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Home My WebLink About2025-06-0212. Do you identify as part of a group that you feel has an underrepresented voice in Clarington? Select Box I Skipped: 15 1 Answered: 456 (96.8%) Yes il� No Prefer not to answer _ 0% 20% 40% 60% 80% Answer choices Percent Count Yes 18.42% 84 No 71.27% 325 Prefer not to answer 10.31 % 47 Total 100.00% 456 lis38 socialpinpoint Clarington Connected - Form Resuuuummary (13 Mar 2025 to 17Apr 2025) Page 13 of 13 Clarbgton General Government Committee Post-MeetingAgenda Date: June 2, 2025 Time: 9:30 a.m. Location: Council Chambers or Electronic Participation Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Lindsey Turcotte, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at Iurcotte@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Collection, Use and Disclosure of Personal Information: If you make a delegation, or presentation, at a Committee or Council meeting, the Municipality will be recording you and will make the recording public on the Municipality's website, www.clarington.net/calendar. Written and oral submissions which include home addresses, phone numbers, and email addresses become part of the public record. If you have any questions about the collection of information, please contact the Municipal Clerk. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net/archive The Revised Agenda will be published on Friday after 3:30 p.m. Late items added or a change to an item will appear with a * beside them. General Government Committee Agenda June 2, 2025 Pages 1. Call to Order 2. Land Acknowledgement Statement 3. Declaration of Interest 4. Announcements 5. Presentations/Delegations 5.1 Presentation by John Fahey, Board Member, Duram Regional Police 4 Service Board, Regarding Enhancing Community Safety 5.2 Presentation by Cynthia Davis, President and CEO, Lakeridge Health, 13 Regarding a Lakeridge Health Update *5.3 Delegation by Jordan Nesbitt and Stephan Horn, Durham Senior Pro 26 Hockey Team, Regarding Request for Ice Time 5.4 Delegation by Brad Smith and Deb Patrick, Orono Town Hall Board, 36 Regarding Request to Reduce Elevator Loan Repayment *5.5 Delegation by Pamela Jazic, Regarding Report LGS-020-25 and Request 39 for Whistle Cessation at an Additional Crossing 6. Consent Agenda 6.1 Correspondence from Taylor LeBlanc, Landowner Liaison, Trans- 47 Northern Pipelines Inc., Regarding Noise By-law Exemption Request 6.2 LGS-020-25 - Whistle Cessation at CN Rail Grade Level Crossings at 49 Bennett Road and Cobbledick Road 6.2.1 Correspondence from Joel Kennedy, National Rail Director, 54 Unifor Canada, Regarding Whistle Cessation at Bennett Road and Cobbledick Road, Clarington 6.3 LGS-021-25 - Proposed Structured Review of Regulatory By-laws 55 6.4 FSD-017-25 - Travel and Business Expense Policy 61 Page 2 General Government Committee Agenda June 2, 2025 6.5 FSD-020-25 - Assessing Nature -Based Solutions to Restore Coastal 75 Processes Around the Graham Creek Jetties and Revitalization of Bond Head Park Beach 6.6 FSD-021-25 - RFP2025-8 — Contract Administration and Inspection 80 Services for George Street West and George Street East Reconstruction 6.7 CAO-012-25 - Semi -Annual Update on Outstanding Motions of Council 85 6.8 CAO-013-25 - Results of the 2025 Communications Benchmarking 94 Survey 7. Items for Separate Discussion 8. New Business 9. Confidential Items 9.1 LGS-023-25 - Proposed Lease of Property by the Municipality Municipal Act, 2001 Section 239 (2) (c) 9.2 LGS-024-25 - Proposed Disposition of Land by the Municipality Municipal Act, 2001 Section 239 (2) (c) and (k) 10. Adjournment Page 3 From: no- reply(cbclarington.net To: ClerksExternal Email Subject: New Delegation Request from Collier Date: Monday, April 28, 2025 10:05:48 AM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: • Subject Durham Region Police Service Board Commitment to enhance Community Safety • Action requested of Council Discussion • Date of meeting 6/2/2025 • Summarize your delegation A copy of the recent report to the Board on Community Policing was provided. This report is produced annually by the Durham Regional Police Service and includes substantial detail on current trends and issues confronting the Service, and offers insight into how the DRPS works in partnership with the community to enhance community safety. The report serves as an excellent summary of the extensive divisional activities and Regional initiatives undertaken by the DRPS, and we encourage to share the report with Council members. As well, as part of our commitment to engage the Community, the Board is requesting to appear at each local municipal Council once per year. • Have you been in contact with staff or a member of Council regarding your matter of interest? No • Will you be attending this meeting in person or online? In person • First name: Shaun • Single/Last name Collier Page 4 • Firm/Organization (if applicable) Durham Regional Police Service Board • Job title (if applicable) Durham Regional Police Service Board Chair • Address • Town/Hamlet Whitby • Postal code . Email address: . Phone number • Do you plan to submit correspondence related to this matter? Yes • Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk's Department by 2 p.m. on the Friday prior to the meeting date. Yes • I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 5 SERVICE BOARD Durham Regional Police Service Board Community Safety in Our Region Presentation to Municipality of Clarington General Government Committee Meeting June 2, 2025 Page 6 Lrudcri in l.44mmuuity tiafe[y SERVICE BOARD Composition of Durham Board 7 Members Community representative Regional council representative Provincial appointee Dan Carter Shaun Collier (Chair) Karen Fisher Willie Woo Garry Cubitt (Vice -Chair) Mark Welch John Fahey 2 Page 7 Lcndcrr is l.waawuuity lafe[y SERVICE BOARD Police Service Board - Responsibilities -Community Safety and Policing Act — April 1, 2024 ➢ Ensure that adequate and effective policing is provided ➢ Hire, monitor and direct the Chief of Police ➢ Establish policies for the administration of the Service ➢ Develop the Police Service Budget and submit to Council ➢ Employ the Members of the Service 3 Page 8 i.rudcri in Community Safety SERVICE BOARD New Requirements for Boards/Services under the CSPA • Training/Education • Equipment • Strategic Plan and Diversity Plan • Oversight by the Inspector General — new Codes of Conduct • Expansion of the definition of "adequate and effective" 4 Page 9 Lrudcri in l.waamuuity tiafe[y SERVICE BOARD Current Areas of Focus • 2024 Strategic Plan 1. Be a leader in modern and innovative policing 2. Have strong partnerships that enhance community safety 3. Earn the trust and confidence of members and local communities • Financial and Capital Resources • Community engagement 5 Page 10 Lcndcri in Community -Safety SERVICE BOARD Community Safety Issues • Firearms • Auto theft • Mental health • Frauds and Scams • Intimate Partner Violence • Human Trafficking 6 Page 11 Lcndcri in Community -Safety SERVICE BOARD Staying Connected • durhampoliceboard.ca — Board meeting calendars, agendas, minutes — DRPS Strategic Plan — Diversity Plan — Board policies and announcements — DRPS budget documents • Board meetings usually take place the 3rd Tuesday of the month — Livestreamed at www.durham.ca/meetings and archived 7 Page 12 Lcndcri in Community -Safety From: no- replyy(cbclarington.net To: ClerksExternalEmail Subject: New Delegation Request from Davis Date: Monday, March 31, 2025 2:00:56 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: • Subject Lakeridge Health Update • Action requested of Council Information • Date of meeting 6/2/2025 • Summarize your delegation A health update for Clarington Council • Have you been in contact with staff or a member of Council regarding your matter of interest? No • Will you be attending this meeting in person or online? In person • First name: Cynthia • Single/Last name Davis • How to pronounce your name: Sin-thee-ah Day-vis • Firm/Organization (if applicable) Lakeridge Health • Job title (if applicable) President and CEO Page 13 • Address • Town/Hamlet Oshawa • Postal code • Email address: • Phone number • Do you plan to submit correspondence related to this matter? No • Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk's Department by 2 p.m. on the Friday prior to the meeting date. Yes • I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 14 1 Lakeridge Health Update to Town of Clarington Council June 2, 2025 Page 15 4 Lakeridge Health or* • Draft Conceptual Image—Subjectto Change o- low _��• vow* - New Hospital for Durham Region a War '4 T Mir _ 1 7 � �.__ .SI. w w~ �w 0 Lakeridge Health One System. Best Health. 3 Lakeridge Health's Five -Year Accessibility Plan An important step forward in our Inclusion, Diversity, Equity, Accessibility and Anti -Racism (IDEAA) efforts to remove barriers for everyone who works and receives care at Lakeridge Health. 0 Lakeridge Health � Accessibility Plan 1 2023-2028 One System. Best Health. 0 What's New in the Queen's-Lakeridge Health MID Family Medicine Program • 2025 Cohort: o Admission process is underway. • 2024 Cohort: o In January 2025, the second cohort completed a one -week Community Week, facilitated by the Rural Ontario Medical Program (ROMP) and Eastern Regional Medical Education Program (ERMEP). o Returned for a Community Week placement in April 2025 to continue training. o Just finished a month -long community placement across rural areas of Durham Region. • 2023 Cohort: o Will begin their Clinical Clerkship at Lakeridge Health and community training sites in August 2025. 0 Lakeridge Health One System. Best Health. Page 19 Improving Access through Partnerships Lakeridge camh Health Imerrtal heaRh is heaRh Lakerid9e uoalth rl Lakeridge Health One System. Best Health. Improving Access through Partnerships GrandvieWKid- 4) Lakeridge Health 0 Lakeridge Health Foundation 0 Lakeridge Health 1 One System. Best Health. Celebrating Excellence: King Charles III Coronation Medal Recipients i Dr. Joan Abohweyere Chief of Paediatrics and Neonatology, and Co -Medical Director, Women and Children's Program Dr. Randy Wax Chief of Staff f Dr. Shannon Fernando Critical Care physician, Research Lead, and Medical Director of the Trauma program 0 Lakeridge Health Louise Johnson Lakeridge Gardens Resident KING CHARLES III CORONNHON MEDAL. One System. Best Health. Lakeridge Health Strategic Planning :'• 2026-2031 • 2026-2031 strategic planning began in April, bringing together Lakeridge Health leadership and program experts. ■ Focusing on themes: o Hospitals as community anchors o Primary care o Future health trends o Technology in health care o Advancing research 0 Lakeridge Health One System. Best Health. w vi$ np,-- Thank VOHl- Lakeridge Health 2- Durham Community, Join us for a fun evening of live entertainment culturally rich food, and refreshments at Lakeridge Health's Wr 2025 AN N UA GENERAL MEETING w- June 19, 2025 6:00 - 8:00 p.m. Latcham Centre 121 Queen St. Port Perry r M::: = From: no- replyy(cbclarington.net To: ClerksExternalEmail Subject: New Delegation Request from Nesbitt, Horn Date: Friday, May 2, 2025 9:10:52 AM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: • Subject Bowmanville Bulls hockey team Northern Premier Hockey League • Action requested of Council Allow/help the team obtain ice time in Bowmanville • Date of meeting 6/2/2025 • Summarize your delegation League info, community role and requests • Have you been in contact with staff or a member of Council regarding your matter of interest? Yes • Name of the staff member or Councillor. Granville Anderson • Will you be attending this meeting in person or online? In person • First name: 1. Jordan 2. Stephan • Single/Last name 1. Nesbitt 2. Horn • Firm/Organization (if applicable) Page 26 1. Bowmanville Bulls 2. Bowmanville bulls • Job title (if applicable) 1. General manager 2. Owner • Address • Town/Hamlet 1. Port Perry 2. Clarington • Postal code • Email address: • Phone number • Do you plan to submit correspondence related to this matter? Yes • Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk's Department by 2 p.m. on the Friday prior to the meeting date. Yes • I acknowledge that the Procedural By-law Permits seven Page 27 minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 28 ■ N PH L Franchise Team What is the NPHLA.