HomeMy WebLinkAbout2025-11-17
Council
Post-Meeting Agenda
Date:November 17, 2025
Time:6:30 p.m.
Location:Council Chambers or Electronic Participation
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for
accessibility accommodations for persons attending, please contact: Michelle Chambers,
Legislative Services Coordinator, at 905-623-3379, ext. 2101 or by email at
mchambers@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
Collection, Use 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.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or
placed on non-audible mode during the meeting.
Copies of Reports are available at www.clarington.net/archive
The Revised Agenda will be published on Friday after 3:30 p.m. Late items added or a change to
an item will appear with a * beside them.
Pages
1.Call to Order
2.Land Acknowledgement Statement
3.Canadian National Anthem
4.Moment of Reflection
5.Declaration of Pecuniary Interest
6.Announcements 5
7.Presentations / Delegations
*7.1 Delegation by Andrew Rice regarding Report PDS-062-25 - Zoning By-
law Amendment Application to Permit an Eating Establishment Use at
2305 Highway 2
6
*7.2 Delegation by Gord Robinson regarding Report PDS-058-25 - Zoning By-
law Amendment Application to Permit 19 Lots for Detached Dwellings in
Newtonville
8
7.3 Presentation by Trevor Pinn, Deputy CAO/Treasurer and David Cachia,
Chief Information Officer - 2026 Budget Update
10
8.Consent Agenda
8.1 Minutes from the regular meeting of Council dated October 27, 2025 37
8.2 Minutes from the General Government Committee meeting dated
November 3, 2025
47
8.3 Minutes from the Newcastle Arena Board meeting dated October 14,
2025
54
8.4 Minutes from the Samuel Wilmot Nature Area Management Advisory
Committee meeting dated October 21, 2025
60
8.5 Minutes from the Newcastle Village Community Hall Board meeting
dated October 29, 2025
65
November 17, 2025
Council Agenda
Page 2
8.6 Minutes from the Clarington Accessibility Advisory Committee meeting
dated October 29, 2025
66
8.7 Minutes from the Solina Hall Board meetings dated January 13, March 4
and November 4, 2025
69
8.8 Report FSD-037-25 - Supply and Deliver One Pumper Truck – Due to
Collision
74
8.9 By-law 2025-061 - Being a By-law to establish a Municipal Service Board
to operate the Newcastle Memorial Arena and to repeal By-law 2008-037
77
Item 6.2 of the General Government Committee Minutes
8.10 By-law 2025-062 - Being a by-law to authorize the borrowing of
$15,000,000 to meet until taxes are collected, the current expenditures of
the Municipality for the year 2026
91
Item 6.3 of the General Government Committee Minutes
8.11 By-law 2025-063 - Being a By-law to authorize an Interim Tax levy for
2026
93
Item 6.3 of the General Government Committee Minutes
8.12 By-law 2025-064 - Being a By-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the Municipality of
Clarington
95
Item 9.1.1 of the Planning and Development Committee Minutes
8.13 By-law 2025-065 - Being a By-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the Municipality of
Clarington
98
Item 9.3.1 of the Planning and Development Committee Minutes
8.14 By-law 2025-066 - Being a By-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the Municipality of
Clarington
99
Item 9.4.1 of the Planning and Development Committee Minutes
November 17, 2025
Council Agenda
Page 3
9.Items for Separate Discussion
*9.1 Minutes from the Planning and Development Committee Meeting dated
November 10, 2025
102
(Councillor Anderson intends to introduce a motion regarding item 9.3.1
of the minutes, PDS-061-25 - Official Plan and Zoning By-law
Amendment Applications to Permit a Supermarket at 91 and 95 Baseline
Road, West, Bowmanville)
9.2 Request from Trademark Homes for Permission to Vary from
Development Standards to Allow for Private Waste Collection
Matter Referred from the November 10, 2025 Planning and Development
Committee
*9.2.1 Report PDS-064-25 - Private Waste Pick Up for a multi-
residential building at 22 Church Street, Bowmanville
111
10.Confidential Items
11.Confirming By-Law
12.Adjournment
November 17, 2025
Council Agenda
Page 4
Page 5
From:no-reply@clarington.net
To:ClerksExternalEmail
Subject:New Delegation Request from Rice
Date:Friday, November 14, 2025 9:20:41 AM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
Subject
Consent agenda - item 8.15
Action requested of Council
Actively listen
Date of meeting
11/17/2025
Summarize your delegation
New location of KFC
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.
Shrija Vora
Report number (if known)
PDS-062-25
Will you be attending this meeting in person or online?
In person
First name:
Andrew
Single/Last name
Rice
Address
Page 6
Town/Hamlet
Bowmanville
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 7
From:no-reply@clarington.net
To:ClerksExternalEmail
Subject:New Delegation Request from Robinson
Date:Friday, November 14, 2025 1:35:42 PM
EXTERNAL
A new delegation request has been submitted online. Below are the
responses provided:
Subject
PDS 058 25 Zoning By law Amendment Application to Permit 19 Lots
for Detached Dwellings in Newtonville
Action requested of Council
Provide Comments on Report PDS-058-25
Date of meeting
11/17/2025
Summarize your delegation
Comments for the Report
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.
Toni Rubino and Nicole Zambri
Report number (if known)
PDS-058-25
Will you be attending this meeting in person or online?
In person
First name:
Gord
Single/Last name
Robinson
Address
Page 8
Town/Hamlet
Newtonville
Postal code
Email address:
Phone number
Do you plan to submit correspondence related to this matter?
No
Do you plan to submit an electronic presentation (i.e.
PowerPoint)? If yes, the file must be submitted to the
Municipal Clerk’s Department by 2 p.m. on the Friday prior to
the meeting date.
No
I acknowledge that the Procedural By-law Permits seven
minutes for delegations and five minutes for Public Meeting
participants.
Yes
[This is an automated email notification -- please do not respond]
Page 9
2026
Budget
Update
Page 10
Page 11
Page 12
Operating Budget
Page 13
2024 2025 2026 2027
Previously Approved Levy from 2025 Update $76,807,800 $82,242,900 $87,232,000 $92,520,200
Previously Approved % Increase 4.52%5.32%4.07%4.07%
Amendment
Amended Base Budget $76,807,800 $82,242,900 $87,232,000 $91,644,700
Incremental Increase for Asset Management $0 $0 $1,391,754 $1,434,100
Incremental Levy Reduction from 2024
Surplus
$0 $0 ($2,267,254)($2,408,600)
Amended Levy (including growth)$76,807,800 $82,242,900 $86,356,500 $90,670,200
Amended % Increase from Rates 4.52%5.32%3.00%3.00%
Changes to the Tax Levy
Page 14
Because of the lower levy increase, the average household’s property tax bill for Clarington will still go up, but by about$20
less than what was originally approved.
Page 15
Departmental Changes
2026 Restated 1 Variance - New 2026 Amended 2027 Amended
Corporate Accounts $(82,475,769)$968,330 2 $(81,507,439)$(87,020,508)
Mayor and Council $1,244,628 $18,242 $1,262,870 $1,310,598
Office of the CAO $5,051,490 $150,401 $5,201,891 $5,292,958
Public Services $55,189,975 $583,828 $55,773,803 $59,651,909
Legislative Services $6,135,983 $232,180 $6,368,163 $6,673,077
Finance and Technology $3,288,757 $(2,852,662) $436,095 $701,290
Planning and Infrastructure $4,958,804 $1,034,988 $5,993,792 $6,214,959
Libraries/Museums $5,562,335 $(135,307) $5,427,028 $6,068,394
External Agencies $1,043,797 $0 $1,043,797 $1,107,323
Balanced Budget $0 $0 $0 $0Page 16
2026 Amended Revenues Expenses
Net Reserve Fund
Transfers
Corporate Accounts $(81,507,439)$(97,634,192)$4,109,925 $12,016,828
Mayor and Council $1,262,870 $0 $1,262,870 $0
Office of the CAO $5,201,891 $0 $5,325,527 ($123,636)
Public Services $55,773,803 $(13,169,826)$77,383,453 ($8,439,824)
Legislative Services $6,368,163 $(1,024,800)$8,145,522 ($752,559)
Finance and Technology $436,095 $(3,053,600)$9,682,478 ($6,192,783)
Planning and Infrastructure $5,993,792 $(4,589,170)$13,533,217 ($2,950,255)
Libraries/Museums $5,427,028 $(234,451)$6,029,695 ($368,216)
External Agencies $1,043,797 $0 $4,818,797 ($3,775,000)
Total $0 $(119,706,039)1 $130,256,484 $(10,550,445)
Departmental Operating Budgets
Page 17
Capital Budget
Page 18
Capital Budget
Total Capital
Budget
$33,218,876Page 19
Capital Budget Highlights
Customer Relationship Management System
Total Project Budget: $2,395,629
2026 Spend: $1,323,154
2027 Spend: $1,072,475
Enterprise Resource Planning Software
Total Project Budget: $4,099,134
2027 Spend: $1,954,334
2028 Spend: $2,114,800
2029 Spend: $30,000
Page 20
Capital Budget Highlights
South Courtice Arena Twin Ice Pad Feasibility Study
Total Project Budget: $3,000,000
South Bowmanville Recreation Centre Park and Splashpad
Total Project Budget: $1,445,170
Page 21
Capital Budget Funding
Asset Type Gross Cost Reserves Reserve Funds
Development
Charges
External
Financing Debenture
Bridges and Culverts $186,411 $0 $186,411 $0 $0 $0
Corporate Fleet $4,402,845 $0 $3,136,682 $1,266,163 $0 $0
Emergency Services $1,657,589 $0 $1,657,589 $0 $0 $0
Corporate Facilities $7,673,400 $0 $4,673,400 $3,000,000 $0 $0
Information Technology $3,060,454 $0 $3,060,454 $0 $0 $0
Library and Museums $1,048,113 $100,000 $619,944 $328,169 $0 $0
Parking Infrastructure $297,979 $0 $297,979 $0 $0 $0
Parks and Cemeteries $5,673,774 $0 $3,380,867 $2,292,907 $0 $0
Transportation Infrastructure $914,471 $0 $636,700 $277,771 $0 $0
Roads Infrastructure $8,227,520 $0 $6,888,803 $338,717 $1,000,000 $0
Stormwater Infrastructure $76,320 $0 $76,320 $0 $0 $0
Total $33,218,876 $100,000 $24,615,149 $7,503,727 $1,000,000 $0Page 22
Capital Spending as a Percentage
of Total Expenditures
Page 23
Long-Term Debt
Page 24
Current Debt
Debenture
2026 Principal
Payments
2026
Interest
Payments Total
2027 Principal
Payments
2027
Interest
Payments Total
Green Road $477,000 $73,225 $550,225 $492,000 $56,292 $548,292
Courtice Library $68,000 $10,891 $78,891 $69,000 $9,395 $78,395
Garnet B. Rickard Recreation Complex
Improvements $67,851 $16,313 $84,164 $69,840 $14,345 $84,185
Municipal Administration Centre
Improvements $87,064 $20,932 $107,996 $89,617 $18,407 $108,024
South Bowmanville Recreation Centre $2,197,000 $2,416,759 $4,613,759 $2,451,000 $2,533,188 $4,984,188
Newcastle and Orono Arena
Improvements $599,000 $193,433 $792,433 $622,000 $170,671 $792,671
Newcastle Park $114,000 $129,772 $243,772 $118,000 $125,839 $243,839
Outdoor Rink $283,000 $324,994 $607,994 $293,000 $315,232 $608,232
Newcastle Community Hall $57,000 $21,870 $78,870 $59,000 $19,904 $78,904
Total $3,949,915 $3,208,189 $7,158,104 $4,263,457 $3,263,273 $7,526,730
Page 25
Proposed New Debt
Project Total Principal
Year of
Issuance
Est. Annual
Debt
Servicing Cost
Tax Levy
Funded
Development
