit Renewal
Large Fill Operation Permit
Large Fill Operation Permit Renewal
Exotic Animal By-law (2012-045)
rmit Application
Impound
Daily Care
i Unit
Attachment 1 to Report FSD-019-25
Note: Where a Prohibited Animal is impounded and a third -party is contracted to care
for the Animal, the third -party care fee shall be charged for every day or part of a day
the Animal is cared for by the third -party.
Page 134
Responsible Pet Owners By-law (2013-024)
Licenses
Dog or cat — microchipped & spayed or
neutered
Dog or cat — spayed or neutered no microchip
Dog — unaltered
— unaltered
Dog or cat — Agricultural rate (Note 1)
Responsible Pet Owners By-law (2013-024)
ee Unit
Impounding Wearing License or Microchip
First occurrence
Second or subsequent occurrence
Daily care fee (Note
Responsible Pet Owners By-law (2013-024) 1
Impounding Not Wearing License or Not Fee Unit
Microchipped
First occurrence -
Second or subsequent occurrence -
ly care fee (Note 2)
Not licensed (Note 3)
Responsible Pet Owners By-law (2013-024)
Fee Unit
Surrenders
Transfer of ownership of a cat or dog or litter,
brought into the Animal Shelter
Transfer of ownership of a cat or dog, picked
up by the Animal Services Officers, during
normal working hours (excluding Sunday and
Holidays)
Transfer of ownership of a cat or dog, picked
up by the Animal Services Officer, outside of
regular business hours.
Responsible Pet Owners By-law (2013-024)
Fee
Trap Rental Fees
Deposit — Fully refundable upon return of trap
Daily rental
Responsible Pet Owners By-law (2013-024)
Permit to Keep More Dogs than Prescribed Fee Unit
Limit
Initial Application Fee
Annual Renewal
Responsible Pet Owners By-law (2013-024)
Fee Unit
Other Agency Boarding
Intake exam - first day board
ily Boarding Fee (includes food, cage space, care, daily monitoring, etc.)
tiJ
Cat
Aggressive, dangerous, quarantine or medical
isolation animals
Nursing mom and litter (kittens or pups <4
weeks) (Fee determined based on size of
litter and attention required)
Small Animals
Veterinary intervention
Daily medication administration
Grooming (if necessary)
Other Services
Cold Storage
,Kennel By-law (2013-025)
I Application Fee
Annual Renewal
Special Events on Private -Property By-law
(2014-020) -.d Unit
Application Review Fee
Traffic and Parking By-law (2014-059) Fee
Parking Meter Zones on Highways (per
schedule 5 of By-law)
Municipal Parking Permit
Until 8:00am the next day
7 days
21 days
28 days
L�.days
84 days
ment Vehicle By-law (2015-016) Fee Unit
Stationary Refreshment Vehicle Annual
Licence
Licensed Stationary Refreshment Vehicle
Temporary Relocation Fee
Mobile Refreshment Vehicle Annual
Licence
Mobile Refreshment Vehicle Temporary
Relocation Fee
Refreshment Cart Annual Licence
Currently licensed in Clarington
Refreshment Vehicle By-law (2015-016)
Currently licensed in Durham
Currently licensed in another
jurisdiction in Ontario
If not Currently licensed in any jurisdiction
Fireworks By-law (2015-047)
F
Class A (Permit to Discharge Consumer
Fireworks) (Note 1)
Class B (Permit to Discharge Display
Fireworks or Special Effect Pyrotechnics
Class C (Permit to Sell from a Mobile Sales
Location)
Class D (Permit to Sell from a Temporary
Sales Location)
Fire Inspection Fee for all Permits other _'
than a Class Permit.
Vehicle -For -Hire By-law (2019-069)
Taxicab/Limousine Broker Licence
TNV Broker Licence
Replacement Plate
Broker Information Update (during term of
licence)
Taxation Se
Certificate
Tax Certificate — Rush
Tax Receipts/Letters
Reprint of any previously issued tax AMllll
correspondence
New tax account set-up fee
Research/archival fee (one hour minimum)
Post dated cheque removal fee or date
change
Mortgage company information
Addition to tax roll (e.g., Region of Durham
water/sewer lien, POA arrears, development
charges etc.)
