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Home My WebLink About2025-01-12 General Government Committee Post-MeetingAgenda Date:January 12, 2026 Time:9:30 a.m. Location:Council Chambers or Electronic Participation Municipal Administrative Centre 40 Temperance Street, 2nd Floor Bowmanville, Ontario Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Laura Preston, Temporary Committee Coordinator, at 905-623-3379, ext. 2106 or by email at lpreston@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Collection, Use and Disclosure of Personal Information: If you make a delegation, or presentation, at a Committee or Council meeting, the Municipality will be recording you and will make the recording public on the Municipality’s website, www.clarington.net/calendar. Written and oral submissions which include home addresses, phone numbers, and email addresses become part of the public record. If you have any questions about the collection of information, please contact the Municipal Clerk. Noon Recess: Please be advised that, as per the Municipality of Clarington’s Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non-audible mode during the meeting. Copies of Reports are available at www.clarington.net/archive The Revised Agenda will be published on Wednesday after 12:00 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.Declaration of Interest 4.Announcements 5.Presentations/Delegations 5.1 Presentation by Daniel Salvatore, Sr. Manager, Public Affairs, CN, Regarding Whistle Cessation at Bennett Road and Cobbledick Road 4 *5.2 Delegation by Karen Tremblay, President of the Wilmot Creek Homeowners' Association, Regarding Whistle Cessation at Bennett Road and Cobbledick Road 6 5.3 Presentation by Vanessa Bilenduke-Guppy, Supervisor, Community Development and Events, Regarding Clarington Community Funding Program - 2025 Highlights 9 6.Consent Agenda 6.1 LGS-001-26 - Lottery Licensing By-law Update 21 6.2 LGS-002-26 - 2026 Municipal Elections – Compliance Audit Committee Terms of Reference 34 6.3 FSD-001-26 - Use of Technology 43 6.4 FSD-002-26 - 2026 Budget Update Implementation 55 6.5 FSD-003-26 - 2025 Annual Leasing Report 61 6.6 FSD-004-26 - Electric Streetlight Maintenance 64 6.7 FSD-005-26 - Community Climate Risk Assessment and Adaption Plan 69 General Government Committee Agenda January 12, 2026 Page 2 7.Items for Separate Discussion 7.1 PDS-063-25 - Update on Whistle Cessation at CN Grade Level Crossings at Bennett Road and Cobbledick Road (Referred from the December 1, 2025 General Government Committee Meeting) Link to Report PDS-063-25 7.1.1 Memo-001-26 - Resolution #GG-181-25 - Update on Whistle Cessation at Bennett Road and Cobbledick Road 74 8.New Business 8.1 Request for Council Support to Advocate for Express GO Train Service from Pickering to Union Station (Councillor Elhajjeh) 76 9.Confidential Items 10.Adjournment General Government Committee Agenda January 12, 2026 Page 3 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from Salvatore Date:Tuesday, December 9, 2025 9:35:50 AM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Whistle Cessation Action requested of Council CN representative to answer questions Date of meeting 1/12/2026 Summarize your delegation CN Rail representative to answer questions on whistle cessation 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. Kaela Esseghaier Will you be attending this meeting in person or online? Online First name: Daniel Single/Last name Salvatore Firm/Organization (if applicable) CN Job title (if applicable) Sr Manager Public Affairs Page 4 Address Town/Hamlet Hamilton Postal code Email address: Phone number Do you plan to submit correspondence related to this matter? No Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk’s Department by 2 p.m. on the Friday prior to the meeting date. No I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 5 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from Tremblay Date:Tuesday, January 6, 2026 7:05:47 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Train Whistle Cessation Action requested of Council pass the motion to install the fencing as per CN's requirements Date of meeting 1/12/2026 Summarize your delegation I would like to speak to council again regarding this matter 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. Councillor Traill Will you be attending this meeting in person or online? In person First name: Karen Single/Last name Tremblay How to pronounce your name: Karen Tremblay Firm/Organization (if applicable) Wilmot Creek Homeowners Association Page 6 Job title (if applicable) President Address Town/Hamlet Newcastle Postal code Email address: Phone number Do you plan to submit correspondence related to this matter? No Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk’s Department by 2 p.m. on the Friday prior to the meeting date. 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 7 Page 8 2025 Clarington Community Funding Program Update Vanessa Bilenduke-Guppy January 12, 2026 Page 9 Funding Program Overview Page 10 2025 Impact 17 organizations funded $64,000 in municipal grants Investments leveraged additional resources and partnerships Page 11 Page 12 Key Outcomes Residents Impacted: 3,000+ engaged Volunteer Engagement: 250+ volunteers 11,000+ volunteer hours Leveraged Support: $60,000+ additional funding $10,000+ in-kind contributions Partnerships with libraries, cultural groups, social agencies, and businesses Page 13 2025 Community Funding Program recipients AfriCarols AL IKRAM Foundation Alzheimer Society of Durham Region Autism Home Base Durham Inc. Bethesda House Bowmanville Allotment Gardens Brunchkins Clarington Martial Arts Courtice Santa Claus Parade Girls Inc. of Durham Newcastle Community Garden Rotary Club of Bowmanville Scientists in Schools St. John’s Anglican Church The Gathering Place The Participation House Unity in Diversity Canada Page 14 Program Value Builds community resilience, capacity, social inclusion, and partnerships Municipal support acts as a catalyst, enabling organizations to secure additional funding Page 15 Programs in Action Alzheimer Society of Durham Region Program Weekly social program providing connection and support for people living with dementia and their caregivers. Community Gathering at The Gathering Place Volunteers serving meals to residents in need, fostering dignity and inclusion. Al Ikram Foundation –Free Tax Clinic Providing free tax preparation services to support financial wellbeing for community members. Page 16 Programs in Action Garba Fest Celebration Attendees enjoying traditional Indian dance during Unity in Diversity’s Garba Fest, promoting multicultural inclusion. Bowmanville Allotment Gardens New accessible storage sheds installed to support community gardening and inclusion efforts. Participation House –Intro to Employment Program Helping individuals with developmental disabilities gain skills and confidence for workplace inclusion. Page 17 •Autism Home Base: Newcomer family discovered belonging, built connections and gained confidence •Garba Fest: Residents celebrated cultural diversity and inclusion •Meal Program Volunteer: Former guest transitioned into a dedicated volunteer, fostering dignity and food security •Brunchkins: Participant progressed from isolation to meaningful connections throughout the school year •Community Gardens: Increased food bank contributions while creating connections among gardeners Community Impact Stories Page 18 Next Steps Promote 2026 Community Funding Program: Funding applications open until Jan 31, 2026 Review panel applications close Jan 12, 2026 Continue leveraging partnerships to maximize impact Page 19 Municipality of Clarington 40 Temperance Street Bowmanville, ON L1C 3A6 905-623-3379 Toll Free: 1-800-563-1195 TTY: 1-844-790-1599 info@clarington.net www.clarington.net Thank you Page 20 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: January 12, 2026 Report Number: LGS-001-26 Authored By: Lisa Hogle, Lottery Licensing Clerk Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services Reviewed By: Mary-Anne Dempster, CAO Report Subject: Lottery Licensing By-law Update Recommendations: 1. That Report LGS-001-26, and any related delegations or communication items, be received; 2. That the By-law attached to Report LGS-001-26, as Attachment 1, repealing and replacing Clarington’s Lottery Licensing By-law, be approved; 3. That the By-law attached to Report LGS-001-26, as Attachment 2, amending the Delegation of Authority By-law, be approved; and 4. That all interested parties listed in Report LGS-001-26 , be advised of Council’s decision. Page 21 Municipality of Clarington Page 2 Report LGS-001-26 Report Overview 1. Background 1.1 Clarington has been licensing lotteries to charitable and non-profit organizations since 1974. The lottery licensing by-law was reviewed in 1987 and again in 1994 but hasn’t been reviewed since and needs to be updated to reflect administrative adjustments and changes to provincial regulations. 1.2 By-law 94-30 was amended by By-law 98-28 (updating a fee and indicating that the organization had to have a “home base in the Municipality of Clarington”), and By-law 2010-096 (removing Section 3(c) – that lottery licensing applications were to be submitted to Durham Regional Police prior to issuing the licence). 1.3 Clarington’s website contains information about eligibility requirements for lotteries and organizations. 1.4 Applications for lottery licenses are processed through the Service Clarington Portal. The Municipality requires a minimum of two weeks to process standard lottery applications and a minimum of 30 days for first-time applicants to complete their eligibility review. 1.5 Lottery proceeds continue to be a large source of revenue for participating charitable and non-profit organizations. 2. Legislative Authority 2.1 The Criminal Code of Canada provides the foundation for regulating lotteries and charitable gaming. 