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2026-02-02
General Government Committee Post-Meeting Agenda Date:February 2, 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 Delegation by Zainab Rasool, Khadija Ali, Abdul Ahad, Sundus Ali, and Shehnaz Sheriff, Gibraltar Leadership Academy, Regarding Green Square Day 4 5.2 Presentation by Jonathan Hack, Sierra Planning and Management, Regarding the Community Involvement Plan (CIP) Review and Update 15 5.3 Presentation by Tom Barrie and Zac Cohoon, Durham Agricultural Advisory Committee (DAAC), Regarding Community Outreach 29 5.4 Delegation by James St. John, Central Ontario Building and Construction Trades Council, Alton Anderson, and Donald Lush, Regarding Fair Wage Policy 38 (Councillor Anderson Intends to Introduce the Attached Motion) 6.Consent Agenda 6.1 FSD-006-26 - 2026 Annual Investment Policy Review 45 6.2 FSD-008-26 - Awards from August 27 to December 31, 2025 Over $500,000 and Under Delegated Authority 94 6.3 PDS-014-26 - 801 Maple Grove Outdoor Sport Field and Events Complex 128 6.4 PDS-019-26 - Reallocation of Funding to Support Bloor Street Streetlighting Works - Courtice 134 6.5 LGS-007-26 - Administrative Penalty System Update and Recommendations 140 General Government Committee Meeting Agenda February 2, 2026 Page 2 7.Items for Separate Discussion 7.1 LGS-005-26 - Appointment to the Agricultural Advisory Committee of Clarington, Ganaraska Forest Recreational User Committee, and Samual Wilmot Nature Area Management Committee 151 (Attachment 1 to Report LGS-005-26 Distributed Under Separate Cover) 7.2 Linda Laliberte, Chief Administrative Officer/Secretary-Treasurer, Ganaraska Region Conservation Authority, Request for Nomination to the Trent Conservation Coalition Source Protection Committee 157 8.New Business *8.1 Condemning Hate (Councillor Anderson)158 9.Confidential Items 10.Adjournment General Government Committee Meeting Agenda February 2, 2026 Page 3 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from Bhatti Date:Friday, January 9, 2026 4:15:44 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Green Square Day Action requested of Council To commemorate Green Square Day by wearing a Green Square and actively listening to Muslim Highschool students Date of meeting 1/28/2026 Summarize your delegation Green Square Day commemorates the victims and survivors of the Quebec City mosque attack of January 29, 2017. Wearing or displaying a green square represents the prayer carpets of the mosque and symbolizes care, remembrance, and solidarity with Muslim communities. It is also a commitment to oppose Islamophobia and build safer, more inclusive communities. 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. Cassie and Nirosha Report number (if known) N/a Correspondence number (if known) N/a Will you be attending this meeting in person or online? In person Page 4 First name: Rabia Single/Last name Bhatti How to pronounce your name: RA- bee- ah Firm/Organization (if applicable) Gibraltar Leadership Academy Job title (if applicable) Office Admin Address 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 Page 5 Page 6 !" #$ %% & # # ! %%%% $ % " & % & % ) *%# %+#% #( % % ( &$% ## $ # % # &( !" #$ - Page 7 !" $%& *#!%! &-.! & ) 0123 &-. "56 Page 8 $ &$" , - Page 9 !" # $%& ' (# )*)+ & /0 # 1 )*)2 //% & 4- 6 07# 1-!( )*)2 1%/ . & Page 10 !" #$%&!' #()*+&/ * 01*2&!#/ 0#4') / &0&))8*2&+ 0 0&1 * 9&4') /3/&01 Page 11 $ %&"'&()) !! '' ) +*! ! * (* + Page 12 Page 13 ! " # $!+%! ) -) .% /% ) 0 " 20 ! 3 4% &123'( Page 14 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from Hack Date:Tuesday, January 13, 2026 2:05:49 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Community Improvement Plan (CIP) Review and Update Action requested of Council Receive for Information Date of meeting 2/2/2026 Summarize your delegation Jonathan Hack from Sierra Planning and Management will provide an update on the work completed to date on Clarington's Community Improvement Plan (CIP) Review and Update. He will also provide a roadmap for the path forward and answer any questions. 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. Glen Macfarlane and Paul Pirri Will you be attending this meeting in person or online? Online First name: Jonathan Single/Last name Hack Firm/Organization (if applicable) Sierra Planning and Management Page 15 Job title (if applicable) Director Address Town/Hamlet Toronto Postal code Email address: Phone number Alternate phone number Do you plan to submit correspondence related to this matter? No Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk’s Department by 2 p.m. on the Friday prior to the meeting date. Yes I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 16 Municipality of Clarington Community Improvement Plan Update Council Presentation Sierra Planning and Management / MHBC February 2, 2026 Page 17 2 Purpose of Update The process to review and update the existing Community Improvement Plans (CIPs) to: •Examine the existing CIP programs & the application process. •Modify the focus or intent of programs to address emerging needs. •Explore the possibility of new grant or incentive programs. •Assess the feasibility of expanding the CIP Area to include all of Clarington. Develop Design guidelines: •Concise, user-friendly design guidelines that support relevant funding or incentive programs, with a focus on practical improvements. Strategic Priorities Priorities outlined in the Clarington Strategic Plan 2024-2027: G.1.1: Expand Clarington’s commercial and industrial tax base. G.1.2: Continue to support business and industry to thrive. C.2.2: Support and invest in the creation of housing to meet the needs of the community. Downtown and Commercial Employment / Industrial Affordable Housing Agricultural/Rural Comprehensive CIP Sectors Page 18 Update Process Background Review Stakeholder Engagement Draft CIP Final CIP May/June 2026 October 2025 – February 2026 September – December 2025 February – May 2026 ❑Business & Property Owner Survey (Feb.4-Mar.1) ❑Draft CIP Programs by March 21 ❑Draft CIP Programs Consultation with Relevant Groups - April ✓Background Analysis Completed ✓Background Issues Report Completed ❑Statutory Meeting May 2026 ❑CIP Adoption May/June 2026 ✓Meetings with Clarington Staff ✓Meetings with Durham Region ✓Councillor Consultations ✓BIAs (Bowmanville, Newcastle, Orono) ✓CIP Liaison Groups ✓Heritage Committee ✓Accessibility Committee ✓Agricultural Committee Page 19 1 2 3 4 3. Newcastle 2. Bowmanville 4. Orono 1. Courtice 4 Existing CIPs Page 20 5 Existing CIP Programs Existing CIP Programs COURTICE BOWMANVILLE NEWCASTLE ORONO 1. Building Permit Fee Grant Program x 2. Site Plan Control Fee Grant Program x x 3. Signage Grant Program x x x 4. Façade Improvement Grant Program x x x 5. Upgrade to Building Code Grant Program x x x 6. Reconstruction Grant Program x 7. Accessibility Grant Program x x 8. Infill Project Grant Program / Brownfield Grant x x 9. Development Charge (DC) Grant Program x 10. Tax Increment Grant (TIG) Program x Page 21 Existing CIPs Uptake Grant Type Bowmanville Newcastle Orono Total by Type Accessibility $ 35,570 $ 5,216 $ - $ 40,786 Building Code Upgrade $ 54,655 $ 89,385 $ 20,000 $ 164,040 Building Permit Fee $ 16,026 $ - $ - $ 16,026 Façade Improvement $ 102,301 $ 88,775 $ 41,222 $ 232,298 Signage $ 16,344 $ 17,324 $ 3,879 $ 37,547 Site Plan $ 5,323 $ 6,624 $ - $ 11,947 Reconstruction $ 10,000 $ - $ - $ 10,000 Other $ 14,110 $ 14,889 $ 5,088 $ 34,086 Total by Community $ 254,328 $ 222,212 $ 70,190 $ 546,730 Summary of Total Grants Paid by Type and Community (2008 to 2025) Source: SPM based on Municipality of Clarington data (2008 – 2025) $40,786 $164,040 $16,026 $232,298 $37,547 $11,947 $10,000 $34,086 $0 $100,000 $200,000 Accessibility Building Code Upgrade Building Permit Fee Façade Improvement Signage Site Plan Reconstruction Other Total $ Paid by CIP Program Type (All CIPs, 2008-2025) Page 22 Updating CIP & Developing Design Guidelines CIP Programs to facilitate improvements and private investment in: Downtown Core, Heritage and Commercial Development Housing (focus on affordable housing, purpose built rental housing & ADUs) Employment / Industrial Lands Rural Areas Design Guidelines to support: Public Realm Improvements Accessibility Improvements Heritage Preservation Expanding the CIP Area to include all of Clarington (with Focus Areas) 7 Orono Page 23 Observations 1.Need for a Municipality-Wide CIP 2.Need for an Updated Planning Framework (Zoning By Law and Official Plan) 3.Range of Programs 1.Current suite of CIP programs – smaller scale grants focused on revitalization to improve the aesthetic and functional qualities within the downtown areas. 2.One size does not fit all. There will need to be a range of programs that differ across priority/focus areas and/or target sectors. 3.The value of using larger impact incentives such as Tax Increment Grants and Development Charge-related grants is an ongoing discussion. Page 24 Observations Downtowns 1.The existing programs have had good take-up (particularly, façade, signage, and building improvement grants). 2.Engagement indicated that existing programs have been beneficial, additionally the CIP should and consider support for upper-floor revitalization, brownfields, building code compliance and environmental sustainability. 3.Heritage and Accessibility remain important considerations for the CIP and Design Guidelines. Industrial and Employment Lands 1.The biggest barrier to employment and industrial business attraction and expansion is the lack of serviced land (a regional responsibility). 2.Aligning definition of employment lands in the Municipal Official Plan and the Provincial Planning Statement. Page 25 Observations Housing Supply and Affordability The provision of housing incentives is a priority for the Municipality. Specifically, CIP objectives related to housing include: •Support purpose-built rental and affordable housing; •Promote the development of Additional Dwelling Units (ADUs) with small-scale support; and •Facilitate mixed-use conversions and adaptive reuse within the downtowns (e.g., upper-storey projects). Agricultural / Rural Lands Signage, facades, buildings upgrades / demolitions, On Farm Diversified Uses (require an Updated Planning Framework) Design Guidelines should consider previous work done in preparing guidelines for downtown Bowmanville and the Village of Newcastle. Page 26 1.Business & Property Owner Survey (February 4-March 1) 2.Developing Draft CIP Programs & Design Guidelines by March 21 3.Presenting draft CIP programs to relevant stakeholder groups (incl. BIAs and Advisory Committees) in April 4.Statutory Public Meeting / Council Meeting on May 11 5.Council – CIP Adoption (May 25 or June 22) Next Steps Page 27 Q &A Page 28 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from Honeyford Date:Friday, October 17, 2025 1:15:41 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Durham Agricultural Advisory Committee (DAAC) - Community Outreach Presentation Action requested of Council No Action Required - the presentation is for information purposes only. Date of meeting 2/2/2026 Summarize your delegation The presentation will provide an introduction to DAAC, a summary of DAAC's work in 2025, a discussion of agricultural issues in the Region, and how Councillors can engage with DAAC. 1-2 members of the Durham Agricultural Advisory Committee will attend the meeting in person to make the presentation. The names of the committee members will be provided once the date is confirmed. Have you been in contact with staff or a member of Council regarding your matter of interest? No Report number (if known) N/A Correspondence number (if known) N/A Will you be attending this meeting in person or online? In person First name: Roberta Page 29 Single/Last name Honeyford How to pronounce your name: Roberta Honeyford Firm/Organization (if applicable) Region of Durham Job title (if applicable) Secretary, Community Growth Division Address Town/Hamlet Whitby Postal code Email address: Phone number Alternate phone number Do you plan to submit correspondence related to this matter? No Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk’s Department by 2 p.m. on the Friday prior to the meeting date. Yes I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes Page 30 Durham Agricultural Advisory Committee (DAAC) Annual Update Tom Barrie & Zac Cohoon Page 31 durham.ca About DAAC •DAAC provides advice to the Region of Durham on agricultural matters and rural matters as they relate to agriculture. •Matters, projects and consultations can be referred/presented to DAAC for information or to gather feedback. •DAAC provides agricultural perspectives and shares the impacts or benefits to agriculture related to the topic. •DAAC has 17 members including members at large, a representatives from each local municipality, Durham Region Federation of Agriculture and Durham Farm Fresh. There are also 3 non-farming representatives on the committee. 2Page 32 durham.ca 3Page 33 durham.ca 4Page 34 durham.ca Activities at DAAC in 2025 •Annual Farm Tour & Agriculture Focused Mental Health Training •North Durham On-Farm Diversified Uses Project undertaken between Scugog, Brock, Uxbridge and Regional Community Growth and Economic Development; •Duffins Rouge Agricultural Preserve; •The Rural Clean Water program at the Toronto and Region Conservation Authority; •Local Planning Issues (Official Plan Reviews, Official Plan Amendments) •Regional Issues o Economic Development initiatives o Transportation issues –road design, culverts 5Page 35 durham.ca Major Issues Facing Agriculture in the Region •On farm diversified uses •Transportation of goods •Price of agricultural land •Need for more food processing capacity •Challenges to global markets (tariffs, etc.) •Planning policy changes •Agricultural Education 6Page 36 durham.ca DAAC as a Resource •Gather an agricultural perspective on new projects, strategies and more. •Ensure local decisions consider the impacts to agriculture businesses •Liaise between the Region and agricultural businesses Example of where DAAC provides feedback •Regionals and Local Strategies or Plans •Economic Development Projects and Strategies •Agricultural Land-Use Matters •Works Departments Matters (roundabouts, intersections, ditches, roadwork, etc.) How Can DAAC help you? Page 37 From:no-reply@clarington.net To:ClerksExternalEmail Subject:New Delegation Request from St. John Date:Tuesday, January 20, 2026 2:00:58 PM EXTERNAL A new delegation request has been submitted online. Below are the responses provided: Subject Fair Wage Policy for the Municipality of Clarington Action requested of Council To consider Community Benefits and a Fair Wage Policy Date of meeting 2/2/2026 Summarize your delegation We are requesting that Council consider adopting Community Benefits and a Fair Wage Policy for the Municipality of Clarington 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 Granville Anderson Will you be attending this meeting in person or online? In person First name: James Single/Last name St. John How to pronounce your name: Saint Jon Firm/Organization (if applicable) Page 38 Central Ontario Building & Construction Trades Council Job title (if applicable) Business Manager Address Town/Hamlet Toronto Postal code Email address: Phone number Do you plan to submit correspondence related to this matter? Yes Do you plan to submit an electronic presentation (i.e. PowerPoint)? If yes, the file must be submitted to the Municipal Clerk’s Department by 2 p.m. on the Friday prior to the meeting date. No I acknowledge that the Procedural By-law Permits seven minutes for delegations and five minutes for Public Meeting participants. Yes [This is an automated email notification -- please do not respond] Page 39 Municipality of Clarington General Government Committee Date: February 2, 2026 Moved By: Councillor Anderson Seconded By: Councillor Rang Whereas The Central Ontario Building & Construction Trades Council (COBT) along with the International Union of Painters and Allied Trades (IUPAT) has requested the Municipality of Clarington consider adding a fair wage policy to its Procurement By-law per the document “COBT Submission to the City of Clarington Regarding Fair Wage Policy.” Now therefore be it resolved that Council request Staff to research and report back to Council with recommendations on the request for implementation of a fair wage policy. Page 40 Page 41 Page 42 Page 43 Page 44 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: February 2, 2026 Report Number: FSD-006-26 Authored By: Trevor Pinn Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: 2026 Annual Investment Policy Review Recommendations: 1. That Report FSD-006-26, and any related delegations or communication items, be received; 2. That the Deputy CAO/Treasurer be directed to inform the ONE JIB and other investment advisors that there are no changes to the investment policies for 2026; and 3. That all interested parties listed in Report FSD-006-26, be advised of Council’s decision. Page 45 Municipality of Clarington Page 2 Report FSD-006-26 Report Overview 1. Background 1.1 The Municipality of Clarington is required, under the Municipal Act, 2001 to have an investment policy adopted and approved by Council. 1.2 Effective January 13, 2025, the Municipality has been investing under S.418.1 “Prudent Investor” of the Municipal Act. The Municipality’s “Money Not Required Immediately” is invested through the ONE JIB, which is a joint municipal services board established to allow municipalities to invest under the prudent investor standard. 1.3 Under O.Reg 438/97, at least annually each council of a joint investment board must review its investment policy. The changes, if any, must then be adopted as part of the investment plan for each municipality by the Board. 1.4 In 2024, the Municipality proceeded to adopt the Prudent Investor Standard. Staff recommended at the time, and continue to recommend, that Council approves two distinct investment policies. There is an overall policy, which governs the Prudent Investor Policy (CP-011) and a Legal List policy which governs the short-term (money required immediately) investment portfolio. The short-term portfolio is not anticipated to require significant changes going forward. 1.5 In November 2024, the ONE JIB approved the initial investment plan for the Municipality based on the April 2024 approved investment policy. Funds were moved to ONE JIB in January 2025 and the annual review of the investment plan was scheduled for the September 2025 meeting due to the approval of the investment policy in April 2025 and ensuring that the plan was in line with a policy approved within the past 12 months. Page 46 Municipality of Clarington Page 3 Report FSD-006-26 Change to Review Timeline 1.6 Historically, the review of the investment policy has occurred concurrently with the presentation of the annual investment review. These two events are not required to occur at the same time. 1.7 The ONE JIB meets on a quarterly basis, once in February, one in May, twice in September and once in November. The review of the Municipality’s investment plan must occur annually at one of these meetings. 1.8 To shorten the time between when the policy is approved and when the investment plan is approved, and to assist ONE JIB manage their meeting capacity, Municipal are recommending that the investment policy review occur in January/February each year to facilitate the annual investment plan approval at the May ONE JIB meeting. 1.9 Performing the review earlier will provide staff sufficient time to adjust the policy if needed, review the implications with ONE staff and meet the reporting deadlines for the ONE JIB meeting. 2. Review of Investment Policy Proposed Revised CP-003 Investment Policy (Legal List) 2.1 Staff have reviewed the policy and do not have any recommended changes. Proposed Revised CP-011 Investment Policy 2.2 In conversation with ONE staff, the ONE JIB does not have any suggested changes to the investment policy this year, there are also no housekeeping changes. Review of Specific Investment Decisions 2.3 Restricted Special Assets are listed in Schedule A. This is a definition to provide clarity on several types of investments that are not intended to be included in MNRI, and therefore under the control of the ONE JIB. The Municipality’s investments in Elexicon are listed in Schedule A, there are no proposed changes to this schedule. 2.4 Third-Party Trust Funds and Designated Funds are now listed in Schedule B. The ONE JIB is not responsible for the investment of these funds. The Municipality’s trust funds are listed in Schedule B, there are no proposed changes to this schedule. 2.5 Staff have reviewed the section on Prohibited Investments. Consistent with the past two years, staff are not recommending any specific prohibitions on investments. Page 47 Municipality of Clarington Page 4 Report FSD-006-26 3. Financial Considerations Not Applicable. 