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General Purpose and Administration Committee
Minutes
May 27, 2013
Minutes of a meeting of the General Purpose and Administration Committee held on
Monday, May 27, 2013 at 9:30 a.m. in the Council Chambers.
ROLL CALL
Present Were: Mayor A. Foster
Councillor R. Hooper
Councillor M. Novak
Councillor J. Neal
Councillor W. Partner (left the meeting at 11:39 a.m.)
Councillor C. Traill
Councillor W. Woo
Also Present: Chief Administrative Officer, F. Wu
Director of Engineering Services, T. Cannella
Director of Community Services, J. Caruana
Deputy Treasurer, L. Gordon
Deputy Fire Chief, B. Hesson
Director of Operations, F. Horvath
Manager Special Projects, F. Langmaid
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 Addendum to Report COD-015-13
regarding the Request for Proposal RFP2013-4, Architectural Services — Clarington
Fitness Centre Renovation.
ANNOUNCEMENTS
Councillor Novak announced the following upcoming events:
• Flag Raising to celebrate the 50th Anniversary of the John Howard Society on
Tuesday, May 28, 2013 between 3:00 p.m. and 4:00 p.m. at the Firehouse Youth
Centre.
• Public Information Centre on traffic issues in the vicinity of Lydia Trull Public
School and Dr. G. J. MacGillivray Public School on Wednesday, May 29, 2013 at
Faith United Church.
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General Purpose and Administration Committee
Minutes
May 27, 2013
• Canadian Association of Retired People (CARP) Chapter 56 (Whitby Oshawa
Clarington) Official Launch on Thursday, May 30, 2013 in Oshawa.
• Durham Regional Police Services' Personal and Home Safety Presentation in
Clarington on Thursday, May 30, 2013 at 7:00 p.m. at the South Courtice Arena.
Councillor Partner announced the following events:
• 3rd Annual "In the Face of an Angel" Golf Tournament which was held on
Sunday, May 26, 2013 at Cider House Golf was a great success.
• Orono's Lisa Roy from "Leek Girl Media" will be speaking at the Clarington
Board of Trade's "Ask the Expert" meeting on Wednesday, May 29, 2013 at noon
at the Clarington Board of Trade Boardroom.
Councillor Traill announced the following upcoming events:
• Italian guitar virtuoso Andrea Valeri joins local fingerstyle guitarist Bryan Rason
for an evening of world class music on Thursday, June 6, 2013 at the
Bowmanville High School.
• Doors Open Clarington on Saturday, June 8, 2013, with opportunities to visit
historical sites in Enniskillen, Hayden and Tyrone. Tyrone will be holding their
Annual Spirit Day at the same time at the Tyrone Community Hall.
Councillor Woo announced the following upcoming events:
• Newcastle Public School Fun Fair, hosted by the Parent Council, to raise money
for playground equipment, on Thursday, June 6, 2013 between 5:00 p.m. and
8:00 p.m.
• Big Brothers Big Sisters of Clarington's Spring Food &Wine Festival 2013 on
Saturday, June 1, 2013 at the Newcastle Community Hall.
• Free BBQ, hosted by Appletree Dentistry on Sunday, June 2, 2013 between
11:00 a.m. and 2:00 p.m. at the Newcastle Community Hall parking lot.
Councillor Hooper announced the following:
• The passing of Arthur Alan Harvey (AI) Strike local lawyer and well respected
contributing member of our community.
• Kawartha Region Conservation Area has posted videos related to the 2013
Managing Large-Scale Fill Symposium on their website,
http-//www.kawarthaconservation.com/fill/.
• Flag Raising to celebrate the 50th Anniversary of the John Howard Society on
Tuesday, May 28, 2013 between 3:00 p.m. and 4:00 p.m. at the Firehouse Youth
Centre.
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General Purpose and Administration Committee
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• Rotary Ribfest on Friday, June 7 to Sunday, June 9, 2013 at the Garnet B.
Rickard Recreation Complex.
Mayor Foster announced the following upcoming events:
• Mayor's and Community Leader's Prayer Breakfast on Thursday, May 30, 2013
between 7:30 a.m. and 9:00 a.m. at Trinity United Church.
• Blood Donor Clinic on Wednesday, May 29, 2013 at the Garnet B. Rickard
Recreation Complex.
• E-Waste Recycling Depot on Friday, May 31, 2013 between 3:00 p.m. and 8:00
p.m. at the Bowmanville High School.
• Cousin Courtice's Birthday on Sunday, June 2, 2013 at 1:00 p.m. at the Courtice
Flea Market.
MINUTES
Resolution #GPA-322-13
Moved by Councillor Novak, seconded by Councillor Hooper
THAT the minutes of the regular meeting of the General Purpose and Administration
Committee held on May 6, 2013, be approved.
CARRIED
PUBLIC MEETING
There were no public meetings held.