2.2 For lottery licensing, Ontario municipalities are governed by the Alcohol and Gaming Commission of Ontario (AGCO). Municipalities derive their authority, operational standards, compliance requirements, eligibility criteria, usage of proceeds, and reporting frameworks from the Lottery Licensing Policy Manual (LLPM). 2.3 Additionally, the Order-in-Council 208/2024 confirms the Alcohol and Gaming Commission of Ontario (AGCO) and municipalities’ authority to license various charitable lottery schemes under Criminal Code authority. Page 22 Municipality of Clarington Page 3 Report LGS-001-26 2.4 Municipalities can license the following lottery events:  Bingo events with a prize board $5,500 and under  Media Bingo Events  Non-Electronic Raffles with a total prize value of $50,000 and under  Break Open licences not licensed by the province  Bazaars 2.5 The Alcohol and Gaming Commission of Ontario is responsible for issuing the following:  Bingo events with prize board over $5,500  Super jackpot games  Raffle for total prizes over $50,000  Electronic raffles (any prize value)  Provincial break open  All Monte Carlo events  All lottery schemes conducted in unorganized territories  All lottery schemes at a designated Fair or Exhibition or at a Public Place of Amusement  Break Open Ticket Sellers 3. Review 3.1 Staff reviewed lottery licensing by-laws from other municipalities and updated wording in the by-law to provide more clarity and consistency. 4. Proposed Changes Definitions 4.1 The definition section of the by-law has been updated. Authority 4.2 The Authority section has been added to explain that the Clerk is appointed the Lottery Licensing Officer for the Municipality of Clarington and to reference the Delegation of Authority by-law. Licensing Requirements 4.2 The requirements of an Eligibility Review have been included in the update for clarity and in accordance with existing Provincial Standards. Page 23 Municipality of Clarington Page 4 Report LGS-001-26 Fees 4.3 The lottery licensing fees have been removed from the by-law and replaced with a reference to the User Fee By-Law, as part of the January 1st update to the User Fee By- Law. 4.4 The minimum fee of $10.00 has been removed from the By-law in accordance with provincial standards, that the maximum fee that may be charged for a licence is 3% of the total prize value. 5. Financial Considerations Not Applicable. 6. Public Considerations 6.1 Charitable and non-profit organizations continue to benefit from the proceeds derived from lotteries. 7. Concurrence Not Applicable. 8. Conclusion 8.1 It is respectfully recommended that Council approved the attached draft by-laws regarding the licensing of lotteries within the Municipality of Clarington. Staff Contact: Lisa Hogle, Lottery Licensing Clerk, 905-623-3379 or lhogle@clarington.net Attachments: Attachment 1 – Draft Lottery Licensing By-Law Attachment 2 – Draft Amending Delegation of Authority By-law Interested Parties: The following interested parties will be notified of Council's decision : Association of Hospital Volunteers Big Brothers Big Sisters Page 24 Municipality of Clarington Page 5 Report LGS-001-26 Bethesda House Bowmanville Older Adults Association Camaros Baton Club Catholic Women’s League – St. Joseph’s Church CDKL5 Central Public School Bowmanville Clarington Ravens Clarington Swim Club Duke of Cambridge School Holy Family Jury Lands Foundation Kendal Lions Club Legion Ladies Auxiliary Newcastle Village Minor Hockey Association Royal Canadian Air Cadets - 172 Bowmanville Squadron Starfish Parent Group St. Josephs Church Bowmanville United Way Durham Waverly Public School Page 25 Attachment 1 to Report LGS-001-26 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. The Corporation of the Municipality of Clarington By-law 2026-NN Being a by-law to provide for the issuance of licences to manage and conduct lotteries, including bingo, break open ticket (Nevada), lottery schemes at bazaars and raffles. Whereas the Government of Ontario passed an Order-in-Council 208/2024, delegating its authority to license charitable gaming events to the Alcohol and Gaming Commission of Ontario and municipal councils; And Whereas the terms and conditions prescribed by the Province of Ontario provide that a municipal council may issue a licence authorizing a charitable or religious organization to manage and conduct lotteries; And whereas municipal councils may licence bingo events with prize boards up to $5,500, non-electronic raffle lotteries for total prizes up to $50,000, Bazaar lotteries which include wheels of fortune with a maximum bet of $2.00 and some break-open ticket lotteries; And whereas the Council of the Corporation of the Municipality of Clarington deems it in the best interest of the inhabitants of the Municipality to issu e such licences, subject to certain terms and conditions imposed by the Province and the Municipality; Now therefore, the Council of the Corporation of the Municipality of Clarington enacts as follows: Definitions 1. For the purposes of this by-law, unless stated otherwise or the context requires a different meaning: 1.1 "Bingo lottery" means a bingo lottery scheme in which the total value of all prizes to be awarded within the operation of a single occasion lottery does not exceed $5,500 cash or merchandise at equivalent market retail value; 1.2 "Break open ticket (Nevada) lottery" means a lottery where consideration is given for a chance to win instant prizes or prizes determined by revealing a specified arrangement of numbers or symbols on a break open ticket. The “Schedule of Approved Break Open Ticket Types” identifies those tickets that Page 26 Attachment 1 to Report LGS-001-26 are approved by the Registrar of the AGCO for sale in Ontario under the expense maximums model. 1.3 “Bazaar” means a lottery event where any combination of the following lotteries may be conducted:  a raffle lottery not exceeding $50,000 in prizes  a bingo lottery not exceeding $5,500 in prizes and  a maximum of three wheels of fortune where individual bets are no more than $2; 1.4 “Charitable or religious organization" means an organization which performs services of public good or welfare without profits 1.5 "Charitable object or purpose" means any object or purpose relating to:  the relief of poverty.  the advancement of education.  the advancement of religion; or  any other purpose beneficial to the community; 1.6 "Clerk" means the Municipal Clerk of the Corporation of the Municipality of Clarington or their designate; 1.7 "Council" means the Council of the Corporation of the Municipality of Clarington; 1.8 “Licensee” means the person licensed under this by-law or the person required to be licensed under this by-law 1.9 “Lottery” means any scheme that has the following three components:  A prize;  A chance to win the prize; and  Consideration or a fee For the purpose of this By-law Raffle, a Bingo, a Bazaar and Break-Open tickets are all considered lotteries. Page 27 Attachment 1 to Report LGS-001-26 1.10 “Municipality" means the Corporation of the Municipality of Clarington. 1.11 “Raffle” means a lottery scheme where tickets are sold for a chance to win a prize at a draw, and includes 50/50 draws, elimination draws, calendar draws and “rubber duck” races. Authority 2. Clarington’s Delegation of Authority By-law indicates who is appointed the Lottery Licensing Officer for the Municipality of Clarington. Application 3. Before making an application to conduct and manage a lottery, an organization shall complete an Eligibility Review. The Clerk shall determine if the organization is eligible to conduct and manage lotteries. 4. An application for a licence to conduct and manage a lottery shall be submitted to the Clerk. If the application complies with all Provincial and Municipal regulations a licence will be issued. Prohibitions 5. No person or organization shall manage or conduct a lottery without a valid licence. 6. No person or organization shall conduct a lottery event when a licence has been suspended or cancelled. Fees 7. Every organization that has applied and been approved to manage and conduct a lottery shall submit the applicable licence fee, payable to the Municipality of Clarington as noted in the User Fee By-Law. Terms and Conditions 8 Each licensee shall be subject to the following terms and conditions: 8.1 The licensee shall comply with sections 206 and 207 of the Criminal Code of Canada 8.2 The licensee shall comply with the provisions of Order-in-Council 208/2024; 8.3 The licensee shall comply with all the terms and conditions set out or attached to the licence; 8.4 The licensee shall comply with all provincial and municipal policies and procedures related to lottery’s; and Page 28 Attachment 1 to Report LGS-001-26 8.5 The licensee shall conduct or allow to be conducted only the type of lottery event or events provided in the application and the licence . 9 Notwithstanding the terms and conditions prescribed by the Province of Ontario relating to the management and conduct of a break open ticket (Nevada) lottery, a charitable or religious organization shall be allowed to conduct a break open ticket lottery in a commercial or retail outlet subject to the following conditions 9.1 The licensee shall conduct or allow to be conducted only the type of lottery event or events provided in the application and the licence 9.2 The sale of tickets shall be limited to only one location within the boundaries of the Municipality. 