> In 2025 the EOSHL A senior hockey league underwent a change in This league attracts that began in 2019 as ownership and was players from various the EOSHL - Eastern rebranded to the backgrounds - from Ontario Hockey NPHL - North Premier pastjunior players to League with 6 teams Hockey League with past pro players. over 15 teams. I V� u Durham [)evils - The VJhy? The team provides a platform for local players who have aged out of the local programs offered, but still want to compete at a higher competitive level. Community involvement - we want to be apart of the community Youth youth involvement - engage with local Durham Devils -The How.> Would make a financial contribution to Bowmanville to assist with their hockey programs. We value the benefits of investing in youth sports. Our players would be available for mentoring and coaching opportunities to teams within Bowmanvitte. We would be interested in offering a youth hockey camp. We, as a team want to be involved in the community. Volunteer at local events. (Applefest, Map[efest, Santa Claus Parade) Sponsorship Mentoring/Coaching Being Involved The Benefits Boost local pride and bringing people together passion a unifying force around a shared NPHL games are high energy, and attract many fans, and provides Bowmanville with a fun family friendly event to attend IV %- , - : j " Gaining involved youth, a community partner not only with local but community itself. engaged in the of Bowmanville Page 33 The Ask Our team would need 2 nights per month for games (2x 3hr time slots) Opportunities to be involved with Bowmanville hockey teams for coaching and mentoring opportunities Opportunity to work with community stakeholders to ensure the success of thisA Ii ve re - -& . i r ■ Ar � r ■�.� 1. � 1 From: no- replyy(cbclarington.net To: ClerksExternalEmail Subject: New Delegation Request from Smith, Patrick Date: Wednesday, May 28, 2025 6:40:48 AM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: • Subject Reducing the amount of the elevator loan. • Action requested of Council Reduce the elevator loan repayment from $75,000 to $35,000 • Date of meeting 6/2/2025 • Summarize your delegation Orono Town Hall Board • Have you been in contact with staff or a member of Council regarding your matter of interest? Yes • Name of the staff member or Councillor. Vanessa Bilenduke-Guppy • Will you be attending this meeting in person or online? In person • First name: 1. Brad 2. Deb • Single/Last name 1. Smith 2. Patrick • How to pronounce your name: Page 36 1. Brad Smith 2. Deb Patrick • Firm/Organization (if applicable) 1. Orono Town Hall Board 2. Orono Town Hall • Address • Town/Hamlet 1. Orono 2. Orono • Postal code • Email address: • Phone number • Do you plan to submit correspondence related to this matter? No • Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk's Department by 2 p.m. on the Friday prior to the meeting date. No • I acknowledge that the Procedural By-law Permits seven Page 37 minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 38 From: no- replyy(cbclarington.net To: ClerksExternalEmail Subject: New Delegation Request from Jazic Date: Thursday, May 29, 2025 6:50:40 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: • Subject Whistle cession in Newcastle / Newtonville • Action requested of Council Add additional train crossings to Whistle Cessation agenda June 2nd • Date of meeting 6/2/2025 • Summarize your delegation Neighbours of Newcastle / Newtonville • Have you been in contact with staff or a member of Council regarding your matter of interest? Yes • Name of the staff member or Councillor. Lindsey Turcotte • Will you be attending this meeting in person or online? Online • First name: Pamela • Single/Last name Jazic • How to pronounce your name: Jah-Zic • Address Page 39 Town/Hamlet Newcastle • Postal code • Email address: • Phone number • Do you plan to submit correspondence related to this matter? No • Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk's Department by 2 p.m. on the Friday prior to the meeting date. Yes • I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting • participants. Yes [This is an automated email notification -- please do not respond] Page 40 Reducing Train Horns (Whistle Cessation) in Newcastle/ Newtonville Pam Jazic June 2nd, 2025 Page 41 T ' .mre Newcastle , a Complex '• r`, j` �1.` �- Bridge Crossing Lakeshore Road 0 Cobbledick Road Crossing Grade Crossing { Private rC ossirig �O Private Crossing OO rivate Crossin� V Genesis Eco Far Grade Crossings * +��,� Private Crossing O Wilmot Creek * Grade Crossing rossing g Private kCrossing Bridge Crossings Private Crossing �. -W i' r, IP i Cobbledick Road Crossing • �1 • M i� • s r 141 Private Crossing Lakeshore Load ter" 9—Rome ` rr r- Cobbledick Road Crossing Gate + Lights Lakeshore Road Crossing Gate + Lights,,------- OC) Trans -Northern / Trans -Nord May 20, 2025 To Whom It May Concern, Subject: 2025 Pipeline Activity Trans -Northern Pipelines Inc. (TNPI) operates a pipeline linking the Montreal, Ottawa, and Toronto regions that carries the fuel we use every day — such as gasoline, diesel, jet fuel, and heating fuel (refined petroleum products). We are committed to operating in a safe and environmentally responsible manner to protect the public, the environment, and the pipeline. We are seeking Council approval for an exemption from the current noise by-law restrictions to allow for 24/7 operation/construction on or around the dates noted below. The work will consist of cleaning and purging of the 10-inch pipeline from Bowmanville to Oakville. All work will take place within our facility located at 3021 Providence Rd Clarington, ON (Bowmanville Station). The expected noise -decibel level is approximately 100db, dropping to 80db 40.0 meters from the source location. The closest residence has been identified at 170.0 meters from our work location. Between the work location and the nearest residence is a large forest which will also assist in reducing the decibel level at the residence. Prior to the start of the work, all residents within 300.0 meters will be notified. July 7th - July 15th — one (1) to two (2) days (expectation is one 24-hour working period, max. two) July 20th —Aug 81h — one (1) to three (3) days (expectation is one 24-hour working period, max. three) If you have any questions or concerns about this upcoming activity, please do not hesitate to contact me at any time. Yours truly, Taylor LeBlanc Landowner Liaison Trans -Northern Pipelines Inc. Cell: 416-200-1542 TORONTO CALGARY TRANS -NORTHERN PIPELINES INC. 310-45 Vogell Road, Richmond Hill ON 1_413 3P6 109-5305 Mc 11 Wgayy N�algary AB T2E 7N7 Municipality of Clarington General Government Committee Meeting Resolution DATE: May 5, 2025 MOVED BY Councillor SECONDED BY Councillor That the request for a noise by-law exemption by Trans -Northern Pipelines Inc., for July 7-15, 2025, and July 20 — August 8, 2025, at 3021 Providence Road, Clarington, be approved. Clarington Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: April 7, 2025 Report Number: LGS-020-25 Authored By: Colin Lyon, Associate Solicitor Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services Reviewed By: Mary -Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: Whistle Cessation at CN Rail Grade Level Crossings at Bennett Road and Cobbledick Road Recommendations: 1. That Report LGS-020-25, and any related delegations or communication items, be received; 2. That Council of The Corporation of the Municipality of Clarington declares that it agrees that whistles on railway equipment should not be used at the CN grade level crossing on Bennett Road; 3. That Council of The Corporation of the Municipality of Clarington declares that it agrees that whistles on railway equipment should not be used at the CN grade level crossing on Cobbledick Road; and 4. That all interested parties listed in Report LGS-020-25, and any delegations be advised of Council's decision. Page 49 Municipality of Clarington Page 2 Report LGS-020-25 Report Overview This report's purpose is to fulfil the legislative requirements to implement whistle cessation at the Bennett Road and Cobbledick Road CN grade level crossings, which Council previously directed staff to pursue. 1. Background 1.1 Report PDS-001-25 was brought to the January 13, 2025 General Government Committee meeting, and provided the history of Council direction for staff to pursue whistle cessation at the Bennett Road and Cobbledick Road CN grade level crossings, along with the actions that have been taken to implement the necessary safety measures to support whistle cessation. 1.2 At the January 27, 2025 Council meeting, Council approved Resolution #GG-004-25: That Report PDS-001-25, and any related delegations or communication items, be received; That Staff be directed to continue with work to implement whistle cessation at the Bennett Road and Cobbledick Road CN Rail grade level crossings; That Staff be directed to report back with a draft resolution in Q1 2025 to implement whistle cessation and to provide notice of intent to the public in accordance with the applicable Federal legislation; and That all interested parties listed in Report PDS-001-25 and any delegations be advised of Council's decision. 1.3 In accordance with the above direction, staff have brought this report to facilitate the Council resolutions required to implement whistle cessation at the Bennett Road and Cobbledick Road CN grade level crossings. 2. Legislative Requirements for Whistle Cessation Railway Safety Act Requirements 2.1 The legislative requirements to implement whistle cessation are found in section 23.1 of the Railway Safety Act, RSC 1985 c.32 (4t" Supp.), which sets out a five -part process for a municipality to follow: Perform any necessary safety upgrades to bring the area to a specified safety standard. Page 50 Municipality of Clarington Page 3 Report LGS-020-25 2. Consult with the railway company that operates the relevant line. 3. Notify a specified list of associations and organisations. 4. Give public notice of its intention to pass a resolution to require whistle cessation. 5. Pass a resolution declaring that it agrees that such whistles should not be used in the area. 2.2 Requirements 1 through 4, above, have been fulfilled, and requirement 5 will be fulfilled by Council passing the resolutions recommended by this report. Safety Upgrades 2.3 The required safety upgrades were completed in September 2024. CN has confirmed that they are satisfied that the upgrades that have been performed fulfil the requirements. Consultations with CN 2.4 Municipal Staff have been in constant engagement with CN from initial project conception through to completion of the upgrade works. As the owner of the rail corridor, CN took responsibility as the project leader and completed internal detailed engineering design, resourcing, coordination, and execution of the project on the Municipality's behalf ensuring that the design and implementation met the Municipality's objectives. Notify Specified Organisations 2.5 Communications provided notice to the associations and organisations specified by the legislation on May 16, ahead of the June 2, 2025, General Government Committee meeting. The specified associations and organisations as outlined by Transport Canada include industry and labour groups connected with rail operations and use. Provide Public Notice 2.6 Public notice of the intention to pass the resolutions for whistle cessation was provided by Communications on May 16, prior to the June 2, 2025, General Government Committee meeting. This notice was in the form of a "Public Meetings and Notices" communication, posted to Clarington.net and sent to subscribers to give adequate notice to the public: Page 51 Municipality of Clarington Page 4 Report LGS-020-25 Notice of Intent: Whistle Cessation at Bennett Road and Cobbledick Road Take notice that the Council of the Municipality of Clarington, at its Regular Council Meeting on June 2, 2025 intends to pass a resolution to stop train whistling at the following CN Rail grade crossings: • Bennett Road — Kingston West subdivision (Mile Point 289.08) • Cobbledick Road — Kingston West subdivision (Mile Point 287.26) The resolution is pursuant to subsection 23.1(1)(b) of the Railway Safety Act RSC 1985, c 32 (4th Supp), as amended, and is intended to stop the sounding of a whistle or horn when a train approaches the public grade crossings noted above. The whistle or horn will not be activated on a regular basis but may still be necessary in the case of any immediate safety concerns at the discretion of the operating rail authority. Significant safety improvements have been made to the crossing's warning system, along with road improvements, to enable train whistling cessation at this location. Details on how to watch or join a Council meeting can be found at www.clarinaton.net/calendar. Pass Resolutions 2.7 The recommendations of this report contain the required resolutions for Council to pass to implement whistle cessation at the Bennett Road and Cobbledick Road CN grade level crossings. Upon the resolutions being passed, staff will notify CN that they are required to cease train whistling at those crossings. 