4. Strategic Plan Not Applicable 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. 7. Conclusion It is respectfully recommended that the report be received and that no changes to the investment policies occur at this time. Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 x.2602 or tpinn@clarington.net. Attachments: Attachment 1 – CP-003 Investment Policy (Legal List) Attachment 2 – CP-011 Investment Policy Interested Parties: The following interested parties will be notified of Council's decision: ONE JIB BMO Nesbitt Burns CIBC Woodgundy 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 1 of 16 Number: CP-003 Title: Investment Policy (Legal List) Type: Financial Management Sub-type: Investments Owner: Financial Services Financial Planning Approved By: Council Approval Date: July 3, 2018 Effective Date: July 3, 2018 Revised Date: May 26, 2025 Applicable to: All Staff 1.Legislative or Administrative Authority: 1.1. Effective November 27, 2024, the Municipality of Clarington officially met the requirements under Section 418.1 of the Municipal Act to follow the Prudent Investor Standard. The Municipality has entered into an agreement with the ONE Joint Investment Board (ONE JIB) to meet the requirement of having an investment board under Section 418.1. 1.2. This policy was developed in accordance with Section 418 of the Municipal Act, 2001, which authorizes a municipality to invest in prescribed securities, in accordance with prescribed rules, money that it does not require immediately. The policy follows Ontario Regulation 438/97, Eligible Investments, Related Financial Agreements and Prudent Investment 2.Purpose: 2.1. To provide guidance for the investment of funds deemed “Money Required Immediately”. 2.2. The Municipality of Clarington strives for the optimum utilization of its cash resources within statutory limitations and the basic need to protect and preserve capital, while maintaining solvency and liquidity to meet ongoing financial requirements. 3. Scope: 3.1.This policy includes all funds that are managed by the Municipality of Clarington. Attachment 1 to Report FSD-006-26 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 2 of 16 4. Definitions: 4.1. Asset Backed Securities – Fixed income securities (other than a government security) issued by a Special Purpose Entity, substantially all of the assets of which consist of Qualifying Assets. 4.2. Basis Point – A unit that is equal to 1/100th of 1% and is used to denote the change in a financial instrument. The basis point is commonly used for calculating changes in interest rates, equity indexes and the yield of a fixed-income security. 4.3. CHUMS Financing Corporation (CHUMS) – A subsidiary of the Municipal Finance Officers Association of Ontario (MFOA) which in conjunction with the Local Authority Services Limited (LAS) operates the ONE Investment Program. 4.4. Credit Risk - The risk to an investor that an issuer will default in the payment of interest and/or principal of a security. 4.5. Discount – The amount by which the par value of a security exceeds the price paid for the security. 4.6. Diversification – A process of investing assets among a range of security types by class, sector, maturity and quality rating. 4.7. Duration – A measure of the timing of the cash flows, such as the interest payments and the principal repayment, to be received from a given fixed-income security. This calculation is based on three variables: term to maturity, coupon rate, and yield to maturity. The duration of a security is a useful indicator of its price volatility for given changes in interest rates. 4.8. Environmental, Social and Governance (ESG) Investing – considering and integrating ESG factors into the investment process, rather than eliminating investments based on ESG factors alone. Integrating ESG information can lead to more comprehensive analysis of a company. 4.9. Holding Period Classification – Classification of investments based on the intended period the Municipality would hold the asset, as follows: 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 3 of 16 4.9.1. Cash Equivalent: short-term highly liquid investments that are readily convertible to known amounts of cash and that are subject to an insignificant risk of changes in value. 4.9.2. Short-term: securities with a holding period of one year or less. 4.9.3. Medium-term: securities with a holding period of one to three 4.9.4. Long-term: securities with a holding period of greater than three years. 4.10. Liquidity – A measure of an assets’ convertibility to cash 4.11. Local Authority Service Limited (LAS) – A subsidiary of the Association of Municipalities of Ontario (AMO) which in conjunction with CHUMS are members of the ONE Investment Inc. 4.12. ONE Investment Inc. – An incorporated not-for-profit organization which includes investment portfolios available for Ontario municipalities. Formerly was the ONE Investment Program which is a professionally managed group of pooled investments that meet eligibility criteria as defined by regulations under the Municipal Act. Also includes the High Interest Savings Account (HISA). 4.13. Market Risk – The risk that the value of a security will rise or decline as a result of changes in market conditions. 4.14. Market Value – The current market price of a security. 4.15. Maturity – The date on which payment of a financial obligation is due. The final stated maturity is the date on which the issuer must retire a bond and pay the face value to the bondholder. 4.16. Par – The face value or principal value of a bond. 4.17. Premium – The amount by which the price paid for a security exceeds the security’s par value. 4.18. Principal – The face or par value of a debt instrument or the amount of capital investment in a given security. 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 4 of 16 4.19. Rate of Return – The yield obtainable on a security based on its purchase price or its current market price. Yield reflects coupon, term, liquidity and credit quality. 4.20. Schedule I Bank – Schedule I banks are domestic banks and are authorized under the Bank Act to accept deposits, which may be eligible for deposit insurance provided by the Canadian Deposit Insurance Corporation. 4.21. Schedule II Banks – Schedule II banks are foreign bank subsidiaries authorized under the Bank Act to accept deposits, which may be eligible for deposit insurance provided by the Canada Deposit Insurance Corporation. Foreign bank subsidiaries are controlled by eligible foreign institutions. 4.22. Sinking Fund – Money accumulated on a regular basis, through regular contributions and interest earnings, in a separate custodial account that is used to redeem debt securities by a specified date. 4.23. Weighted Average Maturity (WAM) – The average maturity of all the securities that comprise a portfolio. 4.24. Yield to Maturity (YTM) – The annual return on a bond held to maturity when interest payments and price appreciation (if priced below par) or depreciation (if priced above par) are considered 5. Policy Requirements: General 5.1. For money-required immediately, the Municipality follows the Eligible Investment rules outlined in O.Reg.438/97. 5.2. The primary objectives of the short-term investment program, in order of priority, shall be: 5.3. Adherence to Statutory Requirements 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 5 of 16 5.3.2. Investments, unless limited further by Council, will be those deemed eligible under O.Reg 438/97 as amended. 5.4. Preservation of Capital 5.5. Maintaining Liquidity 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 6 of 16 5.5.2. The portfolio shall consist largely of securities with active secondary or resale markets to ensure liquidity. A portion of the portfolio may be placed in local government investment pools which offer liquidity for short-term funds. 5.6. Competitive Rate of Return 5.6.2. Diversification, as well as ensuring safety of principal by limiting exposure to credit, sector or term risk, provides opportunities to enhance the investment return on the Municipality’s portfolio. Standards of Care 5.7. Prudence 5.7.2. Staff acting in accordance with procedure and this investment policy and having exercised due diligence, shall be relieved of personal responsibility for any individual security’s credit risks or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidation or sale of securities are carried out in accordance with the terms of this policy. 5.8. Ethics and Conflict of Interest Page 54 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 16 5.9. Safekeeping and Custody 5.10. Authority Page 55 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 16 5.10.2. The authority to enter into arrangements with banks, investment dealers and brokers, and other financial institutions for the purchase, sale, redemption, issuance, transfer and safekeeping of securities shall be done in a manner that conforms to the Municipal Act, 2001 and the Municipality’s policies, including the Delegation of Authority By-law. 5.11. Approval Requirements 5.11.1. Signing authority for transactions from the Municipality’s bank account to an investment account would follow the signing authorities outlined in the Banking Signing Authorities Policy. 5.12. Council Reporting Page 56 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 9 of 16 5.12.2. If an investment made by the Municipality is, in the Treasurer or designate’s opinion, not consistent with the investment policies and goals adopted by the Municipality, the Treasurer shall create a work-out plan in accordance with O.Reg 438/97 within 30 days after becoming aware of it. 5.13. Eligible Investments and Statutory Requirements 5.13.1. The Municipality maintains the following funds: horizon of 5 years, within this fund there will be withdrawals and deposits annually. Page 57 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 10 of 16 investment horizon of over 5 years. The key investment driver is to earn a return which can be used to fund other activities while preserving capital. the perpetual care of cemeteries under the control of the Municipality. investment horizon of 5 years. Page 58 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 11 of 16 5.13.2. The above categories are funds which manage similar accounts. For example the Development Charge Reserve Fund invests for all individual DC Reserve Funds, individual accounts are not required to be established. An individual investment security may be made utilizing funds from different sources (i.e. a GIC in the DC Reserve Fund may relate to general government, parks and road DC reserve funds). 5.14. Eligible Securities 5.15. Investment Limitations Page 59 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 12 of 16 Page 60 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 13 of 16 5.16. Environmental, Social and Governance (ESG) Investing 5.16.1. The Municipality supports incorporating ESG investing into the Portfolio. The Municipality believes that well-managed Page 61 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 14 of 16 companies are those that demonstrate high ethical and environmental standards and respect for their employees, human rights, and the communities in which they do business and that these actions contribute to long-term financial performance. 5.17. Policy Review 5.17.1. This policy shall be reviewed annually and updated as necessary. 6. Roles and Responsibilities: 6.1. Council is responsible for: 6.1.1. Setting the investment policy for the Municipality. 6.1.2. Determining the risk tolerance of the Municipality. Page 62 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 15 of 16 6.2. Deputy CAO/Treasurer is responsible for: 6.2.1. Establishing internal controls around the investment and banking process. 6.2.2. Determining an investment plan in compliance with the Investment Policy. 6.2.3. Ensuring the Municipality’s investment plan is in compliance with legislation. 6.2.4. Reporting to Council investment information in compliance with the Policy and the legislation. 6.3. Directors / Managers are responsible for the following within their scope of authority: 6.3.1. Making investment decisions in compliance with the Investment Policy. 6.4. All Staff are responsible for: 6.4.1. Following the Investment Policy. 7. Related Documents: 7.1. O.Reg.438/97: Eligible Investments, Related Financial Agreements and Prudent Investment 7.2. Delegation of Authority By-law 8. Inquiries: 8.1. Manager, Financial Planning/Deputy Treasurer Page 63 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 16 of 16 9. Revision History: June 12, 2023 Update format to new policy template Add definition and section on Environment, Social and Governance (ESG) Investing additional Investment Policy added (CP-011) longer required as a result of moving to Prudent, including term limits beyond 5 years (removed). Page 64 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 29 Number: CP-011 Title: Investment Policy Type: Financial Management Sub-type: Investments Owner: Finance and Technology Financial Planning Approved By: Council Approval Date: April 22, 2024 Effective Date: April 22, 2024 Revised Date: May 26, 2025 Applicable to: Finance and Technology 1.Legislative or Administrative Authority: 1.1. This policy was developed in accordance with Section 418.1 of the Municipal Act, 2001, which authorizes a municipality to invest money that it does not require immediately in accordance with the prudent investor standard. The policy follows the Ontario Regulation 438/97, Eligible Investments, Related Financial Agreements and Prudent Investment. 2.Purpose: 2.1. This Investment Policy Statement (IPS) governs the investment of the Municipality's Money Not Required Immediately (MNRI) and Money Required Immediately (MRI). lt is intended, among other things, to direct the Deputy CAO/Treasurer, Finance and Technology in the investment of MRI and to direct ONE Joint Investment Board (ONE JIB) in the investment of MNRI by implementing the Authorizing By-law 2024-016 pursuant to which the Municipality authorized the establishment of guidelines for the prudent management of the Municipality's MNRI pursuant to section 418.1 of the Act. 2.2. ln addition to the Municipality's MRI and MNRI, the Municipality is from time to time entrusted with the management of money and investments for a third- party beneficiary ("third-party trust funds"). The Municipality’s Third-Party Trust Funds are listed in Schedule B of this Policy. 2.3. There are also sources of money in which the Municipality may have an indirect interest but which the Municipality currently has no authority to invest. Such sources of money, referred to in this IPS as "designated funds", are listed in Schedule A attached hereto. The designated funds are identified in this IPS Attachment 2 to Report FSD-006-26 Page 65 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 29 for the sole purpose of enabling the Municipality to better see, on an aggregated basis, the various financial assets in which the Municipality has an interest. The Municipality is not responsible for the investment activities or performance of designated funds. 2.4. The goals of this IPS are to: a) Define and assign responsibilities for investment of MRI and MNRI; b) Describe the Municipality’s responsibilities with respect to third-party trust funds and designated funds; c) Ensure compliance with the applicable legislation; d) Direct ONE JIB as to the Municipality’s investment goals and risk tolerance; e) Provide guidance and limitations regarding the investments and their underlying risks; f) Establish a basis of evaluating investment performance and the underlying risks; and, g) Establish a reporting standard to Council. 2.5. This IPS applies to employees of the Municipality, to ONE JIB and to the employees of ONE Investment. ONE JIB, the Deputy CAO, Finance and Technology/Treasurer, and any agent or advisor providing services to ONE JIB in connection with the investment of the portfolio shall accept and strictly adhere to this IPS. 3. Scope: 3.1. This policy includes all funds that are managed by the Municipality of Clarington. 4. Definitions: 4.1. Act – means the Municipal Act, 2001, S.O. 2001, c. 25, as amended from time to time. Page 66 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 29 4.2. Agent – means any administrator, Custodian, payment servicer, portfolio manager, investment counsel, consultant, banker, broker, dealer or other service provider engaged or appointed by ONE JIB and authorized by ONE JIB to exercise any of the functions of ONE JIB pursuant to a written agreement, in the manner and to the extent provided in the Regulation and without limiting the generality of the foregoing, Agent includes ONE Investment. 4.3. Alternative Assets – means investments outside traditional investments such as equities, fixed income, and cash which may include, hedge funds, private equity, natural resources, real estate and infrastructure. Alternative investments are typically less liquid than traditional investments, are appropriate only for allocations with a long investment horizon. 4.4. Asset Class – An asset class is a specific category of assets or investments, such as cash, fixed income, equities, alternative investments, real estate etc. 4.5. Asset Mix (or Asset Allocation) – means the proportion of each asset class in a portfolio. Asset classes include bank deposits, money market securities, bonds and equities, among other things. 4.6. Authorizing By-law – means a by-law of a Founding Municipality which authorizes: (i) the entering into of the Initial Formation Agreement; (ii) the establishment of ONE JIB; (iii) the approval of the Client Questionnaire and the adoption of the IPS; and (iv) the entering into of the ONE JIB Agreement. 4.7. Benchmark – means an index that is representative of a specific securities market (e.g. the S&P/TSX Composite Index, the FTSE/TMX 91 Day T-bill Index, etc.) against which investment performance can be compared. Performance benchmarks refer to total return indices in Canadian dollar terms. 4.8. CHUMS Financing Corporation (CHUMS) – means a subsidiary of Municipal Finance Offcers’ Association of Ontario (MFOA) which, in conjunction with LAS, established ONE Investment. 4.9. CFA Institute – refers to the global, not-for-profit professional association that administers the Chartered Financial Analyst (CFA) and the Certificate in Investment Performance Measurement (CIPM) curricula and examination programs worldwide, publishes research, conducts professional development programs, and sets voluntary, ethics-based professional and performance reporting standards for the investment industry. Page 67 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 29 4.10. Custodian – means a specialized financial institution that is responsible for safeguarding a municipality’s investments and is not engaged in “traditional” commercial or consumer/retail banking. Global custodians hold investments for their clients in multiple jurisdictions around the world, using their own local branches or other local custodian banks (“sub-custodians” or “agent banks”). 4.11. Designated Funds – means source(s) of money in which the Municipality may have an indirect interest but which the Municipality currently has no authority to invest. Designated Funds are listed in Schedule B of this Policy. 4.12. Derivative – A derivative is a contract between two or more parties whose value is based on an agreed-upon underlying financial asset (like a security) or set of assets (like an index). Common underlying instruments include bonds, commodities, currencies, interest rates, market indexes, and stocks. 4.13. Diversification – means a risk management technique that mixes a variety of investment types within a portfolio to help mitigate portfolio risk. A diversified portfolio holds different kinds of investments to improve the risk adjusted returns. 4.14. Environmental, Social and Governance (ESG) Investing – means considering and integrating ESG factors into the investment process, rather than eliminating investments based on ESG factors alone. Integrating ESG information can lead to more comprehensive analysis of a company. 4.15. Internal Controls – means a system of controls that may include authorities, policies, procedures, separation and segregation of duties, compliance checks, performance measurement and attribution, reporting protocols, measures for safekeeping of property and data, and the audit process. 