9.3 The written authorization and approval of the owner of the premise from which the tickets are to be sold shall accompany the application to conduct the br eak open ticket (Nevada) lottery; 9.4 A copy of the Provincial Registration Number of the owner of the premise from which the tickets are to be sold shall accompany the application to conduct the break open ticket (Nevada) lottery; Licence Suspension and Cancellation 10 The Clerk may suspend, cancel or refuse to issue a licence under the authority of this by-law for the breach of any term or condition prescribed by the Province of Ontario, the Criminal Code of Canada, an Order-in-Council or any by-law of the Municipality. Short Title 11 This by-law may be referred to as the “Lottery Licensing By-law”. Repeal 12 The following by-laws are hereby repealed, effective the date of passing of this by- law:  By-law 94-30  By-law 98-28  By-law 2010-096 Effective Date 13 That this by-law shall come into force and effect on the date the by-law is deemed passed under Part VI of the Municipal Act. Page 29 Attachment 1 to Report LGS-001-26 Passed in Open Council this XX day of MMMM, YYYY. _____________________________________ Name, Mayor _____________________________________ Name, Municipal Clerk By signing this by-law on XXXX XX, YYYY, Mayor FIRST LAST NAME will not exercise the power to veto this by-law and this by-law is deemed passed as of this date. Page 30 Attachment 2 to Report LGS-001-26 Page 1 of 3 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. The Corporation of the Municipality of Clarington By-law 2026-XXX Being a By-law to amend By-law 2024-042, the Delegation of Authority By-law, a by-law to delegate the add the Municipal Clerk’s appointment as the Lottery Licensing Officer Whereas, the Government of Ontario passed an Order-in-Council 208/2024, delegating its authority to license charitable gaming events to the Alcohol and Gaming Commission of Ontario and municipal councils. And whereas, arising out of Report LGS-026-24, the Council of the Municipality of Clarington has deemed it appropriate to delegate the Municipal Clerk as the Lottery Licensing Officer for the Municipality of Clarington. Now therefore the Council of the Municipality of Clarington amends the Delegation of Authority By-law, By-law 2024-042, as follows: Page 31 Attachment 2 to Report LGS-001-26 Page 2 of 3 1. That a new row, with the following wording, be added to Schedule “C” of By-law 2024-042. Council’s Page 32 Attachment 2 to Report LGS-001-26 Page 3 of 3 Effective Date 2. That this by-law shall come into force and effect on the date the by-law is deemed passed under Part VI of the Municipal Act. Passed in Open Council this XX day of MMMM, YYYY. _____________________________________ Adrian Foster, Mayor _____________________________________ June Gallagher, Municipal Clerk By signing this by-law on XXXX XX, YYYY, Mayor FIRST LAST NAME will not exercise the power to veto this by-law and this by-law is deemed passed as of this date. Page 33 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: January 12, 2026 Report Number: LGS-002-26 Authored By: John Paul Newman, Deputy Clerk Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: 2026 Municipal Elections – Compliance Audit Committee Terms of Reference Recommendations: 1. That Report LGS-002-26, and any related delegations or communication items, be received; 2. That the By-law attached to Report LGS-002-26, as Attachment 1, to establish a Clarington Municipal Election Compliance Audit Committee for the 2026 -2030 term, and the Committee’s Terms of Reference, be approved; and 3. That all interested parties listed in Report LGS-002-26, be advised of Council’s decision. Page 34 Municipality of Clarington Page 2 Report LGS-002-26 Report Overview ommittee’s Clarington’s existing 1. Background 1.1 Section 88.37 of the Municipal Elections Act, 1996, as amended, (MEA) requires that every municipality appoint a CAC prior to October 1 of an election year. 1.2 The CAC has the full authority provided by Sections 88.33 to 88.37 of the MEA, to address applications requesting an audit of a candidate’s or third party advertiser’s election campaign finances and to consider reports from the Clerk citing apparent instances of over-contribution to municipal candidates. In accordance with the MEA, this authority includes, but is not limited to, the following:  review applications for a compliance audit and grant or reject audit requests within 30 days of receipt;  where an audit is granted, appoint an auditor and review the audit report;  following the audit, decide whether legal pro ceedings shall be commenced; and  within 30 days after receiving a report from the Clerk, under Sections 88.34 and 88.36 (dealing with apparent campaign contributions in excess of permitted limits), the CAC shall meet to consider the report and decide whet her to commence a legal proceeding against a contributor for an apparent contravention, if applicable. 1.3 The current Terms of Reference were adopted by By-law 2022-003, arising out of Report LGS-001-22, and conclude on October 1, 2026 or until such time the applicable Committee has disposed of any remaining matters in accordance with the Act, whichever is later. There are no remaining matters. 2. 2026-2030 Terms of Reference Changes 2.1 The new terms of reference template was used, so the format has been updated from the previous version. Page 35 Municipality of Clarington Page 3 Report LGS-002-26 2.2 The Clerk’s Division Staff met with Durham Area Clerk’s. As a result, the remuneration paid to the members of the Committee is proposed to be increased. See the Financial Consideration section below for the details. 2.3 There are minor wording changes throughout the terms of reference, but nothing that is considered significant. 3. Administrative Practices and Procedures 3.1 The Clerk is required to establish administrative practices and procedures for the Committee which are currently under development. Although there may be some changes made, it is anticipated that the majority of the procedure will remain in place. 4. Appointment of Next Committee Members 4.1 Following the adoption of the Committee’s Terms of Reference , Staff will begin recruitment for the appointment of the next Committee for the 2026 Municipal Elections. 4.2 The recruitment criteria are outlined in the Terms of Reference. 4.3 At the close of the application period a report to Council recommending appointment of four members will be presented for Council approval. 5. Financial Considerations 5.1 The remuneration for the Committee Members is proposed to be a $400 retainer (same as 2022) that covers the four-year term, and $400 per meeting, plus an additional $100 for any additional application or report being considered after the first one, during the same meeting, plus mileage in accordance with the rate normally paid to employees of the Municipality. The per meeting rate is an increase from $350 per meeting, plus mileage. 5.2 The total cost of the Compliance Audit Committee for the 2022-2026 term was $3,054.40. This is made up of $1,600 for the retainer, and $1,454.40 for meeting attendance. 5.3 To provide an example, using the new rates for the 2022 term, the difference would have been an additional $600. This is in no way an indication of the costs that may, or may not, be incurred in the 2026-2030 term, as that is totally dependent on factors outside of the control of Staff. This is just an example of the effect the rate change. Page 36 Municipality of Clarington Page 4 Report LGS-002-26 5.4 The Municipality is responsible for any costs resulting from the review of the applications submitted to the Clarington Municipal Election Compliance Audit Committee. These costs include:  Committee Members’ retainer,  Committee Members’ per meeting rate,  Committee Members’ mileage,  Auditor’s costs to perform an audit (if ordered by the Committee),  Costs related to the Committee’s operations and activities (i.e. copying, postage, etc.),  Legal costs related to advice provided to the Committee,  Legal costs related to an appeal to the Ontario Court of Justice with respect to a decision of the Committee,  Legal costs to undertake legal action against the candidate for violations of the elections finance provisions of the MEA,  Staff time to make arrangements for meetings; attend meetings to take minutes; distribute necessary correspondence following a meeting; possible actions related to arrangements of auditor or legal action. 5.5 Costs for advertising the vacancies will be included as part of the normal advertisement process. 5.6 Any costs incurred for a compliance audit during the Term of Council would be charged to the Municipal Election reserve. These costs are difficult to estimate because they depend entirely on the unforeseen volume of applications/cases. 6. Strategic Plan N/A 7. Climate Change Not Applicable. Page 37 Municipality of Clarington Page 5 Report LGS-002-26 8. Concurrence 8.1 This report has been reviewed by the Municipal Clerk who concurs with the recommendations. 9. Conclusion 9.1 It is respectfully recommended that, to fulfill the requirements of the MEA, the by-law to establish the 2026 Municipal Elections Compliance Audit Committee, and to approve the CAC’s Terms of Reference, be approved. Staff Contact: John Paul Newman, Deputy Clerk, jnewman@clarington.net. Attachments: Attachment 1 – By-law to establish a Compliance Audit Committee and approve their Terms of Reference Interested Parties: There are no interested parties to be notified of Council's decision. Page 38 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. The Corporation of the Municipality of Clarington By-law 2026-XXX Being a By-law to establish a Clarington Municipal Election Compliance Audit Committee for the 2026-2030 term of Council. Whereas Section 88.37(1) of the Municipal Elections Act, 1996, S.O., 1996, c. 32, as amended, (the Act) requires the Council to establish a Compliance Audit Committee, before October 1 of an election year for the purposes of Section 88.33 to Section 88.37 of the Act; and Whereas, the Municipal Council has adopted the recommendations contained in Staff Report LGS-002-26; and Whereas the Municipality of Clarington is committed to ensuring a consistent, open and transparent process for receiving and processing compliance audit applications; Now therefore the Corporation of the Municipality of Clarington enacts as follows: 1.The Clarington Municipal Election Compliance Audit Committee, consisting of four members, be established, in accordance with the Terms of Reference attached to and forming part of this By-law as Attachment 1. 2.The Clarington Municipal Election Compliance Audit Committee shall carry out its mandate and duties in accordance with the Municipal Elections Act and the Administrative Practices and Procedures established by the Municipal Clerk. 