Dishonoured payments (pre -authorized
payments/ cheques)
LOwnership change
ment of Account
ars notice
I Fees/Title Searches
Farm Debt Notice Fee
Process a refund/transfer between accounts/
updates to PAP withdrawals
Tax sale registration recovery service
Information / Document
Copy of Emergency Response Report, Fire
Loss Report — Within past two (2) years
Copy of Emergency Response Report, Fire
Loss Report — Over past two (2) years
(Archival
File Search for buildings up to four (4) units.
Permits
Schedule "A" Open Air Fire Permit —
Residential (12 months)
Schedule "A" Open Air Fire Permit —
Residential (30 day)
Schedule "B" Agreement for Controlled Burn
Permit — farm
Fireworks — Class B (permit to Discharge
Display Fireworks or Special Effect
Pyrotechnics)
Fireworks — Class C (permit to Sell from a
Mobile Sales Location)
Fireworks — Class D (permit to Sell from a
Temporary Sales Location)
Open Aire Fire/Explosion Permit — Special
Effects/Movie/Theatrical/Music
U
Fee Unit
Request
Inspection of all buildings and occupancy
Propane Plan review
Existing plan up to 5,000 USWG
Existing Plan, greater than 5,000 USWG
New/Modified Plan, up to 5,000 USWG
New/Modified plan greater than 5,000
USWG
Retention of third -party engineering or
other firm
Single Family Residential Inspection
Refreshment Vehicle Inspection
Public Education and Training
Safety Presentations and Lectures
Drill M
Fire Extinguisher Training
F
Unit
Attachment 1 to Report FSD-019-25
Preventable Fires and Alarm Services FM U
Response to unapproved open-air burning Current MTO Per vehicle,
_
(after one warning per 12-month period) Rate minimum on
hour,•
Page143
Attachment 1 to Report FSD-019-25
Page144
Attachment 1 to Report FSD-019-25
By-law 2025-xxx
Schedule "E"
Planning and Infrastructure Services Fees
Fee Schedule Effective July 1, 2025
Fees are subject to HST where applicable.
For Building Permit Fees, please refer to the Building By-law.
oning By-law Amendment (Note 9)
inor
'•
Major (Note 2)
Removal of "(H)" Holding Symbol
xtension of a temporary use
: •
Combined Official Plan and Zoning By-law
mendments (Note 3 and 7)pr
ni
ssociated with a Minor OPA
$25,3385.00
Associated with a Major OPA
$19,670.00
Base amount
- • -
310.00
Per unit
520.00
Per
development
Page145
Draft Plan of Subdivision (Note 9) Fee —A Un
idential
reparation of Subdivision Agreement (Note 5)
Preparation of Subdivision Agreement
Amendment (Note 5)
Recirculation Fee (Note 11)
Red Line Revisions to Draft Approval Plan of Fee Unit
Subdivision (Note 9)
All revisions
Major Revisions to Subdivision Applications Fee
Not Draft Approved (Note 9)
Where original application was filed prior to
July 1, 2000
Where original application was filed between
July 1, 2000 and December 31, 2006
Major Revisions to Subdivision Applications Fee Unit
Not Draft Approved (Note 9)
Where original application was filed a
December 31, 2006
Subdivision Clearance
Extension of Draft Plan Approval
Other Related Subdivision Applications (note 9) Fee Unit
Part Lot Control Exemption Subsection 50(7)
Deeming By-law Subsection 50(4)
Draft Plan of Condominium (Note 9) 1 7Fee Unit
Residential and Non-residential
lication for Condominium Conversions
reparation of Condominium Amendment (Note
5
Condominium Clearance
Site Plan Approval / Amendment (Note 9) Fee Unit
Telecommunications Towers
Residential Use
Attachment 1 to Report FSD-019-25
Page148
Attachment 1 to Report FSD-019-25
Site Plan Approval / Amendment (Note 9)
Uni
.. m2
commercialr
11gross
floor
area
$• 411
• 1 11
:. -
Per
Amendment — Mixed Use (note 6)
1 :1
commercial
gross floor
area
Per - .-
unit (maximum
$• 411
Amendment — Industrial / Other Use
• _ r m2 gross
1 :1
floor
(maximum
'� • 11
JMinor Site Plan (note 7)
:11 11
Sales Trailer / Model Home
r
Preparation of Section 41 Agreement (note 5)
1 11
Preparation of Section 41 Agreement
1 11
Amendment (note 5)
For projectswith
greater
than 11
• of ••
Landscape Inspection Fee
area, or
units or greater1
'. of
landscape ost
estimate with a
Page149
Site Plan Approval / Amendment (Note 9)
Recirculation Fee (note 11)