Charge
Funded
SBRC Aquatic Centre – 1st Instalment $23,402,500 2025 $1,799,094 $0 $1,799,094
SBRC Aquatic Centre – 2nd Instalment $23,402,500 2026 $1,721,997 $0 $1,721,997
Operations Centre / Training Centre – 1st Instalment $47,750,000 2025 $4,267,191 $0 $4,267,191
Operations Centre / Training Centre – 2nd Instalment $47,750,000 2026 $4,267,191 $0 $4,267,191
$142,305,000 $12,055,473 $0 $12,055,473
Page 26
Debt Servicing as a Percentage of
Own Source Revenue
Page 27
Reserves and
Reserve Funds
Page 28
Projected Reserve Balances
Self-Insured Losses $258,141 Rural Road Rehabilitation $52,168
Municipal Acquisition of Property $3,685,379 Legal Fees $303,092
Library Reserve $877,661 Consulting / Professional Fees $172,362
Records Maintenance $157,733 Park Development $812
Museum $330,578 Election Expenses $125,592
Fire Prevention Reserve $305,489 Burketon Park Improvement $7,569
General Capital $863,892 Samuel Wilmot Nature Area $3,373
Pits and Quarries $425 Clarington Heritage Committee $12,262
2026 Year End Projected
Reserve Balances: $7,021,528
Page 29
Projected Capital Asset
Reserve Fund Balances
Facilities Capital $509,043 Transportation Infrastructure Capital $53,476
Corporate Fleet Capital $2,946,979 Library and Museum Capital $133,619
Emergency Services Capital $572,604 Roads Capital $6,786
Information Technology Capital $796,102 Bridges and Culvert Capital $1,589,203
Parking Infrastructure Capital $944,787 Stormwater Capital $515,585
Parks and Cemeteries Capital $52,168
2026 Year End Projected Capital
Asset Reserve Fund Balances: $7,021,528
Meets Targeted Balance Does Not Meet Targeted Balance
Page 30
Projected Capital Growth and Expansion
Reserve Fund Balances
DC Growth Studies $374,438
DC Library Services $1,369,915
DC Fire Protection Services $4,567,893
DC Park & Recreation Services ($8,346,891)
DC Services Related to Highways $28,574,659
Miscellaneous Capital $591,074
2026 Year End Projected Capital Growth and
Expansion Reserve Fund Balances: $27,131,088
Meets Targeted Balance Does Not Meet Targeted Balance
Page 31
Climate Action $543,943 Continuous Improvement $378,250
Grant Reserve Fund $76,364 Beautification / Tree Planting $71,377
Economic Development $454,244 Parkland Cash In Lieu $9,432,103
Strategic Capital ($327,204)General Municipal $655,719
Canada Community-Building Fund Receipts $646,117 Newcastle BIA $88,328
Provincial Infrastructure $342,327 Bowmanville BIA $16,379
Port Granby LLRW Agreement $334,383 Orono BIA $24,328
Community Improvement Plans $263,658
2026 Year End Projected
Reserve Balances: $12,991,315
Projected Special Projects and
Initiatives Reserve Fund Balances
Page 32
Projected Stabilization and
Contingency Reserve Fund Balances
Rate Stabilization $3,813,125 Parking Enforcement $126,470
Debenture Retirement $29,512 Community Emergency Management $574,891
Municipal Government Enterprise $27,835,212 Future Staffing $479,432
Municipal Government Enterprise - Other $362,322 Benefits Stabilization $35,105
Building Division ($3,049,466)Engineering Review and Inspection $909,044
2026 Year End Projected Stabilization and
Contingency Reserve Fund Balances: $7,021,528
Meets Targeted Balance Does Not Meet Targeted Balance
Page 33
Identified Challenges and Risks
•Inflationary pressures
•Provincial/Federal funding uncertainty
•Population growth
•Capital backlog
Page 34
Strategies for Fiscal Sustainability
•Prudent debt management
•Diversification of revenue sources
•Smart investments
•Efficiency improvements
•Long-term planning
Page 35
The Municipality of Clarington
40 Temperance Street
Bowmanville, ON L1C 3A6
T:905-623-3379
www.clarington.net Page 36
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
Council Minutes
Date:
Time:
Location:
October 27, 2025
6:30 p.m.
Council Chambers or Electronic Participation
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor S. Elhajjeh,
Councillor L. Rang, Councillor C. Traill, Councillor W. Woo,
Councillor M. Zwart
Staff Present: M. Dempster, R. Maciver, D. Lyons, R. Maciver, M. Perini, T. Pinn,
J. Gallagher, M. Chambers
Other Staff Present: L. Backus, K. Esseghaier, C. Lyon, J. O'Meara, M. Westover, N
Zambri
_____________________________________________________________________
1. Call to Order
Mayor Foster called the meeting to order at 6:30 p.m.
2. Land Acknowledgement Statement
Councillor Anderson led the meeting with the Land Acknowledgement Statement.
3. Canadian National Anthem
4. Moment of Reflection
Councillor Anderson recited the moment of reflection.
5. Declaration of Interest
There were no declarations of pecuniary interest stated at the meeting.
6. Announcements
Members of Council announced upcoming community events and matters of
community interest.
Page 37
October 27, 2025
Council Minutes
2
7. Presentations / Delegations
7.1 Delegation by Libby Racansky regarding Report PDS-048-25 - Zoning By-law
Amendment to Permit 6 Single Detached Dwellings Fronting onto the
Extension of Tabb Avenue and a Medium Density Block Fronting onto Nash
Road
Libby Racansky was present regarding Report PDS-048-25 - Zoning By-
Amendment to Permit 6 Single Detached Dwellings Fronting onto the Extension of
Tabb Avenue and a Medium Density Block Fronting onto Nash Road. Using an
electronic presentation, Libby stated that the proposed density is too high for this
area and the developments are happening to quickly. L. Racansky requested that
the land and the trees be protected and believe s Central Lake Ontario
Conservation Area (CLOCA) should be doing an assessment of the area. Libby
answered questions from the Members of Council.
7.2 Delegation by Benny Skouros regarding Report LGS-036-25 - Outline of
Council Policy CP-004 Road Closure and Conveyance
Benny Skouros was present regarding Report LGS-036-25 - Outline of Council
Policy CP-004 Road Closure and Conveyance. B. Skouros requested an easement
for the land over the section of the unopened road allowance and will assume all
liability associated with the easement. Benny is requesting permission to asphalt a
driveway as the Municipality has refused. B. Skouros believes his property should
be grandfathered in to allow the easement. Benny is unable to build a new house
and can only rebuild the existing house on the property. B. Skouros is requesting a
driveway and not a road and does not agree with the cost assessment in the report.
Benny noted there is a well, existing house, and septic and would like to know why
a house cannot be built as property taxes are paid. B. Skouros would like a solution
and has only been told why it cannot be done and was advised by Staff to ask the
neighbour for an easement but would still not be permitted to obtain a permit for the
driveway. Benny answered questions from the members of Council.
Resolution # C-204-25
Moved by Councillor Traill
Seconded by Councillor Rang
That Benny Skouros’ driveway be grandfathered in.
Motion referred, see following motion
Resolution # C-205-25
Moved by Councillor Traill
Seconded by Councillor Anderson
That the forgoing Resolution #C-204-25, be referred to the November 3, 2025,
General Government Committee meeting.
Page 38
October 27, 2025
Council Minutes
3
Yes (7): Mayor Foster, Councillor Anderson, Councillor Elhajjeh, Councillor Rang,
Councillor Traill, Councillor Woo, and Councillor Zwart
Carried on a recorded vote (7 to 0)
7.3 Delegation by Katrina Metzner, North Lakes Development and Construction
regarding Report PDS-049-25 - Zoning By-law Amendment Application to
Facilitate a 7-unit, Apartment Building in Bowmanville
Katrina Metzner, North Lakes Development and Construction was present
regarding Report PDS-049-25 - Zoning By-law Amendment Application to Facilitate
a 7-unit, Apartment Building in Bowmanville. Using an electronic presentation,
Katrina provided an overview of location, site plan, land use, and the proposed
zoning by-law amendment. K. Metzner answered questions from Members of
Council.
Suspend the Rules
Resolution # C-206-25
Moved by Councillor Traill
Seconded by Councillor Rang
That the Rules of Procedures be suspends to add Marilyn Morawetz, to the agenda
as a delegation regarding Report PDS-055-25 - OLT Appeal - Lambs Road School
Property - Settlement Offer from Kaitlin Corporation.
Carried
7.4 Delegation by Marilyn Morawetz, regarding Report PDS-055-25 - OLT Appeal -
Lambs Road School Property - Settlement Offer from Kaitlin Corporation.
Marilyn Morawetz, Jurys Lands Foundation, was present regarding Report PDS -
055-25 - OLT Appeal - Lambs Road School Property - Settlement Offer from Kaitlin
Corporation. Marilyn provided background on the history of the Triple Dormitory and
the historical significance. M. Morawetz referred to the recommendations in the
DTAH visioning report of 2018 which identify numerous p ossible uses for all the
buildings. Marilyn confirmed that Manorville Homes was able to access the
cafeteria building today and has permission from Kaitlin that selected contractors
are permitted to enter the other buildings to assess the status. M. Morawetz added
that, once construction has begun, the contractor would assume the security of the
site during the daytime hours. Marilyn noted concerns of the securing the heritage
and following the Heritage Stabilization procedures which includes ensuring the
buildings are secured according to those procedures and the Jury Lands
Foundation would work with the partners to ensure those standards are followed to
reduce breaches and further damage. M. Morawetz confirmed that the Jury Lands
Foundation supports the assessments needed for each building. Marilyn concluded
by asking Council to review the vision of the DTAH for both the buildings and the
parkland. M. Morawetz answered question from the Members of Council.
Page 39
October 27, 2025
Council Minutes
4
Recess
Resolution # C-207-25
Moved by Councillor Elhajjeh
Seconded by Councillor Rang
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 8:40 p.m. with Mayor Foster in the Chair.
8. Consent Agenda
Resolution # C-208-25
Moved by Councillor Elhajjeh
Seconded by Councillor Woo
That all items listed in Section 8, with the exception of item 8.12, be approved, in
accordance with the Agenda.
Carried
8.1 Minutes from the regular meeting of Council dated September 22, 2025
Resolution # C-209-25
That the minutes from the regular meeting of Council dated September 22, 2025,
be adopted.
8.2 Minutes from the General Government Committee Meeting dated October 6,
2025
Resolution # C-210-25
That the minutes from the General Government Committee Meeting dated October
6, 2025, be approved.
8.3 Minutes from the Planning and Development Committee Meeting dated
October 20, 2025
Resolution # C-211-25
That the minutes from the Planning and Development Committee Meeting dated
October 20, 2025, be approved. .