4.16. Investment Plan – means the investment plan applicable to the MNRI and adopted by ONE JIB under the Regulation, as it may be amended from time to time. 4.17. Investment Policy Statement (IPS) – means the investment policy applicable to the Municipality’s investments adopted and maintained by the Council of the Municipality for MNRI under the Regulation, and for MRI, as the same may be amended from time to time. The IPS may also apply to the money and investments held by the Municipality for the benefit of persons other than the Municipality itself and may make reference to source(s) of money in which the Page 68 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 29 Municipality may have an indirect interest but which the Municipality has no authority to invest. 4.18. JIB – is short for Joint Investment Board and means a joint municipal service board that is established under section 202 of the Act by two or more municipalities for the purposes of Part II of the Regulation. 4.19. Legal List Securities – means the securities and other investments and financial instruments that are included from time to time in Part I of the Regulation. 4.20. Leverage – means an investment strategy of using borrowed money— specifically, the use of various financial instruments or borrowed capital—to increase the potential return of an investment. Typically leverage also tends to increase investment risks. 4.21. Liquidity – means the ability to turn an investment into cash relatively quickly, without a substantial loss in value. For example, a savings account is more liquid than real estate. 4.22. Local Authority Services (LAS) – means an entity which, in conjunction with MFOA/CHUMS, established ONE Investment. 4.23. Local Distribution Corporation or LDC – means a corporation incorporated under section 142 of the Electricity Act, 1998. 4.24. Market Value – means the price at which a security is trading and could presumably be sold. Also known as Fair Value it represents the current value of the investment. 4.25. Maturity – means the date upon which the principal or stated value of an investment becomes due. 4.26. Money Required Immediately (MRI) – municipal funds not included in the Money Not Required (MNRI) definition included in this policy, funds are governed in accordance with Section 418 of the Act. 4.27. Money Not Required Immediately (MNRI) – long term municipal funds defined in this policy, that are governed by the Prudent Investor Standard in accordance with Section 418.1 of the Act. Page 69 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 29 4.28. Municipal Services Corporation (MSC) – means a corporation established under section 203 of the Act in accordance with the applicable regulation (Ontario Regulation 599/06). 4.29. Municipality – means the Municipality of Clarington. 4.30. OCIO Offering - means the comprehensive investment program made available through ONE Investment as agent for ONE JIB, where a qualified investment manager is engaged to advise a Participating Municipality with regard to the investment of the Participating Municipality’s MNRI and to invest and manage such MNRI in accordance with the terms and conditions set out in the ONE JIB Agreement. 4.31. ONE Investment – means the not-for-profit corporation established by CHUMS and LAS which provides certain management, administrative and other services to ONE JIB as its agent. 4.32. ONE JIB - means ONE Joint Investment Board, established by certain founding municipalities under section 202 of the Act as a JIB for purposes of Part II of the Regulation, which is the duly appointed JIB for the Municipality, as constituted from time to time and which acts in accordance with the Act, the Regulation, the ONE JIB Agreement, including the Terms of Reference, this IPS and the Investment Plan. 4.33. ONE JIB Agreement – means the agreement effective as of January 13, 2025 entered into in accordance with the requirements of the Regulation, pursuant to which ONE JIB has control and management of the Municipality’s MNRI. 4.34. Participating Municipality - means from time to time each of the municipalities for whom ONE JIB acts as the JIB under the terms of the ONE JIB Agreement. 4.35. Pooled Fund - means a unit trust established under a trust instrument, generally not available to the public, in which institutional, sophisticated or high net worth investors contribute monies that are invested and managed by an External Portfolio Manager. Monies are pooled or combined with monies of other investors. 4.36. Portfolio - means any collection of funds that are grouped together and required for specific purposes. Page 70 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 29 4.37. Proxy Voting - means a legal transfer to another party of a shareholder’s right to vote thereby allowing shareholders who cannot attend meetings to participate. External Portfolio Managers usually vote proxies on behalf of their clients. 4.38. Prudent Effective Date - means the date on which the prudent investor regime applies to the Municipality. 4.39. Prudent Effective Date Agreement – means an agreement entered into by the Municipality and ONE Investment that sets out the day on which the prudent investor regime starts to apply to the Municipality. 4.40. Prudent Investor Standard - means the standard that applies when the Municipality invests money that it does not require immediately under section 418.1 of the Act. It requires the Municipality to exercise the care, skill, diligence and judgment that a prudent investor would exercise in making such an investment and the standard does not restrict the securities in which the Municipality can invest. The Prudent Investor Standard makes use of Modern Portfolio Theory and applies the standard of prudence to the entire portfolio in respect of the Municipality’s MNRI rather than to individual securities. It identifies the fiduciary’s central consideration as the trade-off between risk and return as found in the CFA Institute Standards of Practice Handbook. 4.41. Rebalancing – means the process of realigning the weightings of a portfolio of assets. Rebalancing involves periodically buying or selling securities in a portfolio to maintain an original or desired level of asset allocation or risk. 4.42. Regulation – means Ontario Regulation 438/97. 4.43. Restricted Special Assets – means investments specified by this Policy and held by the Municipality as of the Prudent Effective Date, where ONE JIB is not able to exercise control. Restricted Special Assets are listed in Schedule A of this Policy and are not considered to be MNRI. 4.44. Risk – means the uncertainty of future investment returns or chance of loss of capital. 4.45. Risk Tolerance – means the financial ability and willingness to absorb a loss in return for greater potential for gains. Page 71 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 29 4.46. Safekeeping – means the holding of assets (e.g. securities) by a financial institution. 4.47. Securities Lending – means loaning a security to another market participant. The borrower is required to deliver to the lender, as security for the loan, acceptable collateral with value greater than the value of the securities loaned. The Securities Lending program is managed by the Custodian or another appointed agent on behalf of investors. A Securities Lending program is widely used by institutional investors to generate additional marginal returns on the total portfolio. 4.48. Sinking Fund – means a fund established to fulfil the requirements to make annual contributions in respect of various debenture issues wherein money is to be regularly set aside for the payment of the principal of the debentures at maturity. 4.49. Sinking Fund Required Contributions (Annual Sinking Fund Requirement) – means the amount of money to be set aside each year for deposit into a sinking fund or a retirement fund, as applicable, for each sinking fund and term debenture issue in accordance with the Municipality’s debenture by-laws. 4.50. Sinking Fund Required Earnings – means the investment earnings needed for the Sinking Fund Contributions to continue to grow to a value sufficient to repay the principal at maturity for each issue of sinking fund and term debentures. 4.51. Sinking Fund Excess Earnings – means the investment earnings in excess of the required earnings. 4.52. Sub-Investment Manager - means an asset management firm or investment consultant, acting as a sub-investment manager for ONE JIB that provides investment advice and professional services and is involved in the implementation and operational aspects of the OCIO Offering, and that has full responsibility for the investment and management of a Participating Municipality’s MNRI through ONE Investment, based on an IPS approved by the Council of the municipality. 4.53. Third-Party Trust Funds – means money over which the Municipality exercises both management and policy control but whose assets are not owned by the Municipality. These funds are governed by a variety of Page 72 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 9 of 29 agreements and, in some cases, by legislation. Some funds may have externally mandated investment policies, and some may have investment policies that are determined by the Municipality. Third-Party Trust Funds are listed in Schedule B of this IPS. 4.54. Trust Fund – means a fund which consists of assets that have been conveyed or assigned to a trustee to be administered as directed by agreement or statute. As a result, a trustee holds title to the assets for the purpose of providing benefits, and being accountable, to a beneficiary. The Municipality is the trustee of funds that are to be used for specific purposes by the Municipality or any related parties. 4.55. Treasurer – means the Deputy CAO, Finance and Technology/Treasurer, or other individual appointed by Council to fill role of Treasurer as required by the Municipal Act, 2001 5. Policy Requirements: General Statements 5.1. Investments of Money Required Immediately (MRI) will, in accordance with this IPS and Section 418 of the Act, only be made in Legal List Securities. 5.2. Investments of Money Not Required Immediately (MNRI) are governed by the Prudent Investor Standard in accordance with Section 418.1 of the Act. This standard is similar to that which governs trustees and pension fund administrators and creates a fiduciary responsibility. Prudent investment in compliance with the Act and the Regulation enhances the potential for the Municipality to earn improved risk-adjusted rates of return. 5.3. The Act provides that the Municipality, and therefore ONE JIB, must consider the following criteria in planning investments of MNRI, in addition to other criteria relevant to the circumstances: a) General economic conditions; b) The possible effect of inflation or deflation; c) The role that each investment plays within the Municipality’s total portfolio of investments; Page 73 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 10 of 29 d) The expected total return from income and the appreciation of capital; and e) Needs for liquidity, regularity of income and preservation or appreciation of capital. 5.4. Money and investments that the Municipality holds as Restricted Special Assets, Third-Party Trust Funds or has an interest in as Designated Funds will be subject to applicable legislation and any related agreements or instruments. 5.5. Use of Prudent Investor Standard 5.5.1. For MNRI, the standard to be used by the Municipality and ONE JIB shall be the Prudent Investor Standard as required by section 418.1 of the Act and Part II of the Regulation in the context of managing the Municipality’s MNRI and investments thereof. Investments shall be made with the care, skill, diligence, and judgment, taking into account the prevailing circumstances, that persons of prudence, discretion and integrity would exercise in the management of investments, considering the necessity of preserving capital as well as the need for income and appreciation of capital. The Act includes a duty to obtain the advice that a prudent investor would obtain under comparable circumstances. 5.5.2. Officers, employees and investment agents acting in accordance with written procedures and the IPS and exercising due diligence shall take all necessary actions to optimize performance of investments on a portfolio basis, taking into account the prescribed risk and other parameters set out in this IPS and market factors. The Municipality’s staff acting in accordance with written procedures and this IPS, shall be relieved of personal responsibility for an investment’s performance, provided underperformance relative to expectations is reported to Council and the liquidation or sale of investments is carried out in accordance with this IPS. Determination of Money Required Immediately and Money Not Required Immediately 5.6. Determination of the Municipality’s MNRI is the responsibility of Council. In making the determination, Council may consider: Page 74 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 11 of 29 5.6.1. the time horizon within which the monies are needed to meet financial obligations; 5.6.2. the purpose for which the monies have been collected or set aside and are to be used; 5.6.3. the source of the money; or 5.6.4. any combination of the foregoing 5.7. There is no legislated definition of MRI or MNRI and no guidance is provided. The municipality has the responsibility to define the basis of MNRI in a way that is most appropriate for their circumstances. 5.8. The Municipality defines MNRI as funds that are, in the opinion of the Treasurer, not required within the next 36 month period. 5.9. For certainty, all money and investments of the Municipality that have not been identified as MNRI (other than Restricted Special Assets, Third-party Trusts Funds and any Designated Funds referenced in Section 5.3) shall be deemed for purposes of this IPS to be MRI. 5.10. Determination of the Municipality’s MNRI and MRI may be modified at any time and from time to time by action of Council and with respect to specific money by the Treasurer in accordance with the provisions of Section 5.37. 5.11. Any changes in this IPS regarding the Municipality’s MNRI and MRI must be communicated immediately in writing to ONE JIB. 5.12. The Municipality’s portfolios represent funds required for specific purposes. A high-level description of each of these portfolios and their objectives is provided in Section 5.17 below. This IPS applies to the following money of the Municipality, its agencies, boards and commissions including: 5.12.1. MRI which is invested in Legal List Securities; and/or, 5.12.2. MNRI which is invested under the Prudent Investor Standard. Investment 5.13. The Municipality’s MRI is described in this IPS consists of money that is needed to meet the short-term financial obligations of the Municipality and are Page 75 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 12 of 29 controlled and managed by the Deputy CAO/Treasurer, Finance and Technology or designate. 5.14. Money Required Immediately: Investment Objectives 5.14.1. The main focus of the investment of MRI is cash management, and the interest income generated by the investment of these monies contribute to municipal revenues. To the extent possible, the Municipality shall attempt to match its investments with anticipated obligations. 5.14.2. Capital preservation is the paramount objective for MRI investments, and these investments need to be highly liquid. Consequently, only high-quality, short- term investments that are also Legal List Securities will be held in this portfolio. The Municipality may invest in fully liquid money market securities and deposit accounts. The Municipality aims to maximize returns subject to the constraints set out in Part I of the Regulation, as amended from time to time, with a view to preserving capital and to further manage risk through diversification by issuer and credit quality. 5.14.3. The investment objectives for MRI, ranked in priority, are as follows: a) Security of Principal The primary objective for MRI is to ensure the security of principal. To minimize the risk of loss, investments shall be subject to minimum credit ratings and shall be diversified by maturity, type of investment and issuer. Investing activities will be reviewed on a regular basis as actual, revised and forecasted operating and capital plans are completed. Maturity dates should be structured so that investment cash inflows occur when needed. b) Liquidity Requirements Liquidity is measured by the ease with which securities can be converted to cash to meet forecast spending. The investments that are eligible under Ontario’s Eligible Investments and Related Financial Agreements Regulation possess different features and thus market prices will vary depending on market conditions, as well as the particular features of the type of investment. To ensure adequate liquidity, the Municipality’s investments shall be diversified by holding securities of various terms to maturity and by various types of investments and issuers and to the extent possible, the term of such Page 76 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 13 of 29 investments shall match the forecasted requirements for such monies to meet expenditures. c) Rate of Return The Municipality’s money shall be invested to maximize the rate of return within acceptable risk levels while respecting the security of principal, legal constraints and the liquidity needs of each investment portfolio. The composition of each portfolio, including its term to maturity and type of investments, shall be adjusted within the guidelines of this Policy to take advantage of market opportunities. Such changes shall be made with the periodic interest rate outlook and target portfolio structure approved by the Treasurer. 5.15. MRI: Eligible Investments 5.15.1. MRI may be invested in high quality, short-term investments that are also Legal List Securities available from banks, dealers and other financial institutions. Investments issued or guaranteed by approved institutions will be permitted by this Policy, as deemed eligible by Ontario Regulation 438/97 or as authorized by subsequent provincial regulations. Investments will be limited to securities issues maintaining a minimum credit rating by an appropriate credit rating agency. 5.15.2. The Municipality’s existing Investment Policy CP-003, which is referred to in Part I of the Regulation as a statement of investment policies and goals, is attached as Appendix III and will apply to its MRI. Necessary modifications will apply and in the event of a conflict between this IPS and the attached investment policy in respect of the MRI, the provisions of the CP-003 Investment Policy (Legal List) will prevail. 5.16. MNRI 5.16.1. The Municipality’s MNRI is described in Section 5.8. In accordance with the ONE JIB Agreement and this IPS, ONE JIB has exclusive control and management of the MNRI and the investments made therewith. 5.16.2. From time to time, the Municipality may require money immediately to meet financial obligations and may require ONE JIB to liquidate one or more investments in order to generate money to meet those obligations. ONE JIB Page 77 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 14 of 29 will select the investment(s) to be liquidated. The timing of such liquidation will be determined by ONE JIB in consultation with the Treasurer. 5.17. MNRI: Investment Objectives 5.17.1. In setting the objectives noted below, the Municipality has taken into account the following considerations: a) Preservation of capital; b) Adequate liquidity that takes into account the needs of financial obligations and reasonably anticipated budgetary requirements; c) Diversification by asset class, market, sector, issuer, credit quality and term to maturity; d) Income and capital appreciation; and, e) Macro risks, such as inflation, economic growth and interest rates. 5.17.2. Investment of MNRI is to be managed by ONE JIB in a way that balances the investment objectives, expected returns and risk, to develop asset allocations that achieve the Municipality’s financial needs with stated risk tolerances. 5.17.3. The investment objectives for MNRI are as follows: MNRI Horizon Objective Risk Tolerance Horizon Preservation of Capital Medium Term towards capital projects, mitigating inflation impacts and meeting target funding requirements Page 78 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 15 of 29 MNRI Horizon Objective Risk Tolerance Horizon Contributions towards capital projects, mitigating and meeting target funding requirements. Emphasis on long term inflation adjusted growth Moderate High Risk 5.17.4. The MNRI invested with ONE JIB will be broadly diversified to help reduce the volatility of investment returns. Returns have an impact on revenues, as well as a longer-term impact on future years’ budgets and should, at a minimum, keep pace with inflation. To the extent possible, the MNRI horizons are aligned with the Municipality’s obligations and cash flow requirements and may consist of liquid and non-liquid securities based on future cash flow requirements. 