Extension of Site Plan Approval
Committee of Adjustment (note 8 and 9)
Request for Deferral by Applicant (Tabling
Fee)
Recirculation Fee (per additional circulation)
or Additional Committee of Adjustment
Meeting
inor Variance (Notes 8 and 9)
:essory Buildings and Structures
Residential Minor (single, semi-detached,
townhouse or proposed lot)
Residential Major (all other residential)
mmercial
er non-residential
nd Division (Note 9
Application Fee
Preparation of Section 53 Agreement (Note 5)
red Stamping Fee
Un
nit
Unit
Pre -Consultation Fees
Pre -Consultation Meeting Request
Pre -Consultation - Minor
igns
ermanent Sign Permit
Temporary Sign Permit
Sign By-law Variance
Sian By-law Amendment
ditional Dwelling Unit
plication and Registration
Registration for Applications submitted prior
to January 1, 2015
Rental Protection Act
Land Use Information and Compliance Letter
Zoning, Building, and all other property
information
Subdivision and Site Plan (per agreement)
Environmental Review Letter
Peer Review
Peer review
Few Unit
Comments on Applications under the Green Fee �ln
Energy Act ��
microFIT applications (10 kW or less)
FIT applications up to 10 MW (solar e
FIT applications up to 10 MW (other than
solar)
Other
Street Name Change Request
Activation of a dormant application not
requiring a public meeting
Application Requiring Additional Public
Meeting or Open House
Application Involving Review Under EPA
and/or EAA Process (additional fee)
Preparation of Development / Servicing
Agreement (note 5 and note 12)
Folding of drawings accompanying a
submission (fee per sheet)
ee i un
Real Property Transactions Fee Unit
Preparation of any agreements relating to real
property transactions not otherwise
specifically addressed in this Fee schedule;
land transfers (e.g., right-of-ways,
encroachments, leases and licensed,
Attachment 1 to Report FSD-019-25
Page153
Attachment 1 to Report FSD-019-25
Development
of Services,
whichever is
greater.
$50,000 or
2.25% of the
Estimated Cost
000 000 000 000
of Services,
whichever is
greater.
$67,500 or
2.0% of the
Estimated Cost
$3,000,000 or greater
of Services,
whichever is
greater.
Note 1
The following are criteria for determining what constitutes a Major Official Plan
Amendment application:
• New golf courses or expansion to existing golf courses;
• New waste facility or expansion to existing waste facility;
• Commercial Development greater than 2,500 m2I
• Deletion or addition of arterial or collector road; and/or
• Any application that due to the broader policy implications for the
Municipality would require the need to review or manage studies, or any
application deemed to be a major by the Deputy CAO of Planning and
Infrastructure Services.
• Associated with a Regional Official Plan Amendment
Note 2
The following are criteria for determining what constitutes a major Zoning By-law
Amendment application:
• Associated with an Official Plan Amendment;
Page154
Attachment 1 to Report FSD-019-25
• Associated with an application for proposed Plan of Subdivision;
• Application involving multiple properties, except for commercial and
industrial related applications; and/or
• Any application that requires the review of technical support documents
or studies (e.g., environmental analyses, transportation).
Note 3
Where Official Plan and Zoning By-law Amendments are submitted together a reduction
of 50% of the Major Zoning By-law Amendment Fee shall apply.
Note 4
The following are criteria for determining what constitutes a minor application for red-
line revisions to Draft Approval:
• Does not require circulation to outside agencies.
Note 5
Agreement preparation fee does not include the cost of registering the
agreement and all related documents (e.g., Transfers, Postponements, or
inhibiting orders) in the Land Registry office. The cost of such registrations is as
fol lows:
• Initial registration $250 plus HST, plus disbursements.
• All subsequent registrations $125 plus HST, plus disbursements. Applicants
must provide the Municipality (Legal Services) with all such costs prior to
registration.