8.4 Minutes from the Accessibility Advisory Committee meetings dated May 24
and September 26, 2025
Resolution # C-212-25
That the minutes from the Accessibility Advisory Committee meetings dated May 24
and September 26, 2025, be received for information.
Page 40
October 27, 2025
Council Minutes
5
8.5 Minutes from the Bowmanville Santa Claus Parade Committee meeting dated
September 12, 2025
Resolution # C-213-25
That the minutes from the Bowmanville Santa Claus Parade Committee meeting
dated September 12, 2025, be received for information.
8.6 Minutes from the Newcastle Village Community Hall Board meetings dated
September 12 and 23, 2025
Resolution # C-214-25
That the minutes from the Newcastle Village Community Hall Board meetings dated
September 12 and 23, 2025, be received for information.
8.7 Minutes from the Clarington Heritage Committee meeting dated September
16, 2025
Resolution # C-215-25
That the minutes from the Clarington Heritage Committee meeting dated
September 16, 2025, be received for information.
8.8 Minutes from the Active Transportation and Safe Roads Advisory Committee
meeting dated September 18, 2025
Resolution # C-216-25
That the minutes from the Active Transportation and Safe Roads Advisory
Committee meeting dated September 18, 2025, be received for information.
8.9 Minutes from the Samuel Wilmot Nature Area Management Advisory
Committee meeting dated September 16, 2025
Resolution # C-217-25
That the minutes from the Samuel Wilmot Nature Area Management Advisory
Committee meeting dated September 16, 2025, be received for information.
8.10 Minutes from the Clarington Anti-Black Racism Advisory Committee meeting
dated October 1, 2025
Resolution # C-218-25
That the minutes from the Clarington Anti-Black Racism Advisory Committee
meeting dated October 1, 2025, be received for information.
Page 41
October 27, 2025
Council Minutes
6
8.11 Minutes from the Clarington Diversity Advisory Committee dated October 9,
2025
Resolution # C-219-25
That the minutes from the Clarington Diversity Advisory Committee dated October
9, 2025, be received for information.
8.13 Report FSD-036-25 - Supply and Deliver Single Axle Combo Plow Trucks
Resolution # C-220-25
That Report FSD-036-25, and any related delegations or communication items, be
received;
That Everest Equipment with a bid amount of $2,344,550.40 (Net HST) being the
low, compliant bidder meeting all terms, conditions and specifications of CL2025 -49
be awarded the contract for the supply and delivery of six single axle combination
plow trucks;
That the total estimated funds required for this project in the amount of
$2,365,300.40 (Net HST) exceeds the approved budget, and includes
$2,344,550.40 (Net HST) for six single axle plows, and other costs such as
licensing, radios, GPS units and Clarington decal lettering and striping in the
amount of $20,750.00 (Net HST) be funded by the Municipality as provided;
That all interested parties listed in Report FSD-036-25, be advised of Council’s
decision.
8.14 Report LGS-039-25 - 1697 and 1701 Highway 2 – Affordable Residential Rental
Unit DC Exemption Agreement
Resolution # C-221-25
That Report LGS-039-25 be received;
That the Deputy CAO/Treasurer and the Deputy CAO, Planning and Infrastructure
be authorised to execute an agreement with the owner of the property municipally
known as 1697 and 1701 Highway 2, Courtice to grant an exemption from
development charges and parkland dedication for residential units that are intended
to be affordable residential units for a period of 25 years, as detailed in Report LGS-
039-25;
That all interested parties listed in Report LGS-039-25, be advised of Council’s
decision.
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October 27, 2025
Council Minutes
7
8.15 By-law 2025-050 - Being a by-law to designate the property known for
municipal purposes as 19 ½ -23 King Street West, Bowmanville, Municipality
of Clarington
Resolution # C-222-25
That By-law Number 2025-050, be approved.
8.16 By-law 2025-051 - Being a by-law to designate the property known for
municipal purposes as 33 King Street West, Bowmanville, Municipality of
Clarington
Resolution # C-223-25
That By-law Number 2025-051, be approved.
8.17 By-law 2025-052 - Being a by-law to designate the property known for
municipal purposes as 192 Liberty Street, North, Bowmanville, Municipality of
Clarington
Resolution # C-224-25
That By-law Number 2025-052, be approved.
8.18 By-law 2025-053 - Being a by-law to designate the property known for
municipal purposes as 175 Liberty Street, North, Bowmanville, Municipality of
Clarington
Resolution # C-225-25
That By-law Number 2025-053, be approved.
8.19 By-law 2025-054 - Being a by-law to designate the property known for
municipal purposes as 1598 Baseline Road West, Courtice, Municipality of
Clarington
Resolution # C-226-25
That By-law Number 2025-054, be approved.
8.20 By-law 2025-055 - Being a By-law to amend By-law 84-63, the Comprehensive
Zoning By-law for the Corporation of the Municipality of Clarington
Resolution # C-227-25
That By-law Number 2025-055, be approved.
8.21 By-law 2025-056 - Being a By-law to amend By-law 84-63, the Comprehensive
Zoning By-law for the Corporation of the Municipality of Clarington
Resolution # C-228-25
That By-law 2025-056, be approved.
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October 27, 2025
Council Minutes
8
8.22 By-law 2025-057 - Being a By-law to amend By-law 84-63, the Comprehensive
Zoning By-law for the Corporation of the Municipality of Clarington
Resolution # C-229-25
That By-law 2025-057, be approved.
8.23 Correspondence from Heidi Dyck, Project Coordinator, JR Certus
Construction Co. Ltd. regarding a Request for a Noise By-law Exemption
Resolution # C-230-25
That the request for a Noise By-law exemption from Heidi Dyck, Project
Coordinator, JR Certus Construction Co. Ltd., on October 28, 2025, for 1589
Highway 2, Courtice, be approved.
8.24 Report PDS-055-25 - OLT Appeal - Lambs Road School Property - Settlement
Offer from Kaitlin Corporation
Resolution # C-231-25
That Report PDS-055-25, and any related delegations or communication items, be
received for information.
8.25 By-law 2025-058 - Being a By-law to exempt Lots 132, 133, 134, and 136; and
Blocks 157 and 159, Registered Plan 40M-2784 from Part Lot Control
Resolution # C-232-25
That By-law 2025-058, be approved.
8.12 Minutes from the Agricultural Advisory Committee meeting dated October 9,
2025
Resolution # C-233-25
Moved by Councillor Zwart
Seconded by Councillor Woo
That the minutes from the Agricultural Advisory Committee meeting dated October
9, 2025, be received for information, with the exception of Item 6a, 6b, and 9b,
which shall be endorsed by the Council of the Municipality of Clarington as follows:
That the Council of the Municipality of Clarington and the Agricultural
Advisory Committee of Clarington extends our appreciation to the Found
Family for their hosting of the first Agricultural Advisory Committee of
Clarington Farm Tour and their ongoing commitment to agricultural
education; and
That the Council of the Municipality of Clarington approves and supports the
Senate Report entitled “Critical Ground: Why Soil is Essential to Canada's
Economic, Environmental, Human, and Social Health” as put forward, and
further that Council supports the recent bill S. 230 tabled by Senator Black in
Page 44
October 27, 2025
Council Minutes
9
2025 to create a national soil health strategy, with the inclusion of the
experience of the private sector in delivering recommendations four and nine
in the report;
That the Council of the Municipality of Clarington directs the Municipality of
Clarington Staff to review the study and look to leverage it as it relates to
meeting the net zero goals as outlined in the Corporate Climate Action Plan ;
and
That, in accordance with subsection 5.8 of the AACC Terms of Reference ,
Council accept the recommendation of the AACC to remove Chris Ennis
from the AACC due to absence for three consecutive meetings.
Carried
9. Items for Separate Discussion
9.1 Minutes from the Closed General Government Committee meeting dated
October 6, 2025
This matter was considered in closed session.
10. Confidential Items
Closed Session
Resolution # C-234-25
Moved by Councillor Zwart
Seconded by Councillor Woo
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended,
the meeting be closed for the purpose of discussing a matter that deals with
litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board.
Carried
Rise and Report
The meeting resumed in open session at 10.30 p.m.
Mayor Foster advised that one item was discussed in “closed” session in
accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was
passed to provide direction to staff.
10.1 Report LGS-040-25 - OLT Appeal – Lambs Road School Property Ltd.
This matter was considered in closed session.
Page 45
October 27, 2025
Council Minutes
10
11. Confirming By-Law
Resolution # C-235-25
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That By-law Number 2025-059, being a by-law to confirm the proceedings of the
Council of the Municipality of Clarington at a regular meeting held on October 27,
2025, be approved.
Carried
12. Adjournment
Resolution # C-236-25
Moved by Councillor Zwart
Seconded by Councillor Woo
That the meeting adjourn at 10:31 p.m.
Carried
Page 46
1
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
General Government Committee
Minutes
Date:
Time:
Location:
November 3, 2025
9:30 a.m.
Council Chambers or Electronic Participation
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Members Present: Councillor G. Anderson, Councillor S. Elhajjeh, Councillor W.
Woo, Councillor M. Zwart
Regrets: Mayor A. Foster, Councillor L. Rang,
Absent Councillor C. Traill
Staff Present: D. Lyons, J. Newman, M. Perini, T. Pinn, L. Preston
Other Staff Present: C. Lyon, J. Mitchell, N. Ratnasingam, P. Pirri, M. Westover, N.
Balakumar, J. Stycuk
_____________________________________________________________________
1. Call to Order
Councillor Woo called the meeting to order at 9:30 a.m.
2. Land Acknowledgement Statement
Councillor Elhajjeh led the meeting in the Land Acknowledgement Statement.
3. Declaration of Interest
There were no disclosures of interest stated at this meeting.
4. Announcements
Members of Committee announced upcoming community events and matters of
community interest.
5. Presentations/Delegations
5.1 Presentation by Adam Whitehead, Sustainable Projects Group, Regarding
PUB-018-25 GHG Reduction Pathway Feasibility Study Results
Adam Whitehead, Sustainable Projects Group, was present regarding PUB -018-
25 GHG Reduction Pathway Feasibility Study Results.
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General Government Committee Minutes
November 3, 2025
2
Using an electronic presentation, Adam provided an overview of the greenhouse
gas (GHG) reduction feasibility studies conducted by Sustainable Projects Group
for the Municipality of Clarington. The study covered 25 municipal buildings and
assessed energy performance and the pathways to achieve reductions in GHG
emissions. A. Whitehead answered questions from Members of Committee.
5.2 Presentation by Nilo Honarbakhsh, Policy Coordinator and Patricia Hines,
Manager of Diversity, Equity, and Inclusion, Region of Durham, Regarding
Anti-Hate Initiatives the Diversity, Equity, and Inclusion Division is Leading
Nilo Honarbakhsh, Policy Coordinator and Patricia Hines, Manager of Diversity,
Equity, and Inclusion, Region of Durham, were present regarding Anti-Hate
Initiatives the Diversity, Equity, and Inclusion Division is Leading. Using an
electronic presentation, Patricia provided an overview of the 'Together Against
Hate Durham' campaign, a multi-phase initiative led by the Region of Durham to
combat hate, racism, and discrimination. N. Hona rbakhsh discussed the phases
of the campaign, including coalition building, public education, and policy
advocacy. Nilo advised the campaign engages diverse community partners,
including faith-based groups, government bodies, health services, educational
institutions, and advocacy organizations to develop resources. N. Honarbakhsh
advised the campaign aims to host an anti-hate conference and drive systemic
change through public education, healing resources, community reporting tools,
student-led initiatives, and a final council submission advocating for a regional
anti-hate policy and incident-tracking dashboard. Nilo and Patricia answered
questions from Members of Committee.
