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HomeMy WebLinkAbout05/06/2013 General Purpose and Administration Committee Minutes May 6, 2013 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, May 6, 2013 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak Councillor W. Partner Councillor C. Traill Councillor W. Woo Absent: Councillor J. Neal Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison (until 10:50 a.m.) Deputy Fire Chief, M. Berney Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Finance/Treasurer, N. Taylor Deputy Clerk, A. Greentree Committee Coordinator, J. Gallagher Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Novak declared a pecuniary interest in Report COD-015-13 regarding the Request for Proposal RFP2013-4, Architectural Services — Clarington Fitness Centre Renovation. ANNOUNCEMENTS Councillor Woo announced the following upcoming events: • National Nursing Week is May 6 to May 12, 2013 • McHappy Day on Wednesday, May 8, 2013. • BIG 3-on-3 Road Hockey Tournament on Saturday, May 12, 2013 from 9:00 a.m. to 5:00 a.m. on Clarington Blvd. north of Stevens Road. - 1 - General Purpose and Administration Committee Minutes May 6, 2013 • Mother's Day on Sunday, May 12, 2013 Councillor Hooper attended the following events: • Annual Historic Downtown Bowmanville Maple Festival and All That Jazz on Saturday, May 4, 2013. • Clarington Older Adult Association Volunteer Appreciation Day on Thursday, May 2, 2013 • Dr. Ross Tilley Public School held a YMCA Strong Kids Walk a thon on Thursday, May 2, 2013. Councillor Novak announced the following upcoming events: • Durham Region Transit is hosting "How to Improve Public Transit in Durham Region" meeting today, May 6, 2013, at the South Courtice Arena. • Durham Region Police Service will be hosting a meeting, "Discuss Children's Safety" on Tuesday, May 7, 2013 at 7:00 p.m. at Mother Teresa Catholic School, 78 Glenabbey Drive, Courtice. • Official Groundbreaking Ceremony for the new Oshawa North Paramedic Response Station on Wednesday, May 8, 2013 at 10:00 a.m. at 1260 Wilson Road North, Oshawa. • Public Information Session on the National Heritage Discussion Paper— Parks, Open Space and Trails on Wednesday, May 8, 2013 from 6:30 p.m. to 8:30 p.m. at Faith United Church. • Durham Environmental Advisory Committee Awards on Thursday, May 9, 2013 at 6:30 p.m. • World No Tobacco Day on Friday, May 31,2013 at Durham Region • Region of Durham will be celebrating National Public Works Week (taking place from May 19 to May 25) with a tour of the Courtice Water Pollution Control Plant, located at 100 Osborne Rd. in Clarington on May 25 from 10:00 a.m. to 3:00 p.m. Councillor Partner attended the Ontario Association of Fire Chiefs Annual Conference this weekend. Councillor Partner announced the following upcoming events: • School Crossing Guard Appreciation Day is today, May 6, 2013. • Public Information Session on the National Heritage Discussion Paper— Parks, Open Space and Trails on Tuesday, May 7, 2013 from 6:30 p.m. to 8:30 p.m. at the Orono Arena. • The Newcastle No Frills will be holding an event in support of the Clarington East Food Bank on Saturday, May 11, 2013 from 9:00 a.m. to 3:00 p.m. • "World Ovarian Cancer" Day on Wednesday, May 8, 2013. • 3rd Annual "In the Face of an Angel" Golf for Ovarian Cancer Research on Sunday, May 26, 2013 at the Cider House Golf Course. - 2 - General Purpose and Administration Committee Minutes May 6, 2013 Councillor Traill announced the Bethesda House Annual Dinner and Auction on May 16, 2013 at the Clarington Beech Centre. Mayor Foster attended the following events: • 5k and 10k "BowmanviIle Mandarin Multiple Sclerosis Walk" on Sunday, May 5, 2013 at the Bowmanville High School. • Grand Opening of Street Smart Defensive Arts on Saturday, May 4, 2013 on Trulls Road. Mayor Foster announced the following upcoming events: • Holy Trinity Secondary School in Courtice will be performing the play, "You Can't Take it With You", May 8 through May 10, 2013. • The Clarington Green Gaels won third place in the 20th Ales Hrebesky Memorial International Lacrosse Tournament in the Czech Republic. • The Durham Economic Prosperity Committee of the Greater Oshawa Chamber of