Note 6
The fee for a Mixed -Use Building will apply when residential units are proposed and a
minimum of 50% of the ground floor of a building is for non-residential purposes.
Note 7
The following are criteria for determining what constitutes a Minor Site Plan application:
• A dog kennel and similarly scaled uses; and/or
• A minor alteration to an existing site plan to revise parking, add a patio, add
a storage building, revise signage, add or delete portables, etc.
Note 8
Minor Variance applications for the construction or placement of an accessibility
device to provide access to a single-detached/link or townhouse dwelling is
exempt from the fee. An "accessibility device" is defined as a device including a
Page155
Attachment 1 to Report FSD-019-25
ramp that aids persons with physical disabilities in gaining access to a dwelling
unit.
Note 9
Fees for all Planning applications submitted by a registered charitable
organization or for a registered non-profit housing organization will be reduced
by 50%.
Note 10
The following are criteria for determining what constitutes a Minor Pre -consultation:
• Associated with a Land Division Application;
• Applications associated with a single detached dwelling; and/or
• Applications associated with an agricultural use.
Note 11
Recirculation fees will be required on the 4th resubmission of application materials that
require circulation to internal departments and/or external agencies.
Note 12
For preparation of any development/servicing agreement other than a subdivision
agreement, Section 41 agreement or a Section 53 agreement, the applicant is
required to reimburse the Municipality for its legal costs. If the legal work is
undertaken by the Municipal Solicitor, it will be charged at the rate of $180/hour. If
the legal work is undertaken by other legal counsel, it will be charged at the legal
counsel's hourly rate. The minimum fee for any such agreement shall be $475
plus HST.
Page156
Attachment 1 to Report FSD-019-25
By-law 2025-xxx
Schedule T"
Community Services Fees
Fee Schedule Effective July 1, 2025
Fees are subject to HST where applicable.
Aquatics
Wry A '. 2 0
' - •
Category B14.45'
- •
Category C 62.47'
,,Category DI • .
- •
' - •
Bronze Cross
' - •
Bronze Medallion and Emergency
First Aid
Bronze Star
' - •
Lifesaving Society Instructor :.
' - •
National Lifeguard Full Course
Advanced Leadership Instructor
' - •
' - •
National Lifeguard Recertification ::
' - •
Standard First Aid and CPR C : •
' - •
Swim Instructor
' - •
Exam Cost
Material Cost
Per exam
/ Skate/Walk
Adult 4Per visit
and Under 0.00
Per visit
Senior
' -
Youth
' -
Group
'-
Membership
Swim and Skate Sponsorship Fee
Page157
Aquatics
Sponsored Public Swim or Open
Leisure Skate (Any Location)
Camps
Category A
Category B
Category C
Category D
xtended Care
Fee MJnit
Community Development Mee U
Admissions and ticketing
Advertising Fees ERW+ee Unit
Rink Boards
Category A - Garnet B. Rickard
Recreation Complex — Pad A
Category B - Garnet B. Rickard
Recreation Complex — Pad B, South _
Courtice Arena — Pad A or B,
Darlington Sports Centre
Lobby Posters
Category A - Garnet B. Rickard
Recreation Complex, South Courtice
Arena
Category B - Courtice Community
Complex, Diane Hamre Recreation -
Complex
Category C - Darlington Sports _
Complex
Facilities
Category A
Resident
Parking lot / Civic Square
Category B
rking lot / Civic Square
tegory C
arking lot / Civic Square
%'dw9vey u
Resident
Parking lot / Civic Square - Community Group
Category E
Resident
rategory F
Resident
Event
Full Hall
Dry Pad
Lull Facility with Dry Floor
Full Facility with Ice
Licensed event
Drapery Rental
Resident do
Community Group / Not -For -Profit
Kitchen
Resident M
cilities
Community Group / Not -For -Profit
Indoor Stage Setup
Resident
Community Group / Not -For -Profit
Dry Floor