Resolution # GG-165-25
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That the Presentation of Nilo Honarbakhsh and Patricia Hines, regarding Anti-
Hate Initiatives the Diversity, Equity, and Inclusion Division is Leading, be
received with thanks.
Carried
5.3 Presentation by Mariano Perini, Director of Public Works and Fire Chief,
Regarding a Public Works Update
Mariano Perini, Director of Public Works and Fire Chief was present regarding a
Public Works Update. Using an electronic presentation Mariano provided an
overview of the Public Works strategic and operational plans. M. Perini provided
an update on the status of the current projects, service delivery models, and
highlighted the expansion of services that have been achieved. Mariano
highlighted key initiatives including refining internal processes, enhancing
workforce capabilities, strengthening partnerships to better serve the community,
investments in staffing, maintenance, and planning to support long-term goals in
parks, roads, fleet management, and winter operations. M. Perini answered
questions from members of committee.
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General Government Committee Minutes
November 3, 2025
3
Resolution # GG-166-25
Moved by Councillor Zwart
Seconded by Councillor Elhajjeh
That the Presentation of Mariano Perini, Director of Public Works and Fire Chief,
regarding a Public Works Update, be received with thanks.
Carried
5.4 Presentation by Julie Mitchell, Director of Community Services, Regarding
a Community Services Divisional Overview
Julie Mitchell, Director of Community Services was present regarding a
Community Services Divisional Overview. Using an electronic presentation Julie
outlined the structure and operations of Clarington's Community Services division
which includes Planning and Administration, Facility Services, and Recreation
Services. J. Mitchell highlighted strategic initiatives, such as the South
Bowmanville Recreation Centre, outdoor skating amenities, enhanced subsidy
and inclusion programs, sector and legislative requirements, and staffing
requirements. Julie provided an overview of special events, community funding
programs, and ongoing and upcoming workplan items. J. Mitchell answered
questions from members of committee.
Resolution # GG-167-25
Moved by Councillor Anderson
Seconded by Councillor Elhajjeh
That the Presentation of Julie Mitchell, Director of Community Services regarding
a Community Services Divisional Overview, be received with thanks.
Carried
Suspend the Rules
Resolution # GG-168-25
Moved by Councillor Anderson
Seconded by Councillor Zwart
That the Rules of Procedure be suspended to extend the meeting for an
additional 30 minutes.
Carried
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General Government Committee Minutes
November 3, 2025
4
6. Consent Agenda
Resolution # GG-169-25
Moved by Councillor Elhajjeh
Seconded by Councillor Zwart
That all items listed in Section 6, be approved, in accordance with the Agenda.
Carried
6.1 PUB-018-25 - GHG Reduction Pathway Feasibility Study Results
Resolution # GG-170-25
That Report PUB-018-25, and any related delegations or communication items,
be received;
That Council approve Pathway 1 as the preferred corporate GHG reduction
pathway and;
That Council direct staff to move forward with implementation of the
recommended actions where feasible, as funding becomes available through
approved budgets and external grant opportunities.
6.2 LGS-037-25 - Newcastle Arena Board Terms of Reference Update
Resolution # GG-171-25
That Report LGS-037-25, and any related delegations or communication items,
be received;
That the By-law attached to Report LGS-037-25, as Attachment 1, to repeal By-
law 2008-037, and its amendments, and to establish the Newcastle Arena Board,
be approved; and
That all interested parties listed in Report LGS-037-25, be advised of Council’s
decision.
6.3 FSD-033-25 - 2026 Interim Financing By-law
Resolution # GG-172-25
That Report FSD-033-25, and any related delegations or communication items,
be received;
That the By-law attached to Report FSD-033-25, as Attachment 1, be approved;
and
That all interested parties listed in Report FSD-033-25, be advised of Council’s
decision.
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General Government Committee Minutes
November 3, 2025
5
6.4 FSD-034-25 - 2026 Interim Tax Levy By-law
Resolution # GG-173-25
That Report FSD-034-25, and any related delegations or communication items,
be received;
That the By-law attached to Report FSD-034-25, as Attachment 1, be approved;
and
That all interested parties listed in Report FSD-034-25, be advised of Council’s
decision.
6.5 CAO-019-25 - Symbols of Pride in Clarington
Resolution # GG-174-25
That Report CAO-019-25, and any related delegations or communication items,
be received;
That Council direct staff to proceed with the installation of Pride pole wraps
across Clarington’s recreational facilities and libraries, to be unveiled during
Pride month in June 2026;
That Council direct staff to explore additional pole wrap locations in Clarington’s
downtown commercial cores in the future;
That Council directs Public Works to explore the financial sustainability,
maintenance and life cycles of all social awareness crosswalks (Orange,
Rainbow and Veterans) and report back with recommendations; and,
That all interested parties listed in Report CAO-019-25, be advised of Council’s
decision.
6.6 CAO-020-25 - Update to Clarington’s Physician Recruitment Program
Resolution # GG-175-25
That Report CAO-020-25, and any related delegations or communication items,
be received;
That Council authorize the proposed changes to Clarington’s physician
recruitment program to allow for phased-in contributions and in-kind contributions
as described in Report CAO-020-025.
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General Government Committee Minutes
November 3, 2025
6
7. Items for Separate Discussion
7.1 LGS-038-25 - Appointment to the Bowmanville Santa Claus Parade
Committee
Resolution # GG-176-25
Moved by Councillor Anderson
Seconded by Councillor Zwart
That Report LGS-038-25, and any related delegations or communication items,
be received;
That the Committee consider the applications, in accordance with the
Board/Committee Management Policy for appointments to the Bowmanville
Santa Claus Parade Committee, and that the vote be conducted to appoint the
citizen representatives for a term ending December 31, 2026, or until a
successor is appointed; and
That all interested parties listed in Report LGS-038-25, and any delegations be
advised of Council’s decision.
Carried
Bowmanville Santa Claus Parade Committee
That Jennifer Van Huss and Nadia Rampertab be appointed to the Bowmanville
Santa Claus Parade Committee for a term ending December 31, 2026, or until a
successor is appointed.
7.2 LGS-041-25 - Outline of Access at 0 Cole Road
Resolution # GG-177-25
Moved by Councillor Zwart
Seconded by Councillor Anderson
That Report LGS-041-25, and any related delegations or communication items,
be received for information.
Carried
7.2.1 Motion #C-205-25 arising out of the delegation by Benny Skouros
8. New Business
9. Confidential Items
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General Government Committee Minutes
November 3, 2025
7
10. Adjournment
Resolution # GG-178-25
Moved by Councillor Elhajjeh
Seconded by Councillor Anderson
That the meeting adjourn at 12:12 p.m.
Carried
Page 53
Newcastle Memorial Arena Management Board
Minutes – October 14, 2025 - 7:00 p.m.
Newcastle Memorial Arena
Present: Todd Taylor - Chair /Treasurer Jim Vinson - Vice Chair
Shea-Lea Latchford - Secretary Josh Turner - Manager
Sue White Mark Stahler
Joshua Macdonald Jennifer Stycuk – A/Facilities Manager - MOC
Councilor Margaret Zwart
Absent: Luc Chiasson
1. Declarations of Pecuniary Interest – There were no declarations of pecuniary interest.
2. Land Acknowledgment Statement
3. Adoption of Agenda - Motion #25-031- Moved by Sue White, seconded by Councillor Zwart
THAT: The agenda be accepted moving items: TOR and the History Boards Update forward.
CARRIED
4. Adoption of Minutes – Motion #25-032 – Moved by Jim Vinson, seconded by Todd Taylor
THAT: The minutes of September 9, 2025, be accepted as presented.
CARRIED
5. Revised Agenda Item Pulled Forward (Business from Previous Minutes): a) NMA Terms
of Reference: Jennifer Stycuk updated the Board with updated copies of the Terms of
Reference and Draft Service Level Agreement. Both documents were discussed, and a few
added items were accepted for the Draft SLA. Jennifer thanked Todd, Sue & Jim for their
efforts to finalize the documents in a collaborative and productive manner. Todd also thanked
Jennifer and Julie from the MOC for their understanding of the Boards concerns and the efforts
they made to resolve them both in the TOR and by adding the Service Level Agreement Matrix.
Motion #25-033 – Moved by Sue White, seconded by Todd Taylor THAT: The Terms of
Reference be accepted as presented.
CARRIED
b) History Boards Update - Sue White presented two samples of the history boards on
display outside the Manager’s office for a walk-through with the Board to review both the
history of the Arena and the size and colours used for display purposes. The presentation was
well received. She will take the feedback and work on finalizing the remaining two boards
for completion and Board final review prior to installation on the walls as per her discussion.
6. Manager’s Report (copy attached) Josh drew our attention to the following modifications:
Training: Violence & Harassment policies were discussed as part of Josh Turner’s recent.
Page 54
2
ORFA employee induction training. The Board discussed reviewing the MOC policies as part
of interim efforts to establish NMA specific policies. Josh will work with the CJRM Group to
finalize the documents. Josh Turner was also reminded to follow-up with Resurfice for
Olympia training opportunities regarding machine maintenance. Lastly Josh talked about Stick
& Puck and Public Skates being reduced during the Christmas period as several rental
opportunities have presented themselves to the benefit of revenues at the arena.
Rentals: All invoices were sent out for the month of September for pad activities and the
Farmer’s Market. Newcastle Smile Dental Clinic will purchase a new board sign. Repairs:
Advantage Flooring replaced damaged tiles in the lobby and dressing rooms. The accessible
washroom was serviced; however, it will require service again. Inspections: A structural
inspection of the beams is scheduled, and Josh will be advised of the time and date. Other:
The last Farmers Market will be held on Oct 18th. ORFA books were purchased for Salt &
Sanding, Ice Depth Checks, and the Ice Resurfacer for User and Maintenance Checklists.
Working Alone equipment (Grace Industries) has been purchased and will be installed by
MOC. The electrical install and monitoring will be covered by MOC. NMA will be invoiced
for the specific on site work needed by Sage to complete the install.
7. Financial Report – Todd provided an update for the month of September. September
invoicing complete. The ice was installed as scheduled. Working Alone: Grace Safety
Equipment has been ordered and 1-year extended warranty purchased on personal unit. There
was no ice revenue from May to September 22, 2025. Todd reported that the monthly service
contract for 2025 -2026 with Cimco Refrigeration needs to be documented and signed. Josh
will follow-up on the document. Todd & Josh will also review the board ad turnover status
with Future Sign. Hydro consumption and comparison review with Orono will be followed up
by Josh & Todd to get agreement on benchmarking costs.
8. Risk Management –Josh, Jim and Joshua completed a Health and Safety Inspection of the
arena on October 2, 2025. Several items were addressed as listed in the Manager’s Report.