3. Financial Considerations 3.1 Not Applicable. 4. Strategic Plan Not Applicable. 5. Climate Change Not Applicable. Page 52 Municipality of Clarington Page 5 Report LGS-020-25 6. Concurrence Not Applicable. 7. Conclusion It is respectfully recommended that Council pass the resolutions in this report to complete the process of whistle cessation at the Bennett Road and Cobbledick Road CN grade level crossings. Staff Contact: Colin Lyon, Associate Solicitor, 905-623-3379 ext. 2027 or clyon@clarington.net. Robert Brezina, Manager of Engineering Design, 905-623-3379 ext. 2331 or rbrezina@clarington.net. Interested Parties: The following interested parties will be notified of Council's decision: Sandra Moore — President — Wilmot Creek Homeowners' Association Page 53 Winnipeg Office 1376 Grant Ave, 2nd floor Winnipeg, Manitoba R3M 3Y4 IV unIFOR theUnion I lesyndicat Bureau de Winnipeg 1376, ay. Grant, 2e etage Winnipeg (Manitoba) R3M 3Y4 Jerry Dias Renaud Gagne Lana Payne National President Quebec Director National Secretary -Treasurer President national Directeur quebecois Secretaire-tresorier national May 22, 2025 Kaitlin Keefer Communications Officer Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 Sent via email: kkeefer@clarington.net Dear Ms. Keefer, Re: Notice of Intent: Whistle Cessation at Bennett Road and Cobbledick Road, Clarington Thank you for your recent correspondence regarding the above -noted subject. While Unifor can appreciate the municipalities attempt at reducing noise pollution and reducing noise exposure to the public, however, Unifor can not support any reduction to safety to accomplish it. A reading of the Transportation Safety Board's- Daily Notification Reports indicate that in Canada, the majority of train accidents occur at railway crossings, many of which are fatal or result in severe and often debilitating injuries. Accordingly, Unifor remains steadfast in its position; that railway crossing flashing light and bell warning systems, working in conjunction with the existing safety practice of activating a locomotive whistle when approaching public crossings, will maximize public safety at railway crossings. We thank you for the opportunity to provide comments, and I can be reached at (204) 914-2985 if you wish to discuss further. Thank you. Best regards, 47_L�-v /, Joel Kennedy National Rail Director Unifor Canada Tel/Tel: 204.489.0355 1 Toll-free/Sans frais: 1.Ragfil5.542 i Fax/Telec: 204.487.2201 1 unifor.org 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: June 2, 2025 Report Number: LGS-021-25 Authored By: Kristina Bergeron, Manager, Municipal Law Enforcement Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services Reviewed By: Mary -Anne Dempster, CAO By-law Number: Resolution Number: # C-33-24, #GG-013-24 File Number: Report Subject: Proposed Structured Review of Regulatory By-laws Recommendations: 1. That Report LGS-021-25, and any related delegations or communication items, be received; 2. That Committee endorse the proposed sequence of By-law reviews contained in Report LGS-021-25; and 3. That all interested parties listed in Report LGS-021-25, be advised of Council's decision. Page 55 Municipality of Clarington Page 2 Report LGS-021-25 Report Overview Municipal staff are seeking Council's direction and support to implement a structured review of current regulatory by-laws. The goal is to evaluate and update existing regulations systematically, ensuring they remain relevant, effective, and aligned with community needs. 1. Background Need for Review 1.1 There is a continuous need to review the regulatory by-laws that define the Municipality's structure and image. This process ensures compliance with legislative requirements and promotes enforcement practices that align with the Municipality's framework, objectives, Strategic Plan, and other priorities. 1.2 In recent years, comprehensive revisions have been made to the Clean and Clear By- law 2019-047, Vehicles -for -Hire By-law 2019-069 (formerly the Taxi By-law), Public Spaces By-law 2024-009 (formerly the Parks By-law), and the Site Alteration By-law 2024-017. In addition, several other regulatory by-laws have been amended on an ad hoc basis according to Council direction (e.g. Property Standards By-law, Traffic By- law, Exotic Animal By-law). 1.3 By adopting a proactive approach, we can systematically assess regulatory by-laws, anticipate potential concerns, and implement well -planned updates, ensuring regulations remain effective, clear, and aligned with long-term objectives 1.4 Creating a structured process for reviewing by-laws ensures that municipal regulations are current and aligned with evolving legislative requirements, reducing the risk of compliance gaps arising from outdated or misaligned regulations. By systematically evaluating and updating by-laws, the municipality can maintain clarity, consistency, and legal adherence. 1.5 Without a structured review process, by-law updates tend to be reactive, driven by immediate concerns rather than strategic planning. This approach can result in inefficiencies and unnecessary disruptions. For instance, a sudden increase in complaints from a specific group might trigger a prompt by-law revision, diverting resources from broader, more impactful regulatory updates. A structured review ensures that updates are thorough, well-informed, and aligned with long-term priorities, rather than being dictated by isolated, short-term demands. 1.6 A structured review process would also provide for a robust public engagement component that is essential for successful municipal regulatory activity. Page 56 Municipality of Clarington Page 3 Report LGS-021-25 2. Proposed Review Approach Rationale for Prioritization 2.1 Due to the complexity and scope of municipal by-laws, staff propose reviewing one (1) to two (2) by-laws per year, based on their impact and priority. This approach will allow for thorough examination while maintaining operational efficiency. A prioritized sequence has been established to guide the review process. 2.2 The prioritized list reflects regulatory areas requiring timely updates. Reviewing these By-laws sequentially will help prevent unforeseen compliance issues and expedite necessary improvements. 2.3 The priority sequence may be adjusted if there is a change in governing legislation that creates an urgent need, or where the addition of a new regulation is necessary, for example, the addition of a Vulnerable Spaces By-law. 2.4 Staff from Municipal Law Enforcement, Legal, and Planning and Infrastructure have conducted a preliminary review and request Council's endorsement of the following priority sequence for review: 1. Boulevard By-law 2013-066 2.5 At a meeting of Council held on March 25, 2024, direction was provided through resolution # C-33-24, that Staff report back on potential amendments to the Boulevard By-law as it relates to Parking on Clarington Streets. 2.6 It is necessary to consult with Public Works and Planning and Infrastructure staff, as well as external stakeholders such as the various utility companies through public engagement. 2.7 The Boulevard By-law 2013-066 was last revised October 18, 2021, and is the first prioritized By-law for review. 2. Election Sign By-law 2016-004 2.8 Revisions and updates are required in preparation of upcoming Municipal Election to be held in 2026. 2.9 The election Sign By-law was last revised October 18, 2021. Page 57 Municipality of Clarington Page 4 Report LGS-021-25 3. Noise By-law 2007-071 2.10 At the General Government Committee meeting held on March 4, 2024, Council approved a motion that resulted in resolution #GG-013-24, directing Staff to review both the Kennel By-law 2013-025 and Noise By-law 2007-071, and report back on findings as it relates to noise impacting neighbouring properties. 2.11 While the immediate concerns giving rise to the resolution were resolved within the existing by-law framework, a comprehensive review of the Noise By-law would be beneficial. 2.12 Noise is among the most common concerns raised by residents. Establishing an effective tool to address community disturbances is essential for maintaining a peaceful environment for residents. 2.13 The Noise By-law was last revised on March 12, 2012. 4. Refreshment Vehicle By-law 2015-016 2.14 Efforts to streamline and increase efficiencies of our special events process for vendors and staff, a survey of neighbouring Municipalities will be compiled to assist with creating a more user friendly and consistent approach for food vendors. 2.15 This By-law has never been reviewed or revised since adoption in 2015. 5. Fence By-law 2000-015 2.16 The Fence By-law came into force 25 years ago. Timely updates are required including Work Orders/Remedial Action to address non-compliance and swimming pool enclosure safety. 6. Exotic Animals 2012-045 2.17 Public interest in updating bee keeping regulations. 7. Property Standards 2007-070 2.18 Property Standards concerns are a top priority in the community. Regular review of the established community standards should be at the forefront to ensure appropriate standards are in place to maintain standards and protect the health, safety and wellbeing of residents. Page 58 Municipality of Clarington Page 5 Report LGS-021-25 8. Snow and Ice Removal By-law 93-144 2.19 The Snow and Ice Removal By-law has been in place for over 30 years. While amendments have kept its provisions up to date, a comprehensive review would be beneficial, particularly to address fire hydrant clearing and updates to work order regulations. 9. Kennel By-law 2013-025 2.20 At the General Government Committee meeting held on March 4, 2024, Council approved a motion that resulted in resolution #GG-013-24, directing Staff to review both the Kennel By-law 2013-025 and Noise By-law 2007-071, and report back on findings as it relates to noise impacting neighbouring properties. 2.21 While the immediate concerns giving rise to the resolution were resolved within the existing by-law framework, a comprehensive review of the Kennel By-law would be beneficial. Benefits of a Structured Review 2.22 A structured review prevents regulatory gaps and compliance risk. It ensures consistency in enforcement and public awareness and provides transparency and clarity on the review process. 2.23 It reduces last-minute disruptions and reactive decision -making. By establishing a structured review process, staff can focus on planned priorities without being diverted by unexpected requests. This approach fosters efficiency and ensures that regulatory updates align with broader municipal objectives, helping staff stay on task and accomplish work plan goals effectively. 3. Financial Considerations 3.1 Not Applicable. 4. Strategic Plan 4.1 The endorsement of the proposed sequence of By-law reviews aligns with Clarington's Strategic Plan 2024-27 by supporting effective governance and responsible growth management. This initiative reflects the municipality's commitment to efficient service delivery, public engagement, and modernized regulatory frameworks. 4.2 By establishing a structured approach to By-law reviews, Council ensures that regulatory updates are conducted in a transparent, orderly, and strategic manner, reinforcing Clarington's vision of a connected, dynamic, and welcoming community. Page 59 Municipality of Clarington Page 6 Report LGS-021-25 Furthermore, incorporating subsequent reviews, revisions, or amendments into the established sequence promotes consistency, operational efficiency, and responsiveness to evolving community needs. 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. 7. Conclusion It is respectfully recommended that Committee endorse the proposed sequence of By- law reviews. Further that, any subsequent required regulatory By-law reviews, revisions, or Amendments not outlined will be incorporated into the order of the established sequence. Staff Contact: Kristina Bergeron, Manager, Municipal Law Enforcement, kbergeron2@clarington. net. Attachments: Not Applicable Interested Parties: Tony Ricciardi, Manager of Construction and Inspections Brett Novak, Manager of Roads Page 60 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: June 2, 2025 Report Number: FSD-017-25 Authored By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary -Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: Travel and Business Expense Policy Recommendations: 1. That Report FSD-017-25, and any related delegations or communication items, be received; 2. That the Draft Policy "Travel and Business Expenses" attached to Report FSD-017- 25, as Attachment 1, be approved; and 3. That all interested parties listed in Report FSD-017-25, and any delegations be advised of Council's decision. Page 61 Municipality of Clarington Page 2 Report FSD-017-25 Report Overview Staff are recommending the adoption of a formal policy to codify the acceptable expenditure of funds for travel and business purposes. This policy has been drafted using several other municipal policies and is a strategic policy, with specific operational details held within a Management Directive. 