Resident
Ile 5 Skater
Ice Discount
Ice Non -Prime
Resident
Ice Prime Time
Resident
Lacrosse Bowl
Lesident
Quarter Field Indoor Turf Prime
Resident
Quarter Field Indoor Turf Non -Prime
Resident
Quarter Field Indoor Turf Prime Off -Season
Resident
Quarter Field Indoor Turf Non -Prime Off -Season
Resident
Full Field Indoor Turf — Tournament
Resident
Gymnasium —
Category A
Category B
Category C
Facilities
Category D
Pool Main
Resident
Pool Additional Staff
Pool Swim Club/School Board
Youth
/K:_[0
Whirlpool add on
Squash Club Court Rentals
Internal Bookings / Community Group
Picnic Shelter/Gazebo
Fields
Major Fi
Adult
Commercial
Youth
Major Field - Unlit
Adult
Commercial
Youth
Minor Field
Adult
mercial
Youth
Tournaments
Baseball Tournament
Tournament lighting
Fee Unit
Fields
Batting Cages
Artificial Turf Field - Lit
Adult
Commercial
Youth
:. ' - •
Artificial Turf Field - Unlit
Adult
' - •
Commercial
' - •
Youth
' - •
Gazebo
' - •
Picnic Area
' - •
Special Event
Commercialor
�� • . ' - •
Resident prr r
39.79' - •
Stage Rental
Saturday (minimum 3 hours)
53.13' - •
Sunday/ Stat holiday (minimum 3 hou
72.3' - •
Stage Rental
Set Up
2,000.00 Per -
Inspection
Varies by
based
Staffing
o required ' - -
staffing •
cost -recovery
model.
Other (Applicable to Community Not for Profit Events that have an approved
Special Events application for an event on Municipal Property)
Garbage Bins (Delivery)
Picnic Tables (Delivery)
Fitness Fee Unit
Category A ..
Category B • .
Assessment — Body Scan
Assessment — First Steps
9ryland Training (max 30 players)
High School Visits (max 30 students)
Workshops
Personal Training
r Hour
Hours
10 Hours
Semi -Private
Semi -Private 5 hours
Small Groups
Fitness Centre
Fitness Centre Plus
Group Fitness
Locker Rental
Fitness
Group Fitness
Recreation
Category A
Adult
Louth
Category B
Adult
Fee Unit
Attachment 1 to Report FSD-019-25
Recreation
or
Youth
6.99 Per •
Category C
Adult
7.49
Perhour
Youth 8.49 Per •
Category D
Adult 10.20 Per •
Youth
11.01
Perhour
Category E
Adult
12.91
Per •
Youth
' - •
Tournament
4.07
' - •
Trade Booth
Commercial 57.83' - - -
ommunity Group ' - - -
Luncheon
Per
event with meal and
•
Per
Special event with refreshment • :
Per visit
General Drop -in
Adult •
'-
�Senior
Per visit
rYouth
Per
orts Drop -in
dult
Per visit
Senior
' -
Youth
' -
Sports Drop -in Specialty
Adult
' -
Senior
Page164
Recreation
Youth
Daytime Skating Drop -in
3 and Under
Adult
Senior
Youth
Administration
is Leadership Discount
Remote Programming Incentive
Discount
Non -Resident Surcharge
Age Based Discount — Senior
Age Based Discount - Youth
Employee Part-time Discount
rmily/Group Discount
Inclusion Membership Discount — Ad
Inclusion Membership Discount —
Senior
usion Membership Discount — Y,
ent Discount
Community Group / Not for Profit
Discount (not already identified)
Commercial Business Surcharge (not
already identified)
Unit
Attachment 1 to Report FSD-019-25
Note 1: Discounts do not apply where rates have already been discounted.
Note 2: A small number of groups offering youth development programs were
previously charged the lowest available ice rental fee. When the current rate structure
was introduced, these groups were placed on a phased -in plan to gradually move them
to the Resident Rate, minimizing sudden increases. As of January 1, 2026, they will
reach the Resident Rate. However, as for -profit businesses, the appropriate
classification is the Commercial Rate (Resident Rate +20%). To complete the transition,
staff recommend a continued phased approach: —10% + CPI in 2027 and again in 2028.
New for -profit groups will be charged the full Commercial Rate from the outset.
Page166
Attachment 1 to Report FSD-019-25
By-law 2025-xxx
Schedule "G"
Public Works Fees
Fee Schedule Effective July 1, 2025
Fees are subject to HST where applicable.