9. Business arising from previous minutes: a) 75th NMA Anniversary 2026 – Shea-Lea
reported she is working with Josh on the date of February 16th (Family Day) for the event.
Shea-Lea has asked Mark Stahler for his help in organizing this event. b) External Signage –
Josh Turner presented his quotes for external signage to the Board. Josh will follow-up with
the sign company for final details and a revised quote. MOC expressed support to split costs
as NMA would like to make efforts to get the signs installed this year. c) CJRM Group-
Working Alone – Todd reported that the CJRM group has participated in the selection of the
equipment and will support the development of the procedure once installed.
Page 55
3.
10. New Business – Jennifer Stycuk informed the Board of the grand opening of the outdoor rink
at Diane Hamre Recreation Complex scheduled for December 22, 2025. All are
welcome to attend. Todd advised that the NMA will request a post to be put on their website
to promote the event and date. WIFI Connection – Mark will move forward and get quotes
for better WIFI in the arena. A discussion also took place with some MOC insights from
Jennifer Stycuk on the preliminary review of Live Barn as an option for NMA. Mark shared
some insights on IT tools for automation. Mark agreed to review the desktop PC at the arena
for hardware & software upgrades as needed. New Vending Opportunities – Josh Turner
will follow-up on a 2-month pilot vending opportunity to increase revenues. Josh will report
back to the Board on performance.
The Chair adjourned the meeting at 8:57 p.m.
Next Board Meeting, Tuesday, November 11, 2025
7:00 pm – Newcastle Arena
Page 56
Newcastle Memorial Arena Managers Report
Date: October 14th, 2025
Safety / Training
On ice incidents
Off ice incidents
Employee Safety/Concerns
Safety Training
Emergency Preparedness
- 1 incident - Sept 18th - the main fuse in the compressor
room blew - Cole (CIMCO) was called immediately -
compressors down for 1.5 hours - new fuse installed - back
to normal
Safety Training:
- Seasonal Ice Sheet Onboarding Workshop Course -
COMPLETED on Sept 24th
- all staff safety training certificates are in good standing
- still waiting for all employees to be available for safety
training/procedure walk around
- Violence & Harassment Policy/Training?
Risk Management
Concerns
Items Completed
- Oct 2nd - Risk / Health and Safety Inspection with Jim and
Joshua
ITEMS COMPLETED:
- Completed the September Fire equipment monthly -
reported in red book
- AED weekly and monthly reports completed
- monthly walk around checklist completed
- Proper signage on all doors
- ceiling tiles replaced in lobby, hallway and dance studio
- Sept 30th - Moore Electric replaced all lights upstairs and
replaced broken light fixture near mens washroom in the
lobby
- wall mounted eye wash station installed in compressor
room
- Sept 22nd - Brent’s Plumbing fixed shower temps, olympia
room water outlet, and the 2 womens toilets
- First aid checklists and log sheets completed
- new shower curtains and clips purchased and hung up
- email sent to Rob for a second copy of our fire safety plan
- rink board near olympia door - flush again
- advertisement behind away bench fixed
ITEMS TO BE COMPLETED/CONCERNS:
- remove loose items from upstairs canteen / good cleaning
- lighting in Lobby Furnace room and upstairs furnace room
is very poor - work order put in to the MoC
- chain holder to be purchased or made for the outside
overhead olympia door
- light bulb for rink exhaust light - purchase new bulb
- 1 light out above rink
- Dressing room #1 and #2 handheld shower clips broken -
will purchase new clips
- Ammonia sign for outside electrical room door
Rentals/Revenue
New Rentals
Loss of Rentals
Later Payments
Signs/Advertising
Vending
- ice rentals already getting booked for Christmas Holidays
and March Break
- Monday Night ice rental - hasn’t started yet (still looking for
goalies)
- catchcorner - slow right now, hopeful it will pick up now that
the season has officially started
- All September invoices were sent out for pad activities /
farmers market
- All previous rink board advertisers and wall advertisers wish
to re-new
- 1 new rink board Ad purchased - Newcastle Smile Dental -
asking for 2 spots side by side for a discounted price? ($400
each spot)
Page 57
- Connect Hearing signed a new contract with futuresign - so
futuresign is renewing the connect hearing ad
- canteen vending contract - will send over contract this
week- updated all info on quickbooks
- will ask Rona for bank information - going there tomorrow
Repairs
Maintenance
Renovations
What has to be repaired
What needs to be repaired
Snow/Ice Maintenance
Preventive Maintenance
Efforts to Maintain
Appearance
Renovations
Improvements
What got fixed:
- Sept 15th & 16th - Advantage flooring replaced bad lobby
and dressing room tiles
- toilets in womens washroom
- rink board by olympia room
- advertisement behind visitor bench fixed
- Dressing room and Lobby signage purchased and put up in
all designated spots
- light fixture in lobby replaced/fixed
- Water make-up valve replaced - CIMCO
What needs to be fixed:
- light above rink
- toilets in womens washroom
- shower head holders
- grip tape in stands - not sticking - will try to add new ones
with a heat gun
Grass/weed maintenance:
- maintained when needed
Staff
- Offer of employment sheets - all completed
- staff work apparel is currently in production and will be
picked up when ready - new hoodies and hats
Inspections
Municipal
Operations
TSSA / other Regulatory
Inspections must be
reviewed with Arena Board
- there will be a structural integrity inspection of the beams in
the arena after September 22nd - Tim will let me know a
specific date/time - still waiting for this to happen
- Sept 23rd - Defib pads replaced and inspected - MoC
Complaints
Neighbours
Customers
- No Neighbour complaints
- No customer complaints
ORFA Updates
New Guidelines etc
appropriate for our facility /
operations
ORFA GUIDELINES:
- No new guidelines
OTHER
- ice making/building went well while being short staffed -
some new learning opportunities for myself and the staff
- Emailed Jen about the garage by our fence
- phoned Orono about Hydro Bills - most likely have to go to
Orono for more information
- Rail mounted letters for exterior signage - waiting for quote
- Farmers Market done on Oct 18th
Page 58
- ORFA books purchased - Salt & Sanding, Ice depth
Checks, Ice Resurfacer Checklist
- Oct 3rd - PMC - water solution started back up - everything
working well
- Josh Ford CIMCO - emailed asking if we would like to
require their services for monthly inspections again - I said
Yes to this - I also requested a quote for the expiring
pressure relief valve (2026) and for our electrical panel
HELP/FOLLOW UP
Things I need help with or
Looking for answers
+
Follow up
*talk about during meeting*
- possible new vending opportunities
- Exterior signage - ideas
Page 59
Samuel Wilmot Nature Area Management
Advisory Committee Minutes
October, 21, 2025, 7:00 p.m.
Room 1c Municipal Administrative Center or Microsoft Teams
Present:
Y/N Person Y/N Person
Y Brian Reid (Chair) Y Leanne Fernandes
Y Carmen Aeillo Y Lou Itier
Y Councillor Margaret Zwart (Council Liaison) N Patrick Bothwell
Y Kate Potter Y Tom Hossie (Vice Chair)
Y Ken Mercer (Staff) Y Rod McArthur
Y Leah Bourgeois Y Meg Vandenbrink Y Kayla Stephens
Also Present:
1. Call to Order
Brian called the meeting to order at 7:04 p.m.
2. Land Acknowledgement Statement
Brian led the meeting with the Land Acknowledgement Statement.
3. Additions to the Agenda/Adoption of the Agenda
Moved by Meg Vandenbrink, seconded by Tom Hossie
That the Agenda be accepted, with the following additions: Committee
Membership Participation to be added under Other Business.
Carried
4. Declaration of Pecuniary Interest
There were no disclosures of interest stated at this meeting.
5. Adoption of Minutes
Moved by Rod McArthur, seconded by Carmen Aeillo
That the minutes of the meeting of Date September 16, 2025, be approved.
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SWNAMAC - 2 - October 21, 2025
Carried
6. Committee Administration
7. SWNA Workplan
Q3
a. Canadian Wildlife Federation Right of Way Program – Brian & Ken
- Brian and Ken attended the annual meeting in Milton, where Brian
shared the following takeaways:
o Invasive Species: Prescribed burns are an effective method for
management.
o Butterfly Pollination: Roadways can have both positive and
negative effects. Additionally, soil health plays a crucial role in
pollination, though it is often overlooked.
- Brian also has a contact he plans to share with Lou. They are currently
focused on the West end but have expressed interest in visiting our area.
Q4
a. Monarch Tagging – Final Update
- Tom shared an update on monarch tagging efforts:
o While official numbers are not yet available, preliminary estimates
suggest approximately 400 monarchs have been tagged.
o Tom has asked anyone who tagged monarchs independently to
submit their data sheets. Leah mentioned she has 22 monarchs
recorded and will be sending her sheet.
- Additional Notes from Tom:
o Monarchs typically arrive in Texas by late October. During this
time, domestic taggers may recapture tagged monarchs,
contributing to a semi-live tracking list known as Domestic
Recovery.
o Overwintering tag recoveries occur in February of the following
year, which is when official tagging numbers are released.
o Tom also noted that monarchs tagged in the current year may not
be recovered until 2–3 years later, at which point they are added
to the overwintering data.
b. Photo Contest – Kayla
- Two entries have been submitted so far.
- Kayla has sent the updated poster-Ken will handle printing, and Brian
will put them up in the trails.
c. Fall Cleanup – November 1 or 15 – Brian
- November 15 has been set as a tentative date. Plan to meet in the
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SWNAMAC - 3 - October 21, 2025
Toronto Street parking lot at 10:00 AM, with the activity expected to
last approximately 1–2 hours.
- Brian will confirm whether this is still needed as we get closer to the
date.
d. Christmas Bird Count – to be discussed at a later meeting – Brian
- We’ll follow the same approach as last year, with a few adjustments to
the designated areas.
- This time, we’ll encourage more people to participate in the bird feeder
count, which they can do from the comfort of their own homes.
- The date is scheduled for January 3rd.
8. External Projects
a. Communication – Instagram, etc – Ken
- It has been confirmed that the Municipality does not use these types of
social media platforms.
o We’ve been asked to compile any questions we have regarding
Facebook, and answers will be provided.
- It was suggested that switching our Facebook group from private to
public might help us reach a broader audience. However, Tom
explained that the group was originally set to private to help manage
unrelated or off-topic content.
- Meg will look into who currently maintains our Facebook group.
- Leah asked whether the Municipality would be willing to share our
posts if we publish something—Ken will follow up on this.
b. Missing Garbage Receptacle – Ken
- Ken will conduct an inventory to determine how many are missing.
- Kate mentioned that she noticed some of them have graffiti on them.
c. Additional Nets – Ken
- Ken has the budget available and has requested that the purchase
details be sent to him. Brian will take care of sending that information.
d. Connection with Indigenous Group – Ken
- Ken has reached out to the Municipality’s contact but has not received
a response yet. In the meantime, any questions we may have send to
him, and he will work on getting answers.
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SWNAMAC - 4 - October 21, 2025
9. Other Business
a. Nature Education Program - Lou
- This is currently in progress, and Lou is aiming to have something
ready to present at the November meeting.
b. SWNA Committee Communication – All
- Lou has requested that meeting dates and event details be
communicated clearly and well in advance.