3.By-law 2022-003 is hereby repealed. 4.This by-law shall come into force and effect on November 15, 2026. Passed in Open Council this XX day of MMMM, YYYY. _____________________________________ Adrian Foster, Mayor _____________________________________ June Gallagher, Municipal Clerk Attachment 1 to Report LGS-002-26 Page 39 2026 Municipal Election Compliance Audit Committee Terms of Reference 1. Purpose and Mandate 1.1. The CAC is established pursuant to the requirements of Section 88.37 of the Act for the Municipality. 2. Scope of Activities 2.1. The powers and functions of the CAC are set out in Sections 88.33 to 88.37 of the Act. 3. Definitions 3.1. CAC means the Clarington 2026 Municipal Election Compliance Audit Committee. 3.2. Clerk means the Municipal Clerk of the Municipality, or their designate. 3.3. Municipality means the Corporation of the Municipality of Clarington. 4. CAC Members Composition 4.1. Council shall appoint three members and one alternate member. 4.2. When a compliance audit application from an elector, or a report from the Clerk regarding election campaign finances is received, the CAC comprised of three members shall meet and consider the application and/or report in accordance with the Act. The alternate member shall also attend all meetings but shall not be a voting member unless another member is unable to fulfill their duties. Qualifications / Selection 4.3. The recruitment of CAC Members shall be conducted by the Clerk. 4.4. All applicants will be required to complete an application. Page 40 4.5. Applicants must have the ability to understand, and apply, the election campaign finance provisions of the Act and must remain impartial to fulfill their responsibilities. 4.6. Preference will be given to candidates that have experience related to compliance audit activities or investigative or adjudicative processes. 4.7. The following criteria will be considered when appointing members: 4.7.1. Demonstrated knowledge and understanding of municipal election campaign financing rules; 4.7.2. Proven analytical and decision-making skills; 4.7.3. Experience working on committees, boards, adjudicative bodies, task forces or similar settings; 4.7.4. Experience in accounting and audit, law, law enforcement, academics, or municipal administration from related fields; 4.7.5. Demonstrated knowledge of quasi-judicial proceedings; 4.7.6. Availability and willingness to attend meetings; and, 4.7.7. Excellent oral and written communication skills. 4.8. The following persons are ineligible for appointment: 4.8.1. Employees or officers of the Municipality; 4.8.2. A member of council or of a local board of the Municipality; 4.8.3. Any persons who are candidates in an election of the Municipality or local board for which the CAC is established; or, 4.8.4. Any persons who are registered third parties in an election of the Municipality or local board for which the CAC is established. 4.9. Should an appointed CAC Member accept employment with the Municipality or register as a candidate or a third party advertiser with the Municipality, they will have been deemed to have resigned. 4.10. All CAC Members shall agree, in writing, that they will not work or volunteer for, or contribute to, any candidate or registered third party advertiser in any capacity in an election of a lower-tier municipality in the Region of Durham, the Regional Municipality of Durham, or a School Board having jurisdiction in the Region of Durham. Page 41 4.11. If a Member of the CAC is identified as having participated in, or contributed to, a candidate's or registered third party advertiser’s campaign, they will have been deemed to have resigned. Length of Term 4.12. The term of appointment for the CAC shall be concurrent with the term of office of the council or local board elected in 2026 and shall therefore serve for four years commencing on November 15, 2026, and concluding on November 14, 2030, or until such time the applicable CAC has disposed of any remaining matters in accordance with the Act, whichever is later. Conduct 4.13. Members of the CAC shall comply and conduct themselves in accordance with Clarington’s Compliance Audit Committee Administrative Practices and Procedures. 4.14. Members shall not use their position on the CAC for any personal or political gain. Remuneration 4.15. $400 retainer fee. The retainer fee shall cover attendance at a mandatory training session and review of periodic updates or information supplied by the Clerk. The retainer fee will also cover any conversations which occur outside of a formal meeting of the CAC, for example virtual meetings with the Clerk. Payment of the retainer fee covers the four-year term. 4.16. $400 per meeting attended, plus an additional $100 for any additional application or report being considered after the first one, during the same meeting, plus mileage in accordance with the rate normally paid to employees of the Municipality. The per meeting rate shall cover review of background or agenda materials as required, in preparation for a meeting. 5. Role of the Clerk 5.1. The Clerk shall act as the main contact between the CAC, compliance audit applicant, candidate and registered third party advertiser, as the case may be. 6. Meetings 6.1. Meetings will occur, as needed, and shall be conducted in accordance with Clarington’s Compliance Audit Committee Administrative Practices and Procedures. Page 42 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: January 12, 2026 Report Number: FSD-001-26 Authored By: David Cachia, Chief Information Officer Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: Use of Technology Recommendations: 1. That Report FSD-001-26, and any related delegations or communication items, be received; 2. That the Council Use of Technology Policy as Attachment 1, be approved effective November 15, 2026; and 3. That all interested parties listed in Report FSD-001-26, be advised of Council’s decision. Page 43 Municipality of Clarington Page 2 Report FSD-001-26 Report Overview 1. Background 1.1 The Municipality of Clarington recognizes that technology is essential for modern governance and service delivery. Risks associated with inappropriate or unauthorized use of technology must be managed to protect the Municipality, ensure transparency, and maintain accountability. 1.2 Given the increased use of technology in the day-to-day operations of Council, the draft Council Use of Technology Policy was created to provide guidance and standards in a modern governmental environment. 1.3 The Policy applies to all elected off icials and their delegates who use municipal technology, including desktops, laptops, mobile devices, software, email, telephones, and related equipment. 2. Policy Requirements 2.1 Key Policy Requirements Include: 2.1.1. Use of municipal devices strictly for municipal p urposes. 2.1.2. Responsibility for care and security of assigned devices. 2.1.3. Immediate reporting of lost or stolen devices. 2.1.4. Compliance with security protocols, including passwords and Multi-Factor Authentication (MFA). 2.1.5. Prohibition of personal or financial gain, harassment, or unauthorized sharing of municipal information. 2.1.6. Mandatory annual review and signing of the policy, and completion of cybersecurity training. Page 44 Municipality of Clarington Page 3 Report FSD-001-26 2.2 While Council already is currently provided with municipal assets such as a laptop and phone, the Policy codifies the requirement that each member of Council is expected to utilize these assets for corporate business. 2.3 Corporate technology assets provide for increased security, compatibility with corporate meeting software, and improved records management. As Staff do not support personal devices, utilizing corporate devices allows access to technical support for Members of Council. 2.4 In the past five years, cyber security has become a key risk and consideration for the IT operations of the Municipality. Requiring multi-factor authentication, strong passwords, and other best practices will mitigate evolving cyber risks. 2.5 To ensure transparency, secure municipal records, and meet ongoing legislative requirements, the Policy requires members of Council to conduct municipal business through their Clarington established emails. This ensures the Municipality can meet its obligations under the record and privacy legislation. 3. Financial Considerations Not Applicable. 4. Strategic Plan The Council Use of Technology Policy directly supports the Clarington Strategic Plan by: 1. Enhancing accountability and transparency in municipal operations. 2. Promoting a culture of cybersecurity awareness. 3. Ensuring technology is used to optimize service delivery and protect municipal assets. 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. Page 45 Municipality of Clarington Page 4 Report FSD-001-26 7. Conclusion It is respectfully recommended that Council approve the Council Use of Technology Policy effective November 15, 2026, to ensure responsible, secure, and effective use of technology by Members of Council. This policy will help safeguard municipal assets, support transparency, and maintain public trust. Staff Contact: David Cachia, Chief Information Officer, 905-623-3379 x2230 or dcachia@clarington.net. Attachments: Attachment 1: CP-XXX Use of Technology Interested Parties: There are no interested parties to be notified of Council's decision. Page 46 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 1 of 8 Number: CP-00# Title: Council Use of Technology Type: Technology and Communication Sub-type: Information Security Owner: Finance and Technology Information Technology Approved By: Council Approval Date: Click or tap to enter a date. Effective Date: November 15, 2026 Revised Date: Click or tap to enter a date. Applicable to: Council 1.Legislative or Administrative Authority: 1.1. Section 11 of the Municipal Act states that a lower-tier municipality may pass by-laws respecting the following matters, among others: 1. Governance structure of the municipality and its local boards. 2. Accountability and transparency of the municipality and its operations and of its local boards and their operations. 