Commerce, in co-operation with Covanta Energy will host a breakfast on Thursday, May 9, 2013 at 7:30 a.m. at Octaviens in Oshawa with keynote speaker Joey Neuhoff, Vice President of Business Development for Covanta Energy Corporation. • Eldad United Church Community Yard and Bake Sale on Saturday, May 11, 2013 at the Solina Community Hall. MINUTES Resolution #GPA-306-13 Moved by Councillor Hooper, seconded by Councillor Woo THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on April 22, 2013, be approved. CARRIED Councillor Woo chaired this portion of the meeting. PUBLIC MEETING (a) Subject: Application to Amend the Zoning By-law 84-63 Applicant: 2055979 Ontario Inc. Report: PSD-032-13 Brandon Weiler, Planner 1, made a verbal and PowerPoint presentation to the Committee regarding the application. - 3 - General Purpose and Administration Committee Minutes May 6, 2013 No one spoke in opposition to or in support of the application. Ryan Hoy, on behalf of the applicant, was present to explain that the applicant has permission from Central Lake Ontario Conservation Authority to remove the trees on the subject lands. Mayor Foster chaired this portion of the meeting. DELEGATIONS There were no delegations. PRESENTATIONS PRESENTATION OF PAM LANCASTER, STEWARDSHIP TECHNICIAN, REGARDING THE CLEAN WATER HEALTHY LAND FINANCIAL ASSISTANCE PROGRAM ANNUAL REPORT Pam Lancaster, Stewardship Technician, was present regarding the Clean Water Healthy Land Financial Assistance Program Annual Report (CWHLFAP). She made a verbal presentation to accompany a PowerPoint presentation. Ms. Lancaster reminded the Committee of the goals of the Clean Water Healthy Land Financial Assistance Program. She further explained the mechanics of the financial assistance program, including the funding amounts and caps. Ms. Lancaster explained that a review committee is in place to evaluate the projects and approve funding. She noted the accomplishments of the program by explaining the funding levels from 2007 to 2012 as well as the general categories of funded items such as well management, community projects, tree planning, habitat enhancement, and stream/woodlot fencing. Ms. Lancaster informed the Committee of the details of the various 2012 projects and the 2013 projects currently funded. She explained the benefits of the CWHLFAP on the natural environment. Ms. Lancaster explained the Trees for Rural Roads program, a Municipality of Clarington program, which has a goal of planting trees along municipal road allowances on private property to increase natural heritage and aesthetic value. Resolution #GPA-307-13 Moved by Councillor Partner, seconded by Councillor Woo THAT the presentation of Pam Lancaster, Stewardship Technician, regarding the Clean Water Healthy Land Financial Assistance Program Annual Report be received with thanks. CARRIED Councillor Woo chaired this portion of the meeting. - 4 - General Purpose and Administration Committee Minutes May 6, 2013 PLANNING SERVICES DEPARTMENT AN APPLICATION TO CREATE FOUR (4) RESIDENTIAL LOTS ALONG THE WEST SIDE OF HARRY GAY DRIVE APPLICANT: 2055979 ONTARIO INC. Resolution #GPA-308-13 Moved by Councillor Novak, seconded by Mayor Foster THAT Report PSD-032-13 be received; THAT the application to amend the Zoning By-law 84-63 submitted by 2055979 Ontario Inc. continue to be processed, including the preparation of a subsequent report; and THAT all interested parties listed in Report PSD-032-13 and any delegations be advised of Council's decision. CARRIED PROPOSED PLAN OF SUBDIVISION AND ZONING BY-LAW AMENDMENT TO PERMIT 18 RESIDENTIAL UNITS APPLICANTS: WILLIAM DANIELL, ELIZABETH DANIELL AND GREEN MARTIN HOLDINGS LTD. Resolution #GPA-309-13 Moved by Councillor Hooper, seconded by Councillor Novak THAT Report PSD-033-13 be received; THAT the application for Draft Plan of Subdivision, submitted by William Daniell, Elizabeth Daniell and Green Martin Holdings Ltd. to permit 18 residential units be supported, subject to the conditions contained in Attachment 4 to Report PSD-033-13; THAT the Zoning By-law Amendment application submitted by William Daniell, Elizabeth Daniell and Green Martin Holdings Ltd. be approved as contained in Attachment 5 to Report PSD-033-13; THAT