- Rod suggested that the Committee review the Terms of Reference.
c. Barriers for New Pollinator Planting Area – Ken
- Ken mentioned that the rocks will be placed first, and bollards are
being considered for installation next spring.
- Brian provided an overview of the request and noted that the area
where the new pollinator planting was done this past spring is currently
unprotected, making it vulnerable to public foot traffic.
d. Committee Membership Participation – Kate
- Kate noted that Patrick has not been participating in recent meetings or
events, likely due to his busy schedule.
- She suggested it may be a good time to check in with him to confirm
his continued interest in being part of the committee.
- Brian will follow up with Patrick.
- Kate and the committee also acknowledged and appreciated Patrick’s
past commitment and contributions to the group.
e. Round Table – All
- Carmen noted that the pollinator planting, particularly the black-eyed
Susans, are still thriving.
- Leah shared how wonderful it is to see the trails busy, attributing the
increased activity to the recent stretch of nice weather.
- Rod observed that a new swath of woodchips has been added south
of the filtration plant near the bend.
- Meg mentioned that her family met one of Tom’s students, who was
demonstrating how he conducts parasite testing on monarchs. Her
family found it very intriguing. Tom identified the student as Ethan, who
is currently working on a school project. Tom will ask Ethan if he’d be
interested in presenting his findings at one of our meetings next spring.
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SWNAMAC - 5 - October 21, 2025
- Tom also noted that this has been an active year for angling, which
has led to an increase in fish carcasses. He added that there’s been a
noticeable rise in litter at the beach, including beer cans, broken glass,
and bonfire remnants. He suggested the committee consider reviewing
ways to manage these issues.
- Marg expressed her appreciation to the committee for helping make
SWNA a beautiful place.
- Kate shared her experience of walking the trails—one day enjoying the
scenic views and abundant salmon, and the next seeing a stark
contrast with dead fish, broken glass, and other debris.
10. Date Of Next Meeting
The next meeting of the Committee is scheduled to be held on November 18,
2025, commencing at 7:00 p.m. @ Room 1c Municipal Administrative Center or
Microsoft Teams.
8. Adjournment
Moved by Leah Bourgeois
That the meeting adjourn at 8:12 p.m.
Carried
Page 64
NEWCASTLE COMMUNITY HALL BOARD
Board Meeting
Wednesday October 29, 2025 - 6:15pm
Virtual Meeting
In Attendance:
J. Calder-Rowsell, Chair
J. Blake
W. Woo, Regional Councilor
P. Martin
S. Payton
M. Green
Regrets: D. Frost
Staff In Attendance: McKayla Park, Secretary/Treasurer
1.CALL TO ORDER
Chair called the meeting to order at 6:18pm
2.LAND ACKNOWLEDGEMENT
J.Rowsell opened the meeting with the Land Acknowledgement statement.
3.APPROVAL OF AGENDA
Motion by W. Woo to Approve Agenda with changes
Seconded by S. Payton “CARRIED”
4.VIBE ILLUMINATIONS QUOTE
Motion by S. Payton to move ahead with quote #16524 from October 23, 2025 from
Vibe Illuminations to install permanent hall lighting.
Seconded by M. Green “CARRIED”
5.ADJOURNMENT
Motion by J. Blake to adjourn at 6:59pm
Next Meeting Tuesday November 18, 2025, 7:00pm
Please submit agenda items to chair by Friday November 7th 2025
Page 65
If this information is required in an alternate format, please
contact the Accessibility Coordinator at 905-623-3379 ext 2131
Clarington Accessibility Advisory Committee
Meeting Minutes
Wednesday October 29, 2025, 6:30 p.m.
In-Person and Online via Microsoft Teams
Present:
Lesley Scherer (Chair)
Keith Brettell (Vice-Chair)
Barb Henn
Bea Kraayenhof
Sanja Wirch
Sheikh Hossain
Regrets:
Councillor Traill
Hawa Mire
Jagmeet Singh Kohli
Also Present:
Jeannette Whynot, Staff Liaison
Maddie Nelles, Digital Media Specialist
Glen Macfarlane, Economic Development Officer
Asya Bidordinova, Consultant, Sierra Plan
Andrea Sinclair, Consultant, MHBC Plan
1. Call to Order
K. Brettell called the meeting to order at 6:35 p.m.
2. Land Acknowledgement Statement
K. Brettell shared a Land Acknowledgement Statement.
3. Declarations of Interest
No declarations were made.
4. Approval of Previous Meeting Minutes
Moved by B. Henn, seconded by L. Scherer
That the minutes of September 24, 2025, meetings be approved as presented.
Carried.
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Page | 2
5. Presentation: Communications Social Media Audit Survey
M. Nelles shared that the Municipality of consulting a social media audit with a consultant. The
purpose of the audit is to assess performance, identify improvements and guide a future
strategy. In addition to the AAC, the survey is also being sent to the Diversity Advisory
Committee and the Anti-Black Racism Advisory Committee.
M. Nelles advised that they will be sent a short survey via email within the next few days and
requested that it be completed within two weeks. The survey should take approximately 5
minutes to complete and all responses are anonymous.
6. Community Improvement Plan Review and Consultation
G. Macfarlane introduced A. Sinclair and A. Bidordinova, consultants working for the
municipality to review the Community Improvement Plan (CIP) program.
A. Sinclair and A. Bidordinova explained that CIPs are a Planning Act tool used to encourage
private investment for public benefit. Currently, Clarington has 4 CIPs in Bowmanville,
Newcastle, Orono and Courtice. All CIPs, except Courtice, have an accessibility grant which
provide a 50% cost share up to $10,000 for accessibility improvements such as ramps, railings
and entrance modifications.
A. Sinclair and A. Bidordinova shared that their review is looking at how the CIP program can
be updated to further its goals. Recognizing that accessibility is important to the community,
they are looking for feedback from the Committee on barriers they experience in the places
they visit. Committee members shared the following barriers to accessibility in the community:
• businesses that have steps but no railings
• steps that lack contrast
• narrow entrances
• no power door opener
• inaccessible entrances (stairs, no ramp)
• heritage homes converted into businesses lack accessibility
• raised sidewalks and uneven transitions in Orono
• narrow sidewalks in the historic downtown areas
• unclear and/or inaccessible storefront signage
The Committee shared that they supported expanding the CIP to include all commercial zones
because currently there are businesses outside of the CIP areas that are ineligible for the
grants. Thoughtful expansion would ensure all businesses are eligible for the accessibility
grant which would encourage more businesses to address gaps to accessibility.
The Committee also discussed if the 50/50 cost share model with reimbursement after
completion was a barrier for some businesses. Members expressed concern that the upfront
cost may be deterring businesses from seeking the funding. The Committee suggested the
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project team research alternative models for payment, including staged or pre-payment
models. Staff advised that the current payment model exists to ensure public funds are used
for their intended purposes, but they will take their feedback into consideration.
The Committee suggested that the Municipality explore funding for affordable housing,
including Additional Dwelling Units (ADUs) and tiny homes. Additionally, the Committee
inquired if CIP funding could be used to encourage more accessible community events. Staff
advised that CIP funding cannot be used for events because it’s intended for physical changes
only. Staff suggested inviting the municipal events team to a future meeting to discuss their
ideas on making events more inclusive.
A. Sinclair and A. Bidordinova thanked the Committee for their thorough and thoughtful
feedback and advised they will share an update for their review in early 2026.
7. Accessible Parking
Deferred to next meeting.
8. Accessibility Banners
Deferred to next meeting.
9. Next AAC Meeting.
Either Wednesday November 26, 2025, 6:30pm. Hybrid format.
10. Adjournment
Moved by B. Henn; seconded by L. Scherer.
That the meeting be adjourned.
Carried
Meeting adjourned at 8:00 p.m.
Page 68
Minutes of the Solina Community Centre Jan 13, 2025
Solina Community Centre 7:00 PM
Members Present- Bev Whitbread, Herb Tink, Chris McKenzie,
Karen Dair, Councillor Elhajjeh and Jenny Bowman. Regrets BJ Baker
Jenny opened with the Land Acknowledgement Statement.
Minutes of the December 5,2024 meeting were read by Jenny
Bowman. Hearing no errors or omissions Jenny asked for the
approval of the minutes as read. Motion by Herb Tink to accept the
minutes and seconded by Chris McKenzie. Carried
Herb Tink gave the Treasurer's Report - Total Revenue - $45, 702.77
Total expenses $37,235.48.
Jenny asked for a motion to accept the report. Motion to accept the
report made by Karen Dair and seconded by Chris McKenzie.
Carried
Jenny read The Corporation of the Municipality of Clarington By-law
No. 20245-058. This was to ensure we were all aware of the contents
and our responsibilities.
The rental rates for the Solina Community Centre and the Park were
reviewed before our AGM in the event there was a need for change
with any of the rental rates. None were noted.
Rates will remain the same for 2025-2026.
Old Business - The new lawn Maintenance person has been
procured.
Karen gave the Nomination Committee Report. All current executive
members will stand unless someone comes forward before or
during the AGM.
Page 69
Herb brought forward the need to have a Budget tor 2025-2026.
Two items to be addressed are
1 - Paint the washrooms and the interior of the Canteen.
2 - The roof of the Canteen needs has been deteriorating over the
last 2-3 years and there is concern that it will have to be replaced.
Herb also mentioned that the north fence of the park needs new
posts. The chain link fence is good. Jenny has a source for posts so
Herb will count the numbers of posts need and Jenny will get a
quote for new wood 5 inch posts.
Herb to get quotes for the Canteen repairs so the budget can be
planned.
The Date for the Solina Community Centre AGM
February 19, 2025.
7:PM
Solina Commnity Centre
Herb will see that it is on the Solina Facebook page.
Next board Meeting TBA
Karen Dair motioned that the meeting be adjourned at 8:00 PM
Page 70
Solina Community Centre Board Meeting
November 4, 2025
7:00 pm
Solina Community Centre
Members Present – Bev Whitbread, Karen Dair, Chris McKenzie,
Herb Tink, Jenny Bowman
Regrets – Councillor Elhajjeh. Brandon Baker
Welcome/Land Acknowledgement
Minutes - Jenny read the minutes of the March 4, 2025 and hearing
no errors or omissions called for the motion to accept.
Motion to Accept – Bev Whitbread Second – Chris McKenzie.
Carried
Treasurers Report – Herb gave the report and had given everyone a
printed report – Having no questions the motion to accept was
called for.
Motion to Accept – Bev Whitbread Second – Karen Dair. Carried
Old Business – 1 -North fence in the park - To be done April 2026
2 – Canteen roof – Minor repairs done 2025 to carry
it through the winter and review in 2026
New Business –
Windows - Kyden Klose was hired to clean the upper and lower
windows as well the screens.
Carpets-lower Hall - Eric, Jenny, Don and Karen cleaned the lower
hall carpet with a rented carpet cleaner.
Page 71
Septic Bed - Cleaned October 3, 2025 – tree roots had caused
problem – Town will monitor.
Snow ploughing - Dean Bradley will continue for 2026 - 2027
Fundraising – Karen is looking into getting the fllm “We Lend a Hand”
in 2026 as a fund raiser for the Hall. Karen will report back to us.
Change of Support staff - Keith Baker has been transferred – Travis
Leblanc and Tim Welsh will be our new contacts.