3. Financial management of the municipality and its local boards. 4. Public assets of the municipality acquired for the purpose of exercising its authority under this or any other Act. 1.2. Section 270(1)(5) of the Municipal Act states that “a municipality shall adopt and maintain policies with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public.” 2.Purpose: 2.1. The Municipality must ensure the risks associated with inappropriate, or unauthorized, use of computer technology are adequately managed to protect the Municipality, provide transparency, and ensure accountability. Attachment 1 to Report FSD-001-26 Page 47 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 2 of 8 3. Policy Requirements: 3.1. This policy aligns with the principles of good governance, transparency, and accountability as outlined in the Municipal Act, 2001 and supports Council Members in fulfilling their roles effectively through the appropriate use of technology. 4. Scope: 4.1. This Council Policy applies to all elected officials or delegates from those officials who use technology, which includes, but is not limited to, desktops, laptops, mobile devices, the Internet, intranet, software, email, telephones, voice mail, and related equipment. 5. Definitions: 5.1. Extended Leave – means any planned, or unplanned, absence from Council duties lasting 30 consecutive calendar days or more, excluding scheduled recesses or holidays formally adopted by Council. 5.2. Intranet (The Hub) – means a local, or restricted, communications network created for Municipal use only. The Municipality’s intranet is a SharePoint site known as “The Hub”. The IT Support portal is accessed through The Hub. 5.3. IT – means the Information Technology Division within the Finance and Technology Department. 5.4. Multi-factor Authentication (MFA) – means an authentication method that requires the user to provide two or more verification factors to gain access to a resource, such as an application, online account, or a VPN. 5.5. Municipal Device – means any electronic equipment owned by the Municipality that can acquire, store, process, analyze, or transmit data electronically, including desktop computers, laptops, tablets, smartphones, cameras, printers, and storage media. 5.6. Municipal Purposes – means any activity, transaction, communication, or function undertaken by a Member of Council to perform their official duties, or that directly or indirectly supports the governance, operations, programs, or services of the Municipality of Clarington. Page 48 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 3 of 8 5.7. VPN - means “virtual private network” and protects its users by encrypting their data and masking their IP addresses. 6. Policy Requirements: Responsibility of Members of Council 6.1. The Municipality provides technology for Municipal purposes. Members of Council are expected to exercise sound judgement and professionalism in the use of all Municipal technology. 6.2. Members of Council are assigned a computing device (i.e. laptop or tablet) and mobile phone and shall use it to conduct Municipal business. 6.3. Members of Council are responsible for the Municipal devices’ care and security. Members of Council must immediately report any lost or stolen Municipal device to IT. Failure to promptly report a lost or stolen device could increase the Municipality’s exposure to security or privacy breaches. 6.4. Members of Council may be financially responsible for Municipal technology that is lost, stolen, or damaged due to negligence or misuse. 6.5. Members of Council should be aware that all use of the Municipality’s technology is subject to monitoring as described in MD-019 Electronic Monitoring. 6.6. Members of Council must ensure that they lock, or log off, any device each time they have completed using it. 6.7. Members of Council shall report any inappropriate use, or unusual activity, to IT. 6.8. There may be times when a Member of Council’s use of the Internet, email, devices, and/or documents is reviewed and/or documented for legal and/or employment reasons, such as a Freedom of Information request or subpoena. It is the Member’s responsibility to comply with these requests. 6.9. The Municipal Intranet site, The Hub, has an IT Support Site where Members of Council can submit requests for IT issues. Members of Council shall use that site to convey such requests. Page 49 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 4 of 8 6.10. The Municipality ensures that all devices are equipped with up-to-date security protection. If any security threat or issue is detected or suspected, Member’s shall notify IT immediately. Passwords and Multi-Factor Authentication (MFA) 6.11. Each Member of Council will be given an individual account name and are required to have a confidential password. Passwords are NOT to be shared. The network may prompt an individual to change the password as per policy or as required by IT Security. 6.12. Passwords must follow current Municipal protocols. Members of Council should not use proper names, places, or personal information that others could determine. Members of Council should use a complex passphrase, for example “Closet-lamp-Bathroom-Mug”. Council Members are responsible for using their account and are fully liable for its use. 6.13. All individuals must use Multi-Factor Authentication (MFA) if technologically available to add additional security to their accounts and systems. MFA requires the Microsoft Authenticator app to be installed and configured on the individual’s mobile device and Azure MFA to be enabled for the account by IT. 6.14. Where possible, Council Members are encouraged to use biometric passwords (facial recognition, fingerprint recognition) or passkeys to further enhance security capabilities in technology. Internet and Intranet 6.15. The Internet is a public medium. Members of Council accessing the Internet and external email through the Municipality’s internet service will be representing the Municipality of Clarington to the outside world and should act in accordance with the Council Code of Conduct. Each Member of Council is responsible for protecting the security and integrity of its corporate information. 6.16. Council Members shall not download inappropriate material or visit inappropriate websites (including online gaming, entertainment services, pornographic material and sites.) 6.17. Council Members shall not use Municipal technology resources for personal or financial gain. Page 50 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 5 of 8 6.18. Council Members shall not use Municipal technology resources to harass, intimidate, or discriminate against individuals. 6.19. Council Members shall not download, store, or transmit material infringing copyright, trademark or other proprietary right. 6.20. Council Members shall not post or transmit proprietary or confidential information related to clients, suppliers, vendors, allied parties, or other parties. 6.21. Council Members shall not download programs for installation on the Municipality’s devices. IT is responsible for the installation and maintenance of all programs and IT assets. 6.22. Access to corporate resources (including Microsoft 365 and VPN) is restricted by country to protect the Municipality’s systems and data. Before traveling outside Canada, Members of Council shall submit a Travel Notice through the Service Desk, if a municipal device will be taken outside of Canada. Access from countries identified as presenting elevated cybersecurity or espionage risks or other jurisdictions under Canadian government advisories or international sanctions) is prohibited. Email 6.23. When retrieving email or other electronic information, always exercise extreme caution, especially if attachments are from an unrecognized source. Never open these files. Some files contain viruses and can endanger our network. Members of Council shall report suspicious emails through the Microsoft 365 Outlook reporting function for spam or phishing emails. If unsure, contact IT for advice. 6.24. Members of Council shall properly observe and maintain the usage limits set by IT and periodically clean and delete obsolete or outdated electronic data or information. Members of Council shall comply with the Records Retention Schedule. 6.25. Members of Council shall not forward, or share, Municipal email or digital communications to unauthorized recipients, including personal accounts (e.g. Gmail, Yahoo). Page 51 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 6 of 8 Ownership of Electronic Information 6.26. All communications sent, or received, via any Municipal electronic communication tool are the legal property of the Municipality of Clarington or the social media host in the instance of social media. There should be no expectation of privacy on any electronic communication or information. 6.27. The municipality may use, or disclose, the contents of electronic communication obtained per this Council Policy for any legitimate Municipal purpose without the originator's or recipient's permission. 6.28. Without prior authorization, the Municipality’s system, hardware, or any other communication device shall not be made available to third parties (including suppliers, customers or the public). 6.29. Members of Council shall not use any free internet email addresses/ accounts or external mailing and messaging systems to conduct municipal business. 6.30. Members of Council may use instant messaging/texting (e.g., Teams) for transitory communications only. This form of communication is not appropriate for business decisions and is not compliant with official corporate record keeping. Administration 6.31. All municipally owned technology must be returned to IT should the Member of Council no longer hold office on, or before, the last day of their service. If the Member of Council goes on extended leave the municipal device shall be returned to IT until their return. 