1. Background 1.1 Council approved CP-001 Clarington Policy System in May 2023. It defines a Council Policy as "a policy of the Municipality which requires the approval of Council for one or more of the following reasons: a. The subject matter/issue has significant material financial implications, b. There as significant aspects of Risk Management and/or public accountability; c. The subject matter relates to governance issues not specifically addressed through the procedural by-law; or d. It is legislatively required. 1.2 Staff are proposing the attached draft Council Policy on Travel and Business Expenses as it relates to areas of public accountability, risk management and has financial implications (although not material). 2. Draft Policy Overview 2.1 The draft policy has been reviewed by the Senior Leadership Team. The policy utilizes policies from other municipalities in Ontario, such as London, and modified for applicability in Clarington. 2.2 The policy sets the high-level framework for approval and appropriate use of business and travel expenses. Senior Leadership will develop the necessary management directives and standard operating procedures to operationalize the attached policy. Policy Matters 2.3 The Policy sets definitions for certain terminology to ensure consistency. An Expense Review Officer (ERO) is defined and means the person responsible for administering the Policy and authority for the official/staff incurring the expenditure. Page 62 Municipality of Clarington Page 3 Report FSD-017-25 2.4 The Policy provides a table of who the ERO is for various levels throughout the Corporation. This table follows current practice but adds that expenses related to Council members will be approved by the Treasurer. 2.5 The Policy outlines that the preferred method of payment for business and travel expenses is the pCard, with the exception of per diems. The use of the pCard as a payment method provides timely payment and reduces the need for expense reimbursement. 2.6 Mileage and per diem rates will be set annually at a reasonable rate, a maximum rate is set by reference to the CRA mileage limit and guidelines for eligible travel. This does not mean that the maximum level will be used but rather sets a ceiling. 2.7 The Policy allows for per diems rather than requiring receipt reimbursement. This process is administratively more efficient than receipts as often receipts are lost, and the time to process a receipt outweighs the benefit. 2.8 The Policy puts parameters around hosting and entertaining external parties, provision of snacks/refreshments at events and general team building events. These expenses are beneficial to the organization and clarity on their acceptance is evidenced in their inclusion in the Policy. 2.9 The Policy is the strategic level guidance for expenditures, additional controls will be put in place through the development of Management Directives and Standard Operating Procedures in accordance with Policy CP-001. 3. Financial Considerations Not Applicable. 4. Strategic Plan Not Applicable 5. Climate Change Not Applicable. 6. Concurrence This report has been reviewed by the Deputy CAOs who concur with the recommendations. Page 63 Municipality of Clarington Page 4 Report FSD-017-25 7. Conclusion It is respectfully recommended that the Draft Travel and Business Expense Policy be approved. Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, Finance and Technology, 905- 623-3378 ext 2602 or tpinn@clarington.net. Attachments: Attachment 1 — Draft Policy CP-xxx Business and Travel Expenses Interested Parties: There are no interested parties to be notified of Council's decision. Page 64 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Number: CP-00# Title: Travel and Business Expenses Type: Financial Management Sub -type: Expense Management Owner: Finance and Technology Treasury Approved By: Council Approval Date: Click or tap to enter a date. Effective Date: Click or tap to enter a date. Revised Date: Click or tap to enter a date. Applicable to: All Staff 1. Legislative or Administrative Authority: 1.1. The Municipal Act, 2001, s.224 (d) and (e) provide that it is the role of Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council, and that its role is to maintain the financial integrity of the Municipality. 2. Purpose: 2.1. This policy addresses business and travel expenses' eligibility and approval authority. 3. Scope: 3.1. This policy applies to all council members, municipal employees, and any elected or appointed official to a local board. 3.2. Local Boards shall be governed by policies set from time to time by their respective governing bodies. 3.3. It is understood that authority for the expenditure of funds for any expenses covered by this policy extends only to the extent of the financial limitations imposed by the annual (current) budgets. Page 1 of 10 Page 65 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 3.4. It is understood that where an active contract or collective bargaining agreement is in place that addresses items contained within this policy, the terms of the contract/collective bargaining agreement will be followed. 3.5. Any question involving the meaning or application of this policy must be submitted to the Deputy CAO/Treasurer or designate for clarification. 3.6. Where this policy contradicts an existing policy or corporate practice, the issue will be forwarded to the Chief Administrative Officer (CAO) for a final binding decision. The problem will be documented and included in future revisions. 4. Definitions: 4.1. Accommodation - commercial lodging facilities such as hotels, motels, corporate residences or apartments. Private residences are excluded. 4.2. Expense Review Officer (ERO) - shall mean the person responsible for administering this policy, having budgetary control over the general ledger account to be expensed, and having authority over the Officials/Staff incurring the expenditure. 4.3. Expense Reports - shall include both manual forms (e.g. Travel Advance / Expense Form) and corporate purchasing card statements, as applicable. 4.4. Governing Body - shall mean Council or a local board or commission. 4.5. Municipality - shall be used in this policy to mean The Corporation of the Municipality of Clarington 4.6. Municipal Business - attending an event as a representative of the Municipality to derive a benefit for the Municipality or to advance the interests of the Municipality. 4.7. Officials - shall mean a Member of Council or an elected or appointed member of the governing body of a local board or commission or an advisory committee of Council. Page 2 of 10 Page 66 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 4.8. pCard — the corporate purchasing card issued to select individuals to be used for appropriate business expenses as per existing Municipal policies and directives. 4.9. Per Diem -an allowance to cover out-of-pocket expenses exclusive of accommodation or transportation. This allowance is intended to include meals, taxes, and gratuities related to travel. 4.10. Receipt —the original document showing the vendor's name, date, amount, HST registration number (if applicable), and description of the expenditure paid by the Officials/Staff. 4.11. Staff - shall mean an employee of the Municipality of Clarington or a local board or commission staff member. 4.12. Travel - is defined as going beyond the municipal limits of Clarington, Ontario. 5. Policy Requirements: Expense Review and Authorization 5.1. The following are designated "Expense Review Officers" (ERO) for the jurisdictions referred to and shall be responsible for administering this policy within their particular areas of jurisdiction, addressing any justifiable exceptions, and auditing and processing all expense reports under this policy, while maintaining the right to request additional explanations, documentation or justification of any or all of the expense reports: Mayor Members of Council Appointed Members of Advisory Committees Chief Administrative Officer Deputy CAO/Treasurer or designate Deputy CAO/Treasurer or designate Deputy CAO responsible or designate Mayor Page 3 of 10 Page 67 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Senior administrative official of each of the local boards or commissions Deputy Chief Administrative Officers The chair of the respective local board or commission CAO or designate Municipality of Clarington Deputy CAO or designates Employees I 5.2. The Deputy CAO/Treasurer shall decide whether this policy applies to an expense. 5.3. All expense information is considered public and shall be made available upon request by the ERO. 5.4. The ERO is responsible for reviewing and authorizing the expense report. An ERO may not authorize expenses incurred on their behalf. 5.5. The ERO's signature indicates that: 5.5.1. The expense is a legitimate business expense; and funds are available within the approved budget. 5.5.2. The purchasing method does not violate the procurement policy. 5.5.3. Appropriate supporting documentation, as outlined in this policy, is attached. 5.5.4. The expense has been charged to the correct cost account. General 5.6. In this policy, reimbursable expenses include expenses paid by a corporate pCard, payroll reimbursement or accounts payable. The terms reimbursable and expensed are used interchangeably. Page 4 of 10 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 5.7. The corporate pCard is the preferred payment method for business and travel expenses, the except: per diems are paid on an expense form. 5.8. The Deputy CAO/Treasurer shall set all mileage and per diem rates annually for a reasonable amount not exceeding the CRA mileage limit or CRA guidelines for eligible travel. Rates will be per tax legislation and CRA guidance. The rates will be approved by the CAO. 5.9. Travel, business and mileage expenditures are subject to examination by Municipal administration and the Municipality's auditors. Expense reports and pCard reports must be submitted using the form approved by the Deputy CAO/Treasurer. 5.10. All reimbursements will be made in Canadian dollars. The exchange rate used in calculating the reimbursement will be the actual rate supported by documentation (e.g., credit card receipts). If there is no actual exchange rate, the Bank of Canada rate during the applicable period will be used. 5.11. When personal and business travel is combined, only expenses directly related to the business portion are reimbursable. Travel, Training and Conferences 5.12. Individuals are entitled to receive reimbursement for expenses while attending: 5.12.1. Annual conferences of associations of which the Municipality is a member. 5.12.2. Meetings, associated meetings with federal or provincial ministries, workshops and seminars, provided the individual is a director, committee or task force member within the sponsoring organization and the Municipality is a member. 5.12.3. Out-of-town business as a representative of the Municipality. 5.12.4. Out-of-town business to meet with peers to discuss best practices. 5.12.5. Out-of-town training courses provided that such training benefits the Municipality or is necessary to retain licensing/designations. Page 5 of 10 Page 69 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 5.13. Individuals who receive a per diem may not claim additional personal expenses such as snacks, drinks or meals. Receipts are not required for per diem expenses. 5.14. A per diem may be paid in advance for travel exceeding three days upon the approval of the CAO or designate. 5.15. Officials and Staff may choose their method of transportation on the understanding that the most direct route, most economical and most practical method should be used. 5.16. Officials and staff may use motor vehicles (including municipal, rented, or personal) for out-of-town transportation. 5.16.1. Personal vehicle expenses, such as maintenance, repairs, insurance premiums, accident deductibles, fines or tickets, etc., will not be reimbursed. 5.16.2. 