Page167
Attachment 1 to Report FSD-019-25
Access Permits
Access Permit Application
$130.00
Access Permit Rural (based on size of
costs Actual of
culvert)required
resources
Actual cost of
Access Permit Urban
required resources
Actual cost of
Curb reinstatement
required resources
Actual cost of
Sidewalk remove and replace
required resources
Page168
Attachment 1 to Report FSD-019-25
By-law 2025-xxx
Schedule "H"
Cemetery Fees
Fee Schedule Effective July 1, 2025
Fees are subject to HST where applicable.
Per plot, includes
• - $884.80
$1,327.20
$2,212.00
40% care and
maintenance
Not applicable
No charge
No charge
Per plot, includes
• 296.00
444.00
740.00
40% care and
maintenance
Disinternment
Adult — Single Depth
Page169
Adult — Double Depth
Cremation
Niche
Infant
Saturday Plot Interments
Saturday Cremation/Niche Interments
Sunday & Stat Holidays Plot Interments
r
Sunday & Stat Holidays Cremation/Niche Interments
Rental for lowering device, set up and dressing
Lrovincial Licence Fee
Granite Plaque Replacement
ministrative
nsfer Fee
Duplicate or Replacement Certificate
ird Party Sale Transfer
nsfer Back to Municipality
Monument
Foundation or
Marker Setting
Monument
Flat Marker —
Regular
Flat Marker —
Cremation
Care and Monument
Maintenance .
Fee
Total Fee
Attachment 1 to Report FSD-019-25
Page 171
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: May 5, 2025 Report Number: LGS-015-25
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 Anti -Black Racism Advisory Committee, Diversity
Advisory Committee, Newcastle Arena Board, and Samuel Wilmot Nature
Area Management Advisory Committee
Recommendations:
1. That Report LGS-015-25, and any related delegations or communication items, be
received;
2. That the resignation of Gary Oliver, Bryan Hutchinson, and Omar Patel, from the
Newcastle Arena Board, and Leo Blindenbach, from the Samuel Wilmot Nature Area
Management Advisory Committee, be received with thanks;
3. That Lakeridge Health Bowmanville and Bethesda House be appointed to the
Diversity Advisory Committee, for a term ending December 31, 2026, or until a
successor is appointed;
4. That the Committee consider the applications for appointments to the Anti -Black
Racism Advisory Committee, Diversity Advisory Committee, Newcastle Arena
Board, and Samuel Wilmot Nature Area Management Advisory Committee, and that
the vote be conducted to appoint the citizen representatives, in accordance with the
Boards and Committees Management Policy; and
5. That all interested parties listed in Report LGS-015-25 and any delegations be
advised of Council's decision.
Page172
Clarington
Staff Report
Report Overview
This report is intended to provide background information, regarding the vacancies on the
Anti -Black Racism Advisory Committee, Diversity Advisory Committee, Newcastle Arena
Board, and Samuel Wilmot Nature Area Management Advisory Committee, and to assist in
the appointment process.
1. Anti -Black Racism Advisory Committee
1.1 The Anti -Black Racism Committee was originally a sub -committee of the Diversity
Advisory Committee. The Anti -Black Racism Advisory Committee (ABRAC) was created
at the January 13, 2025, General Government Committee meeting in accordance with
Resolution #GG-017-25.
1.2 Arising from the above -noted resolution, the following were appointed to the ABRAC for
a term ending December 31, 2026, or until a successor is appointed:
• Angela Todd • Jodie Glean • Nadia Nembard-
Anderson Hunt
• Joseph
• Dione Valentine Adesanya • Rochelle
Thomas
• Hawa Mire • Lauren Reyes -
Grange • Olivia Mullings
1.3 The role of the Clarington ABRAC is to provide advice to Council on issues related to
anti -Black racism in Clarington and is comprised of 12 voting members appointed by
Council:
• 8 citizen members who self -identify as part of the Black community;
• 1 Youth member, between the age of 16-24 years who self -identify as part of the
Black community;
• 1 Member of Council; and
• 2 representatives from local organizations, such as but not limited to, community and
socially focused organizations, social services, professional associations, housing,
healthcare and non-profit organizations, equity and human rights, academia/school
boards and criminal justice system, whose work contributes to dismantling anti -Black
racism. The Committee will request that the organizations select and prioritize Staff
representatives who identify with the Black community but recognize this may not
always be possible due to capacity and resources.