2026 – 1/ Chairs both fioors – the chairs will have to be cleaned
again – there have been more functions on the upper fioor that
involve food, so the chairs tend to have spots that need cleaning.
2/ Exterior doors – need to be painted and we will continue
with the black.
Business from the Floor – Picnic tables will be returned to the
shelter in the park for winter storage. Don and Eric put the benches
in storage for the winter.
Date for AGM – February 19, 2026. 7:00 pm Solina Community
Centre
Adjourn - 6:30 pm
Page 72
Page 73
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: November 3, 2025 Report Number: FSD-037-25
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: CL2024-41 (Multi-Year)
Report Subject: Supply and Deliver One Pumper Truck – Due to Collision
Recommendations:
1. That Report FSD-037-25, and any related delegations or communication items, be
received;
2. That Darch Fire Inc. with a total bid amount of $1,801,783.86 (Net HST) be awarded
the contract for the Supply and Delivery of One Pumper Truck – Due to Collision
under CL2024-41 (Multi-Year);
3. That the total estimated funds required for this project in the amount of
$1,802,063.86 (Net HST) exceeds the approved budget, and includes $1,801,783.86
(Net HST) for the pumper truck, and other costs such as GPS in the amount of
$280.00 (Net HST) be funded by the Municipality as provided;
4. That all interested parties listed in Report FSD-037-25, be advised of Council’s
decision.
Page 74
Municipality of Clarington Page 2
Report FSD-037-25
Report Overview
To request authorization from Council to award the supply and delivery of one pumper truck
due to collision under CL2024-41 (multi-year contract).
1. Background
1.1 This report is requesting Council approval for an award that exceeds the approved
budget by 10% in accordance with Council Policy 104, Financial Control, Section
5.16.1.
1.2 Under Tender CL2024-41, a multi-year contract was awarded to Darch Fire Inc. for the
Supply and Delivery of One Pumper Truck and included the provision for the supply and
delivery of future pumper trucks for up to a five-year term. This purchase falls within the
first year of the term order contract which was approved under report PD-004-25.
1.3 The Public Works Division has identified the urgent need for a replacement pumper
truck due to a recent collision involving the existing vehicle.
1.4 Pumper truck specifications were prepared by the Public Works Division and provided to
the Procurement Services Division.
1.5 The Procurement Services Division requested a quote from Darch Fire Inc.
2. Analysis
2.1 The quote was reviewed by the Procurement Services Division and forwarded to the
Public Works Division for their review and consideration.
2.2 At this time, the insurance adjustor has not made a decision regarding coverage;
however, it is assumed that the damaged unit will not be repaired. Given the critical
importance of this vehicle to emergency response operations and the extended time
required to manufacture a new pumper truck, it is recommended to proceed with the
acquisition of a replacement unit without delay to ensure continuity of emergency
services.
2.3 After review and analysis by the Public Works Division and the Procurement Services
Division, it was mutually agreed that Darch Fire Inc. be recommended for the award of
one pumper truck due to collision, under tender CL2024-41 (multi-year).
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Municipality of Clarington Page 3
Report FSD-037-25
3. Financial Considerations
3.1 The cost to supply and deliver one pumper truck due to collision was unforeseen and
not included in the approved budget allocation. Funding for the replacement in the
amount of $1,802,063.86 (Net HST) will be drawn from the Rate Stabilization Reserve
Fund. Should any reimbursement be received from insurance, those funds will be
returned to Rate Stabilization Reserve Fund.
Description Account Number Amount
Replace Damaged Pumper Truck –
Non-Budgeted 110-36-388-82812-7401 $1,802,063.86
4. Strategic Plan
Not applicable.
5. Climate Change
Electric or hybrid pumper trucks that meet the Municipality’s specification requirements
are not available on the market.
6. Concurrence
This report has been reviewed by the Deputy CAO, Public Services and the Director of
Public Works who concur with the recommendations.
7. Conclusion
It is respectfully recommended that Darch Fire be awarded the contract for Supply and
Delivery of One Pumper Truck – due to collision in accordance with the terms and
conditions of CL2024-41 (Multi-Year).
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or
mchong@clarington.net.
Attachments:
Not applicable.
Interested Parties:
List of Interested Parties available from Department.
Page 76
The Corporation of the Municipality of Clarington
By-law No. 2025-061
Being a By-law to establish a Municipal Service Board to operate the Newcastle
Memorial Arena and to repeal By-law 2008-037.
Whereas Section 196 of the Municipal Act, 2001 authorizes a municipality to establish a
Municipal Service Board;
And whereas Section 198 of the Municipal Act, 2001 provides that a municipality may
give a Municipal Service Board the control and management of such services and
activities of the municipality as the municipality considers appropriate and shall do so by
delegating the powers and duties of the municipality to the Board;
And whereas Council approved Report LGS-037-25 on November 17, 2025, to re-
establish the Newcastle Memorial Arena Board as a Municipal Service Board;
Now therefore the Council of the Corporation of the Municipality of Clarington enacts as
follows:
Definitions
1. “Newcastle Memorial Arena” means the property located at 103 Caroline Street
West, Newcastle, Ontario, and includes the arena building interior and adjacent
parking lot.
Delegation
2. In accordance with section 196 of the Municipal Act, 2001, as amended, a municipal
service board is hereby established under the name of “The Newcastle Memorial
Arena Board” (the “Board”) and is delegated with the responsibility for control and
management of the Newcastle Memorial Arena.
Board Mandate and Responsibilities
3. The Board is responsible for the operation, maintenance, care, and use of the
Newcastle Memorial Arena and the cost of all utilities for the Newcastle Memorial
Arena.
4. This responsibility includes the safe operation and maintenance of the refrigeration
plant in accordance with applicable statutes and regulations.
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By-law No. 2025-061 Page 2
5. If the Board desires to make any alterations or additions to the Newcastle Memorial
Arena, including but not limited to erecting partitions, attaching equipment and
installing furnishings, the Board may do so at its own expense, provided that before
undertaking any alteration or addition, the Board submits to the Municipality a plan
showing the proposed alterations or additions and the Board shall not proceed to
make any alteration or addition unless the Director of Community Services or
designate has approved the Plan. AII alterations and additions made by or on behalf
of the Board shall immediately become property of the Municipality without
compensation to the Board. The Municipality shall not unreasonably or arbitrarily
withhold approval.
6. The Board shall promptly notify the Municipality of any accident, defect, damage, or
deficiency in or on any part of the Newcastle Memorial Arena which comes to the
attention of the Board.
7. It is the Board’s responsibility to hire any employees and administer any human
resource matters, including payroll to be paid for out of the Board’s budget. Any
employee of the Board will be considered an employee of the Board and will be
subject to the applicable legislation and regulations regarding employment and will
not be considered an employee of the Municipality of Clarington under any
circumstances.
8. Adopt policies for rules for the use of the arena and for the admission of the public
thereto, and for regulating all other matters and things connected with the
management thereof.
9. The Board shall always maintain the Newcastle Memorial Arena in an orderly and
hygienic condition as determined by the Municipality. The Board shall keep the
Newcastle Memorial Arena in a clean condition at its own expense.
10. The Board will also be responsible for winter maintenance, including snow removal,
with reimbursement of these costs by the Municipality.
11. The Board shall be responsible for such day-to-day repair and maintenance of the
Newcastle Memorial Arena as are proper or necessary to keep the arena clean and
in good condition. For state-of-good repair needs beyond this, the Board should
notify the municipal staff designated, by submitting on -line service requests.
12. The Board, with the Municipality’s support, shall ensure compliance to relevant
codes, regulations and industry best practices related to the safe operation of a
public facility including but not limited to; the Occupiers Liability Act, Tech nical
Safety Standards Association (TSSA) Ontario Human Rights Code.
13. The Board will ensure monitoring systems are functional, not bypassed, and any
alarms or issues are reported to the Municipality. This includes but is not limited to
the fire alarm system, intrusion, and air contaminant monitors (ex.CO2, Ammonia).
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By-law No. 2025-061 Page 3
14. The Board shall ensure building life safety systems are functional and in a state of
good repair including monthly verification and documentation of fire extinguishers
and automated external defibrillator (AED) testing.
Municipality Responsibilities
15. The Municipality shall retain responsibility for structural repairs or replacements to
the roof, foundation or load bearing walls, building envelope and/or the mechanical
equipment associated with the Newcastle Memorial Arena. The Municipality retains
absolute and sole discretion for decisions relating to such repairs or replacements,
and all capital expenditures shall require budgetary approval by the Municipality.
16. The Municipality shall be responsible for grass cutting, including tree pruning on this
property.
17. The municipality is responsible for the provision and repair of building life safety
systems including fire alarm and suppression systems, and the automated external
defibrillator (AED) unit.
Board Composition
18. The Board shall be comprised of the following eight voting members, appointed by
Council:
Seven citizen members; and
1 Member of Council.
19. Board tasks can take place using voting members and volunteers, without creating a
subcommittee or working group.
20. The Public Services Department of the Municipality shall assign a representative
who will act as a Staff Liaison to the Board and notify the chair of the Board as
required. As the Municipal Staff Liaison, this individual will attend Board meetings as
a non-voting resource person when requested.
Board Member Qualifications
21. To be eligible to serve, a Board member must be a resident of the Municipality of
Clarington.
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By-law No. 2025-061 Page 4
Term Length
22. Board membership shall run concurrent with the term of Council (4 years) or until
their successor is appointed.
23. In accordance with Section 196(4) of the Municipal Act, the members of the Board
are eligible for appointment for more than one term.
Remuneration
24. Board members serve on a voluntary basis and do not receive any form of
remuneration.
Election of Positions on the Board
25. The Board shall elect a Chair, Vice-Chair, Treasurer, and Secretary annually, from
among its voting membership. Members of Council sitting on the Board are not
eligible to fill the position of Chair or Vice-Chair, except as Election Chair, as
outlined in this By-law.
26. Before the election of Chair, a Council member shall be the Election Chair during
the election portion of the meeting. Once the Chair is elected, they may take the
Chair and conduct the other elections and the remainder of the meeting. See
Schedule A for the Election Process.
27. If any of the elected positions become vacant, a new election shall be held for that
position for the duration of the year. If the Vice-Chair becomes vacant, the Chair
may appoint a member of the Board as Interim Vice -Chair until a new Vice-Chair
can be elected. The elections, when required, will be held at the next meeting of the
Board in accordance with the process set out in Schedule A.
Conduct of Board Members
28. Each member of the Board shall have one vote.
29. The Chair, or a spokesperson/member appointed by the Board, may speak on
behalf of the Board to Council or the public. Other members shall not act, or speak,
on behalf of the Board without prior approval of the Board.
30. The Board, or its members, shall not issue petitions, resolutions, or position papers
on behalf of the Board unless specifically authorized by Council resolution.
31. The Board, and its members, shall also not act outside of the mandate of the Board.
Should the Board wish to comment on an issue that is within the mandate of another
Council committee or Board, the Chair shall consult with the responsible Staff
Liaison(s) and the Chair of the other committee or Board.
32. The Board, by resolution, may request that Council remove a Member from the
Board, by providing a brief explanation of the request within a recommendation in
the Board’s minutes (which may include closed session.)
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By-law No. 2025-061 Page 5
Absences
33. Members unable to attend a Board meeting shall notify the Chair at least 24 hours in
advance of the meeting.