407 ETR charges are reimbursable expenses (support for charges include the itemized bill). Corporate pCards may only be used to pay corporate 407 accounts. 5.17. Mileage expenses will not be paid for individuals who receive a travel allowance. However, they may claim travel mileage in excess of 200 km from the Municipality of Clarington. 5.18. Officials and Staff may be reimbursed for the actual transportation costs between the individual's home or workplace and the designated transportation terminal and between the transportation terminal and the hotel or other destination point. 5.19. Public transportation shall be reimbursed based on the cost of the ride. Where public transit uses card -based fares (e.g. Presto Card), reimbursement will be based on actual rides. 5.20. The cost of an additional night(s) of accommodation may be reimbursed if it is required to take advantage of reduced transportation costs or reasonable travel times. Page 6 of 10 Page 70 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 5.21. An overnight stay associated with a one -day meeting or business event outside the Municipality of Clarington may be justified depending on the meeting's scheduled start and end times, location, and travel considerations. 5.22. In the event of travel cancellation, the Officials/Staff may be held responsible for 'no-show' charges resulting from failing to cancel a hotel reservation. 5.23. Officials and Staff will be reimbursed for all telephone calls (local or long distance) that are directly related to municipal business. Business Expenditures 5.24. When it becomes necessary to host or entertain external parties relating to the advancement of the affairs of the Municipality, the following, with the exception of Council and the CAO, require pre -approval from the ERO: 5.24.1. Hospitality and accommodation. 5.24.2. Identities of Officials/Staff to act as Hosts and Attendants. 5.24.3. Provision of alcoholic beverages, if appropriate and approved by the Mayor or CAO. 5.25. Officials or Staff may need to conduct Municipal business over a meal or incur meal expenses in conjunction with attending a function on Municipal business. 5.26. Expenses associated with events such as committee meetings, award banquets, political speeches/addresses, or other business -related events where the purchase of a ticket or meal is required will be reimbursed when such expenses are considered to have a direct relationship to municipal interests. 5.27. Non-alcoholic refreshments, meals, snacks, or a combination may be offered to officials or staff required to work through meal hours or breaks. Such hospitality should be restricted to occasions where the dispersal of participants during the meal hour or break period is not desirable. Page 7 of 10 Page 71 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 5.28. Expenses will be reimbursed for employee events such as team -building events, general staff appreciation or celebrations, recognition of project milestones, or recognition of extra efforts. 5.29. Expenses associated with functions for departing staff may NOT be charged to a Service Area's budget. All costs related to this type of function are the responsibility of those hosting the function. 5.30. It is NOT permissible to use Municipal funds to purchase flowers or gifts in recognition of any individual or group of individuals unless required within the business context in such circumstances as: 5.31. In the event of the death of an employee, an employee's spouse, child, sibling or parent. 5.31.1. In the event of the death of a current Member of Council, a current Member of Council's spouse or a current Member of Council's child. 5.31.2. In the event of the death of a current local Member of Parliament or current local Member of the Legislative Assembly of Ontario. 5.31.3. In an event deemed appropriate by the Mayor or Council. 5.32. Gifts for employees, in accordance with the Council and Corporate Policies and Procedures related to the Employee Service Recognition Program, are reimbursable. 5.33. Expenses incurred at or for political fundraising events are not reimbursable. 6. Roles and Responsibilities: 6.1. Council is responsible for: 6.1.1. Approving policies related to allowable business and travel expenses. 6.2. Chief Administrative Officer (CAO) is responsible for: 6.2.1. Ensuring compliance with this policy through direct reports. Page 8 of 10 Page 72 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 6.2.2. Ensuring the Deputy CAO/Treasurer has developed adequate internal controls to ensure compliance and detect non-compliance with this policy. 6.3. Deputy CAO/Treasurer is responsible for the following: 6.3.1. Developing the necessary internal controls and procedures to facilitate compliance with this policy. 6.3.2. Ensuring any legislated reporting is completed. 6.3.3. Acting as a resource to Deputy CAOs, Directors, and Managers on the applicability of this policy and its allowances. 6.3.4. Advising Council of required changes to the policy. 6.4. Deputy CAOs/Directors / Managers are responsible for the following within their scope of authority: 6.4.1. Ensuring compliance with this policy by their staff. 6.5. All Staff are responsible for: 6.5.1. Adhering to the provisions of this policy. 7. Related Documents: 7.1. Purchasing By-law 2021-077 7.2. CP-014 Financial Control Policy 8. Inquiries: 8.1. Deputy CAO/Treasurer, Finance and Technology 8.2. Manager, Procurement Page 9 of 10 Page 73 Attachment 1 to Report FSD-017-25 Council Policy Clarboon If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 9. Revision History: Date Description of Changes Approved By Page 10 of 10 Page 74 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: June 2, 2025 Report Number: FSD-020-25 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: RFP2024-14 Report Subject: Assessing Nature -Based Solutions to Restore Coastal Processes Around the Graham Creek Jetties and Revitalization of Bond Head Park Beach Recommendations: 1. That Report FSD-020-25, and any related delegations or communication items, be received; 2. That the proposal received from Ausenco Engineering Canada ULC, being the highest scoring proponent meeting all terms, conditions and specifications of RFP2024-14 be awarded the contract for the provision of Assessing Nature -Based Solutions to Restore Coastal Processes Around the Graham Creek Jetties and Revitalization of Bond Head Park Beach; 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-020-25, be advised of Council's decision. Page 75 Municipality of Clarington Page 2 Report FSD-020-25 Report Overview To request authorization to award RFP2024-14 — Engineering Services for Albert Street and Durham Street Reconstruction to Ausenco Engineering Canada ULC 1. Background 1.1 The Municipality of Clarington requires the assistance of a qualified engineering consulting firm to assess and address the erosion, sediment transport and structural issues (the jetties) identified for this area of Clarington's shoreline, including contributing to ecosystem enhancements. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Consultant to assist with the completion of a comprehensive technical evaluation of coastal processes, including sources and sinks for sediment, within the littoral cell on Lake Ontario to inform the restoration of the Graham Creek Jetties and Bond Head Park Beach using nature -based approaches. 1.3 RFP2024-14 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 January 31, 2025. 2.2 Twenty-two companies downloaded the document, and three proposals were received (refer to Attachment 1) by the stipulated closing date and time. All three 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 and Ganaraska Conservation Authority. 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. Page 76 Municipality of Clarington Page 3 Report FSD-020-25 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 Coastal Engineering, Water Resources Engineering, Geotechnical Engineering, as well as Civil Engineering. • The qualifications and experience record of the proposed Project Manager and team resources. • 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, Ausenco Engineering Canada ULC. 2.9 Ausenco Engineering Canada ULC has not completed work for the Municipality in the past. 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 was for the Preliminary design to a 30% standard, including all supporting studies and design documentation. 3.1.2. The second stage was provisional and included Part 2 being provisional, for a set of stamped Issued for Tender (IFT) engineering drawings, itemized bid, general and item specifications, required appendices and references to appropriate standards and specifications. Page 77 Municipality of Clarington Page 4 Report FSD-020-25 3.2 The funding required for this contract award is $202,887.05 (Net HST Rebate) which includes both parts as noted above. The project will be funded from the following accounts, which are in the approved budget: Description Account Number Amount Bond Head Jetty & Beach Erosion Protection 110-50-340-83437-7401 135,297 ECCC Grant Funding 110-50-340-83437-7401 90,000 4. Strategic Plan Not applicable. 5. Climate Change Increased storm intensity and participation will lead to increased erosion. 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 Ausenco Engineering Canada ULC, being the highest scoring proponent meeting all terms, conditions and specifications of RFP2024- 14 be awarded the contract for the provision of Engineering Services for the Albert Street and Durham Street Reconstruction. Staff Contact: Mandy Chong, Manager of 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 78 Municipality of Clarington Page 5 Report FSD-020-25 Attachment 1 to Report FSD-020-25 - Summary of Proposals Received Municipality of Clarington RFP2025-2— Assessing Nature -Based Solutions to Restore Coastal Processes Around the Graham Creek Jetties and Revitalization of Bond Head Park Beach Summary of Proposals Received Bidder Ausenco Engineering Canada ULC* 11 WSP Canada Inc.* II 11 AHYDTECH Geomorphic Ltd. 11 Note: Bidders marked with "*" were shortlisted. Page 79 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: June 2, 2025 Report Number: FSD-021-25 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: RFP2025-8 Report Subject: RFP2025-8 — Contract Administration and Inspection Services for George Street West and Georae Street East Reconstruction Recommendations: 1. That Report FSD-021-25, 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 RFP2025-8 be awarded the contract for the provision of Engineering Services George Street West and George Street East 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-021-25, be advised of Council's decision. Municipality of Clarington Page 2 Report FSD-021-25 Report Overview To request authorization to award RFP2025-8 — Contract Administration and Inspection Services for George Street West and George Street East Reconstruction. 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 construction inspection and contract administration services on behalf of the Municipality for the reconstruction of George Street West and East in Newcastle. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Consultant to assist with the reconstruction of George Street West and George Street East, Newcastle. 1.3 RFP2025-8 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 April 29, 2025. 2.2 Twenty-two companies downloaded the request for proposal, and fourteen proposals were received (refer to Attachment 1) by the stipulated closing date and time. One proposal was deemed non -compliant. Thirteen proposals received were determined to have met the mandatory items as contained within the RFP. The thirteen 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. Page 81 Municipality of Clarington Page 3 Report FSD-021-25 2.5 The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which the proposals 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, Construction Inspection and Construction Management. • 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 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 The funding required for this contract award is $115,864.89 (Net HST Rebate). The project will be funded from the following accounts, which are in the approved 2025 budget: Description Account Number Amount George Street West Reconstruction 110-50-330-83456-7401 $51,981 Page 82 Municipality of Clarington Page 4 Report FSD-021-25 Description Account Number Amount George Street East Reconstruction 110-50-330-83473-7401 24,419 George Street West Reconstruction - Region of Durham Recovery 110-50-330-83456-7402 21,122 George Street East Reconstruction - Region of Durham Recovery 110-50-330-83473-7402 18,343 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 RFP2025-8 be awarded the contract for the provision of Engineering Services for the George Street West and George Street East Reconstruction. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or mchong@clarington.net. Attachments: Attachment 1 — Summary of Proposal Received Interested Parties: List of Interested Parties available from Department. Page 83 Municipality of Clarington Page 5 Report FSD-021-25 Attachment 1 to Report FSD-021-25— Summary of Proposal Received Municipality of Clarington RFP2025-8— Contract Administration and Construction Inspection Services for George Street West and East Reconstruction Summary of Proposals Received Bidder Ainley Graham & Associates Ltd. Chisholm Fleming & Associates CIMA Canada Inc. ConceptDash Inc D.G. Biddle & Associates Ltd. D. M. Wills Associates Limited Egis EXP Services Inc. Four Corners Engineering Inc. HiBridge Engineering Inc. * KiHL Construction Management LBMS Group Inc Noveen Engineering Inc. Underground Consulting Incorporated Note: Bidders bolded were shortlisted. Bidders marked with "*" were non -compliant 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: June 2, 2025 Report Number: CAO-012-25 Authored by: Submitted By: By-law Number: File Number: Amanda Welsh Mary -Anne Dempster, CAO Resolution Number: Report Subject: Semi -Annual Update on Outstanding Motions of Council Recommendation: 1. That Report CAO-012-25, and any related delegations or communication items, be received for information. Page 85 Municipality of Clarington Page 2 Report CAO-012-25 Report Overview As part of Report CAO-003-23, which provided an update on outstanding resolution from the 2018-2022 term, Council directed the CAO to report semi-annually, a status update on outstanding resolutions. To date there are 11 outstanding resolutions,1 carried over from 2023, 5 carried over from 2024 and the remaining 5 from this year. This report provides a complete list of the outstanding resolutions, a status update for each and an expected timeline to report back to Council. 1. Background 1.1 On January 9, 2023, Council passed resolution # GG-007-23, which directed that the CAO report semi-annually a status update on outstanding Resolutions of Council. 1.2 This report identifies the outstanding resolutions and a status update for each item, include, where possible, a timeline to completion. 2. Outstanding Motions Status Updates Council request for Staff Report - Municipal Payment Modernization 2.1 At the Council Meeting on June 26, 2023, the following motion was carried: Resolution #C-093-23 That Report LGS-023-23, Municipal Parking Payment Modernization be referred back to the CAO's Office, and that staff report back on machines that accept debit/credit or debit/credit/cash in addition to the mobile app; and That the Bowmanville BIA be engaged in the process. 2.2 The initial parking meter installation was done in February 2025 though some meter post replacements were delayed until fair weather due to required concrete work. The initial vendor was not suitable, and a new vendor was chosen. Work is to commence in May 2025. Posts to be height adjusted according to AODA and decorative post covers to be added as part of final installation. Work is to be completed before end of summer with final Council reporting and project close-out anticipated for September 2025. Municipality of Clarington Page 3 Report CAO-012-25 District Energy System 2.3 At the General Government Committee meeting on February 5, 2024, the following motion was carried: Resolution # GG-001-24 Whereas at the Council Meeting of January 24t", 2024, Regional Council endorsed in principle the concept of a district energy system (DES) in the Courtice Transit -Oriented Community (CTOC) that leverages waste heat from Regional infrastructure in the adjacent Clarington Energy Park; And whereas district energy is a strategic priority for building sector decarbonization with the potential to contribute more than 15 percent of total GHG emissions reductions by 2050, making it one of the top decarbonization strategies for Durham Region; And whereas this is a unique opportunity for the Region of Durham and Clarington to work with utilities and landowners to demonstrate leadership in a major transit -oriented development initiative surrounding the future Courtice GO Station; Now therefore be it resolved that the Municipality of Clarington collaborate with the Regional Municipality of Durham to integrate the DES concept into the CTOC Secondary Plan; and That a copy of this resolution be forwarded to the Regional Municipality of Durham and Association of Municipalities of Ontario 2.4 At the June 16, 2025 Planning and Development Committee meeting, Region of Durham Staff (Ian McVey) will give a delegation to Committee regarding District Heating and the next steps the Region will be taking to realize the project. The Courtice Transit - Oriented Community (CTOC) Secondary Plan Statutory Public Meeting will be held on June 19, 2025 at a Special Planning and Development Committee Meeting. This draft policy document includes policy which requires new development within the Mixed -Use Core to connect to the district energy system. Council Request for Staff Report — Update Kennel and Noise By-law 2.5 At the General Government Committee meeting on March 4, 2024, the following motion was carried: I:Z�7R[i[.7i�e�eZe��7�Ec�►ZI That the Delegation of Sandra Kearns, Regarding Request to Amend Kennel By-law 2013-025 and Noise By-law 2007-071 to Prevent Noise from Impacting Neighboring Properties, be referred to Staff to report back on the review of the by-laws. Page 87 Municipality of Clarington Page 4 Report CAO-012-25 2.6 This item has been the subject of active enforcement and issues have been proactively addressed within the parameters of the existing by-laws. Legislative Services have prepared report LGS-021-25 Proposed Structured Review of Regulatory By-laws for the June 2 General Government Committee meeting. Council Request for Staff Report - Parking on Clarington Streets 2.7 At the Planning and Development Committee meeting on March 18, 2024, the following motion was carried: Resolution #PD-024-24 Whereas existing and new neighborhoods are experiencing a transition to higher densities through additional dwelling units, increasing rates of car ownership, and changing demographics to multigenerational living. And whereas new neighborhood designs in particular townhouse developments, are being proposed with narrower frontages and shallow lots reducing the possibility of accommodating more than one parking space forcing residents to park on the street, take over visitor parking, and convert fronts yards to parking. And whereas these new dense neighborhood designs increase the safety risk for children, pedestrians, and create operational constraints for municipal operations like emergency response and snow removal. Now therefore be it resolved that Staff report back on the following: a. additional measures to design standards and zoning that could improve on -street parking and visitor parking plans for new neighbourhoods; b. review of parking opportunities within existing neighbourhoods and implement methods to improve parking conflicts through additional signage and enforcement; c. include amendments to the Boulevard By-law; and That Council will not support reduced townhouse frontages less than 6 metres until such time Staff report back to Council with additional design standards and zoning provisions that will improve parking plans for new and existing neighbourhoods. 2.8 Planning Staff completed a general amendment to our Zoning By-law last year to increase the required landscape open space in the front yard of new developments, and changed a number of definitions to ensure people don't just pave their entire front yards for parking but leaving sufficient space for on street parking. This was approved by Council in June of 2024. There is a meeting scheduled on May 29t" with members of SLT, Staff and Councillors to discuss next steps. Municipality of Clarington Page 5 Report CAO-012-25 2.9 Legislative Services have prepared report LGS-021-25 Proposed Structured Review of Regulatory By-laws for the June 2 General Government Committee meeting, which includes intent to initiate the review of the Boulevard By-law. Additional Rainbow Crosswalk 2.10 At the Council Meeting on September 23, 2024, the following motion was carried: Resolution # C-099-24 Whereas The Clarington Diversity Advisory Committee (CDAC) has recommended an additional Rainbow Crosswalk be implemented in Clarington in 2025; Therefore be it resolved that Council endorses the recommendation of the CDAC and directs staff to explore the cost and process for installing an additional rainbow crosswalk in 2025 and report back to Council; and That all interested parties be notified of Council's decision. 2.11 DEI and Public Works are working to identify a potential location, costs and timelines for implementation for Council's consideration. Council Request to come up with appropriate recognition for the Marigold Hospice Board 2.12 At the General Government Committee meeting on November 4, 2024, the following motion was carried: Resolution #GG-165-24 That the Delegation of Marian Timmermans, Board Member, Marigold Hospice Care, regarding Marigold Hospice Care Update, be received with thanks; and That Staff engage with Marigold Hospice Care to consider appropriate recognition for the Board members. 2.24 Staff are currently working with the Hospice Board and will coordinate to include recognition of the Board Members with the opening of the space. North Bowmanville Dog Park Site Selection 2.13 At the Council Meeting on March 24, 2025, the following motion was carried: Resolution # C-066-25 Whereas Staff were directed to locate and develop an off -leash dog park in north Bowmanville as part of the 2021 capital budget; Municipality of Clarington Page 6 Report CAO-012-25 And whereas Staff Report PDS-002-25 presented at the February 3, 2025, General Governance Committee provided a proposed location for a dog park and analysis illustrating that there were no municipally owned lands in north Bowmanville that meet the siting criteria contained in the Parks, Recreation and Culture Master Plan; And whereas Resolution #GG-031-25 directed: "That Report PDS-002-25 — North Bowmanville Dog Park Site Selection, be referred to the March 3, 2025, General Government Committee meeting; and That Staff consult with Valleys 2000 regarding the preferred location.", And whereas Valleys 2000, in a letter dated February 25, 2025, objects to the proposed location. Now therefore, be it resolved: 1. That that Report PDS-002-25, and any related delegations or communication items, be received for information; 2. That Staff be directed to report back to a future Planning and Development Committee with recommendations for a new dog park when municipal lands, that meet the criteria outlined in the Parks Recreation and Culture Master Plan, become available in north Bowmanville; and 3. That Staff be directed to bring forward a budget request through the appropriate annual budgeting process for the new dog park location, when available, and in the meantime return the remaining budget of $195,533.89 to the Parks and Recreation Development Charge Reserve Fund. 2.14 The commitment in the Reserve Fund has been released. Staff will report back to a future Planning and Development Committee meeting when municipal lands that meet the Parks and Recreation Master Plan (PRCMP) criteria for a dog park become available in north Bowmanville. Veterans Crosswalk 2.15 At the Council Meeting on April 28, 2025, the following motion was carried: I HMI RIIW2 .04KIIOYbIR That Report CAO-007-25 and any related delegations or communication items be received; That the Veterans' crosswalk design be approved as shown; That staff be directed to install the Veterans' crosswalk on the north side of the King Street and Temperance Street intersection, crossing east/west; Page 90 Municipality of Clarington Page 7 Report CAO-012-25 That funding of up to $30,000 from the Tax Rate Stabilization Reserve Fund be approved for the installation of the crosswalk design; That Staff be directed to hold an opening ceremony on October 31 to coincide with the raising of the Poppy Flag; That all interested parties listed in Report CAO-007-25 and any delegations be advised of Council's decision. 