6.32. Information Technology is a rapidly evolving subject matter. This policy will be regularly reviewed and changed as the technology landscape changes. Device Guidelines 6.33. Only software sanctioned by IT is to reside on Municipal devices. IT staff is to install and set up the software. 6.34. IT will perform system audits. IT will remove inappropriate software, and the appropriate member will be notified of the violation. Page 52 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 7 of 8 6.35. IT shall maintain secure baseline configurations for all corporate devices and ensure the timely application of security patches and updates. 6.36. IT reserves the right to remove any software it feels presents a security risk or other threat to the network. IT must approve new software. 6.37. Only hardware approved by IT is to reside on the Municipal network. IT staff is to install and set up any new hardware. 6.38. If equipment is no longer needed, contact IT to arrange for collection by submitting an IT Service Request. 6.39. Incidental and occasional personal use of Municipal technology is permissible provided it: • does not interfere with workplace productivity or the Municipality’s systems or business operations, • does not pre-empt any Municipal business, • is lawful, • is not used for purposes related to elections, in accordance with the Use of Corporate Resources for Election Purposes Policy. Technology Access, Training, and Accountability 6.40. For current Members of Council, the Use of Technology policy will be delivered electronically annually for the Member of Council to review and sign. 6.41. All Members of Council who require access to technology will be required to read this policy and sign the “Information Technology Acceptance Agreement” form (Appendix A). 6.42. All Members of Council are required to complete mandatory training as required by IT. This includes annually acknowledging and agreeing to published technology management directives, and completing mandatory cybersecurity training when prescribed, as well as annual cyber awareness training. Page 53 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 8 of 8 7. Roles and Responsibilities: 7.1. Members of Council are responsible for: 7.1.1. Reviewing this policy annually. 7.1.2. Completion of annual cyber security awareness training. 7.1.3. Signing and agreeing to this policy. 7.2. Chief Administrative Officer (CAO) is responsible for: 7.2.1. Ensuring Staff compliance with this Council Policy. 7.3. Chief Information Officer is responsible for the following within their scope of authority: 7.3.1. Maintaining clear guidelines on the use of technology. 7.3.2. Promoting a culture of cybersecurity awareness and the proper use of technology. 7.4. Implementing strategies to mitigate risks. 7.5. Reviewing this Council Policy annually in conjunction with IT Security to ensure alignment with evolving risks and that it is based upon industry best practice. 8. Inquiries: 8.1. Deputy CAO/Treasurer, Finance and Technology 8.2. Chief Information Officer, Finance and Technology 9. Revision History: TBD Initial Policy Created Council Page 54 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: January 12, 2026 Report Number: FSD-002-26 Authored By: Jaclyn Paterson, Acting Manager of Financial Planning Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: 2026 Budget Update Implementation Recommendations: 1. That Report FSD-002-26, and any related delegations or communication items, be received; 2. That the Deputy CAO/Treasurer be authorized to make an application to the Region of Durham for the necessary debentures, with the term being at the discretion of the Deputy CAO/Treasurer, for the projects identified in the 2026 Budget Update; 3. That Report FSD-002-26 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001 for the 2026 fiscal year; 4. That the Public Works vehicles identified in Report FSD-002-26, and included in the reserve fund contributions during the years 2026-27, be authorized to be ordered with delivery dates in the applicable fiscal year; 5. That the Deputy CAO/Treasurer is authorized to fund projects which have been previously approved in the 2022 to 2024 budgets, 2025 budget update and not completed with funding to be provided from the appropriate reserve or reserve fund; 6. That the appropriate by-laws to levy the 2026 tax requirement for Municipal, Region of Durham and Education purposes be forwarded to Council for approval, once final tax policy information is available; and 7. That all interested parties listed in Report FSD-002-26, be advised of Council’s decision. Page 55 Municipality of Clarington Page 2 Report FSD-002-26 Report Overview 1. Background 1.1 The Plan for Growth: Clarington’s 2024-27 Multi-Year Budget was deemed adopted by Council on December 5, 2023. This document provided a multi-year operating budget for the years 2024-27, along with a one-year capital budget for 2024. 1.2 Although the Operating Budget for 2024-27 was deemed adopted, the Municipal Act requires that the budget for the second year and each subsequent year of a multi-year budget, be reviewed or updated annually, and then subsequently be deemed readopted. 1.3 On November 12, 2025, the Mayor presented the proposed 2026 Budget Update to members of Council. Staff also provided an overview of the budget update at the November 17, 2025 Council meeting. 1.4 Under the Municipal Act, a budget is deemed adopted 30 days after it is provided to Council and the Clerk, unless amendments are made to the budget which then may be vetoed by the Head of Council and potentially overturned by 2/3 of Council. The 2026 Budget Update was deemed adopted on December 12, 2025. The purpose of this report is to approve the steps necessary for the implementation of the budget update, which was deemed adopted. 2. Cash Flow Authorization 2.1 The 2026 Budget Update includes capital expenditures funded by development charges (DC’s) as well as DC eligible debenture payments. The timing of DC receipts is based on legislation and may vary based on economic factors outside of the Municipality’s control. Page 56 Municipality of Clarington Page 3 Report FSD-002-26 2.2 In the past, it was necessary to temporarily borrow from another reserve fund to meet the funding obligations of a DC Reserve Fund because of the timing of DC collections. Over the past number of years, a resolution of Council has provided authority for the Treasurer to temporarily borrow internally to fund any cash flow sho rtfalls. 3. Requirement for Debt Issuance 3.1 The 2026 Budget Update includes capital investments which are funded through debentures. The proposed debentures are within the regulated Annual Repayment Limit of the Municipality and are for proposed capital works; therefore, the proposed debt meets the criteria set out within the Municipal Act, 2001. 3.2 Council needs to provide authorization to staff to seek debenture funding for the capital works identified as requiring debenture financing. The recommendation in this report is to provide such authorization for the capital works identified in the budget as requiring a debenture issuance in 2026. 4. 2026 Accrual Based Budget for PSAB per Ontario Regulation 284/9 4.1 Since 2011, Public Sector Accounting Board annual reporting requirements for municipal Budgets require that certain accrual-based items be reported to Council in conjunction with the Budget. 4.2 Accrual-based expenses that are excluded from the 2026 tax-based budget include post-employment benefits and amortization of capital assets. Other items to transfer to a PSAB Budget include tangible capital asset acquisitions and accounting treatment of debt principal payments. 4.3 There is no immediate financial impact of these PSAB additions or reductions since the tax-based Budget approves the necessary funds to provide municipal services for 2026. However, longer-term implications exist. Page 57 Municipality of Clarington Page 4 Report FSD-002-26 4.4 The estimated change to the accumulated surplus at the end of 2026 resulting from the above items is as follows: PSAB Additions to the 2026 Budget Adjustment 2026 Dollar Amount Tangible capital asset amortization Post-employment benefit estimate Total PSAB Additions $31,789,720 PSAB Reductions to the 2025 Budget Adjustment 2026 Dollar Amount Tangible capital asset acquisitions Debt principal payments Total PSAB Reductions $(138,785,917) Total PSAB Impact Adjustment 2026 Dollar Amount (Increase) / Decrease in Accumulated Surplus $(106,996,197) Page 58 Municipality of Clarington Page 5 Report FSD-002-26 5. Vehicles Funded in Future Years 5.1 The 2026 Budget Update includes annual contributions (2026-27) to the Corporate Fleet Capital Reserve Fund. These annual contributions are to fund future year purchases of replacement vehicles and equipment. 5.2 Many large, heavy-duty vehicles, such as snowplows and fire trucks, require a large lead-time for ordering the vehicle to ensure the replacement is received at the time it is required. 5.3 The Public Works division is proposing to order a number of heavy-duty vehicles and equipment in 2026 for future delivery. The request to order now is because of the lead- time required to prepare the vehicle. The estimated cost of the vehicles and the year they are required for delivery is provided in the table below. 5.4 Funding for these vehicles will be budgeted in the year the vehicle is expected to be delivered and will be funded out of the annual contribution to the Corporate Fleet Capital reserve fund. There is no immediate budget impact for ordering now. The benefit to ordering now is price stability, as well as known delivery time which could result in improved service reliability. Vehicle Type Vehicle Being Replaced Estimated Cost Year of Delivery Snowplow – Snowplow – Snowplow – Snowplow – Snowplow – Total $2,336,625 Page 59 Municipality of Clarington Page 6 Report FSD-002-26 6. Tax By-law 6.1 Direction is being sought to bring back the tax by-law to set the rates once information from the Region of Durham and the Province of Ontario are received, as well as the final tax roll from MPAC. 6.2 The tax rate by-law is a mathematical calculation based on the levy and the tax assessment to apportion taxes. The tax ratios are set by the Region of Durham and are used for weighing the assessment between tax classes. The Province of Ontario sets education tax rates across the Province, these rates are remaining the same in 2026. 