5.18. MNRI: Eligible Investments 5.18.1. Eligible investments for MNRI include any Pooled Fund or other collective investment vehicle or institutional investment management product approved or selected by ONE Investment for the Prudent Investment Program (OCIO Offering), provided always that the products and the selection of products comply in all material respects with the IPS. 5.18.2. Additionally, nothing in this IPS prevents MNRI from being held in cash, short- term money market instruments, or overnight deposits. 5.19. MNRI: Sinking Funds 5.19.1. Sinking Funds are currently not applicable to the Municipality, however, should any sinking funds be established in the future, they are to be classified as MNRI and will be managed separately by ONE JIB. 5.20. Local Distribution Corporation (LDC) Securities Page 79 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 16 of 29 5.20.1. The direct investment in LDC shares and promissory notes, as listed in Schedule A, shall be considered Restricted Special Assets and shall not be held by ONE JIB as MNRI. 5.20.2. The investment in Elexicon Corporation is considered to be an investment in an LDC for the purposes of this policy as it is the sole shareholder of Elexicon Energy which is an LDC. 5.21. Restricted Special Assets 5.21.1. For certainty, Restricted Special Assets are not MNRI of the Municipality, and such assets are not under the control or management of ONE JIB. 5.22. Third-Party Trust Funds and Designated Funds 5.22.1. ln addition to the Municipality's own money, the Municipality is from time to time entrusted with third-party trust funds, and the Municipality's responsibilities and obligations with respect thereto may be subject to other legislation and governed by other agreements and instruments. To the extent that there is any conflict or inconsistency between the provisions of this IPS and the terms and conditions contained in such other legislation, agreements or instruments applicable to third-party trust funds, the latter shall prevail. 5.22.2. The Municipality's third-party trust funds and the designated funds are listed in Schedule B. 5.22.3. For certainty, the third-party trust funds and the designated funds are not MNRI of the Municipality, and such monies are not under the control or management of ONE JIB. Investment Management 5.23. Investment Management of MRI 5.23.1. The investment of MRI shall be controlled and managed by the Treasurer. 5.24. Investment Management of MNRI 5.24.1. The investment of MNRI shall be controlled and managed by ONE JIB in accordance with this IPS and the ONE JIB Agreement. Page 80 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 17 of 29 5.24.2. The selected Sub-Investment Manager shall enter into agreement with ONE Investment related to the OCIO Offering, that complies with this IPS and Part II of the Regulation and will provide compliance and performance reports to ONE JIB and ONE Investment. ONE JIB shall make any investment management changes deemed in the best interest of the Municipality. 5.25. Transition to Prudent Investor Regime 5.25.1. Until the Prudent Effective Date, the Municipality will continue to control and manage its MRI, MNRI and investments in Legal List Securities. Some Legal List investments were made with MRI and some with MNRI. 5.25.2. Upon and after the Prudent Effective Date, the control and management of money and investments that are determined to be not required immediately shall be given to ONE JIB. Nothing in this IPS requires that such investments need be liquidated or disposed of. It is not contrary to this IPS for investments that the Municipality does not require immediately to be held, and to continue to be held by, ONE JIB in instruments such as term deposits, guaranteed investment certificates or principal protected notes issued by a financial institution. They can be held to maturity and invested upon receipt of cash proceeds. 5.25.3. During the transition to the OCIO Offering the Chair and Vice-Chair of ONE JIB have discretionary power to approve temporary investments recommended by the Sub-Investment Manager that may not be expressly described in this IPS but are, in the opinion of the Chair and Vice-Chair, in the best interests of the Municipality and are entirely consistent with their fiduciary obligations to the Municipality. 5.25.4. All MNRI that is not Third-Party Trust Funds, Designated Funds or Restricted Special Assets shall be provided to the ONE JIB on the Prudent Effective Date. Investment Constraints 5.26. Environmental, Social and Governance (ESG) Investing 5.26.1. The Municipality supports ESG investing for MRI and MNRI. The Municipality believes that well-managed companies are those that demonstrate high ethical and environmental standards and respect for their employees, human rights, and the communities in which they do business, and that these actions contribute to long term financial performance. Page 81 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 18 of 29 5.26.2. The Municipality has chosen to monitor the developments of ESG factors and will reconsider its approach to ESG investing for the MRI Investment Portfolio as and when appropriate to do so. 5.26.3. For the Investment of MNRI, ONE JIB is required to explore and consider how the OCIO is implementing responsible investing principles at the time of hiring and during periodic reviews. It may report on results periodically, if requested. 5.27. Securities Lending 5.27.1. For the investment of MRI, Securities Lending is not permitted. 5.27.2. For the investment of MNRI, the Municipality may invest in pooled funds, and other investment funds that are managed by the Sub Investment Manager who may engage in Securities Lending if the policies of the OCIO permit such an action. 5.28. Derivatives 5.28.1. For the investment of MNRI, futures and forwards contracts, options and other derivative instruments may only be used to: a) create an asset mix position that does not leverage the portfolio, b) replicate the performance of a capital market index, or c) reduce risk as part of a hedging strategy 5.29. Use of Leverage 5.29.1. Nothing in this IPS prevents the use of leverage, provided it is prudent to do so. Leverage is inherent in the use of certain types of investment strategies and instruments. Where leverage is employed, ONE JIB (for MNRI) and the Treasurer (for MRI) shall have in place monitoring procedures to manage overall exposure to any counterparty Leverage should not be exercised for speculative purposes but may be used as a hedging tool. 5.30. Pooled Funds 5.30.1. Investments in open-ended pooled funds, closed-ended pooled funds, limited partnerships and other specialist corporate structures (e.g. LLCs), are permitted provided that the assets of such funds are permissible investments Page 82 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 19 of 29 under this IPS or provided that any non-permitted investments are disclosed by the Sub-Investment Manager. Within pooled funds, the External Portfolio Manager’s policies will take precedence over this IPS. 5.31. Currency Hedging 5.31.1. The MRI Investment Portfolio may consider the utilization of currency hedging only in cases where the Municipality can allocate the hedge to a specific capital purchase denominated in a foreign currency. 5.31.2. The Municipality’s funding requirements are in Canadian dollars. However, some exposure to foreign currencies in the MNRI Investment Portfolio may be advantageous to provide diversification and potentially enhance returns. Therefore, it shall not be a violation of this IPS for investments in global mandates to be unhedged, in whole or in part, where the diversification benefits embedded in the currency exposure are considered to be beneficial or desirable by ONE JIB. 5.32. Alternative Asset Classes 5.32.1. The applicable legislation does not prevent the direct or indirect placement of the MNRI in Alternative Assets Classes, this IPS permits investments in alternative investments for the purpose of management of MNRI under ONE JIB. 5.32.2. Alternative Asset Classes, such as infrastructure or real estate, may have uncorrelated return characteristics with traditional Asset Classes that may improve diversification within the portfolio, which may lead to better risk adjusted returns. Typically investment may not be fully liquid, and are only appropriate for inclusion in portfolios with long investment horizons. 5.33. Prohibited Investments 5.33.1. There are no investments specifically listed as prohibited. 5.34. Performance Monitoring, Rebalancing and Management 5.34.1. MRI 5.34.2. Reporting of MRI shall be in accordance with policy CP-003 Investment Policy (Legal List). Page 83 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 20 of 29 5.34.3. MNRI 5.34.4. For the investment of MNRI, ONE JIB shall establish parameters for monitoring investments and rebalancing through policy or directly within the Investment Plan. 5.34.5. Investments are expected to achieve returns at least equal to their benchmarks measured over a rolling five-year period. At minimum, ONE JIB shall provide reporting described in Section 5.42 that shows the Municipality’s holdings, declares compliance with this IPS, and reports on the Sub-Investment Manager’s performance. Page 84 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 21 of 29 Administrative Policies 5.35. Flow of Money and Annual Municipal Budget 5.35.1. On an annual basis, as part of the Municipality’s Annual Review process, the Municipality shall identify the amount, if any, of MNRI that it holds. Any MNRI not already under the control and management of ONE JIB shall be transferred to ONE JIB as soon as practicable. 5.35.2. On an annual basis, ONE JIB shall be notified by the Treasurer as to the amount, if any, required by the Municipality from the MNRI then under the control and management of ONE JIB for the Municipality’s operational purposes. Such amount shall be deemed to be MRI and shall be returned to the Municipality in a lump sum or by way of periodic payments, as directed by the Treasurer. 5.36. Flow of Money Otherwise than through the Budget Process 5.36.1. The MRI captures revenues received by the Municipality during each year after the approval of the Municipality’s budget for the year. Any amounts deemed to be MNRI by the Treasurer at any such time during the year shall be transferred to ONE JIB to be under its management and control as MNRI. Amounts so transferred will be recorded annually in the Investment Plan and allocated by ONE JIB in accordance with the Investment Plan. 5.36.2. The Treasurer is authorized to direct ONE JIB to return any amounts determined by the Treasurer to be required to meet expenditures for unexpected contingencies not anticipated by the Municipality’s budget in force for that year, provided however that the aggregate of the amounts to be returned to the Municipality under this Section 6.2.2 during the year shall not exceed 25% of the MNRI under the control and management of ONE JIB as at the date that the Municipality approved its budget for the year (the Budgeted MNRI). In determining the Budgeted MNRI for purposes of calculating the 25% limit, any MNRI to be transferred to the control and management of ONE JIB in accordance with that year’s Annual Review pursuant to Section 5.41.2 shall be included and any amount to be returned by ONE JIB to the Municipality pursuant to Section 6.1.2 shall be excluded. 5.37. Valuation of Investments Page 85 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 22 of 29 5.37.1. Investments shall be valued according to the values provided by the Custodian(s). For the investment of MNRI, values of unitized vehicles shall be valued according to the unit values published by the Custodian. Other investments shall be valued at their market value when that is available from regular public trading. If a market valuation of an investment is not available, then a fair value shall be supplied by the Sub-Investment Manager to ONE Investment no less frequently than quarterly. 5.38. Voting Rights 5.38.1. The Sub-Investment Manager shall assume the responsibility of exercising voting rights in respect of the Municipality’s MNRI and will report its voting policies to the ONE JIB annually. The Municipality may access these policies at any time. 5.39. Internal Controls 5.39.1. The Treasurer shall establish an annual process of review of all investments made under this IPS. This review will provide internal control by assuring compliance with governing legislation and with policies and procedures established by the Treasurer. To the extent ONE JIB’s input is needed, these requirements will be communicated in advance to ONE JIB. 5.40. Custodians 5.40.1. All investments and assets of the investment portfolios shall be held by a Custodian and any of the Custodian's sub-custodians or nominees. For MNRI, the Custodian shall be acceptable to ONE Investment. For MRI the Custodian shall be acceptable to ONE Investment if ONE Investment products are being used for the investment of the Municipality’s MRI, otherwise the Custodian shall be acceptable to the Municipality. 5.41. Reporting 5.41.1. For the investment of MRI, the Treasurer shall report at least annually to Council, the report to be in a form and contain such content as Council may request. Subject to any reporting obligations contained in the Municipality’s Investment Policy (Legal List) the report to Council shall include investment performance during the period covered and any other information required under the Regulation and that the Treasurer may consider to be pertinent. Page 86 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 23 of 29 5.41.2. The Regulation provides that ONE JIB shall submit an investment report to Council in respect of the investment of MNRI at least annually. This report shall include the following. a) Investment performance during the period covered by the report; b) Asset mix of the total portfolio; c) A listing of individual investments held at the fund level at the end of the reporting period showing, where appropriate, book value, market value, realized/unrealized gains/losses and actual income received; d) A list of all transactions including the security name, trade date, and the purchase and/or sale price; e) A statement by the Treasurer as to whether all investments were made in accordance with the IPS and as to whether all investments were made in accordance with the Investment Plan; and f) Any other pertinent information in the opinion of the Treasurer. 5.41.3. All securities invested on behalf of the Municipality by ONE JIB or with the assistance of ONE Investment shall be held for safekeeping in the name of the Municipality by a Custodian. 5.42. Approval, Subsequent Modifications and Effective Date 5.42.1. Policy CP-003 Investment Policy shall be renamed CP-003 Investment Policy (Legal List) and will be reviewed on an annual basis. 5.42.2. At least annually, Council shall review the IPS and update it, if required. In the course of reviewing the IPS, Council may request comments from the Treasurer with respect to the investment of MRI and from ONE JIB with respect to the investment of MNRI. 5.42.3. Following the Council’s review of the IPS, ONE JIB shall review the Investment Plan and update it, if required. 5.42.4. At a minimum, the annual IPS review will consider: a) the adequacy of funding for capital works; Page 87 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 24 of 29 b) the Municipality’s ability to reduce other spending; c) flexibility of the timeframe to payout; and d) sensitivity to loss. 5.43. Effective Date 5.43.1. This IPS is adopted by Council of the Municipality, and will come into force effective the date of the Prudent Effective Date Agreement as signed by ONE JIB and the Municipality. The Treasurer is directed to sign a copy of this IPS to evidence approval and to deliver a copy of this IPS to ONE JIB. 6. Roles and Responsibilities: 6.1. Council is responsible for: 6.1.1. Approving the Municipality’s Investment Policy and reviewing the policy on an annual basis. 6.2. Chief Administrative Officer (CAO) is responsible for: 6.2.1. Ensuring compliance with this policy 6.3. Deputy CAO, Finance and Technology/Treasurer is responsible for: 6.3.1. This IPS is approved and adopted by Council with input from the Treasurer, and from ONE JIB with respect to MNRI. MRI of the Municipality, in addition to any Third-Party Trust Funds, Designated Funds and Restricted Special Assets referenced in Section 5.3, remain under the control and management of the Treasurer. 6.3.2. Consistent with this IPS, the Treasurer is responsible for the implementation of the investment program and the establishment of investment procedures which shall include: a) Investment management of MRI and any Third-Party Trust Funds, Designated Funds, and Restricted Special Assets referenced in Section 5.9 by, or under the direction of, the Treasurer; b) The deposit or withdrawal of MNRI, under the explicit delegation of authority regarding MNRI, and the investment thereof, to ONE JIB, which Page 88 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 25 of 29 is responsible for the control and management of such funds and investments; and, c) A system of controls exercised by the Treasurer to regulate the activities of employees. 6.3.3. No person including, without limitation, ONE JIB, may engage in an investment transaction except as provided under the terms of this IPS. 6.3.4. In the management of MRI of the Municipality, and any Third-Party Trust Funds, Designated Funds and Restricted Special Assets referenced in Section 2.1, the Treasurer may engage one or more agents and service providers. ONE Investment can assist with the investment of the Municipality’s MRI, in Legal List Securities, and with the investment of third-party trust funds, in accordance with the terms of the applicable trust, if permitted, at the request of the Municipality. 6.4. ONE JIB is responsible for: 6.4.1. ONE JIB has been appointed by the Municipality in accordance with the requirements of the Act and the Regulation and on the terms and conditions set out in the ONE JIB Agreement (Appendix I). 6.4.2. ONE JIB exercises control and management of the Municipality’s MNRI and the investments made by it in accordance with the objectives and risk tolerance established in this IPS. 6.4.3. Among the responsibilities of ONE JIB are the following: a) Reviewing this IPS; b) Adopting and maintaining an Investment Plan that complies with this IPS; c) Engaging Custodians, administrators and other investment professionals (Agents); d) Allocating the money and investments under its control and management in compliance with this IPS; e) Monitoring the performance of the OCIO Offering and Agents; and, f) Reporting to the Municipality. Page 89 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 26 of 29 6.4.4. The foregoing is subject to the more detailed terms and conditions contained in the ONE JIB Agreement. 6.4.5. ONE JIB, in its capacity as a joint municipal service board, in addition to being a local board of each member Municipality is subject to a Code of Conduct as required by the Municipal Act, 2001 (the “Act”). This Code of Conduct applies to the Chair and the other Members of ONE JIB acting in their capacity as Members of ONE JIB. 6.5. All Staff are responsible for: 6.5.1. Individuals who are responsible for the Municipality’s MRI Investment Portfolio shall comply with the Municipality’s Conflict of Interest guidelines and any relevant professional codes of conduct (e.g., the CPA Code of Professional Conduct). 7. Related Documents: 7.1. CP-003 Investment Policy (Legal List) 7.2. O.Reg.438/97: Eligible Investments, Related Financial Agreements and Prudent Investment 8. Inquiries: 8.1. Manager, Financial Planning/Deputy Treasurer 8.2. Deputy CAO, Finance and Technology/Treasurer 9. Revision History: April 22, 2024 Updated Policy name Council April 22, 2024 Prudent Investment adoption Council Page 90 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 27 of 29 policy. • References to portfolio manager have been changed to Sub-Investment Manager to reflect change to OCIO. • References to short-term or long-term money changed to MRI or MNRI • Definitions added or removed. • New section on restricted special assets and corresponding amendments to LDC investment. • Added Appendix 1 and 2 Page 91 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 28 of 29 Schedule A Restricted Special Assets Debt Securities None Own-Debt Securities Not applicable LDC or other MSC Securities Investments in Elexicon Corporation, Elexicon Energy or Elexicon Group Other None Page 92 Council Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131 Page 29 of 29 Schedule B Third-Party Trust Funds and Designated Funds Third-Party Trust Funds Care and Maintenance trust funds under the Funeral, Burial and Cremation Services Act, 2002. Designated Funds Not Applicable Page 93 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: February 2, 2026 Report Number: FSD-008-26 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: Report Subject: Awards from August 27 to December 31, 2025 Over $500,000 and Under Delegated Authority. Recommendation: 1. That Report FSD-008-26, and any related delegations or communication items, be received for information. Page 94 Municipality of Clarington Page 2 Report FSD-008-26 Report Overview 1. Background 1.1 For the period of August 27 to December 31, 2025, in accordance with the Procurement By-law, this report is being provided to Council for information to summarize all contract awards made for acquisitions with a total cost exceeding $500,000, excluding HST and awarded under Procurement By-law 2024-052, Section 65 and Procurement By-law 2024-052, Section 42. 