DELEGATIONS
DELEGATION OF JOHN CARR REGARDING MIGRATING GRASS ISSUES
Mr. John Carr had previously indicated, to the Municipal Clerk's Department, that he
had withdrawn his delegation.
PRESENTATIONS
There were no presentations.
Councillor Woo chaired this portion of the meeting.
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General Purpose and Administration Committee
Minutes
May 27, 2013
PLANNING SERVICES DEPARTMENT
AN APPLICATION TO CREATE FOUR (4) RESIDENTIAL LOTS ALONG THE WEST
SIDE OF HARRY GAY DRIVE
APPLICANT: 2055797 ONTARIO INC.
Resolution #GPA-323-13
Moved by Councillor Neal, seconded by Mayor Foster
THAT Report PSD-036-13 be received;
THAT the application to amend the Zoning By-law 84-63 submitted by 2055979 Ontario
Inc. be approved, and that the draft Zoning By-law Amendment, as contained in
Attachment 2 to Report PSD-036-13 be passed;
THAT the Durham Regional Planning Department and Municipal Property Assessment
Corporation be forwarded a copy of Report PSD-036-13 and Council's decision;
THAT, once all conditions contained in the related consent applications and as outlined
in the Clarington Official Plan 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; and
THAT all interested parties listed in Report PSD-036-13 and any delegations be advised
of Council's decision.
CARRIED
PROPOSED GENERAL AMENDMENT TO SIGN BY-LAW 2009-123
Resolution #GPA-324-13
Moved by Councillor Traill, seconded by Councillor Partner
THAT Report PSD-037-13 be received;
THAT the Amendments to the Municipality of Clarington Sign By-law 2009-123 as per
Attachment 3 to Report PSD-037-13 be approved; and
THAT all interested parties listed in Report PSD-037-13 and any delegations be advised
of Council's decision.
CARRIED
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General Purpose and Administration Committee
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Councillor Novak chaired this portion of the meeting.
ENGINEERING SERVICES DEPARTMENT
RAILWAY LEVEL CROSSING REVIEW
Resolution #GPA-325-13
Moved by Mayor Foster, seconded by Councillor Hooper
THAT Report EGD-015-13 be received;
THAT, in the interest of public safety, the Municipality, in cooperation with the Canadian
Pacific Railway, proceed with applications to Transport Canada under the Grade
Crossing Improvement Program for funding of the top 2 priority level crossings being at
CP Mile No. 168.55 - Holt Road north of Baseline Road and CP Mile No. 168.22 -
Baseline Road west of Holt Road;
THAT, in the interest of public safety, the Municipality, in cooperation with the Canadian
Pacific Railway, Canadian National Railway and Transport Canada, proceed with the
completion of a detailed safety assessments of the level crossings at the CP Mile
No. 164.22 (Scugog St.) and the CN Mile No. 287.26 (Cobbledick Road);
THAT staff continue to monitor the remaining 9 level crossings and report back to
Council at such time that additional improvements to any of the level crossings are
recommended for future application to the Grade Crossing Improvement Program for
funding;
THAT staff develop a maintenance policy for level crossings that address adequate
notification by the railway authority and the Municipality of Clarington, provides a
minimum standard for restoration of disturbed road approaches and provides a
minimum turnaround time for repair of deteriorated level crossing surfaces between the
rails; and
THAT a copy of Report EGD-015-13 and Council's decision be forwarded to the
interested parties listed in Report EGD-015-13 as well as Canadian Pacific Railway,
Canadian National Railway and Transport Canada.
CARRIED
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General Purpose and Administration Committee
Minutes
May 27, 2013
MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR APRIL, 2013
Resolution #GPA-326-13
Moved by Councillor Traill, seconded by Mayor Foster
THAT Report EGD-018-13 be received for information.
CARRIED
Councillor Partner chaired this portion of the meeting.
OPERATIONS DEPARTMENT
HIGHWAY #2 FLORAL DISPLAY
Resolution #GPA-327-13
Moved by Councillor Novak, seconded by Councillor Hooper
THAT Report OPD-009-13 be approved; and
THAT all interested parties listed in Report OPD-009-13 be advised of Council's
decision.
CARRIED
EMERGENCY AND FIRE SERVICES DEPARTMENT
There were no reports to be considered under this section of the Agenda.
Councillor Neal chaired this portion of the meeting.
Councillor Novak left the meeting at 10:12 a.m.
COMMUNITY SERVICES DEPARTMENT
JUNE IS RECREATION AND PARKS MONTH
Resolution #GPA-328-13
Moved by Councillor Hooper, seconded by Mayor Foster
THAT Report CSD-006-13 be received; and
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THAT the month of June be proclaimed Recreation and Parks Month in the Municipality
of Clarington.
CARRIED
Councillor Novak returned to the meeting at 10:13 a.m.
REQUEST FOR REPORT — RENAMING SPLASH FACILITY
Resolution #GPA-329-13
Moved by Councillor Hooper, seconded by Mayor Foster
THAT Staff be directed to prepare a report regarding the possibility of renaming of the
"splash facility" in memory of Mr. Al Strike.