2.16 This has been incorporated into the intersection accessibility improvements design and construction scope. Currently at 90% design with tender publication targeted for end of May / early June. 2.17 The Temperence Street intersection to be prioritized in construction sequencing as required to achieve October 31st ceremony date. Council Request for Staff Report — Commemoration of Marie Hubbard 2.18 At the General Government Committee Meeting on May 5, 2025, the following motions were carried: Resolution # GG-100-25 That Report PUB-006-25, and any related delegations or communication items, be received; That the Visual Arts Centre be renamed the "Marie Hubbard Visual Arts Centre of Clarington"; That Council approve funding of $10,000 for design and construction for a commemorative green space on the grounds of the Visual Arts Centre; That funding for the renaming come from the Tax Rate Stabilization Reserve Fund; and That all interested parties listed in Report PUB-006-25, and any delegations be advised of Council's decision. Resolution #GG-101-25 That the foregoing Resolution #GG-100-25 be referred to Staff to report back. 2.19 Staff have a meeting with the Visual Arts Centre and Board on June 11 to receive feedback on the option to rename the Visual Arts Centre. Page 91 Municipality of Clarington Page 8 Report CAO-012-25 Council Request for Staff Report — Installation of CCTV Cameras in Downtown Bowmanville 2.20 At the General Government Committee Meeting on May 5, 2025, the following motion was carried: Resolution # GG-104-25 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. 2.21 Economic Development is the project lead with Public Works support. Staff have met with DRPS to receive a data driven list of preferred CCTV sites and are arranging a meeting with BIA's to gather feedback on the initiative on May 29. Council Request for Staff Report — Annual Report Recognizing the Accomplishments of Staff 2.22 At the General Government Committee Meeting on May 5, 2025, the following motion was carried: Resolution # GG-105-25 That Staff be directed to report back outlining options for an annual report recognizing the accomplishments of Staff. 2.23 Once this item is confirmed by Council, Staff in Human Resources and Communications will meet to discuss a process for departments to record accomplishments/accolades. 3. Financial Considerations Not Applicable. 4. Strategic Plan These outstanding resolutions cover a broad cross section of items within the Strategic Plan. 5. Climate Change Not Applicable. Page 92 Municipality of Clarington Page 9 Report CAO-012-25 6. Concurrence This report has been reviewed by all Deputy CAO's who concur with the recommendation. 7. Conclusion It is respectfully recommended that Council receives the report for information. Staff Contact: Amanda Welsh, Executive Assistant to the Chief Administrative Officer, 905- 623-3379 x2018 or awelsh(a)_clarington.net. Interested Parties: There are no interested parties to be notified of Council's decision. Page 93 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: June 2, 2025 Report Number: CAO-013-25 Authored by: Submitted By: By-law Number: File Number: Leanne Walker Mary -Anne Dempster, CAO Resolution Number: Report Subject: Results of the 2025 Communications Benchmarking Survey Recommendation: 1. That Report CAO-013-25, and any related delegations or communication items, be received for information. Page 94 Municipality of Clarington Page 2 Report CAO-013-25 Report Overview The purpose of this report is to present the findings of Clarington's 2025 Communications "Pulse Check" Survey and provide Council with a summary of identified insights, trends, and areas for improvement. The report outlines how residents currently prefer to receive information and engage with the Municipality, their level of satisfaction with existing communication efforts, and opportunities to better connect with underrepresented audiences. The findings will help inform future strategies, support evidence -based decision -making, and guide the ongoing development of inclusive, transparent, and responsive communications across Clarington. 1. Background 1.1 In 2023, Clarington retained Redbrick Communications to perform a service delivery review on the Communications Division. 1.2 As part of the review, Redbrick Communications hosted a public -facing survey to collect feedback from the community. This feedback helped inform the recommendations set out in the Communications Division Service Delivery Review. The survey received 124 public responses. 1.3 Throughout 2024 and 2025, Communications staff have been working to implement the recommendations identified in the Service Delivery Review, including investing in more purposeful public engagement, increasing positive storytelling, sharing timely and factual information, and enhancing Clarington's brand consistency. To help measure the progress staff have made since implementing these changes, Clarington conducted a Communications "Pulse Check" Survey from March 13 to April 13, 2025. The survey was comprised of several key questions from the 2023 survey, as well as new questions to strengthen future benchmarking. It was designed to measure progress, identify gaps, and determine where additional improvements are needed as Communications staff continue to refine future communications and engagement strategies. 1.4 This benchmarking survey fulfills a key action within Clarington's 2024-27 Strategic Plan under priority L.4.3, specifically, action L.4.3.2, which calls for targeted engagement to confirm communication preferences for both urban and rural audiences. 2. Survey Promotion and Distribution 2.1 With a goal of reaching as many Clarington residents as possible, Communications staff executed a robust campaign from March 13 to April 13, 2025, widely promoting the Page 95 Municipality of Clarington Page 3 Report CAO-013-25 2025 Communications "Pulse Check" Survey using both digital and traditional advertising methods, including social media, Clarington's website and kiosks, roadside signage, local media coverage, newspaper ads and digital screens. Printed copies of the survey were also available in recreation facilities and Town Hall. As an incentive to complete the survey, respondents had the option to be entered to win one of three $100 Visa gift cards. 3. Survey Responses 3.1 A total of 471 responses were collected, including three paper submissions, representing a 280% increase over the 2023 response rate. This excellent turnout in participation provides reliable insights into what's working, where improvements are needed, and how communication preferences are shifting among Clarington residents. Demographics 3.2 The survey received responses from across Clarington, with most coming from Bowmanville (46%) and Courtice (28%). The survey also received responses from residents in Newcastle (11 %), Orono (4%), and rural areas (7%). A few respondents chose "Prefer not to answer" (2%), while others (2%) noted that they most identified with Haydon, Hampton, Wilmot Creek, Newtonville, and Leskard. 3.3 The majority of survey respondents (80%) were 35 years and older. Specifically, 41 % were between the ages of 35 and 54, and 39% were 55 or older. Younger adults aged 18 to 34 made up 17% of responses, while only 1 % of respondents were under 18. An additional 2% chose not to disclose their age. Underrepresented voices in Clarington 3.4 When asked whether they identify as part of a group that has an underrepresented voice in Clarington, 18% of survey respondents answered yes. The question was framed to include individuals or groups who may not feel they are fully reflected in decision -making, services, or community discussions due to factors such as age, race, ethnicity, gender identity, sexual orientation, ability, income level, or other aspects of identity. 3.5 Respondents who chose to elaborate identified a wide range of communities and lived experiences, including racial and cultural identities (e.g. Asian, South Asian, Black, Latino/a, Indigenous, Jewish, Caribbean, Muslim, Metis, newcomer), age -related groups (e.g. youth, seniors), members of the 2SLGBTQIA+ community, persons with disabilities, and people from rural or farming communities. Others noted underrepresentation based on socioeconomic status, parenting status, or community interests such as cricket. Page 96 Municipality of Clarington Page 4 Report CAO-013-25 3.6 This feedback highlights the diversity within Clarington and the importance of continuing efforts to ensure all voices feel heard, seen, and included in municipal decision -making and communications. As such, Communications will continue working to find new ways to reach underrepresented voices across Clarington. 4. Preferred methods for providing input on municipal matters 4.1 When asked how they prefer to provide input on municipal matters, 63% indicated a preference for online surveys. Other preferred methods include email or written submissions (43%) and direct contact with the Municipality by phone, email, or in person (34%). A significant number of respondents (32%) also expressed interest in using social media to ask questions or share feedback. 4.2 Less commonly preferred methods included providing feedback at a local event (14%), attending public open houses (19%), contacting the Mayor or Councillors directly (14%), participating in focus groups (7%), or speaking at Council meetings (5%). 4.3 These results suggest that digital engagement is key. The strong preference for online surveys and digital communication methods (e.g. email, social media) highlights the importance of maintaining accessible and easy -to -use online engagement tools —like our Clarington Connected website and the kiosks available in Clarington recreation centres and Town Hall. 4.4 The popularity of asynchronous methods like surveys and email also suggests that residents value convenience and the ability to provide input on their own time, without needing to attend in -person events. 4.5 It's important to note that in -person engagement still plays an important role in community engagement. While less popular overall, in -person formats such as open houses, local events, and Council meetings still appeal to a segment of Clarington's population, reinforcing the need for a balanced approach that includes both digital and face-to-face opportunities for engagement. Differences in preferences between urban and rural residents 4.6 When comparing how residents in Orono and rural Clarington prefer to stay informed, the top two results aligned with the overall trends of all respondents: Clarington's social media channels (84%) and municipal websites (63%). This was followed closely by residents who preferred subscribing to Clarington's news and notices (57%). Orono and rural residents also reported staying informed through Facebook Community Groups (55%), Clarington's recreation emails (47%), local media (43%), word of mouth (39%), and Clarington newsletters (37%). Page 97 Municipality of Clarington Page 5 Report CAO-013-25 4.7 Notably, compared to the overall results, Orono and rural residents showed a stronger preference for staying informed through direct contact with Municipal staff (11 % higher) and the Mayor's office (8% higher), local media coverage (17% higher), Clarington kiosks (7% higher), and by following Council agendas and meetings (7% higher). 5. Comparison to 2023 Results 5.1 The 2025 Communications "Pulse Check" Survey included several key questions from the 2023 survey to allow for a direct comparison over time and support ongoing benchmarking. The information below compares the results from the 2023 and 2025 surveys. See Communications Division: Service Delivery Review Report, p.11 for 2023 results. Shifts in how residents receive municipal information 5.2 The survey results show a notable shift in how residents receive information about municipal programs and services between 2023 and 2025. 5.3 In 2023, the top three sources were the municipal website (55%), local media coverage (49%), and Clarington's official social media channels (29%). In 2025, the leading sources have changed significantly. Clarington's social media channels have become the top source (58%), followed closely by municipal websites (57%) and Facebook Community Groups (53%). 5.4 The significant increase in Clarington's social media channels as the primary source of information indicates a growing reliance on real-time, accessible, and engaging platforms to stay informed about municipal matters. 