7. Financial Considerations 7.1 There are no financial considerations specific to this report. 8. Strategic Plan Not Applicable. 9. Climate Change Not Applicable. 10. Concurrence Not Applicable. 11. Conclusion It is respectfully recommended that Council provide the necessary resolutions to facilitate the implementation of the 2026 Budget Update and authorize staff to proceed with the procurement of the Public Works vehicles identified in the report. Staff Contact: Jaclyn Paterson, CPA, Acting Manager of Financial Planning, jpaterson@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision. Page 60 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: January 12, 2026 Report Number: FSD-003-26 Authored by: Michelle Pick, Manager, Accounting Services / Deputy Treasurer Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: 2025 Annual Leasing Report Recommendation: 1. That Report FSD-003-26, and any related delegations or communication items, be received for information. Page 61 Municipality of Clarington Page 2 Report FSD-003-26 Report Overview 1. Background 1.1 Under Ontario Regulation 635/05, the Treasurer is required to report annually to Council the details of existing material leases, including the following: a. Confirmation of compliance with the lease policy; b. Summary of material leases; c. Estimated costs of material leases; d. Impact of the leases on the financing arrangements and the debt servicing levels. 1.2 As required by the Municipal Act, 2001, Council adopted Policy CP-009 Lease Financing in report FSD-005-24 on February 5, 2024. 1.3 To date, Clarington has typically chosen to purchase or debenture (if necessary) rather than use financial lease agreements. There is no impact on the Municipality's long-term financing. 2. 2025 Annual Report 2.1 There were no material leases to report for the fiscal year 2025. 3. Financial Considerations Not Applicable. 4. Strategic Plan Not Applicable. Page 62 Municipality of Clarington Page 3 Report FSD-003-26 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. 7. Conclusion It is respectfully recommended that the annual report be received. Staff Contact: Michelle Pick, Manager Accounting Services /Deputy Treasurer, 905-623-3379 x 2605 or mpick@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision. Page 63 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: January 12, 2026 Report Number: FSD-004-26 Authored By: Sandra McKee, Acting Manager, Procurement Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: CL2025-40 Report Subject: Electric Streetlight Maintenance Recommendations: 1. That Report FSD-004-26, and any related delegations or communication items, be received; 2. That Black & McDonald Limited with a bid amount of $242,626.67 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2025- 40 Electric Streetlight Maintenance be awarded the contract for electric streetlight maintenance; 3. That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works and Fire Chief, be given the authority to extend the contract for this service for up to four additional one-year terms; and 4. That the total estimated funds required for this project for the first-year term in the amount of $242,626.67 (Net HST) be funded by the Municipality as provided. Future budget accounts will include the funds required for the second, third, fourth, and fifth - year term terms. 5. That the additional estimated funding of $62,626.67 (Net HST) be taken from existing budgets at the discretion of the Director of Public Works. 6. That all interested parties listed in Report FSD-004-26, be advised of Council’s decision. Page 64 Municipality of Clarington Page 2 Report FSD-004-26 Report Overview 1. Background 1.1 This report is requesting Council approval for an award that exceeds the approved budget by 10% in accordance with the Procurement By-law 2024-052, Section 65. 1.2 Tender specifications for Electric Streetlight Maintenance were prepared by the Public Works Division and provided to the Procurement Services Division. 1.3 Tender CL205-40 was issued by the Procurement Services Division and advertised electronically on the Municipality’s website. 1.4 Fourteen plan takers downloaded the tender document. 2. Analysis 2.1 Five bids were received in response to the tender call. 2.2 The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1). Two bids were deemed non-compliant and the remainder met the requirements and were deemed compliant. All bids received exceeded the budget. The results were forwarded to the Public Works Division for their review and consideration. 2.3 The increase in electric streetlight maintenance costs is primarily driven by significant rises in material and equipment prices due to global supply chain disruptions and higher electrical component costs. Labour expenses have also grown because of skilled trade shortages and wage inflation in the electrical sector. 2.4 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidder, Black & McDonald Limited, be recommended for the award of tender CL2025-40 for electric streetlight maintenance. 2.5 Black and McDonald Limited has not recently completed similar work for the Municipality of Clarington and references were checked and are satisfactory. Page 65 Municipality of Clarington Page 3 Report FSD-004-26 3. Financial Considerations 3.1 The cost for electric streetlight maintenance exceeds the allocated budget by $62,626.67 (Net HST). The additional funds required to complete this project will be funded through savings within the existing Public Works Division budget. 3.2 The annual funding required for the first-year term in the estimated amount of $242,626.67 (Net HST) will be funded by the Municipality as provided. Future budget accounts will include the funds required for the second, third, fourth, and fifth -year term terms. In discussions with the Director of Public Works, Public Works will identify cost saving opportunities within existing budget to offset the required funding needed for this LED that is a legislatively required service. 100-36-324-10406-7163 3.3 Pricing submitted for Electric Streetlight Maintenance is to remain firm for the first year of the contract. For future contract years, the unit prices would be adjusted on the anniversary date of the contract award by the annual percentage change in the most recent issuance of the Consumer Price Index (CPI), All Items, Ontario, as published by Statistics Canada and the pricing will remain firm for the contract year. 3.4 The total estimated contract value for one year plus four optional additional years is approximately $1,213,133.37 (Net HST Rebate). 3.5 Queries with respect to the department needs should be referred to the Director of Public Works and Fire Chief. 4. Strategic Plan Not Applicable. 5. Climate Change The proposed project aligns with the objectives of the Clarington Climate Action Plan, as it continues to support the maintenance of lower power consumption Light -Emitting Diode (LED) lighting where it is installed for streetlights, walkways, trails, parks, sports fields and parking lots. Page 66 Municipality of Clarington Page 4 Report FSD-004-26 6. Concurrence This report has been reviewed by the Deputy CAO, Public Services and the Director of Public Works and Fire Chief who concur with the recommendations. 7. Conclusion It is respectfully recommended that Black & McDonald Limited being the lowest compliant bidder, be awarded the contract for Electric Streetlight Maintenance in accordance with the terms and conditions of Tender CL2025-40. Staff Contact: Sandra McKee, Temporary Manager, Procurement, 905 -623-3379 Ext. 2210 or smckee@clarington.net Attachments: Attachment 1 – Bid Summary Interested Parties: List of Interested Parties available from Department. Page 67 Municipality of Clarington Page 5 Report FSD-004-26 Attachment 1 to Report FSD-004-26 Municipality of Clarington Bid Summary Tender CL2025-40 Electric Streetlight Maintenance Bidder One-Year Total Bid (Net HST Rebate) Potential Five-Year Total Bid (Net HST Rebate) Alineutility Limited* $205,469.72 $1,027,348.61 Hastings Utilities Contracting Ltd.* 242,321.09 1,211,605.44 Black & McDonald Limited 242,626.67 1,213,133.37 Montgomery Industrial Services 257,243.72 1,286,218.62 Beacon Utility Contractors Limited 1,685,915.15 8,429,575.75 *Non-compliant Page 68 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: January 12, 2026 Report Number: FSD-005-26 Authored By: Sandra McKee, Acting Manager of Procurement Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: RFP2025-15 Report Subject: Community Climate Risk Assessment and Adaption Plan Recommendations: 1. That Report FSD-005-26, and any related delegations or communication items, be received; 2. That ICLEI Local Governments for Sustainability Inc. with a bid amount of $105,606.53 (Net HST Rebate) being the highest scoring Proponent meeting all terms, conditions and specifications of RFP2025-15 be awarded the contract for Community Climate Risk Assessment and Adaption Plan. 3. The funds required to complete this project be funded from the approved budget ; and 4. That all interested parties listed in Report FSD-005-26, be advised of Council’s decision. Page 69 Municipality of Clarington Page 2 Report FSD-005-26 Report Overview – 1. Background 1.1 Clarington’s rapid growth, agricultural and shoreline context, and exposure to flooding, heat, and severe weather make proactive adaptation essential. The Municipality requires a qualified Consulting Firm to assist with identifying climate hazards, assessing vulnerabilities and risks, and providing an actionable, community-informed plan that strengthens local resilience while aligning with regional and national frameworks. The process will build on Clarington’s existing climate initiatives. 