once all conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be forwarded to Council for approval; - 5 - General Purpose and Administration Committee Minutes May 6, 2013 THAT the By-law authorizing the entering into a Subdivision Agreement between the Owner of Draft Plan of Subdivision S-C-2009-0002 and the Municipality of Clarington be approved as contained in Attachment 6 to Report PSD-033-13; THAT the Region of Durham Planning Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-033-13 and Council's decision; and THAT all interested parties listed in Report PSD-033-13 and any delegation be advised of Council's decision. CARRIED PORT GRANBY PROJECT END USE MANAGEMENT PLAN Resolution #GPA-310-13 Moved by Councillor Partner, seconded by Mayor Foster THAT Report PSD-034-13 be received; THAT Council endorse the expenditure of funds from the Port Granby Reserve Fund, up to a maximum of $10,000, to retain the Ganaraska Region Conservation Authority to undertake the Management Plan for the Port Granby Ecological Reserve; THAT Council's decision and a copy of Report PSD-034-13 be forwarded to the Ganaraska Region Conservation Authority, the Municipality of Port Hope, Erin O'Toole, M.P., Natural Resources Canada, the Port Hope Area Initiative Management Office, and the South East Clarington Ratepayers Association; and THAT all interested parties listed in Report PSD-034-13 and any delegations be advised of Council's decision. CARRIED ENGINEERING SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. EMERGENCY AND FIRE SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. - 6 - General Purpose and Administration Committee Minutes May 6, 2013 COMMUNITY SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. Councillor Traill chaired this portion of the meeting. CLERK'S DEPARTMENT APPOINTMENT OF MUNICIPAL LAW ENFORCEMENT OFFICER— SUMMER STUDENT Resolution #GPA-311-13 Moved by Councillor Hooper, seconded by Mayor Foster THAT Report CLD-016-13 be received; and THAT the by-law appointing Mr. Eric Baird as a Municipal Law Enforcement Officer, attached to Report CLD-016-13, be passed. CARRIED Mayor Foster chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT TENDER CL2013-10, 2013 PAVEMENT REHABILITATION - VARIOUS LOCATIONS Resolution #GPA-312-13 Moved by Councillor Partner, seconded by Councillor Woo THAT Report COD-014-13 be received; THAT Coco Paving Incorporated, Bowmanville, Ontario, with a total bid in the amount of $1,624,957.94 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2013-10 be awarded the contract for 2013 Pavement Rehabilitation -Various Locations, as required by the Municipality of Clarington, Engineering Department; - 7 - General Purpose and Administration Committee Minutes May 6, 2013 THAT the funds required in the amount of $1,950,000.00 (which includes $1,624,957.94 for construction, tendering, design, contract administration, material testing, contingencies and net HST) be drawn from the following Engineering Department Capital Accounts: 110-32-330-83212-7401 (2013) $1,762,512.00 110-32-330-83212-7401 (2011 UECF) $34,199.33 110-32-330-83212-7401 (2009 UECF) $153,288.67 Total funds required $1,950,000.00 and THAT the Mayor and Clerk be authorized to execute the necessary agreement. CARRIED REQUEST FOR PROPOSAL RFP2013-4, ARCHITECTURAL SERVICES — CLARINGTON FITNESS CENTRE RENOVATION Councillor Novak declared a pecuniary interested in Report COD-015-13 as she has a family member who works for one of the companies noted in the Report. Councillor Novak left the room and refrained from discussion and voting on this matter. Resolution #GPA-313-13 Moved by Councillor Traill, seconded by Councillor Woo THAT Report COD-015-13 be received; THAT Barry*Bryan & Associates, Ontario, with a total bid in the amount of $201,942.72 (net of H.S.T. Rebate), being the highest ranked proposal meeting all terms, conditions and specifications of RFP2013-4 be awarded the contract for the provision of Architectural Services for the Renovation of Clarington Fitness Centre, as required by the Municipality of Clarington, Community Services Department; THAT the funds required in the amount of $201,942.72 (which includes Architectural design, specifications for