1.2 Approval of report FSD-030-025 was provided by Council at the October Council meeting authorizing the Chief Administrative Officer to approve all Consulting and Professional Services awards required for the new Clarington Operation Depot, Fire Station and Training Facility (CODEFS). 2. Comments 2.1 The following contracts were awarded in accordance with Procurement By-law 2024- 052, Section 65. Copies of the Procurement Services Reports are attached. Page 95 Municipality of Clarington Page 3 Report FSD-008-26 – 2.2 The following contracts were awarded in accordance with Procurement By-law 2024- 052, Section 42 Copies of the Reports are attached. 2.3 The following consulting and professional services were awarded in accordance with the delegated authority for the Operations Depot, Fire Station and Training Facility exceeding $100,000. Copies of the Procurement Services Reports are attached. Page 96 Municipality of Clarington Page 4 Report FSD-008-26 3. Financial Considerations Not Applicable. 4. Strategic Plan Not Applicable. 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. 7. Conclusion It is respectfully recommended that Council receives this report for information. Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or smckee@clarington.net. Attachments: Attachment 1 – PD-042-025 Waste and Recycling Material Collection and Disposal Attachment 2 – PD-043-25 Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services Attachment 3 – PD-044-25 Hetherington Drive Stormwater Outlet Improvement Attachment 4 – PD-047-25 Supply and Delivery of Winter Sand Attachment 5 – PD-049-25 Newcastle Community Hall – HVAC Upgrade Attachment 6 – PD-057-25 Supply and Deliver Scott SCBA Equipment and Parts Attachment 7 – PUB-014-25 Security Services Attachment 8 – PD-046-25 – Stantec Archeological Study Interested Parties: There are no interested parties to be notified of Council's decision. Page 97 Attachment 1 to Report FSD-008-26 Report Procurement Division If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-042-25 Report Date: September 4, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-38 Report Subject: Waste and Recycling Material Collection and Disposal Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That GFL Environmental Inc. with a total bid amount for the initial two-year term of $395,769.45 (Net HST Rebate), and a potential contract value of $989,423.62 (Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-38 be awarded the contract for the provision of waste and recycling material collection and disposal as required for the various municipal facilities; 2. That the funds expended for these services be funded from respective facilities approved operating budget as required; and 3. That pending satisfactory service, the Procurement Manager, after consultation with the respective Department Head(s), or delegate, be authorized to extend the contract for up to three additional one-year terms. Page 98 Municipality of Clarington Report Procurement Division-042-25 Page 2 Attachment 1 to report Procurement Division-042-25 – Bid Summary 1. Background 1.1 The specifications for the collection of and disposal of waste and recycling materials from the various Municipal facilities was prepared by the Public Services Department. 1.2 The tender was issued and advertised electronically on the Municipality’s website 2. Analysis 2.1 Seven companies downloaded the tender. Five bids were received in response to the tender call. 2.2 The submissions were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and the results were forwarded to the Public Services Department for their review and consideration. 2.3 After review and analysis by the Public Services Department and the Procurement Services Division, it was mutually agreed that GFL Environmental Inc. be recommended for the award of tender CL2025-38. 2.4 GFL Environmental Inc. has successfully completed work for the Municipality in the past. 3. Financial Considerations 3.1 The annual cost is approximately $197,884.72 (Net HST Rebate). The initial contract term is for two years. The estimated value of the contract for the two years is approximately $395,769.45 (Net HST Rebate). It is important to note that the pricing noted is an estimate only as we are unable to determine the exact weig ht of the waste to be disposed of nor any extra pick-ups or services that may be required throughout the course of any give year. 3.2 Pricing received is firm for the first year of the contract. Only on the anniversary date of the Contract award may pricing be adjusted. Any proposed price increases should not exceed the annual percentage change in the most recent issuance of the Consumer Price Index (CPI) All items – Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract year 3.3 The Municipality has the option to extend the contract for up to three additional one-year terms pending satisfactory service. The Tender document stipulates that if the Municipality elects to exercise the option to renew the contract for the additional optional one-year terms, then pricing shall be adjusted only on the anniversary date of the Contract award. Proposed price increases should not exceed the annual percentage change in the most recent issuance of the Consumer Price Index (CPI) All items – Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract year. Page 99 Municipality of Clarington Report Procurement Division-042-25 Page 3 Attachment 1 to report Procurement Division-042-25 – Bid Summary 3.4 The expended funds will be drawn from respective facilities approved operating budget. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Page 100 Municipality of Clarington Report Procurement Division-042-25 Page 4 Attachment 1 to report Procurement Division-042-25 – Bid Summary The Municipality of Clarington CL2025-38 – Waste and Recycling Material Collection and Disposal Bid Summary Bidder Total Bid 2-Year Term (Including HST) Total Bid 2-Year Term (Net HST Rebate) GFL Environmental Inc. $439,484.55 $395,769.45 Waste Management of Canada Corporation $471,705.82 $424,785.70 Environmental 360 Solutions $607,033.94 $546,652.87 Miller Waste Systems Inc. $649,160.09 $584,588.77 2474382 Ontario Inc. o/a BamQuickBins $1,556,787.60 $1,401,935.45 The table below shows the estimated cost of the contract if the available renewals are exercised by the Municipality, thereby extending the contract for the potential 5-year period. Bidder Estimated Total Cost over 5 years (Including HST) Estimated Total Cost over 5 years (Net HST Rebate) GFL Environmental Inc. $1,098,711.37 $989,423.62 Waste Management of Canada Corporation $1,179,264.55 $1,061,964.26 Environmental 360 Solutions $1,517,584.86 $1,366,632.17 Miller Waste Systems Inc. $1,622,900.24 $1,461,471.93 2474382 Ontario Inc. o/a BamQuickBins $3,891,969.00 $3,504,838.63 Page 101 Report Procurement Division If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-043-25 Meeting Date: December 31, 2020 Report Date: August 28, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-44 Report Subject: Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Howe’s Your Yard with a bid amount of $193,762.64 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $968,813.20 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-44 be awarded the contract for Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services; 2.That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works, be given the authority to extend the contract for this service for up to four additional one-year terms; and 3.That the funds required for the contract terms be allocated between the operating budget values for Winter Control services and any shortfall within a specific year may be funded from existing available operating budget within the Public Works operating line items or from the Winter Control stabilization balance within the General Capital Reserve. Conversely, any unspent funds be allocated to the Winter Control stabilization balance. Attachment 2 to Report FSD-008-26 Page 102 Municipality of Clarington Page 2 Report Procurement Division-043-25 1. Background 1.1 Tender specifications for Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 CL2025-44 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on August 21, 2025. 2. Analysis 2.1 Fourteen plan takers downloaded the tender document. Six bids were received in response to the call. The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Howe’s Your Yard has satisfactorily completed work for the Municipality in the past. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, Howe’s Your Yard be recommended for the award of tender CL2025-44. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $193,762.64 (Net HST Rebate) will span two fiscal periods, in line with the snow clearing season. The funding is outlined below. Winter Maintenance – Winter Control Snow Clearing (Oct to Dec 2025) 100-36-383-10400-7163 $103,236.00 Winter Maintenance – Winter Control Snow Clearing (Jan to Apr 2026) 100-36-383-10400-7163 $90,526.64 Page 103 Municipality of Clarington Page 3 Report Procurement Division-043-25 3.2 Pricing for the tender is firm for the first contract year. 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. 3.3 The total estimated contract is for one year plus four optional additional years is approximately $968,815 (Net HST Rebate). The actual contract cost in each year will be determined based on need and will fluctuate based on weather conditions. 3.4 Fees collected for this service are offset against the contracted costs. The annual costs of this service are unpredictable, budget variances within a specific year may be funded from operating budget surpluses within the Public Works operating line items or from the General Capital Reserve for Winter Control. Similarly, positive budget variances may be added to the General Capital Reserve for winter control stabilization. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Page 104 Municipality of Clarington Page 4 Report Procurement Division-043-25 Attachment 1 to Procurement Division-043-25 Municipality of Clarington Summary of Bid Results Tender CL2025-44 Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services Bidder Total Bid Total Bid Howes Your Yard $193,762.64 302,724.25 328,771.96 443,583.95 508,167.77 Page 105 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-044-25 Meeting Date: December 31, 2020 Report Date: September 12, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-14 Report Subject: Hetherington Drive Stormwater Outlet Improvement Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Nick Carchidi Excavating Limited with a bid amount of $536,694.27 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2025-14 be awarded the contract for the Hetherington Drive Stormwater Outlet Improvement. Attachment 3 to Report FSD-008-26 Page 106 Municipality of Clarington Page 2 Report Procurement Division-044-25 1. Background 1.1 The Municipality of Clarington requires the services of a qualified company to co mplete the stormwater outlet improvements for the Hetherington Drive stormwater outfall outletting to Bowmanville Creek. 1.2 Work will be completed at the following locations: i) Hetherington Drive from Lawrence Crescent to the cul-de-sac. a. This area will include the installation of a new oil grit separator, reinstatement of driveway aprons, removal and replacement of curbs, sidewalks and roadway asphalt. ii) Bowmanville Creek Valley between Hetherington Drive Outfall to the asphalt multi-use Path. a. This area will involve grading/channelization works, asphalt trail reinstatement (provisional), erosion protection, and landscape restoration. 1.3 Tender specifications were prepared and provided by the Planning and Infrastructure Services Department. 1.4 Tender CL2025-14 was prepared and issued by the Procurement Division. The tender was posted electronically on the Municipality’s website. The tender closed on September 3, 2025. 2. Analysis 2.1 Forty-one (41) companies registered as plan takers for this tender call. Five (5) submissions were received by closing time. All submissions were deemed compliant (see Attachment 1). 2.2 After review and analysis by the Planning and Infrastructure Services Department and the Procurement Division, it was mutually agreed that the lowest compliant bidder, Nick Carchidi Excavating Limited, be recommended for the award of tender CL2025-14. 2.3 Nick Carchidi Excavating Limited has prior experience working with the Municipality; therefore, reference checks were not undertaken. Page 107 Municipality of Clarington Page 3 Report Procurement Division-044-25 3. Financial Considerations 3.1 The total funding required for this project is $700,000.00 (Net HST Rebate), which includes the construction costs of $536,694.27 (Net HST Rebate) and other related costs such as topographic survey, subsurface utility engineering (SUE), material testing, contract administration and construction inspection, Indigenous Consultation, archaeological assessments, environmental management services and contingency in the amount of $163,305.73 (Net HST Rebate). The funds are available in the approved budget allocation as provided and will be funded from the following accounts: Description Account Number Amount Hetherington Drive Stormwater Outlet Improvement 110-50-386-83476-7401 $700,000 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Page 108 Municipality of Clarington Page 4 Report Procurement Division-044-25 Attachment to Report Procurement Division-044-25 - Bid Summary Municipality of Clarington Summary of Bid Results Tender CL2025-14 Hetherington Drive Stormwater Outlet Improvement Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) Nick Carchidi Excavating Limited $595,975.35 $536,694.26 1000607047 Ontario Inc. $942,093.67 $848,384.53 1356594 Ontario Ltd. O/A Eagleson Construction $990,605.55 $892,070.98 Buildscapes Construction Ltd. $1,782,567.64 $1,605,257.37 Clearway Construction Ltd. $2,780,551.46 $2,503,972.71 Page 109 Attachment 4 to Report FSD-008-26 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-047-25 Report Date: September 19, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-39 Report Subject: Supply and Deliver of Winter Sand Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Robinson Haulage Inc. with a bid amount of $416,122.08 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $2,572,111.20 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-39 be awarded the contract for Supply and Deliver of Winter Sand; and 2.That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works, be given the authority to extend the contract for this service for up to four additional one-year terms. Page 110 Municipality of Clarington Report Procurement Division-047-25 Page 3 1. Background 1.1 Tender specifications for supply and delivery of winter sand were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 The tender included supply and delivery of winter sand to Depot 42, Orono Operations Centre and Hampton Operations Centre. It also included the provision of adding the new Bowmanville Depot location in the third-year term (2027). 1.3 CL2025-39 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on July 25, 2025. 2. Analysis 2.1 Seven plan takers downloaded the tender document. One bid was received in response to the call. The bid was reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Robinson Haulage Inc. has not worked for the Municipality in the past; however, references were checked and came back satisfactory. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, Robinson Haulage Inc. be recommended for the award of tender CL2025-39. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $416,122.08 (Net HST Rebate) is within budget but is significantly higher than the previous contract. It 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. 3.2 The total estimated contract cost is $2,572,111.20 (Net HST Rebate) for one year plus four optional additional years, with the Bowmanville Depot added in year three. PLOW/SAND/SALT-MISC OP EXP 3.3 Pricing for the tender is firm for the first contract year. 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. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Page 111 Municipality of Clarington Report Procurement Division-047-25 Page 4 Municipality of Clarington Summary of Bid Results Tender CL2025-39 Supply and Delivery of Winter Sand Bidder Total Bid Total Bid Robinson Haulage Inc. $416,122.08 $2,572,111.20 Note: The tender provided for the addition of the Bowmanville Depot location in the third-year term. Page 112 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-049-25Meeting Date: December 31, 2020 Report Date: October 15, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-36 Report Subject: Attachment 5 CL2025-36 Newcastle Community Hall - HVAC Upgrade - PD-049-25.docx Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: That Palladium Premier Group Ltd, with a total bid amount of $526,099.20 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-36 be awarded the contract for the installation of HVAC heat pump units at the Newcastle Community Hall, including three provisional items, as required by the Community Services Division. Page 113 Municipality of Clarington Page 2 Report Procurement Division-049-25 1. Background 1.1 Tender specifications and drawings were prepared by Wilcox Architects Inc. and provided by the Community Services Division to Procurement Services. The scope of work provided for the installation of HVAC heat pump units at the Newcastle Village Community Hall (main hall) and supplementary areas throughout the building (provisional). 1.2 Tender CL2025-36 was issued by Procurement Services and advertised electronically on the Municipality’s website. 1.3 Twenty-seven companies registered as official plan takers. The tender document included a mandatory site visit. Fourteen companies attended the mandatory site visit. Only those plan takers in attendance were eligible to submit a bid. The tender closed on July 29, 2025. 2. Analysis 2.1 Five submissions were received in response to the tender call. The bids were reviewed and tabulated by the Procurement Services (see attachment 1). All submissions were deemed compliant and forwarded to the Community Services Division for review and consideration. 2.2 After review and analysis of the bids by Procurement Service and the Community Services Division, it was mutually agreed that the low compliant bidder Palladium Premier Group Ltd be recommended for the award of CL2025-36. 2.3 Palladium Premier Group Ltd has not worked for the Municipality in the past; reference checks were completed and deemed satisfactory. 3. Financial Considerations 3.1 The total funds required for this project is $632,642.00 (Net HST Rebate), which includes the construction costs of $526,099.20 (Net HST Rebate) and other related costs such as design, inspection, testing, contract administration and contingencies of $106,542.72 (Net HST Rebate), be drawn from the following account: Page 114 Municipality of Clarington Page 3 Report Procurement Division-049-25 3.2 This project will be funded by Region debenture and the Newcastle Community Hall contribution of $325,000.00. The cost recovery of the Newcastle Community Hall portion of this project, up to $325,000.00, will consist of payments split over the same timeframe as debenture repayments to the Region (10 years). Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Summary of Bid Results Page 115 Municipality of Clarington Page 4 Report Procurement Division-049-25 Municipality of Clarington CL2025-36 Newcastle Community Hall – HVAC Upgrade Bid Summary Bidder Total Bid Price (Including HST) Total Bid Price (Net HST Rebate) Page 116 Attachment 6 to Report FSD-008-26 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-057-25 Report Date: December 18, 2025 Submitted By: Sandra McKee, Temporary Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-55 Report Subject: Supply and Deliver SCBA Equipment and Parts Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That M&L Supply, Fire & Safety with a bid amount of $111,108.73 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $664,657.49 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-55 be awarded the contract for Supply and Deliver SCBA Equipment and Parts; 2. 