Page173
Municipality of Clarington Page 3
Report LGS-015-25
1.4 Membership will be sought on the basis of broad interest, understanding, and
commitment to identifying and addressing anti -Black racism in the Municipality.
Additional qualifications include:
• Citizen and Youth Members shall be residents of Clarington;
• Skills, knowledge, and lived experience needed to contribute effectively to
purpose, mandate and scope of activity for the ABRAC; and
• Specific expertise and interests related to Black business, culture, education,
employment, health, heritage, and psychological and community safety, among
other areas.
1.5 The Terms of Reference were approved at the February 24, 2025, General Government
Committee meeting.
1.6 Currently, there are two vacancies for 2 organization representatives for a term ending
December 31, 2026, or until a successor is appointed. The following have put forward
an application:
• Community Development Council Durham
• Pattern Therapy Group
• Lakeridge Health
1.7 There is one vacancy for a youth member for a term ending December 31, 2026, or until
a successor is appointed. The following have put forward an application:
• Aniola Phillips
• Nolan Lopez
• Jaslin Browne • Jandeen Ashton
2. Diversity Advisory Committee (DAC)
• Olivia Mullings
2.1 The role of the Clarington DAC is to provide advice to Council on issues related to
Inclusion, Diversity, Equity and Anti -Racism (IDEA), specifically looking at ways to foster
awareness, reduce barriers, promote inclusion, and engage residents.
Page174
Municipality of Clarington Page 4
Report LGS-015-25
2.2 The Committee is comprised of 13 voting members, appointed by Council:
• 9 citizen members;
• 1 youth members (16 to 24 years);
• 1 Member of Council; and
• 2 representatives from organizations such as but not limited to community and
socially focused organizations, social service agencies, professional associations,
housing, healthcare and non-profit organizations, equity and human rights,
academia and/or local school boards and criminal justice system, whose work
contributes to racism and discrimination.
2.3 The Terms of Reference were updated at the February 24, 2025, General Government
Committee meeting, which included the addition of a youth member and 2
representatives from local organizations.
2.4 Membership will be sought based on broad interest, understanding, and commitment to
identifying and addressing inclusion, diversity, equity, and antiracism issues. Additional
qualifications include:
• Citizen and Youth Members shall be residents of Clarington;
• Skills, knowledge, and lived experience needed to contribute effectively to the
purpose, mandate, and scope of activity for the DAC; and
• Commitment as a change -agent in inclusion, diversity, equity and anti -racism
matters in the community.
2.5 Staff are recommending the appointment of Lakeridge Health Bowmanville and
Bethesda House as the two organization representatives.
2.6 Therefore, one youth member is remaining to be appointed to the Clarington DAC. The
following have put forward an application:
• Jaslin Browne • Shanelle Paguirigan
• Satvika Alamuri • Sienna Ragbar
Page175
Municipality of Clarington Page 5
Report LGS-015-25
3. Newcastle Arena Board
3.1 The Newcastle Arena Board is a volunteer Municipal Service Board established by the
Municipality of Clarington in accordance with the provisions of the Municipal Act, 2001,
as amended. The Board operates the Newcastle Memorial Arena.
3.2 The Board is comprised of 8 citizens, one of whom shall be a member of Council.
3.3 Gary Oliver was appointed to the Arena Board in January 2023, for a term ending
December 31, 2026, or until a successor is appointed. In November 2024, the Clerk's
Division received notification of their resignation. At the time of the resignation, the
Board was under review and was not recommended to fill the vacancy at that time.
3.4 Omar Patel was appointed to the Arena Board 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.
3.5 Bryan Hutchinson was appointed to the Arena Board in June 2024, 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.
3.6 Staff began advertising in February 2025; however, no applications were received,
therefore the advertising was extended until April 17, 2025.
3.7 As a result of the resignations, Committee may appoint 3 citizens to the Board for a
term ending December 31, 2026, or until a successor is appointed. The following have
put forward an application for consideration:
• Luc Chiasson
• Joshua MacDonald
• Steven Spracklin
• Ali -Reza Allameh
• Mark Stahler
Page176
Municipality of Clarington Page 6
Report LGS-015-25
4. Samuel Wilmot Nature Area Management Advisory
Committee
4.1 The Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC) is a
group of volunteers appointed by the Municipality of Clarington to assist the Municipality
and the Ministry of Natural Resources and Forestry in managing the Samuel Wilmot
Nature Area. The Committee is also dedicated to preserving and improving the
condition of the Nature Area for the benefit of the wildlife that resides there and the
enjoyment of the residents of Clarington. The Committee plays an educational role for
residents and visitors by organizing public presentations, events, and activities related
to nature and the environment.