5.5 While digital sources scored significantly higher, non -digital sources like word of mouth (37%), the mailed newsletter (34%), and signage (33%) still play a significant role in communicating with Clarington residents. It's clear that no single channel reaches everyone. A layered communication strategy is essential to ensure Clarington maintains an engaged audience across all demographics. Facebook Community Groups as an information source 5.6 More than half of the survey respondents (53%) reported that one of the ways they receive information about municipal programs and services is through Facebook Community Groups. A follow-up question asked these respondents how they typically verify municipal -related information they see in those groups. The majority (75%) said they check Clarington's official website or social media channels for confirmation. Other methods included checking traditional news sources (32%), relying on discussion within the group (21 %), asking staff directly (9%), or asking the Mayor or a Councillor (3%). Notably, 9% of respondents said they trust the information without verifying it. Municipality of Clarington Page 6 Report CAO-013-25 5.7 This result suggests that trust in peer -to -peer networks is growing. Residents are increasingly influenced by community -driven content and peer discussion, even when it comes to official information. Communications will continue monitoring these channels for misinformation and weigh in when necessary to correct it. 5.8 In 2023, 25% of respondents indicated that they get their information from social media channels not run by Clarington, which may include Facebook Community Groups. Decline in traditional media 5.9 The use of traditional media has declined sharply over the past two years. In 2025, only 27% of respondents said they received information from local media coverage —a significant drop from 49% in 2023. This decline can likely be attributed to the loss of the Clarington This Week newspaper (Metroland) in September 2023, as well as the Meta News ban, which came into effect in August 2023, in response to the passing of the Government of Canada's Bill C-18. 5.10 Notably, in 2025, several non -digital channels ranked within the top six information sources: word of mouth (37%), the Clarington Connected mailed newsletter (34%), and community signage (33%), highlighting the continued importance of off line communication methods. 6. New questions on 2025 survey 6.1 Communications introduced five new questions on the 2025 Communications Survey to help establish a strong benchmark for future tracking. Each question had respondents identify how strongly they agreed with the following statements: • I feel informed about municipal programs, services and issues that matter to me. • I trust information provided by the Municipality of Clarington. • Clarington's communications are accessible and inclusive. • Clarington gives me a voice and an opportunity to share feedback. • 1 am satisfied with the overall communications and information sharing from the Municipality of Clarington. 6.2 The majority of survey respondents (64%) indicated that they feel informed about municipal programs, services and issues that matter to them. This result suggests that current communication efforts are reaching a large portion of Clarington's population, but there is still room for improvement. 6.3 The survey results show a strong indicator of trust, with over 83% of survey respondents indicating that they trust information provided by the Municipality. Page 99 Municipality of Clarington Page 7 Report CAO-013-25 6.4 Nearly three-quarters of respondents (73%) indicated that Clarington's communications are accessible and inclusive. This provides a solid foundation to build on, as staff continue to seek feedback from underrepresented voices in Clarington. 6.5 Approximately 61 % of respondents feel that the Municipality gives them a voice or an opportunity to share feedback. This presents an opportunity to provide more clarity on how public input is used and "close the loop" to demonstrate how public feedback helps shape municipal decisions. It's worth noting that in 2023, only 33% of survey respondents felt the Municipality was effective in providing opportunities for the community to give input on local programs, services and decisions. This result demonstrates a marked improvement. 6.6 When asked about overall satisfaction, 70% indicated that they are satisfied with the overall communications and information sharing from the Municipality of Clarington. This suggests that efforts to keep the community informed are having a positive impact, and staff should continue building on this success by maintaining clear, timely, and inclusive communication, while also looking for ways to improve outreach to less engaged or harder -to -reach residents in Clarington. 7. Financial Considerations Not Applicable. 8. Strategic Plan 8.1 This report supports the actions necessary to complete priority L.4.3: Continue to cultivate an informed community through meaningful communications. Specifically, action L.4.3.2 states that the Municipality will survey the community to confirm communication preferences for both urban and rural audiences. 9. Climate Change Not Applicable. 10. Concurrence Not Applicable. 11. Conclusion It is respectfully recommended that Staff Report CAO-013-25 be received for information. Page100 Municipality of Clarington Page 8 Report CAO-013-25 Staff Contact: Leanne Walker, Acting Communications Manager, 905-623-3379 ext. 2217 or Iwalker(a)_clarington.net. Attachments: Attachment 1 — 2025 Communications "Pulse Check" Survey Results Interested Parties: There are no interested parties to be notified of Council's decision. Page 101 Take the survey for a chance to WIN Communications Pulse Check Contribution Summary 1. I feel informed about municipal programs, services and issues that matter to me. Rating I Skipped: 2 1 Answered: 469 (99.6%) 30% 25% 20% 15% 10% 425 471 Contributors Contributions 5% 0% 1 2 3 4 5 1 2 3 4 5 Count Weighted average 3.20% 6.82% 26.01 % 31.34% 32.62% 469 3.83 15 32 122 147 153 Ig socialpinpoint Clarington Connected - Form RPaessuiry umm0ary (13 Mar2025 to 17Apr 2025) Page 1 of 13 2. I trust information provided by the Municipality of Clarington. Rating I Skipped: 5 1 Answered: 466 (98.9%) 50% 40% 30% 20% 10% 0% - 1 N 3 E I 1 2 3 4 5 Count Weighted average 1.93% 4.29% 10.30% 28.11 % 55.36% 466 4.31 9 20 48 131 258 �� socialpinpoint Clarington Connected - Form Results m�mary (13 Mar 2025 to 17Apr 2025) Page 2 of 13 3. Clarington's communications are accessible and inclusive. Rating I Skipped: 13 1 Answered: 458 (97.2%) 40% 35% 30% 25% 20% 15% 10% 5% 0% I N 3 IF 2 1 2 3 4 5 Count 2.40% 7.21 % 17.25% 28.38% 44.76% 458 11 33 79 130 205 I Weighted average 4.06 socialpinpoint Clarington Connected - Form RPaesults mm0ary (13 Mar 2025 to 17Apr 2025) Page 3 of 13 4. Clarington gives me a voice and an opportunity to share feedback. Rating I Skipped: 7 1 Answered: 464 (98.5%) 30% 25% 20% 15% 10% 5% 0% 1 2 3 4 I 1 2 3 4 5 Count Weighted average 5.17% 9.70% 23.71 % 29.31 % 32.11 % 464 3.73 24 45 110 136 149 �� socialpinpoint Clarington Connected - Form Results Paw (13 Mar 2025 to 17Apr 2025) Page 4 of 13 5. I am satisfied with the overall communications and information sharing from the Municipality of Clarington. Rating I Skipped: 6 1 Answered: 465 (98.7%) 35% 30% 25% 20% 15% 10% 5% 0% 2 3 pr 4 1 2 3 4 5 Count 3.44% 7.96% 18.92% 31.40% 38.28% 465 16 37 88 146 178 I Weighted average 3.93 socialpinpoint Clarington Connected - Form RPaesults mm�a6ry (13 Mar 2025 to 17Apr 2025) Page 5 of 13 6. How do you stay informed about Clarington's programs, services and opportunities to engage? Select all that apply. Multi Choice I Skipped: 1 1 Answered: 470 (99.8%) Attending public ... Clarington.net or ... Clarington ... Clarington's ... Clarington's ... Clarington's Social ... Contacting the Mayor ... Contacting Municipal ... Facebook ... Following Council ... Kiosks in Clarington ... Reading, listening to... Signage in the ... Social media ... Subscribing to ... Word of mouth Other I 0% 20% 40% Answer choices Percent Count Attending public meetings or open houses (online or in person) 11.28% 53 �� socialpinpoint Clarington Connected - Form Results m�mary (13 Mar 2025 to 17Apr 2025) Page 6 of 13 Clarington.net or ClaringtonConnected.ca websites 57.45% 270 Clarington Connected Mailed Newsletter 34.26% 161 Clarington's eNewsletters (Growing Clarington, Council Highlights, etc.) 28.94% 136 Clarington's Recreation Emails (ActiveNet) 28.94% 136 Clarington's Social Media Channels (Facebook, Instagram, LinkedIn, X) 57.87% 272 Contacting the Mayor or Councillors (phone, email, in person) 5.74% 27 Contacting Municipal staff (phone, email, in person) 12.77% 60 Facebook Community Groups 53.40% 251 Following Council agendas and meetings 6.38% 30 Kiosks in Clarington facilities 9.15% 43 Reading, listening to or viewing local media coverage 26.60% 125 Signage in the community 32.77% 154 Social media accounts not run by the Municipality 18.51% 87 Subscribing to Clarington's news and notices 27.45% 129 Word of mouth 37.23% 175 Other 1.49% 7 �� socialpinpoint Clarington Connected - Form Results mm�a8ry (13 Mar 2025 to 17Apr 2025) Page 7 of 13 7. How do you usually verify municipal -related information you see in Facebook community groups? Select all that apply. Multi Choice I Skipped: 224 1 Answered: 247 (52.4%) I ask a municipal ... I ask the Mayor or a ... . I check Clarington's ... I look for ... I rely on comments/... I usually trust the ... Other 0% 20% Answer choices I ask a municipal staff member I ask the Mayor or a Councillor I check Clarington's website or social media channels I look for confirmation from traditional news sources I rely on comments/discussion within the group I usually trust the information without verifying it Other 40% 60% Percent Count 8.91 % 22 3.24% 8 75.30% 186 31.98% 79 21.46% 53 9.31 % 23 0.81 % 2 socialpinpoint Clarington Connected - Form Results m� ma�ry (13 Mar 2025 to 17Apr 2025) Page 8 of 13 8. Which local media outlets do you read, view, or listen to most often? Select all that apply. Multi Choice I Skipped: 7 1 Answered: 464 (98.5%) Durham Citizen ... 1 DurhamPost.ca' DurhamRadioNews.com' DurhamRegion.com ... 1 Orono Weekly Times' InSauga.corn KX96 or 94.9 The ... 1 I do not read or ... 1 Other 0% Answer choices Durham Citizen Newspaper DurhamPost.ca DurhamRadioNews.com DurhamRegion.com (Metroland) Orono Weekly Times InSauga.com KX96 or 94.9 The Rock or CKDO Durham's Classic Hits I do not read or listen to local media Other 10% 20% 30% Percent Count 7.11% 33 23.28% 108 32.11% 149 39.01 % 181 11.21 % 52 5.60% 26 33.84% 157 20.47% 95 2.16% 10 socialpinpoint Clarington Connected - Form Results umm� ary (13 Mar 2025 to 17Apr 2025) Page 9 of 13 9. What is the best way for you to provide your input on important Municipal matters? Select up to 3 choices. Multi Choice I Skipped: 3 1 Answered: 468 (99.4%) I Ask questions on ... At a local event I am... - At Council meetings ■ At public ... . By contacting the ... . By contacting the ... . Email or written ... Focus groups Online surveys like ... Other 7a 0% 20% Answer choices Ask questions on social media At a local event I am attending At Council meetings At public information meetings or open houses (online or in person) By contacting the Mayor or a councillor (phone, email, in person) By contacting the Municipality (phone, email, in person) Email or written submissions Focus groups Online surveys like this one. Other 40% 60% Percent Count iCPXf ir[�16% 13.89% 65 5.13% 24 19.23% 90 14.10% 66 34.19% 160 43.16% 202 7.48% 35 62.61 % 293 0.43% 2 �� socialpinpoint Clarington Connected - Form Results ummary (13 Mar 2025 to 17Apr 2025) Page 10 of 13 10. What is your age? Required Select Box I Skipped: 2 1 Answered: 469 (99.6% Under 18 I 18 to 34 35 to 54 55 Prefer not to answer' 0% 20% 40% 60% 80% Answer choices Percent Count Under 18 0.64% 3 18 to 34 17.27% 81 35 to 54 41.15% 193 55 39.23% 184 Prefer not to answer 1.71 % 8 Total 100.00% 469 �� socialpinpoint Clarington Connected - Form Results ummary (13 Mar 2025 to 17Apr 2025) Page 11 of 13 11. Which area of Clarington do you live in (or most closely identify with)? Select Box I Skipped: 4 1 Answered: 467 (99.2%) Bowmanville Cou rtice Orono . Newcastle Rural Clarington - Prefer not to answer' Other ' 0% Answer choices Percent Count Bowmanville 45.61% 213 20% 40% 60% 80% Courtice 28.27% 132 Orono 4.07% 19 Newcastle 11.13% 52 Rural Clarington 6.85% 32 Prefer not to answer 1.93% 9 Other 2.14% 10 Total 100.00% 467 �� socialpinpoint Clarington Connected - Form Results ummary (13 Mar 2025 to 17Apr 2025) Page 12 of 13 12. Do you identify as part of a group that you feel has an underrepresented voice in Clarington? Select Box I Skipped: 15 1 Answered: 456 (96.8%) Yes il� No Prefer not to answer _ 0% 20% 40% 60% 80% Answer choices Percent Count Yes 18.42% 84 No 71.27% 325 Prefer not to answer 10.31 % 47 Total 100.00% 456 �� socialpinpoint Clarington Connected - Form Results ummary (13 Mar 2025 to 17Apr 2025) Page 13 of 13