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 3. That the funds required for the second, third, fourth and fifth-year terms be included in future budget accounts. Page 117 Municipality of Clarington Report Procurement Division-057-25 Page 2 1. Background 1.1 Tender specifications for the Supply and Delivery of SCBA Equipment and Parts were prepared by the Emergency Services Division and provided to the Procurement Services Division. 1.2 The scope of work includes the supply and delivery of Scott Brand SCBA units, facepieces, cylinders, and various Scott Brand SCBA replacement parts required to support ongoing SCBA maintenance and repair. The second and third contract te rms also include the provision of approximately 205 SCBA cylinders to replace firefighters’ current units that are due for end‑of‑service-life replacement. 1.3 CL2025-55 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on December 16, 2025. 2. Analysis 2.1 Three plan takers downloaded the tender document. Two bids were received in response to the call. The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Emergency Services Division for their review and consideration. 2.2 M&L Supply, Fire & Safety has satisfactorily completed work for the Municipality in the past. 2.3 After review and analysis by the Emergency Services Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, M&L Supply, Fire & Safety be recommended for the award of tender CL2025 -55. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $111,108.73 (Net HST Rebate) includes SCBA Equipment in the amount of $101,108.74 (Net HST Rebate) and SCBA Parts in the amount of $10,000.00 (Net HST Rebate) and will be funded by the Municipality as provided. The department will manage the contract quantities to remain within the first-year budget limit. Future budget accounts will include the funds required for the second, third, fourth, and fifth -year terms. Description Account Number Amount S.C.B.A Replacements - Capital 110-28-281-82816-7401 $101,108.74 EMS-Suppression-Parts 100-28-281-00000-7531 10,000.00 Page 118 Municipality of Clarington Report Procurement Division-057-25 Page 3 3.2 Pricing for the tender is firm for the first contract year. 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. 3.3 The total estimated contract is for one year plus four optional additional years is approximately $664,657.49 (Net HST Rebate). Staff Contact: Sandra McKee, Temporary Manager, Procurement, 905-623-3379 ext. 2210 or smckee@clarington.net. Attachments: Attachment 1 – Bid Summary Page 119 Municipality of Clarington Report Procurement Division-057-25 Page 4 Attachment 1 to Procurement Division-057-25 Municipality of Clarington Summary of Bid Results Tender CL2025-55 Supply and Deliver SCBA Equipment and Parts Bidder One-Year Total Bid (Net HST Rebate) Potential Five-Year Total Bid (Net HST Rebate) M&L Supply, Fire & Safety $111,108.73 $114,562.81 Brogan Safety Supply 664,657.49 673,837.54 Page 120 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: September 8, 2025 Report Number: PUB-014-25 Authored By: Jennifer Stycuk, Manager, Facility Services Julie Mitchell, Director, Community Services – Public Services Submitted By: Lee-Ann Reck, Deputy CAO, Public Services Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: Camp 30 Cafeteria Building - Structural Update Recommendations: 1.That Report PUB-014-25, and any related delegations or communication items, be received; 2.That Council direct staff to immediately install expanded collapse area fencing and put in place additional security measures to mitigate risk; 3.That the remaining funds held in the General Capital Reserve for Camp 30 repairs and maintenance, approximately $200,000 be made available for proposed risk mitigations; and 4.That all interested parties listed in Report PUB-014-25, be advised of Council’s decision. Attachment 7 to Report FSD-008-26 Page 121 Municipality of Clarington Page 2 Report PUB-014-25 Report Overview 1. Background 1.1 In December 2021, the Municipality completed a land acquisition with Lamb Road School Property Ltd., for an approximately 2 -acre property, including the Cafeteria Building, on the site of the former Camp 30. 1.2 A report was presented in Council in April of 2022 (CSD-008-22) requesting funds to put in place interim measures to secure the Cafeteria Building, mitigate risk and further deterioration of damage to the structure. As a result, perimeter fencing was installed, and a preliminary structural assessment was undertaken. 1.3 The Structural Condition Review was completed in July of 2022 by Barry Bryan and Associates, identifying the poor condition of the building. The report concluded that the building is in poor condition and must not be occupied without remedial repair and stabilization. The recommendations at that time included that the roof structure and supporting walls of the clerestory, along with exterior brick masonry walls be deconstructed, utilizing a salvaging program for any materials that are found to be in good condition for re-use. 1.4 In May 2025, a portion of the Cafeteria Building roof collapsed. The CBN dated June 24, 2025, informed Council of the occurrence and an updated structural condition review took place in June 2025. The new Structural Condition Review report from Barry Bryan and Associates is included in this report as Attachment #1. The conclusion of the report finds the building in very poor condition with areas of active collapse and recommends an expanded collapse perimeter be installed for safety reasons. 1.5 In June 2025, report PDS-039-25 included a Heritage Impact Assessment for Alternatives to Full Restoration and Accompanying High-Level Costing of Options. This Page 122 Municipality of Clarington Page 3 Report PUB-014-25 report was referred to the October 20, 2025, Planning and Development Committee meeting. 2. Municipal Review 2.1 The Chief Building Official has received a copy of the independent structural condition report and is reviewing. The report will be referenced in any official orders. 3. Considerations / Recommendations Risk Mitigation 3.1 Expand fencing to include an additional 2 (two) meters of ar ea around the Cafeteria Building. The structural condition report has deemed the entire interior, as well as a collapse zone on the exterior unsafe. The additional 2 (two) meters on the exterior will establish an appropriate safe zone. This will include a portion of the area currently being utilized as a community garden. This will need to be in-place until restoration or deconstruction. 3.2 Initiate on-site security with current vendor. Despite current fencing, signage and police presence, individuals continue to access the building. Occurrences have been noted to happen both during the day and overnight. Municipal employees have found discarded tools used to cut, break or saw through reinforced barriers on a frequent basis. It is recommended that this measure be in-place until restoration or deconstruction. 4. Financial Considerations 4.1 Council has previously approved funds for the security and stabilization of the building, up to $400,000. There is approximately $200,000 of these funds remaining. The request for funding from is based on estimated costs that include the following components: – – Page 123 Municipality of Clarington Page 4 Report PUB-014-25 4.2 The remaining funds would provide approximately nine months of ongoing security to the building. 5. Strategic Plan 5.1 G.3.1: Determine the future of the historic Camp 30 cafeteria building Work in consultation with the Jury Lands Foundation to develop a plan for the cafeteria building. 6. Climate Change Not Applicable. 7. Concurrence This report has been reviewed by Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology who concurs with the recommendations. 8. Conclusion It is respectfully recommended that Council approve the risk mitigation solutions outlined in this report and authorize that the funds be drawn from the General Capital Reserve Fund. Staff Contact: Jennifer Stycuk, Acting Manager of Facilities, 905-623-3379 ext. 2925, or jstycuk@clarington.net . Attachments: Attachment 1 – Camp 30 Structural Condition Report_2025.pdf Interested Parties: The following interested parties will be notified of Council's decision: Jury Lands Foundation Clarington Heritage Advisory Committee Page 124 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-046-25 Date: December 31, 2020 Report Date: October 2, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: IQ2024-25 Report Subject: Attachment 8 Archeological Study for Operations Depot and Fire Station Land - PD-046-25.docx Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Stantec Consulting Ltd. Consulting Ltd. be authorized to complete the currently ongoing Stage 3 archeological investigation on the land of the new Clarington Operation Depot and Emergency Fire Services (CODEFS) project. The estimated increase in cost to complete Stage 3 of the study is $36,068.83 (Net HST Rebate). 2. That $50,880.00 (Net HST Rebate) be approved provisionally should Stage 3 require additional work in order to complete this Stage of the assessment. Page 125 Municipality of Clarington Page 2 Report Procurement Division-046-25 1. Background 1.1 The Municipality of Clarington issued a competitive informal quote (IQ2025-24) to retain the professional services of a consulting company to provide archaeological consulting services in accordance with the Ontario Ministry of Citizenship and Multiculturalism (MCM) standards and guidelines to prepare the Stage 1 and Stage 2 archaeological report. The site is located at 2656 Concession Road 4, Bowmanville. Work was to be completed in accordance with the terms, conditions and specifications contained herein and any governing standard and regulations. 1.2 Stage 1 included an archaeological investigation to determine whether there was potential for archaeological sites on the property where development is planned. This work included a geographic, land use and historical information review for the property and the relevant surrounding area, site visits to inspect its current condition, and to liaise with the ministry to determine any known archaeological sites on or near the property. 1.3 Stage 2 included the property assessment. The archaeologist surveyed the land to identify any archaeological resources on the property and determine whether any archaeological resources found were of sufficient cultural heritage value or interest to require a Stage 3 assessment. 1.4 IQ2025-24 was issued to four Proponents to request pricing to complete Stage 1 with Stage 2 being provisional if required. 1.5 The bid closed with two submissions received. Stantec Consulting Ltd. being the lowest compliant Proponent, was awarded the contract to complete Stage 1 of the archaeological investigation. 1.6 At the completion of the Stage 1 assessment, it was determined that Stage 2 assessment was required. Stantec Consulting Ltd. was provided the approval to proceed with Stage 2 based on the pricing received a s part of IQ2024-25. 1.7 At the end of the Stage 2 assessment, it was determined a Stage 3 assessment was required. The MCM’s Standards and Guidelines for Consultant Archaeologists require compliance by Consultant Archaeologists working in Ontario to follow the standards and guidelines. Under Section 2.2, Standards 1.c. and 1.d. have been interpreted by the Consultant to establish the requirements for a Stage 3 assessment. 1.7.1. 1.c. - post-contact archaeological sites containing at least 20 artifacts that date the period of use to before 1900. (Further guidance for evaluating the potential cultural heritage value or interest of post-1830 Euro-Canadian domestic sites is provided in 3 Stage 3: Site-Specific Assessment.) Page 126 Municipality of Clarington Page 3 Report Procurement Division-046-25 1.7.2. 1.d. - twentieth century archaeological sites, where background documentation or archaeological features indicate possible cultural heritage value or interest) 1.8 Given project timelines, as well as the efficiency of utilizing a consultant familiar with the site, approval was obtained to single source Stage 3. 1.9 Stage 3 is a site-specific assessment which includes determining the dimensions of the archaeological site, evaluate its cultural heritage value or interest and, where necessary, make recommendations for Stage 4 mitigation strategies. 2. Analysis 2.1 The cost to complete Stage 3 of this assessment was $70,437.25 (Net HST Rebate). Due to the need for additional test sites and the increased depths of these areas along with the additional field coordination, client communications, and other management tasks, there are additional fees in the amount of $36,068.83 (Net HST Rebate). 3. Financial Considerations 3.1 Additional funds of $86,948.83 (Net HST Rebate) includes $36,068.83 (Net HST Rebate) and contingency funds of $50,880.00 (Net HST Rebate) for any further unforeseen circumstances encountered in the completion of the Stage 3 assessment. The timely completion of the archeology work is critical to the success of the CODEFS project as it must be completed before construction may begin. Requesting contingency now for Stage 3, will ensure this work is completed without delay if any unforeseen site conditions or scope additions arise during this work. – Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Not Applicable Page 127 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: February 2, 2026 Report Number: PDS-014-26 Authored By: Andrei Micu, Manager – Park Design and Development Vanessa Bilenduke-Guppy – Supervisor Community Development and Events Submitted By: Darryl Lyons, Deputy CAO, Planning and Infrastructure Services Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: 801 Maple Grove Outdoor Sport Field and Events Complex Recommendations: 1. That Report PDS-014-26, and any related delegations or communication items, be received; 2. That Council approve the funding request of $150,000 from the Parks and Cemeteries Capital Reserve Fund and authorize staff to issue a Request for Proposal to select a qualified consultant to develop a Master Plan for an outdoor sport field and event complex at 801 Maple Grove . 3. That the request for funding in the amount of $125,000 sourced from the Parks and Cemeteries Capital Reserve Fund for the Special Event Strategy be approved; 4. That all interested parties listed in Report PDS-014-26, be advised of Council’s decision. Page 128 Municipality of Clarington Page 2 Report PDS-014-26 Report Overview The purpose of this report is to seek Council’s approval and funding for the development of a 1. Background 1.1 At Regular Council meeting held October 28, 2024, Resolution #C-124-24 was passed which read: That the Parks, Recreation and Culture Master Plan, attached to Report CAO-007-24, as Attachment 1, be endorsed; That the CAO be directed to develop a five-year action plan, inclusive of a financing strategy, to address top short-term priorities identified in the Parks, Recreation and Culture Master Plan, and report back to Council in Q1 2025; That Council recognize and consider feedback received as part of the community survey related to special projects and prioritizing future investment; That the CAO, on behalf of Council, explore opportunities that may present itself to meet the cultural needs of the community for a large field suitable for Ribfest, concerts, and cultural events. 2. Discussion 2.1 The Parks, Recreation and Culture Master Plan identified 105.3 hectares of additional parkland needs, including approximately 30-hectares for a Sports Field Complex. 2.2 The Parks, Recreation and Culture Master Plan recommended the development of a Special Events and Festivals Strategy to provide the municipality with a clear understanding of the resources required to deliver these experiences effectively, and in line with the municipality’s strategic priorities. 2.3 A potential site suitable to support an outdoor sport field and events complex was identified and in January 2026, the purchase and sale conditions pertaining to the acquisition of a 20-hectare site at 801 Maple Grove were waived. The land will be transferred to the Municipality in February 2026. Outdoor Sport Field and Event Complex Master Plan 2.4 The site is planned to be a destination municipal-wide outdoor sport field and event complex. The objective of a site-specific Park Master Plan is to create a comprehensive Page 129 Municipality of Clarington Page 3 Report PDS-014-26 plan that will inform and guide the sustainable and phased development of the site. The process will include: Conceptual-level design, including renderings, and ensuring alignment with the recommendations of the Parks, Recreation and Culture Master Plan. Community and stakeholder engagement. Preliminary ideas for the site include a dedicated cricket field, soccer fields, sanctioned toboggan hill, a 3.5 -hectare outdoor gather space for major community events, and supporting park facilities such as a covered stage for live music and performances, connected trails, parking, and washroom facilities. A phasing and implementation strategy, and associated order of magnitude costing. Evaluate the operational impacts and determining the long-term maintenance requirements and associated order of magnitude costs. Special Events Strategy 2.5 Special events play a vital role in community satisfaction, well-being, and civic pride. The newly acquired outdoor event space presents a strategic opportunity to further position Clarington as a hub for cultural and recreational experiences. To fully leverage this asset, a comprehensive Special Events Strategy is essential. This strategy will: Align with the PRCMP by advancing its vision for inclusive, dynamic spaces that foster community connection and cultural expression; Establish clear strategic direction for special events, including the development of an appropriate operating model for event delivery and third-party permitting; Identify the staffing and resource requirements needed to plan, deliver, permit , and support a diverse roster of vibrant and innovative special events over the next 10 years; Maximize economic development and tourism benefits, strengthening Clarington’s profile as a regional destination; Enhance community identity and engagement by guiding the development of signature events that reflect local heritage and values; Ensure operational efficiency and risk management through clear guidelines for logistics, partnerships, safety and financial stewardship; Support long-term planning and infrastructure investment by informing decisions on amenities, accessibility, and capital improvements required to accommodate large- scale events. Page 130 Municipality of Clarington Page 4 Report PDS-014-26 Develop a comprehensive operating model for the site, outlining phased site use and any associated restrictions, governance structures (including staffing, resource requirements, and workflow processes), booking criteria and procedures, and standards for safety, logistics, and all other operational considerations. 3. Financial Considerations 3.1 The total funding required for the Park Master Plan is $1 50,000 and is being requested from the Parks and Cemeteries Capital Reserve Fund. 3.2 The total funding required to complete the comprehensive Special Events Strategy is $125,000 and is being requested from the Parks and Cemeteries Capital Reserve Funds. 4. Strategic Plan Lead 4.1 L.3.2: Identify, establish and report on service levels of interest to the community Connect 4.2 C.2.5: Support the proactive management of community safety and well-being by prioritizing initiatives to improve community safety and well-being. 4.3 The addition of a sport and outdoor event complex will provide a space for community recreation and gatherings contributing to well-being. 4.4 C.3.2: Reduce barriers to municipal programs, services and infrastructure by undertaking actions to ensure the municipality connects with all segments of the population. 4.5 C.4.1 Promote and support local arts, culture, and heritage sectors by implementing the Parks, Recreation and Culture Master Plan. Grow 4.6 G.2.3 Develop and begin implementation of the Parks, Recreation, and Culture Master Plan by prioritizing action items for implementation. 4.7 The outdoor sports complex and outdoor events space was identified as a priority. Page 131 Municipality of Clarington Page 5 Report PDS-014-26 5. Climate Change The Park Master Plan will consider and incorporate goals under Clarington’s Corporate Climate Action Plan. 6. Concurrence This report has been reviewed by the Deputy CAO of Public Services, the Deputy CAO/Treasurer of Finance and Technology, and the Deputy CAO/Solicitor of Legislative Services who concur with the recommendations. 