CARRIED
Councillor Traill chaired this portion of the meeting.
CLERK'S DEPARTMENT
APPOINTMENT OF ANIMAL SERVICES OFFICERS
Resolution #GPA-330-13
Moved by Mayor Foster, seconded by Councillor Partner
THAT Report CLD-017-13 be received;
THAT the by-law appointing Liane Furman as an Animal Services Officer, attached to
Report CLD-017-13, be passed; and
THAT the by-law appointing Camille Scannell as an Animal Services Officer, attached to
Report CLD-017-13, be passed.
CARRIED
PUBLIC WEB ACCESS TO COUNCIL/COMMITTEE AGENDAS, MINUTES, AND
REPORTS
Resolution #GPA-331-13
Moved by Councillor Neal, seconded by Councillor Hooper
THAT Report CLD-018-13 be received for information.
CARRIED
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General Purpose and Administration Committee
Minutes
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APPOINTMENT OF PARKING ENFORCEMENT OFFICER
Resolution #GPA-332-13
Moved by Councillor Hooper, seconded by Councillor Partner
THAT Report CLD-019-13 be received; and
THAT the by-law appointing Ms. Lynnda Bell as a Parking Enforcement Officer,
attached to Report CLD-019-13, be passed.
CARRIED
Mayor Foster chaired this portion of the meeting.
CORPORATE SERVICES DEPARTMENT
BUSINESS CARDS
Resolution #GPA-333-13
Moved by Councillor Traill, seconded by Councillor Novak
THAT Report COD-016-13 be received;
THAT the current standard template remain in place with the exception for Council
Members who may include whatever contact information that Councillor so desires,
including:
• a personal home/cell phone number;
• personal email;
• home address;
• a personal photo;
• social media;
• blogs;
• websites; and
• name and title in another language
provided the resource is exclusively devoted to the furtherance of that Councillor's
Office and duties as a public representative.
CARRIED LATER IN THE MEETING
(See following motion)
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General Purpose and Administration Committee
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Councillor Novak withdrew from second the foregoing motion.
Councillor Neal seconded the foregoing motion and the matter was before Committee
for consideration.
Resolution #GPA-334-13
Moved by Councillor Novak, seconded by Councillor Hooper
THAT the foregoing Resolution.#GPA-333-13 be tabled to the General Purpose and
Administration Committee meeting of June 10, 2013.
MOTION LOST
The foregoing Resolution #GPA-333-13 was then put to a vote and carried.
FINANCE DEPARTMENT
ANNUAL STATEMENT FOR THE DEVELOPMENT CHARGES RESERVE FUND FOR
THE YEAR ENDED DECEMBER 31, 2012
Resolution #GPA-335-13
Moved by Councillor Hooper, seconded by Councillor Partner
THAT Report FND-009-13 be received; and
THAT a copy of Report FND-009-13 be forwarded to the Ministry of Municipal Affairs
and Housing.
CARRIED
SOLICITOR'S DEPARTMENT
There were no reports to be considered under this section of the Agenda.
CHIEF ADMINISTRATIVE OFFICER
There were no reports to be considered under this section of the Agenda.
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General Purpose and Administration Committee
Minutes
May 27, 2013
REQUEST FOR A REPORT — "VALUE FOR SERVICE" AUDIT
Resolution #GPA-336-13
Moved by Councillor Neal, seconded by Councillor Traill
THAT Staff be directed to prepare a report to the General Purpose and Administration
Committee before summer recess on how a "Value Added Service" audit can be
performed with a view to questioning if certain services can be subcontracted.
CARRIED
UNFINISHED BUSINESS
REQUEST FOR PROPOSAL RFP2013-4, ARCHITECTURAL SERVICES —
CLARINGTON FITNESS CENTRE RENOVATIONS
Councillor Novak declared a pecuniary interested in Addendum to 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-337-13
Moved by Councillor Woo, seconded by Councillor Traill
THAT Report COD-015-13 be received;
THAT Addendum #1 to 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; and
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 Community Services Department Capital Account
#110-42-421-84203-7401.
CARRIED LATER IN THE MEETING
(See following motion)
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General Purpose and Administration Committee
Minutes
May 27, 2013
Resolution #GPA-338-13
Moved by Councillor Neal, seconded by Councillor Partner
THAT the Rules of Procedure be suspended to allow Members of Committee to speak
to the matter of the foregoing Resolution #GPA-337-13 a second time.
CARRIED
The foregoing Resolution #GPA-337-13 was then put to a vote and carried.
Councillor Novak returned to the meeting at 11:39 a.m.
Councillor Partner left the meeting at 11:39 a.m.
OTHER BUSINESS
There were no items to be considered under this section of the Agenda.
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.
ADJOURNMENT
Resolution #GPA-339-13
Moved by Councillor Novak, seconded by Councillor Hooper
THAT the meeting adjourn at 11:40 a.m.
CARRIED
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