34. If a member is absent for three consecutive meetings, the Board, by resolution, and
having regard for any personal, medical, or extenuating circumstances, may request
that Council remove the Member, including a Member of Council, from the Board.
35. Members unable to attend a meeting cannot send a n alternate.
Resignations
36. Members who wish to resign shall notify the Chair, and the Municipal Clerk, in
writing, of the resignation. The Chair shall notify, either by email, or on an agenda,
the other members of the resignation but shall not give details of the resignation
other than timing.
37. Council may appoint new members to the Board to fill any vacancies, as required , in
accordance with Clarington’s “Appointment to Boards and Committee’s Policy”.
Chair and Vice-Chair
38. It shall be the duty of the Chair to:
a) provide leadership to the Board;
b) ensure that the Board carries out its mandate and responsibilities;
c) act as the primary liaison between the Board, Council, Clarington Staff and
Members of the Public.
d) set the meeting dates and agendas items, with input from Members;
e) provide information to Members on any matter relating to the business of the
Board;
f) open the meeting by taking the Chair and calling the members to order;
g) announce the business before the Board and the order in which it is to be
acted upon;
h) receive and submit, in the proper manner, all motions presented by the
Members;
i) enforce the rules of procedure for meetings of the Board; and
j) adjourn the meeting when the business is concluded.
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39. The Chair may eject any person, including another Board member, from a meeting if,
in the opinion of the Chair, that person is being disruptive or uncivil.
40. If the Chair is temporarily absent, or the position becomes vacant, the Vice-Chair will
assume the position and responsibilities of the Chair until a new Chair is elected.
Responsibilities and Obligations of Members
41. A member of the Board shall have the following duties:
a) to deliberate on, and execute, the mandate and responsibilities of the
Board;
b) to attend meetings and work activities;
c) to vote when a motion is put to a vote; and
d) to read, understand, and abide by applicable laws, policies, procedures,
and rules, including the Code of Conduct, and any guidelines for the Board.
Conflict of Interest
42. A conflict of interest may arise for Board members when their personal or business
interest conflict with the duties and decisions of the Board. The municipal conflict of
interest requirements as defined by the Municipal Conflict of Interest Act, R.S.O.
1990, c. M.50 will apply to the Board. A Board member must disclose any potential
or perceived conflict of interest and shall remove themselves from the meeting for
the duration of the discussion and voting (if any) with respect to that matter.
Frequency of Meetings
43. The Board shall meet a minimum of four times annually.
Quorum
44. Quorum shall be a simple majority of the total number of currently appointed Board
members (i.e. 50% plus one). If there is no quorum after 15 minutes of the
scheduled start time, the meeting shall be cancelled and/or rescheduled.
Land Acknowledgement Statement
45. In recognition of a necessary first step towards honouring the original occupants of a
place, and to recognize the traditional First Nations, Metis and/or Inuit territories of a
place, and to commemorate Indigenous peoples' principal kinship to the land . The
Land Acknowledgement Statement, that is consistent with the Municipality’s
statement, shall be read at the beginning of each Board meeting, in accordance with
the Land Acknowledgement Guidelines.
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Procedure and Rules
46. A Board of Council is subject to the Clarington Procedural By-law which governs the
proceedings of Council and its Committees and Boards, Council Code of Conduct,
this By-law, and any other applicable policies and/or procedures.
Electronic Participation
47. A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time; and
48. For clarity, a member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes of
both the closed and open portions of the meeting).
Open Meetings
49. All Board meetings must be open to the public unless otherwise noted.
50. The Board shall provide at least one week’s notice (i.e., an agenda) for a regular or
special meeting or 24-hour notice for a rescheduled meeting. Notice will be provided
using as many means as possible, including the municipality’s website by forwarding
the agenda to the Municipal Clerk’s Office.
51. The meeting must adhere to Subsection 239 (2), Municipal Act, 2001, regarding
Closed meetings.
52. In accordance with Section 239 (4) of the Municipal Act, 2001, before holding a
meeting, or part of a meeting, that is to be closed to the public, a municipality or
local board or committee of either of them shall state by resolution:
a) The fact of the holding of the meeting; and
b) The general nature of the matter to be considered at the closed meeting.
53. Where a meeting, or part of a meeting, is closed to the public, the Board shall
request those persons, not specifically invited to the closed meeting, to vacate the
meeting room in which the meeting is being held.
54. A meeting shall not be closed to the public during a vote except where the meeting
is a closed meeting permitted or required by statute, and where the vote is for a
procedural matter or for giving directions or instructions to employees of the bo ard
or persons retained under contract with the board, or officers, employees, or agents
of the Municipality.
55. Minutes of the closed session shall be recorded and provided to the Clerk’s Office
for distribution to Council at their next appropriate meeting.
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Public Participation and Delegations
56. Members of the public are not permitted to participate in the Board discussions but
may appear as a delegation before the Board. Those wishing to appear as a
delegation at a Board meeting must advise the Chair or Secretary a minimum of five
days before the meeting.
Agendas and Minutes
57. The Board shall forward all agendas to the Municipal Clerk’s Office one week before
the meeting and shall include the following:
a) Date, time, location, electronic participation details (where applicable);
b) Land Acknowledgement Statement;
c) Disclosure of Pecuniary Interest;
d) Presentations / Delegations
e) Adoption of Previous Minutes;
f) Items for Discussion; and
g) Adjournment.
58. The Board shall report to Council by presenting the unapproved minutes
immediately after the minutes are finalized by the Chair. Minutes do not wait to be
adopted by the Board first. The draft minutes of all Board meetings shall be reviewed
by the Chair and forwarded to the Municipal Clerk’s Office for inclusion on the next
Council Agenda.
59. Any changes to the minutes at the next Board meeting will be reflected in those
meeting minutes and a corrected or changed version of the previous minutes shall
be provided to the Municipal Clerk’s Office for publication.
60. Minutes shall include:
a) Date, time, location, and indication of whether electronic participation took
place;
b) Members absent and present;
c) Land Acknowledgement Statement;
d) Disclosure of Pecuniary Interest;
e) Adoption of Previous Minutes;
f) Presentations / Delegations;
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g) Items and Recommendations Discussed and voted on;
h) Date, time, and location of next meeting (where applicable/possible); and
i) Adjournment.
61. Recommendations and decisions reached by the Board must be based on
consensus wherever possible. If a consensus cannot be reached and there are
different opinions on the issue, the Chair may call for a formal vote by show of
hands. Recommendations and decisions will be carried by a simple majority of the
voting members present.
62. Only recommendations and decisions that appear in the minutes of the Board can
be considered as officially representing the position of the Board.
63. To approve a recommendation from a Board, a Member of Council shall remove it
from the consent agenda and put forward a motion to approve the recommendation
found within the minutes of the Board meeting.
64. See Schedule B for details on motions and amendments.
Relationship with Municipality
65. The Board will provide information to the Municipality on the operation and
management of the Newcastle Memorial Arena and may be required to present a
report to Council.
66. The Board may enter into the following agreements, provided they are within
budgetary limits,
a) rental agreements for private events at the Newcastle Memorial Arena;
and
b) agreements for normal operating or administrative matters.
67. The municipality has the right to use the arena, excluding ice rentals, when
available, at no cost, in consultation with the Board. The Municipality will cover any
expenses associated with the use of the arena.
68. Except as expressly permitted, the Board shall not enter into any agreement which
has the potential to commit funds, oblige or encumber the Municipality, or incur any
debt or long-term financial obligation.
69. The Board shall submit their books and records to the Municipality annually for
review by the Municipality's auditors and consolidation with the Municipality of
Clarington's financial statements.
70. The Board or it’s members found not to be following the Terms of Reference may be
reported to Council for review and to determine whether the contrary conduct
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requires further actions, such as removal of the member or Board. Additionally, t he
Municipality may dissolve the Board at any time through the repeal of this by-law.
Insurance
71. The Municipality shall provide property and third-party liability insurance coverage in
respect of the Newcastle Memorial Arena.
72. The Municipality represents that general commercial liability insurance coverage is
provided to the Board, its employees, and volunteers under the terms and conditions
Municipality's Master Insurance Policy. The Board or its employees shall forward to
the Municipality, appropriate documentation of all claims or potential claims. The
Board shall undertake all of its activities in a manner consistent with that of a
prudent owner in order to prevent or minimize claims, injuries, or damages, and
shall work co-operatively with the Municipality's insurer in the investigation and
defense of all claims.
Budget
73. The Board agrees to use all revenue generated for the exclusive purpose of
operation and maintenance of the Newcastle Memorial Arena.
74. The Board is responsible for determining eligibility for grants and fo r applications for
and administration of grant funding opportunities.
75. Upon Board dissolution, all assets, including bank accounts, shall be transferred to
the Municipality, and all business records shall be turned over to the Municipality.
76. The Municipality will request input from the Board annually for recommendations for
inclusion in the Capital Budget Program. These recommendations will be
considered within the capital budget prioritization criteria in conjunction with current
building condition assessments. Items not considered as part of the Municipality’s
responsibility would include interior painting; movable equipment/furnishings and
program-related betterments/upgrades.
77. Any operating budget requests shall be submitted to the Municipality of Clarington in
accordance with the budget timelines established by the Deputy CAO / Treasurer
and shall be considered with all other budget requests.
Purchasing/Procurement Policy
78. All expenditures must relate to matters directly within the mandate and
responsibilities of the Board.
79. All Board expense information is considered to be public information and shall be
made available upon request to the Municipal Clerk or Treasurer.
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80. All purchases shall be in accordance with the Municipality’s
Purchasing/Procurement By-law and within the Board’s approved budget. All
expenses that exceed the Board’s approved budget require Council approval.
Repeal
81. That By-law 2008-038 is hereby repealed.
Passed in Open Council this 17th day of November, 2025.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
By signing this by-law on November 17, 2025, Mayor Adrian Foster will not excercise
the power to veto this by-law and this by-law is deemed passed on this date.
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Schedule A
Election Process
Nominations – Accepting nominations, from the floor, for any position:
1. Nominator raises their hand to indicate they are going to nominate a member.
2. Does not need a seconder.
3. Nominees’ names are recorded in the minutes.
4. A person can nominate themselves.
5. A member can be nominated for more than one position but can only hold
one position at a time. If any positions cannot be filled, a member may
temporarily hold more than one position.
6. A member may be nominated even if they are not in a ttendance.
7. Nominees do not have to leave the room during the vote. They can
participate in the voting.
8. The Election Chair can continue presiding, even if they are one of the
nominees for the office.
9. Nominations are open until the Election Chair asks for nominations and there
are no names put forth at which time the Election Chair will close
nominations.
10. Nominees can remove their name at any point during the process, or the next
meeting if they are not in attendance.
Stand – As each member is nominated, the Election Chair asks the nominee if they will
have their name stand. If the member does not agree their name shall not be
included in the vote.
Voting
1. If there is only one nominee, that person is appointed.
2. If there is more than one nominee the Election Chair asks, for each nominee,
“All those in favour of Bob Smith for Chair, please raise their hands”. The
person with the most votes is appointed.
3. If the vote is tied, and there are more than two people nominated for the
position, the person with the least votes is removed and another round of
voting with the remaining members is conducted. If a tie vote remains with
two people, and all voting members are present, the selection will be made
by picking a name out of a hat.
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