7. Conclusion It is respectfully recommended that Council approve the funding requests for the Park Master Plan and Event Strategy for 801 Maple Grove Outdoor Sport Field and Events Complex. Staff Contact: Andrei Micu, Manager – Park Design & Development, 905-623-3379 x 2439 or amicu@clarington.net and Vanessa Bilenduke-Guppy, Supervisor Community Development and Events, 905-623-3379 x 2564 or VBilenduke-Guppy@clarington.net Attachments: Attachment 1 – Location Map Interested Parties: There are no interested parties to be notified of Council's decision. Page 132 801 Maple Grove Road Context Map 2025 Orthophotography provided by © First Base Solutions Inc., Municipality of Clarington, Planning & Infrastructure Services 1/15/2026, 4:28:17 PM 0 710 1,420355 ft 0 210 420105 m 1:8,000 Municipality of Clarington Municipality of Clarington, Planning & Infrastructure Services | 2025 Orthophotography provided by © First Base Solutions Inc. | Attachment 1 to Report PDS-014-26 South BowmanvilleRecreation Centre 801 Maple Grove Road Page 133 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: February 2, 2026 Report Number: PDS-019-26 Authored By: Robert Brezina, Manager of Engineering Design, Planning and Infrastructure Services Submitted By: Darryl Lyons, Deputy CAO, Planning and Infrastructure Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: N/A Report Subject: Reallocation of Funding to Support Bloor Street Streetlighting Works - Courtice Recommendations: 1. That Report PDS-019-26, and any related delegations or communication items, be received; 2. That Council approve the reallocation of $405,000 from the Trulls Road Improvements (Bloor Street to 400m South - Project 50-330-25105 - 2025 Capital Budget) budget to cover costs related to the Bloor Street (Trulls Road to 500m west) streetlighting works; 3. That the balance of funding from the Trulls Road Improvements (Bloor Street to 400m South) – Project 50-330-25105, in the amount of $1,471,721.31, be returned to source; and 4. That all interested parties listed in Report PDS-019-26, be advised of Council’s decision. Page 134 Municipality of Clarington Page 2 Report PDS-019-26 Report Overview Improvements (Bloor Street to 400m South) budget, as this project’s advancement has been funds would be used toward the Municipality’s commi 1. Background 1.1 Tribute (King Street) Ltd. is an owner / developer within the Southeast Courtice Secondary Plan lands and is presently constructing Phase 1 of the Tribute (King Street) residential subdivision (located south of Bloor Street, west of Trulls Road) which fronts both Bloor Street and Trulls Road (See Attachment 1 for Location Plan). 1.2 In late 2025 Tribute (King Street) Ltd. initiated external road improvements works on Bloor Street fronting the development lands in support of the subdivision and as required by conditions within their Regional Agreement. These improvements include watermain and sanitary sewer servicing, road urbanization, and road widening to implement dedicated turn lanes at a new intersection of Granville Drive with Bloor Street. The project also includes pedestrian facilities, and streetlighting (of which the Municipality is responsible for cost). 1.3 Although Bloor Street is a Regional Road (#22), the Region’s Streetlighting Policy on Regional Roads dictates that local area municipalities are 100% cost responsible for new streetlight installations inside the Urban Bounda ry. 1.4 Recognizing this cost responsibility, streetlighting on Bloor Street was included in the Municipality’s 2025 Development Charge Background Study and is identified as Project #169 – Bloor St./Reg. Rd. 22 Streetlighting – Prestonvale Rd. to Courtice Rd. 1.5 The Municipality routinely includes its road improvement works into the scope of external works required by subdivision developments to take advantage of cost efficiencies as they can be concurrently undertaken as the private development advances. 1.6 Due to the timing of execution of the external road improvement works by Tribute (King Street) Ltd. in late 2025, Staff did not identify nor have an opportunity to include a funding request in the 2026 Capital Budget and the Municipality’s commitment of the streetlighting works is presently unfunded. Page 135 Municipality of Clarington Page 3 Report PDS-019-26 1.7 Tribute (King Street) Ltd. has recently tendered the external streetlighting works for Bloor Street through a developer led competitive bid process and has put forth the recommendation of award of the installation of streetlighting works to the Municipality. Tribute (King Street) Ltd. is requesting funding up to $405,000 which would represent the Municipality’s cost share for construction of the works, detailed engineering design and tendering, contract administration, contingencies, and H.S.T. costs. Reimbursement will be made only for actual, as-constructed costs. 1.8 Staff have reviewed the bids received and are of the opinion that the costs as tendered are fair and representative of the scope of works. 2. Reallocation of Funding from Trulls Road Improvements (Bloor Street to 400m South) from the 2025 Capital Budget 2.1 In anticipation of the need for road improvements on Trulls Road (Bloor Street to 400m South), construction budget was approved in the 2025 Capital Budget in th e amount of $1,925,000 and was comprised of the following funding: $1,366,750 – Development Charges – Roads and Related $558,250 – Reserve Funds – Miscellaneous Capital 2.2 Staff have identified that the advancement of the surrounding development lands, which would warrant the road improvements, is not occurring at the rate that was anticipated at the time of 2025 Capital Budget submission. 2.3 The Planning and Infrastructure Services Department has only incurred expenses related to preliminary road improvement design in the amount of $48,278.69. No further detailed engineering design work is currently occurring. 2.4 Staff recommend that a portion of the construction funding from the Trulls Road Improvements (Bloor Street to 400m South) budget in the amount of $405,000 be reallocated to the streetlighting works on Bloor Street to be undertaken by Tribute (King Street) Ltd. 2.5 Staff recommend that the balance of funding from the Trulls Road Improvements (Bloor Street to 400m South) budget in the amount of $1,471,721.31 be returned to source. Funding for this project would be requested through a future Capital Budget when the project is ready to advance. Staff have consulted with the developers and have been advised that they do not have any plans to pursue work on Trulls Road at this time or in the next couple of years. Staff will continue to communicate with the developers and to determine future budget needs. Page 136 Municipality of Clarington Page 4 Report PDS-019-26 2.6 The Trulls Road Improvements (Bloor Street to 400m South) project is standalone and is not tied to any other capital infrastructure initiatives and Staff do not foresee any issues arising given its deferral. 2.7 As a holding strategy to maintain the service life of the existing Trulls Road roadway prior to requiring improvements, Staff worked with an external developer in late 2025 to rehabilitate and upgrade the pavement structure of Trulls Road from Baseline Road to Bloor Street. This rehabilitation was required to allow the use of Trulls Road as a prolonged detour route and support the anticipated level and loading of traffic while the developer closes Courtice Road from Baseline Road to Bloor Street to install sanitary sewer in support of development at the northeast corner of Courtice Road / Bloor Street. The sanitary sewer works are planned to begin in early 2026. 2.8 Staff estimate that the recent rehabilitation of Trulls Road will allow the existing rural roadway to be suitable for traffic for several years before more substantial road improvements are required. 3. Financial Considerations 3.1 Reallocation of $405,000 from the Trulls Road Improvements (Bloor Street to 400m South) of the 2025 Capital Budget would make the required amount of funding available to cover the Municipality’s cost share related to the installation of streetlighting on Bloor Street (Trulls Road to 500m west). 3.2 The balance of funding in the amount of $1,471,721.31 from the Trulls Road Improvements (Bloor Street to 400m South) project would be returned to source. 3.3 Funding to advance the Trulls Road Improvements (Bloor Street to 400m South) project would be requested through a future Capital Budget request when the project is ready to advance. 4. Strategic Plan 4.1 The installation of streetlighting on Bloor Street aligns with Clarington Strategic Plan Safe, Diverse, Inclusive and Vibrant Community Objectives C.1.4 Proactively address traffic management, walkability, livability, and connectivity and C.2.2 - Support and invest in the creation of housing to meet the needs of the community. 5. Climate Change Not Applicable. Page 137 Municipality of Clarington Page 5 Report PDS-019-26 6. Concurrence 6.1 This report has been reviewed by the Deputy CAO / Treasurer – Finance and Technology Department who concurs with the recommendations. 7. Conclusion 7.1 It is respectfully recommended that Council approve the reallocation of $405,000 from the Trulls Road Improvements (Bloor Street to 400m South) project from the 2025 Capital Budget, to cover the Municipality’s cost share responsibility for the installation of streetlighting on Bloor Street from Trulls Road to 500m west, and that the balance of funding in the amount of $1,471,721.31 be returned to source. Staff Contact: Robert Brezina, Manager of Engineering Design, 905 623 3379 ext. 2331 or RBrezina@Clarington.net Attachments: Attachment 1 – Tribute (King Street) Subdivision – Location Map Interested Parties: The following interested parties will be notified of Council's decision: Andrew Kerr – Tribute (King Street) Ltd. Page 138 Attachment 1 to Report PDS-019-26 Page 139 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: February 2, 2026 Report Number: LGS-007-26 Authored By: Natalie King, Municipal Law Enforcement Supervisor Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services Reviewed By: Mary-Anne Dempster, CAO Report Subject: Administrative Penalty System Update and Recommendations Recommendations: 1. That Report LGS-007-26, and any related delegations or communication items, be received; 2. That Council authorize staff to continue with the identified next steps for the implementation of an Administrative Penalty System (APS) including the associated By-law(s) and prescribed policies as identified in Report LGS-007-26, and; 3. That Council authorize staff to initiate procurement of the necessary software solution for the APS to be funded from the General Capital Reserve, and; 4. That all interested parties listed in Report LGS-007-26, be advised of Council’s decision. Page 140 Municipality of Clarington Page 2 Report LGS-007-26 Report Overview related to Administrative Penalty System (“APS” – Monetary Penalty System or “AMPS”). 1. Background 1.1 On May 5, 2025, Council approved Report LGS-016-25, Administrative Penalty System, authorizing staff to investigate and report back on the requirements of replacing the existing Provincial Offences Act (POA) parking fines with an Administrative Penalty System (APS), specifically the following: a) Identify the Ministry of Transportation Ontario (MTO) requirements, timelines and charges associated with the transition; b) Research ticketing software providers to determine if our current provider is best suited to remain or if an alternate provider is more suitable; c) Explore the financial costs of Licence Plate Recognition (LPR) technology, while garnering an understanding of the benefits of utilizing the technology; d) Forecast potential ticketing efficiencies and generate estimates of possible changes to revenue; e) Determine if the required positions of Screening Officer and Hearing Officer would be better suited as internal staff or as contracte d roles; and f) Provide general estimates of overhead costs associated with the transition. 1.2 The findings are provided in section 2 below. 2. Details Overview of Requirements to Replace Current POA System with APS 2.1 The Municipal Act, 2001, provides Municipalities with the authority to implement an APS process and adjudicate parking violations and other Municipal by-laws, with the following requirements that are currently being prepared by Staff to later be enacted by Council: 2.1.1. Adopt policies and procedures that address: Page 141 Municipality of Clarington Page 3 Report LGS-007-26 a) Undue Hardship; b) Extension of time to request a review; c) Extension of time to pay penalty; d) Financial management and reporting; e) Prevention of Political Interference; f) Public complaints; and g) Conflict of interest; 2.1.2. Procure software for the enforcement and records management of APS; 2.1.3. Enter into a new ARIS agreement with MTO; 2.1.4. Approve APS administrative fees within the Fees By-law; 2.1.5. Create necessary amendments to the Traffic By-law for Council enactment; and 2.1.6. Appoint Screening and Hearing Officers. MTO Timelines and Charges Associated with Transitioning to APS 2.2 The Ministry of Transportation Authorized Requester Information System (ARIS) Division has indicated that upon receipt of a completed application, a Municipality should anticipate a minimum of six (6) to eight (8) weeks processing time for approval of a new agreement. This timeline, however, should be considered a conservative guideline, as other Municipalities commonly encounter significantly longer wait times, with some reporting upwards of thirty (30) weeks for a final approval from MTO. 2.3 A $250 application fee is due to be paid to MTO upon submission of the application for a new ARIS agreement. 2.4 Final operational expenses will be identified and confirmed upon submission and approval of the ARIS agreement application. Software Administration Provider 2.5 To ensure adherence to the Municipality’s Procurement By-law, no determination regarding a preferred software provider can be made at this time. The acquisition will proceed in accordance an appropriate procurement process. 2.6 The procurement will be scheduled for 2026 with the objective to have a vendor selected and implementation completed in time for activation in 2027. Page 142 Municipality of Clarington Page 4 Report LGS-007-26 Costs and Benefits of License Plate Recognition (LPR) Technology 2.7 Staff have ruled out the use of licence plate recognition technology at this time due to prioritizing regulatory compliance, Officer training, and the stabilizing of Screening and Hearing workflows. 2.8 Implementation of this technology in alignment with the initial phase of APS may divert resources away from core readiness tasks; while deferring a decision to post implementation review, allows for a more appropriate assessment of technology needs and better determine resource and budget capacities. Ticketing Efficiencies and Estimates of Possible Changes to Revenue Page 143 Municipality of Clarington Page 5 Report LGS-007-26 2.11 A conservative example of additional revenue generation using an estimate of 9,000 penalty notices issued during the first year, using an average penalty amount of $45 produces the following results when considering only the late fee and final notice fees: Estimated Revenue Changes (Per Penalty Notice/Ticket) Without Plate Denial Evaluate Staffing Model for Screening Officer and Hearing Officer Roles 2.12 In accordance with the governing Provincial Legislation, the Municipality is required to establish a two (2) step dispute resolution system by means of appointing a Screening Officer and a Hearing Officer to independently conduct quasi judicial reviews of disputed Administrative Penalties under the APS By-law. 2.13 In considering the appeal process and requirements imposed, it is noted the Screening Officer role necessitates several key qualifications. Some of these include a strong working knowledge of, and ability to interpret and apply, Provincial Legislation and Municipal By-laws, as well as employ proficiency in conflict resolution strategies and effective written (and occasionally oral) communication skills. Page 144 Municipality of Clarington Page 6 Report LGS-007-26 2.14 The position further entails the capacity to review evidentiary materials, evaluate alleged contraventions, and render determinations to affirm, modify, or rescind disputed penalty notices in accordance with applicable legislation and by-law provisions. 2.15 Screening reviews will be conducted primarily via email, with exception being provided to ensure the screening process remains accessible to everyone. 2.16 As the volume of penalty notices increases, the number of screenings scheduled will also increase, as will the demand for a scheduled Screening appointment. 2.17 The table below illustrates that between January 1, 2025, and December 14, 2025, nine thousand four hundred four (9,404) parking tickets were issued, which resulted in seven hundred thirty-four (734) screenings being scheduled. A noted increase from the same year over year comparison from 2024, whereby seven thousand six hundred ninety-three (7,693) tickets were issued, resulting in six hundred thirty-four (634) scheduled screenings. 2025 2024 2.18 Based on these considerations, it is recommended that the Screening Officer position be established as an internal staff function, initially structured as a part-time contract appointment, with the flexibility to transition to a full-time, non-affiliated role should operational requirements warrant such a change. 2.19 Providing the Screening Officer role as an internal staff function affords flexibility to maintain coverage during absences or vacation periods and facilitates efficient scheduling of hearing appointments. 2.20 Funding for this new Staff position will be included as part of a 2027 Budget request and will be fully funded by projected additional revenues resulting in no increase to the tax levy. Page 145 Municipality of Clarington Page 7 Report LGS-007-26 Hearing Officer Position 2.21 The second step in the dispute resolution process, is to retain a Hearing Officer to act as an independent adjudicator for disputes and appealed decisions of the Screening Officer. 2.22 This position operates independently from enforcement staff and the Screening Officer to ensure impartiality and fairness of the adjudication process. 2.23 The Hearing Officer has the authority to affirm, modify, or rescind the decision of the Screening Officer. 2.24 Differing from the role of the Screening Officer, the Hearing Officers’ required qualifications include some of the following: 2.25 Strong knowledge of the governing Legislation; 2.26 Prior experience in a quasi-judicial or adjudicative role (e.g., tribunal member, mediator, arbitrator); 2.27 Ability to conduct hearings in accordance with prescribed procedures; 2.28 Must employ a demonstrated ability to make unbiased decisions based on evidence, operating free from political influence or conflict of interest. 2.29 This position will operate on a per diem basis, with scheduled Hearings to be conducted within Council Chambers. 2.30 This position will be funded in the same manner as described for the Screening Officer. 3. Financial Considerations Explain Financial Consideration(s). 3.1 In reviewing the monetary considerations for transitioning to an Administrative Penalty System, items for review include an enforcement software expense, staffing considerations, MTO operational costs, as well as an examination of the sample administrative fee schedule. Software Costs 3.2 The true cost of procuring the necessary software to implement the APS will only be known once a competitive procurement has taken place. Page 146 Municipality of Clarington Page 8 Report LGS-007-26 3.3 An estimate from 2024 was used to provide a working guideline of the projected cost for planning purposes. This estimate indicates transitionary software costs for the first year of approximately $25K plus individual licensing costs for each Municipal Enforcement Officer that would need access to the system. The cost in subsequent years are estimated at $16K plus licensing costs. 3.4 In order to move forward with the transition to APS, an upfront advance of funds is required to proceed with the software purchase and ensure that product security meets MTO requirements. 3.5 In consultation with the Financial Services Department, the General Capital Reserve has been recommended as the funding source for implementation and the amount needed will be paid back into the reserve account with revenue generated from the APS program, resulting in cost neutrality. Staffing Consideration 3.6 As outlined already in this report, there is a requirement to appoint one (1) Screening Officer position in the capacity of a part-time contractual appointment, and one (1) per diem Hearing Officer appointment. 