1.2 A Request for Proposal was drafted to allow the Municipality to select a qualified consultant to assist with the. 1.3 Request for Proposal RFP2025-15 was prepared and issued by the Procurement Division. The RFP was advertised electronically on the Municipality’s website. The RFP was structured on a two-envelope system with pricing being an evaluated factor. 2. Analysis 2.1 The Request for Proposal closed on October 27, 2025. 2.2 Thirty-two (32) companies registered as plan takers. Twelve (12) submissions were received by closing time. All proposals were reviewed and determined to have met the mandatory items as contained within the RFP. The Proposals were distributed to the evaluation committee for review, evaluation, and scoring. 2.3 The technical proposals were evaluated and scored independently by the members of the evaluation committee in accordance with the established criteria as outlined in the RFP. The evaluation committee was comprised of staff from the Public Services and the CAO’s Office. 2.4 The evaluation committee reviewed and evaluated the proposals. The Evaluation Team then met to review and agree upon the overall scores for each proposal. Some of the areas on which the submissions were evaluated were as follows:  Experience and qualifications of both the firm as well as the proposed team who would be working on the project. Page 70 Municipality of Clarington Page 3 Report FSD-005-26  That the proposed team had the expertise in the fields required such as Community Climate Risk Assessments; Community Climate Adaptation Plan, climate modeling.  Experience and knowledge in effective public engagement on climate related information.  Knowledge and expertise in identifying and prioritizing Climate Risks and Hazards at the community-level.  The qualifications and experience of the proposed Project Manager and team resources.  The Proponents’ proposed methodology and understanding of the requireme nts for the project.  A proposed work plan indicating the project method, schedule, Time-Task Matrix showing an estimated overall timeline of the project.  Measures, processes and procedures used by the Proponent to ensure that high quality services are being provided to the Municipality. 2.5 Upon completion of the evaluation, five (5) proposals met the established passing threshold of 80 percent for Phase 2 - Technical Submission and moved to Phase 3 - Pricing. The evaluation committee determined that the optional presentation from the short-listed proponents would not be required. 2.6 The pricing envelopes for the short-listed proponents were opened and evaluated and scored as stipulated in the RFP document. 2.7 Upon completion of the evaluation scoring, the recommendat ion is to award the contract for this work to the highest scoring proponent, ICLEI Local Governments for Sustainability Inc. 2.8 ICLEI Local Governments for Sustainability Inc. has not completed work for the Municipality in the past; therefore, reference checks were completed and were satisfactory. 3. Financial Considerations 3.1 The funding required for this contract award is $105,606.53 (Net HST Rebate) will be funded from the following account and is within the approved budget Page 71 Municipality of Clarington Page 4 Report FSD-005-26 4. Strategic Plan G.4.2 Be a leader in anticipating and addressing the impacts of climate change. 5. Climate Change A Community Climate Risk Assessment and Adaptation Plan will identify local climate risks and outline actions to help protect residents, businesses, and vulnerable populations from climate-related impacts. It supports a safer, more resilient community by reducing future risks, guiding preparedness, and ensuring services and infrastructure remain reliable in the face of a changing climate. 6. Concurrence This report has been reviewed by the Deputy CAO, Public Services who concurs with the recommendations. 7. Conclusion It is respectfully recommended that It is respectfully recommended that ICLEI Local Governments for Sustainability Inc. with a bid amount of $105,606.53 (Net HST Rebate) being the highest scoring Proponent meeting all the requirements of RFP2025-15 be awarded the contract for the Community Climate Risk Assessment and Adaption Plan . Staff Contact: Sandra McKee, Acting, Manager of Procurement, 905-623-3379 Ext 22210 or smckee@clarington.net. Attachments: Attachment 1 - Summary of Proposals Received Interested Parties: List of Interested Parties available from Department. Page 72 Municipality of Clarington Page 5 Report FSD-005-26 Attachment 1 to Report FSD-005-26 – Summary or Proposals Received The Municipality of Clarington Summary of Proposals Received RFP2025-15 Community Climate Risk Assessment and Adaption Plan Bidder Status ARUP Not Short-listed Avodahtec Inc. Not Short-listed Brook McIlroy Short-listed CIMA Canada Inc. Short-listed Eco2urb inc. Not Short-listed ICLEI Local Governments for Sustainability Inc. Short-listed JL Richards and Associates Not Short-listed KPMG LLP Short-listed MNP Tower Not Short-listed Stantec Consulting Ltd. Not Short-listed Sustainability Solutions Group Workers Cooperative Short-listed Traverse Analytics Inc. Not Short-listed Page 73 MEMO The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1C 3A6 1-800-563-1195 | Local: 905-623-3379 | info@clarington.net | www.clarington.net If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee From: Darryl Lyons, Deputy CAO Planning and Infrastructure Services Date: December 17, 2026 Memo #: MEMO-001-26 File No.: PDS-063-25 Re: Resolution #GG-181-25 - Update on Whistle Cessation at Bennett Road and Cobbledick Road At the December 1, 2025 General Government Committee (GGC) Meeting Council passed Resolution #GG-181-25 deferring direction on whether to proceed with the implementation of additional safety measures, as required by CN for whistle cessation, to the January 12 GGC meeting; in addition to directing Staff to invite CN to the January 12 meeting, and also directing Staff to engage with local developers in the relevant areas to request a contribution towards the costs for the implementation of the required additional safety measures. Staff have reached out to CN and confirmed that Daniel Salvatore – Senior Manager Public Affairs, Incident Management & Safety – CN will be in virtual attendance as CN’s delegate at the January 12th GGC meeting. Staff have identified two developers with lands within the immediate vicinity of the Bennett Road grade crossing that share frontage with the rail corridor segments where CN is requiring further safety improvements for whistle cessation. These landowners include Rice Development Corp. (Wilmot Creek Secondary Plan lands) and Yukon Propco GP Corporation, represented by Compass Communities (existing Wilmot Creek residential community). Staff have reached out to these landowners requesting funding contributions for the CN required safety measures. Staff have not received a response from Rice Development Page 74 (Insert Reference Number if applicable) Page 2 The Corporation of the Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1C 3A6 1-800-563-1195 | Local: 905-623-3379 | info@clarington.net | www.clarington.net Corp. at the time of writing of this memo. Compass Communities has responded and Staff have scheduled a meeting for January 6, 2026. Kaitlin Corporation, the developer of the Lakebreeze subdivision located immediately to the west of Bennett Road, has installed acoustic fencing between the subdivision lands and the rail corridor in excess of 400 metres from the rail crossing, as per conditions of their Subdivision Agreement. CN has deemed this fencing sufficient and does not require additional fencing on the west side of Bennett Road, therefore, Staff have not engaged with Kaitlin Corporation. Staff have identified that there are no developers within the immediate vicinity of Cobbledick Road crossing to request funding as the lands are owned by the Province and Municipality of Clarington. Page 75 Municipality of Clarington General Government Committee Meeting Resolution DATE: January 12, 2026 MOVED BY Councillor Elhajjeh SECONDED BY Councillor Rang Whereas efficient regional transit service is essential to the economic vitality, employment access, and quality of life of residents in the Municipality of Clarington; and Whereas GO Transit’s previous express train services along the Lakeshore East line—particularly those serving various Durham region stations including Oshawa Station—significantly reduced travel times for commuters travelling to Toronto and other regional employment centres; and Whereas the discontinuation of these express services has resulted in longer commute times, increased crowding on local trains, reduced service reliabil ity, and a measurable negative impact on daily commuters, students, and employers in the region; and Whereas the Province of Ontario, through the Ministry of Transportation, and Metrolinx, as the operator of GO Transit, have both acknowledged the importance of high-quality regional rail service and the need to continually improve mobility options for growing communities across Durham Region; and Whereas Clarington continues to experience population growth and economic expansion, necessitating the reinstatement—and potential expansion—of express rail services as part of a broader commitment to transit equity and regional connectivity; Now, therefore be it resolved that the Municipality of Clarington formally request that the Ministry of Transportation and Metrolinx restore express GO Train service on the Lakeshore East line for Durham Region commuters, including consideration of reinstating previous express schedules and exploring opportunities for enhanced peak-hour express service; That Clarington Council expresses strong support for the reinstatement of express service and requests a formal response and timeline for consideration; and That copies of this motion be sent to the Minister of Transportation, President and CEO of Metrolinx, Regional Municipality of Durham, Durham Region Transit, local Members of Provincial Parliament, and area municipalities along the Lakeshore East corridor for their awareness and potential support. 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