4.2 The Committee is comprised of the following 12 voting members, appointed by Council:
• 11 citizen members; and
• 1 Member of Council.
4.3 The Committee shall also consist of one non -voting representative from the Ganaraska
Region Conservation Authority.
4.4 All members must be residents of the Municipality of Clarington, shall possess various
skills, and will participate in the implementation of the Environmental Management Plan
(EMP). The required skills are as follows:
• Technical — shall interpret the EMP, recommend the work plan on a yearly basis,
and provide leadership during the implementation of projects and monitoring;
• Public Relations — shall create a public relations strategy focusing on public
awareness, education, and promoting the site;
• Fund-raising — may create a fund-raising strategy aimed at soliciting private
funds, donations -in -kind, and investigating charitable status; and
• Volunteer support — shall be responsible for soliciting volunteers and organizing
work programs.
4.5 Leo Blindenbach was appointed to the SWNAMAC in January 2023, for a term ending
December 31, 2026, or until a successor is appointed. In March 2025, the Clerk's
Division received notification of their resignation.
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Municipality of Clarington Page 7
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4.6 As a result, Committee may appoint 1 citizen to the SWNAMAC for a term ending
December 31, 2026, or until a successor is appointed. The following have put forward
an application:
• Anusha Srinivasan • Megan Klemencic • Susana Gomes
• Barbara Szita-Knight • Lou Itier
• Paul Hallett • Mike Kube
5. Advertising and Applications
5.1 The Municipal Clerk's Division placed an advertisement in local papers and on the
Municipality's website, www.clarington.net/Committees, to fill the vacancies on the Anti -
Black Racism Advisory Committee, Diversity Advisory Committee, Newcastle Arena
Board, and Samuel Wilmot Nature Area Management Advisory Committee.
5.2 In an effort to extend the reach of our advertisements for vacancies, the Clerk's Division
created a profile on the www.claringtonvolunteers.ca website. Vacancies on the Anti -
Black Racism Advisory Committee, Diversity Advisory Committee, Newcastle Arena
Board, and Samuel Wilmot Nature Area Management Advisory Committee were listed
on the Clarington Volunteers website.
5.3 In accordance with the "Boards and Committees Management Policy", a confidential
application package is included as Attachment 1, and provided under separate cover.
6. Financial Considerations
Not Applicable.
7. Strategic Plan
L.4.1: Increase opportunities for civic engagement and public participation.
8. Concurrence
Not Applicable.
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9. Conclusion
It is respectfully recommended that Committee consider the vote to make the
appointments to the Anti -Black Racism Advisory Committee, Diversity Advisory
Committee, Newcastle Arena Board, and Samuel Wilmot Nature Area Management
Advisory Committee for a term ending December 31, 2026, or until a successor is
appointed.
Staff Contact: Lindsey Turcotte, Committee Coordinator, 905-623-3379 ext. 2106 or
LTurcotte@clarington.net.
Attachments:
Attachment 1 — Confidential Application Package (Distributed Under Separate Cover)
Interested Parties:
The following interested parties will be notified of Council's decision:
All applicants
Anti -Black Racism Advisory Committee
Diversity Advisory Committee
Newcastle Arena Board
Samuel Wilmot Nature Area Management Advisory Committee
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Municipality of Clarington
General Government Committee Meeting Resolution
DATE: May 5, 2025
MOVED BY Mayor Foster
SECONDED BY Councillor
That Staff be directed to report back on the progress, or lack thereof, of installing
CCTV in downtown Bowmanville in co-operation with the BIA and with the
encouragement of Durham Region Police Service.
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Municipality of Clarington
General Government Committee Meeting Resolution
DATE: May 5, 2025
MOVED BY Mayor Foster
SECONDED BY Councillor
That Staff be directed to report back outlining options for an annual report
recognizing the accomplishments of Staff.
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