3.7 Both positions will be required at rollout of the APS program, which has a proposed start time in 2027 Q1. 3.8 Funding for staff considerations will be discussed as part of the 2027 budget process. Revenue Changes with APS 3.9 Under the current Provincial Offences Act (POA) process, unpaid tickets beyond 15 days trigger a Notice of Impending Conviction (NIC), and after 45 days, they are transferred to the Provincial Offences Court System. At this stage, additional fees are applied by POA, and if unpaid, the debt is registered with the Ministry of Transportation (MTO) for plate denial. 3.10 The Municipality does not have authority to apply incremental fees during this aging process, and any fees added beyond the original set fine remain with POA. Upon payment, the Municipality receives only the original set fine amount. 3.11 Transitioning to an Administrative Penalty System (APS) removes the POA court process and allows the Municipality to manage the full life cycle of a penalty notice internally and to recovery the costs accordingly. 3.12 This will enable the Municipality to impose modest administrative fees (e.g. $15) at incremental aging stages and recover actual costs for notices, including MTO search Page 147 Municipality of Clarington Page 9 Report LGS-007-26 fees and postage. These charges are added to the penalty notice, neutra lizing service costs and generating additional revenue. 3.13 The system will also create operational efficiencies through more timely ticket resolution and improved cash flow, while eliminating reliance on the overburdened Provincial Courts. 3.14 A sample administrative fee schedule has been attached as “Schedule A” that makes up part of this Report. These costs are not final and are provided for illustrative purposes only. MTO Operational Costs 3.15 Preliminary operational expenses to be incurred by MTO include pay per use fees as it relates to accessing vehicle owner information and registering any unpaid penalty debts against the registered owner of a vehicle for plate denial. 3.16 As part of the APS process, these fees incurred by the Municipality will be charged back to the registered vehicle owner as an additional fee related to their penalty notice. 4. Strategic Plan Efficient and Effective Service Delivery (Lead) 4.1 APS removes dependence on external courts, streamlining ticket adjudication and accelerating settlement. This enhances internal service delivery standards in line with Council priorities. Financial Stewardship and Long-Term Fiscal Management 4.2 By shifting to APS, the municipality retains previously forfeited incremental fees (e.g., late and final-notice fees), improving revenue retention and supporting sustainable budgeting practices. Page 148 Municipality of Clarington Page 10 Report LGS-007-26 Technology and Process Optimization 4.3 The move to APS requires implementation of enforcement software, enabling digital workflows, automated aging processes, and data driven performance metrics, all in alignment with this modernization objective. 5. Climate Change Not Applicable. 6. Concurrence This report has been reviewed by the Deputy CAO/Solicitor of Legislative Services and the Deputy CAO/Treasurer of Finance and Technology who concur with the recommendations. 7. Conclusion It is respectfully recommended that Council endorse the implementation of the Administrative Penalty System as identified in Report LGS-007-26, with an implementation goal set for Q1 2027. Additional supporting By-laws and Polices will be brought forward for Council approval as required. Staff Contact: Natalie King, Supervisor, Municipal Law Enforcement, (905) 623-3379 Ext. 2110 or nking@clarington.net Attachments: Attachment 1 – Schedule A – Sample Administrative Fee Schedule Interested Parties: List of Interested Parties available from Department. Page 149 Attachment 1 to Report LGS-007-26 Schedule A Sample Administrative Fee Schedule Fee Type When Charged Amount Late Fee No payment within 15 days of service $15 Final Notice Fee No payment within 36 days of service $15 Plate Denial Fee No payment - day 58 onwards, penalty notices eligible for plate denial $25 MTO Search Fee Applied at time of late fee application, when search is performed. $14 Convenience Fee Online Payments Only $2 Registered Mail Fee When served a penalty notice by registered mail or courier Actual Cost Screenings Must be Scheduled within 30 days of Penalty Service Screening No Show Fee Fail to Appear for in-person Accessible Screenings $50 Hearing No Show Fee Fail to Appear for Scheduled Hearing $100 Where administrative penalties have been paid, and the penalty is subsequently cancelled by the Screening or Hearing Officer, the Municipality shall refund the fees in full to the person. Page 150 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: February 2, 2026 Report Number: LGS-005-26 Authored By: Laura Preston, Temporary Committee Coordinator Submitted By: Rob Maciver, Deputy CAO/Solicitor, Legislative Services Reviewed By: Mary-Anne Dempster, CAO Resolution#: File Number: By-law Number: Report Subject: Appointment to the Agricultural Advisory Committee of Clarington, Ganaraska Forest Recreational User Committee, and Samual Wilmot Nature Area Management Committee Recommendations: 1. That Report LGS-005-26, and any related delegations or communication items, be received; 2. That the removal of Chris Ennis, from the Agricultural Advisory Committee of Clarington, the resignation of Karen Graham from the Ganaraska Forest Recreational User Committee, and the resignation of Patrick Bothwell and Lou Itier from the Samual Wilmot Nature Area Management Committee, be received with thanks; 3. Cheniveerappan be appointed to the Agricultural Advisory Committee of Clarington for a term ending December 31, 2028, or until a successor is appointed; 4. That the Committee consider the applications, in accordance with the Board/Committee Management Policy, for appointments to the Ganaraska Forest Recreational User Committee, and Samuel Wilmot Nature Area Management 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 5. That all interested parties listed in Report LGS-005-26 and any delegations be advised of Council’s decision. Page 151 Municipality of Clarington Page 2 Report LGS-005-26 Report Overview 1. Agricultural Advisory Committee Clarington (AACC) Background 1.1 The Committee helps Municipal staff identify any agricultural-related issues and make recommendations to Council. The Committee provides Council and staff with an agricultural perspective on many issues that impact the industry. It also provides advice on municipal policy and by-laws as they relate to agriculture. 1.2 The Agricultural Advisory Committee is comprised of 11 voting members appointed by Council, including: Ten citizen members One member of Council 1.3 The Committee requirements are as follows: One member shall be a volunteer representative from the Durham Region Federation of Agriculture All members must be residents of or own property in Clarington Members are selected based on various farming interests and experiences (dairy, beef, apple, greenhouse, cash crops, hog, poultry, etc.) and shall possess knowledge of agricultural issues within Clarington, technical training in an agriculture-based field, or be currently involved in farming activities. 1.4 Chris Ennis was appointed to the AACC in December 2024, for a term ending December 31, 2028, or until a successor is appointed. In October 2025 the Clerk’s Division received notification from the AACC of their removal. 1.5 There is one vacancy for a term ending December 31, 2028, or until a successor is appointed. Staff received an application from Arvind Cheniveerappan. Committee may appoint Arvind or direct Staff to re-advertise. Page 152 Municipality of Clarington Page 3 Report LGS-005-26 2. Ganaraska Forest User Recreational User Committee (RUC) Background 2.1 The purpose of the Ganaraska Forest Recreational User Committee is to provide advice to the Ganaraska Region Conservation Authority (GRCA) on: Development of standards and guidelines for each recreation use occurring in the Ganaraska Forest Monitoring and assessing the impacts people have on the Forest based on available funding User conflicts within the Forest Use conflicts with landowners of property abutting the forest Approval of groups use of the Forest in an effort to reduce conflicts, ensuring safe use and reducing liability The Committee will also assist with: The identification of property boundaries Informing users of their responsibilities and the regulations surrounding the forest Promotion of co-operation among the various users of the forest The development of recreation programs and/or events in the forest subject to approval of the Conservation Authority 2.2 The Committee requirements are as follows: Municipal Appointees will be a member of the public residing in that Municipality and will be appointed by Council. Each representative will sit on the RUC as a voting member for a four (4) year term. The RUC will decide a succession plan to ensure the rotation of the members will provide experience on the Committee at all times. Municipal appointees will be appointed every four (4) years or as per the Municipality’s policy on appointments. 2.3 Karen Graham was appointed to the Ganaraska Forest Recreational User Committee in September 2024, for a term ending December 31, 2026, or until a successor is appointed. In November 2025 the Clerk’s Division received notification of their resignation. Page 153 Municipality of Clarington Page 4 Report LGS-005-26 2.4 The Municipality of Clarington is responsible to appoint a representative to sit on the RUC. Committee may appoint 1 citizen for a term ending December 31, 2026, or until a successor is appointed. The following have put forward an application for consideration: Arvind Cheniveerappan Abby de Jesus Jim Derlatka Paul Kravis 3. Samual Wilmot Nature Area Management Advisory Committee (SWNAMAC) Background 3.1 The Samual Wilmot Nature Area Management Advisory Committee is a group of volunteers appointed by the Municipality of Clarington to assist the Municipality and the Ministry of Natural Resources in managing the Samuel Wilmot Nature Area. The Committee is also dedicated to preserving and improving the condition of the Nature Area for the benefit of the wildlife that resides there and the enjoyment of the residents of Clarington. The Committee plays an educational role for residents and visitors by organizing public presentations, events and activities related to nature and the environment. 3.2 The Samuel Wilmot Nature Area Management Advisory Committee is comprised of 12 voting members appointed by Council and one non -voting member, including Eleven citizen members One member of Council A representative from Ganaraska Region Conservation Authority (non-voting) 3.3 The Committee requirements are as follows: All members must be residents of Clarington, possess various skills, and participate in the implementation of the Environmental Management Plan (EMP). The required skills are as follows: Technical – interpret the EMP, recommend the annual work plan and provide leadership during the implementation of projects and monitoring. Public Relations – create a public relations strategy focusing on public awareness, education, and promoting the site. Page 154 Municipality of Clarington Page 5 Report LGS-005-26 Fundraising – create a fundraising strategy aimed at soliciting private funds, donations-in-kind, and investigating charitable status. Volunteer support – responsible for soliciting volunteers and organizing work programs. The Committee shall be supported by volunteers, who can be any individuals from the public who possess various skills or who have an interest in the site and are willing to participate in protection/enhancement projects or other aspects such as fundraising, writing, leading walking tours, tree planting, collecting litter, trailblazing, etc. 3.4 Patrick Bothwell was appointed to the SWNAMAC in January 2023, for a term ending December 31, 2026, or until a successor is appointed. In November 2025 the Clerk’s Division received notification of their resignation. 3.5 Lou Itier was appointed to the SWNAMAC in May 2025, for a term ending December 31, 2026, or until a successor is appointed. In December 2025 the Clerk’s Division received notification of their resignation. 3.6 Currently the SWNAMAC has 10 voting members, therefore Committee may appoint 2 citizens for a term ending December 31, 2026, or until a successor is appointed. The following have put forward an application for consideration: Arvind Cheniveerappan Michael J. Henderson Doug Rapley 4. Advertising and Applications 4.1 The Municipal Clerk’s Division placed an advertisement in the local paper and on the Municipality’s website, www.clarington.net/Commitees, to fill the vacancy on the Agricultural Advisory Committee of Clarington, Ganaraska Forest Recreational User Committee, and Samuel Wilmot Nature Area Management Committee. 4.2 To extend the reach of our advertisements for vacancies, the Clerk’s Division has created a profile on the www.claringtonvolunteers.ca website. Vacancies on the Agricultural Advisory Committee of Clarington, Ganaraska Forest Recreational User Committee, and Samuel Wilmot Nature Area Management Committee were listed on the Clarington Volunteers website. 4.3 In accordance with the “Board/Committee Management Policy”, a confidential application package has been attached, as Attachment 1. Page 155 Municipality of Clarington Page 6 Report LGS-005-26 5. Financial Considerations 5.1 Not Applicable. 6. Strategic Plan 6.1 L.4.1: Increase opportunities for civic engagement and public participation. 7. Concurrence 7.1 Not Applicable. 8. Conclusion 8.1 It is respectfully recommended that Committee consider the vote to make the appointments to the Agricultural Advisory Committee of Clarington for a term ending December 31, 2028, or until a successor is appointed, the Ganaraska Forest Recreational User Committee, and Samuel Wilmot Nature Area Management Committee for a term ending December 31, 2026 or until a successor is appointed. Staff Contact: Laura Preston, Temporary Committee Coordinator, 905-623-3379 ext. 2106 or LPreston@clarington.net. Attachments: Attachment 1 – Confidential Application Package (Distributed Under Separate Cover) Interested Parties: The following interested parties will be notified of Council's decision: All Applicants Agricultural Advisory Committee of Clarington Ganaraska Forest Recreational User Committee Samuel Wilmot Nature Area Management Page 156 NOTICE January 14, 2026 Municipal Representative for the Trent Conservation Coalition Source Protection Committee (to represent the Ganaraska Region Conservation Authority) On September 22, 2025, a notice was sent to the municipal clerks seeking nominations for a representative on the Ganaraska Region Municipal Group for the Trent Conservation Coalition Source Protection Committee. The nominations were requested to be provided by November 21, 2025. Shelly Cuddy, P. Geo., Hydrogeologist for The Regional Municipality of Durham, was the sole nomination. Shelly is the Risk Management Official (RMO) for the Regional Municipality of Durham, with over 20 years of experience in water resource management and source protection, leading the implementation of Clean Water Act Part IV policies. Her work includes collaborating with municipalities, landowners, and stakeholders to protect drinking water sources and advancing source protection science through technical studies and leadership roles. Her experience and expertise will be an excellent addition to the Trent Coalition Source Protection Conservation Committee. As the deadline has passed for receipt of nominations, we request that a resolution be provided, by February 28, 2026, from each of the municipalities within the Municipal Group, recommending that Shelly Cuddy be appointed to the Source Protection Committee. The Ganaraska Region Source Protection Authority (GRSPA) will endorse the recommendation and the Lower Trent Conservation Source Protection Authority, as the lead SPA, will then make the formal appointment to the Committee. Please send your council resolution supporting Shelly Cuddy as the representative for the Ganaraska Region Municipal Group on the Trent Conservation Coalition Source Protection Committee by February 28, 2026, to the attention of: Linda Laliberte, Chief Administrative Officer/Secretary-Treasurer Ganaraska Region Conservation Authority 2216 County Road 28 Port Hope, Ontario L1A 3V8 email: info@grca.on.ca Page 157 Municipality of Clarington General Government Committee Date: February 2, 2026 Moved By: Councillor Anderson Seconded By: Councillor Rang Whereas Durham Region’s diverse communities — including but not limited to Muslim, Hindu, Jewish, Indigenous, Black, and 2SLGBTQIA+ populations — have experienced a rise in hate motivated crimes and incidents by 77 per cent between 2023 and 2024 (as outlined in Durham Region Report #2025-A-4 – Community-Based Hate Reporting Program); and Whereas incidents of online hate speech, particularly on social media and Clarington- centred community platforms, appear to be increasing and disproportionately target Muslim, Black, and other culturally diverse community members; and Whereas Islamophobia—defined as fear, prejudice, hatred, or hostility directed at Muslims—constitutes a form of racism that undermines individual safety, social cohesion, and democratic values; and Whereas the Municipality of Clarington values the diversity of the community it serves and recognizes that diversity strengthens civic life, economic vitality, and community well-being; and Whereas Clarington is committed to fostering an inclusive environment in which all residents can live, work, and participate fully in community life with dignity, respect, and freedom from discrimination, while retaining their authenticity, uniqueness, and autonomy; Therefore, be it resolved: 1. That the Council of the Municipality of Clarington unequivocally condemn Islamophobia, Hinduphobia and all forms of hate, harassment, and discrimination, and reaffirm its commitment to being an inclusive, welcoming, and safe community for all residents; and 2. That Council express its support for the National Summit on Islamophobia and for federal initiatives aimed at addressing hate-motivated violence and discrimination, including the introduction of Bill C-9 (Combatting Hate Act), and urge all levels of government to continue strengthening measures to prevent and address hate; and Page 158 3. That Council call upon the Government of Canada to introduce and strengthen legislation to address online hate speech and digital harassment, including on social media platforms; and 4. That Council call upon the Attorney General of Ontario to rigorously pursue justice in cases of hate-motivated crimes against Muslim communities and other targeted groups, to clearly demonstrate that all forms of hate are unacceptable and subject to legal consequences; and 5. That Council call upon the Durham Regional Police Service to continue and strengthen actions to prevent and respond to hate-motivated incidents, including: a. improving the reporting, tracking, and public transparency of hate- motivated incidents; b. ensuring timely, consistent, and trauma-informed investigations of hate crimes and hate incidents; c. enhancing cultural competency and anti-racism training for officers, with specific attention to Islamophobia and other forms of hate; d. strengthening community outreach and trust-building with Muslim communities and other affected groups to encourage reporting and cooperation; and e. working collaboratively with municipalities, community organizations, and other partners on hate prevention and education initiatives; and 6. That Council endorses the Region’s Together Against Hate Durham initiative and supports the advancement of municipal efforts to combat all forms of hate by directing staff to explore ways to amplify the regional campaign through a localized, Clarington-focused approach; and 7. That Council affirm the importance of the Clarington Diversity Advisory Committee’s role in providing guidance, advice and community-informed perspectives to Council and the Municipality to advance education, engagement, and implementation of DEI-related initiatives; and 8. That this resolution be forwarded to the Minister of Justice and Attorney General of Canada; the Attorney General of Ontario and the Ontario Minister of Citizenship and Multiculturalism; Clarington’s Members of Parliament and Members of Provincial Parliament, the Durham Regional Police Service, and Clarington’s Diversity Advisory Committee. Page 159