tender, contract administration and disbursements and net HST rebate) be drawn from the following Community Services Department Capital Account: Account: 110-42-421-84203-7401 $2017942.72 MOTION LOST - 8 - General Purpose and Administration Committee Minutes May 6, 2013 Resolution #GPA-314-13 Moved by Councillor Traill, seconded by Councillor Partner THAT Report COD-015-13 regarding the Request for Proposal RFP2013-4, Architectural Services — Clarington Fitness Centre Renovation be referred back to Staff for a report providing the evaluations, criteria and ranking for consideration at the May 27, 2013 General Purpose and Committee meeting. CARRIED Councillor Novak returned to the meeting at 10:53 a.m. FINANCE DEPARTMENT FINANCIAL UPDATE AS AT MARCH 31, 2013 Resolution #GPA-315-13 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report FND-008-13 be received for information. CARRIED SOLICITOR'S DEPARTMENT There were no reports to be considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICER CUSTOMER SERVICE SURVEY: SCOPE, METHODOLOGY AND TIMING Resolution #GPA-316-13 Moved by Councillor Novak, seconded by Councillor Woo THAT Report CAO-004-13 be received for information. CARRIED - 9 - General Purpose and Administration Committee Minutes May 6, 2013 INTEGRITY COMMISSIONER Resolution #GPA-317-13 Moved by Councillor Traill, seconded by Councillor Partner THAT Report CAO-005-13, regarding an Integrity Commissioner, be referred back to Staff for more information, as per instructions previously given regarding the feasibility of retaining the services of another municipality's Integrity Commissioner; and THAT the report include the following information: opportunity, details pertaining to the Integrity Commissioners; associated costs and fee structures; details of other situations where municipality's are sharing an Integrity Commissioner; and the number of complaints that have been investigated using a municipality's Integrity Commissioner. MOTION LOST LATER IN THE MEETING Resolution #GPA-318-13 Moved by Councillor Hooper, seconded by Councillor Novak THAT the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GPA-317-13 a second time. CARRIED The foregoing Resolution #GPA-317-13 was then put to a vote and Lost. Resolution #GPA-xxx-13 Moved by Councillor Traill, seconded by Councillor Partner THAT Report CAO-005-13, regarding an Integrity Commissioner be tabled to the General Purpose and Administration Committee meeting of May 27, 2013. MOTION LOST Resolution #GPA-319-13 Moved by Councillor Woo, seconded by Councillor Traill THAT Report CAO-005-13, regarding an Integrity Commissioner, be referred back to Staff for more information, as per instructions previously given regarding the feasibility of retaining the services of an Integrity Commissioner including the services of another municipality's Integrity Commissioner; and - 10 - General Purpose and Administration Committee Minutes May 6, 2013 THAT the report include the following information: opportunity, details pertaining to the integrity commissioners; associated costs and fee structures; details of other situations where municipality's are sharing an Integrity Commissioner; and the number of complaints that have been investigated using a municipality's Integrity Commissioner. CARRIED UNFINISHED BUSINESS There were no items to be considered under this section of the Agenda. OTHER BUSINESS REQUEST A PART II ORDER FOR THE PROPOSED HYDRO ONE TRANSFORMER STATION AT CONCESSION 7 AND TOWNLINE ROAD Resolution #GPA-320-13 Moved by Councillor Novak, seconded by Councillor Partner THAT Clarington Council request Hydro One and the Province of Ontario to conduct a Part II Order (a bump up) for the proposed Hydro One transformer station in the Northeast quadrant Concession 7 and Townline Road, Municipality of Clarington. CARRIED COMMUNICATIONS There were no items considered under this section of the Agenda. CONFIDENTIAL REPORTS There were no items considered under this section of the Agenda. - 11 - General Purpose and Administration Committee Minutes May 6, 2013 ADJOURNMENT Resolution #GPA-321-13 Moved by Councillor Partner, seconded by Councillor Woo THAT the meeting adjourn at 11:57 a.m. CARRIED d f MA - bEP T_ LERK - 12 -