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HomeMy WebLinkAbout04/14/2014 clarl*ngton Leading the Way GENERAL PURPOSE AND ADMINISTRATION COMMITTEE AGENDA DATE: April 14, 2014 TIME: 9:30 A.M. PLACE: COUNCIL CHAMBERS AUDIO RECORD: The Municipality of Clarington makes an audio record of General Purpose and Administration Committee meetings. If you make a delegation/presentation to a General Purpose and Administration Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. 1. MEETING CALLED TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST 3. ANNOUNCEMENTS 4. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) (a) Minutes of a Regular Meeting of March 31, 2014 4-1 5. PUBLIC MEETINGS (a) Applications for Proposed Zoning By-law Amendment 5-1 Applicant: Courtyard Property Investments Inc. Report: PSD-021-14 6. DELEGATIONS (Draft List.at Time of Publication —To be Replaced with Final 6-1 List) (a) Marilyn Morawetz, Jury Lands Foundation, Regarding the Camp 30 / Boys Training School Property (b) Doug Taylor, Enniskillen Environmental Association, Regarding the Proposed Clarington Transformer Station (c) David Hannah Regarding a Request for Compensation Resulting from Damage of a Municipally Owned Tree 7. PRESENTATIONS No Presentations CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 G.P. &A. Agenda - 2 - April 14, 2014 8. PLANNING SERVICES DEPARTMENT (a) PSD-021-14 To Construct an LCBO Retail Store and an Inter-Parcel 8-1 Laneway Applicant: Courtyard Property Investments Inc. (b) PSD-022-14 Rezoning Application to Permit an Aggregate Pit 8-14 Expansion within Part Lot 15, Concession 1, Geographic Township of Manvers, City of Kawartha Lakes Applicant: VicDom'Sand and Gravel (Ontario) Ltd. 9. ENGINEERING SERVICES DEPARTMENT (a) EGD-013-14 Monthly Report on Building Permit Activity for March, 2014 9-1 10. OPERATIONS DEPARTMENT No Reports. 11. EMERGENCY AND FIRE SERVICES DEPARTMENT No Reports 12. COMMUNITY SERVICES DEPARTMENT (a) CSD-006-14 2014 Community Grant Requests 12-1 13. MUNICIPAL CLERK'S DEPARTMENT No Reports 14. CORPORATE SERVICES DEPARTMENT (a) COD-003-14 Purchase of Pre-Built Pumper Truck 14-1 (b) COD-004-14 Co-Operative Tender T257-2014, Supply & Delivery of 14-4 Gasoline and Diesel Fuel 15. FINANCE DEPARTMENT (a) FND-007-14 Annual Commodity Hedging Report - 2013 15-1 (b) FND-008-14 Annual Leasing Report - 2013 15-5 (c) FND-009-14 Pre-Authorized Payment Plan (PAP) for Taxes 15-7 —G.P. &A. Agenda - 3 - April 14, 2014 16. SOLICITOR'S DEPARTMENT See Confidential Reports 17. CHIEF ADMINISTRATIVE OFFICE No Reports .18. UNFINISHED BUSINESS None 19. OTHER BUSINESS 20. COMMUNICATIONS None 21. CONFIDENTIAL REPORTS (a) LGL-005-14 Cottages on the West Beach of Port Darlington Request for Lease Extensions 22. ADJOURNMENT Claringtoll General Purpose and Administration Committee Minutes March 31, 2014 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, March 31, 2014 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 Councillor C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella until 1:48 p.m. Director of Community Services, J. Caruana until 1:48 p.m. Director of Planning Services, D. Crome until 1:48 p.m.. Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano until 1:48 p.m. Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir until 1:48 p.m. Deputy Clerk, A. Greentree Committee Coordinator, J. Gallagher Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Neal declared a pecuniary interest in Report PSD-020-14 regarding Courtice Community Improvement— Banners. ANNOUNCEMENTS Councillor Hooper announced the following events: • Clarington Older Adult Association (COAA) Annual General Meeting & Potluck on Friday, March 28, 2014 at the Clarington Beech Centre. • COAA Open Mic on Sunday, April 6, 2014 from 1:00 p.m. to 4:00 p.m. • COAA 2014 Spring and Summer Guide is now available. - 1 - 4-1 . General Purpose and Administration Committee Minutes March 31, 2014 • Violin Recital by Lynda Shewchuk on Friday, April 25, 2014 at 7:30 p.m. at the Rehoboth Christian Reformed Church. Councillor Novak announced the following upcoming events: • Friends of Simon Wiesenthal Center for Holocaust Studies' "Tour for Humanity" display on Wednesday, April 2, 2014 at Region of Durham parking lot. • World Autism Awareness Day on Wednesday, April 2, 2014 at the Cenotaph. • Farm Connections Open House on Wednesday, April 2, 2014 from 4:30 p.m to 8:00 p.m. at the Luther Vipond Memorial Arena in Brooklin. • Durham Region Culinary Tourism Summit on Thursday, April 3, 2014 at the Centre for Food at Durham College Whitby Campus. Councillor Partner announced the following upcoming events: • Last Day for the Trees for Rural Roads Program on Monday, March 31, 2014. • Youth Baseball Team — Peewee Celebrity Server Night on Sunday, April 6, 2014 from 5:00 to 9:00 p.m. at Boston Pizza. Proceeds to support a tournament trip to Kentucky in July. • 2nd Orono Annual Ladies Night Fashion Show on Thursday, April 10, 2014 at 6:30 p.m. at the Orono Arena. Proceeds to the Orono Crown Lands and Orono Volunteer Fire Fighters. Councillor Traill announced the following upcoming events: • Tyrone Monthly Dance and Silent Auction on Saturday, April 5, 2014 at the Tyrone Community Centre. • Clarington Durham Swing Band at Wilmot Creek on Sunday, April 6, 2014 from 2:00 p.m. to 4:00 p.m. Councillor Woo announced the following events: • Blood Donor Clinic on Tuesday, April 1, 2014 at the Newcastle Community Hall. • Hotel California, Eagles Tribute Band on Saturday, March 29, 2014 at the Newcastle Community Hall. Funds raised go to future projects for the Newcastle Community Hall. - 2 - 4-2 General Purpose and Administration Committee Minutes March 31, 2014 Mayor Foster announced the following upcoming events: • Red Cross Annual General Meeting on Tuesday, April 1, 2014 at Bistro 67 in Whitby. • Parents and Friends of Lesbians and Gays' (PFLAG) Durham's Gala Fundraiser, "An Evening of Mystique" on Saturday, April 5, 2014 at the Royal Canadian Legion (Branch 43) 471 Simcoe St. S., Oshawa. MINUTES Resolution #GPA-205-14 Moved by Councillor Hooper, seconded by Councillor Novak THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on March 17, 2014, be approved. CARRIED Councillor Woo chaired this portion of the meeting. PUBLIC MEETING (a) Subject: Application for Proposed Zoning By-law Amendment Applicant: H & H Building Corp. Report: PSD-018-14 Brandon Weiler, Planner 1, made a verbal and electronic presentation to the Committee regarding the application. No one spoke in opposition to or in support of the application. Mayor Foster chaired this portion of the meeting. DELEGATIONS DELEGATION OF CRAIG HEBERT, GENERAL MANAGER, AND DAVE SMITH, PORT GRANBY PROJECT DIRECTOR, PORT HOPE AREA INITIATIVE MANAGEMENT OFFICE, REGARDING AN ANNUAL PORT GRANBY PROJECT UPDATE Craig Hebert, General Manager, and Dave Smith, Port Granby Project Director, Port Hope Area Initiative Management Office, were present regarding an Annual Port Granby Project Update. They made a verbal presentation to accompany an electronic presentation. Mr. Hebert explained the background and purpose of the Port Hope Area - 3 - 4-3 General Purpose and Administration Committee Minutes March 31, 2014 Initiative, and milestones achieved to date. Mr. Smith informed the Committee of the details of the project, including the upgrading of the clean materials hall route, and the creation of the waste water treatment plant. Mr. Hebert provided the Committee with observations from his first year including details of agency and community interactions and environmental monitoring. He highlighted the communications and community involvement in 2013. Mr. Hebert explained the recent review of the Property Value Protection Program. SUSPEND THE RULES Resolution #GPA-206-14 Moved by Councillor Partner, seconded by Councillor Woo THAT the Rules of Procedure be suspended to allow Mr. Hebert to speak for an additional three minutes. CARRIED DELEGATION OF CRAIG HEBERT, GENERAL MANAGER, AND DAVE SMITH, PORT GRANBY PROJECT DIRECTOR, PORT HOPE AREA INITIATIVE MANAGEMENT OFFICE, REGARDING AN ANNUAL PORT GRANBY PROJECT UPDATE - Continued Mr. Hebert concluded by providing an overview of the procurement contract and highlighting the next steps. Resolution #GPA-207-14 Moved by Councillor Partner, seconded by Councillor Woo THAT the delegation of Craig Hebert, General Manager, and Dave Smith, Port Granby Project Director, Port Hope Area Initiative Management Office, regarding an Annual Port Granby Project Update, be received with thanks. CARRIED DELEGATION OF KEVIN ANYAN, DIRECTOR OF FUNDRAISING, BOWMANVILLE ROTARY CLUB, REGARDING A FUNDRAISER IN THE BOWMANVILLE VALLEY ON AUGUST 23-24, 2014 Kevin Anyan, Director of Fundraising, Bowmanville Rotary Club, was present regarding a family friendly fundraiser in the Bowmanville Valley on August 23-24, 2014. Mr. Anyan introduced Bonnie Seto. He requested access to part of the Bowmanville Valley to allow for a celebration of the new fish by-pass channel, and Valley management on August 23-24, 2014. Mr. Anyan reminded the Committee of the work undertaken by the - 4 - 4-4 General Purpose and Administration Committee Minutes March 31, 2014 Bowmanville Rotary Club. He announced the 1St Annual Ecology Valleyfest, presented by the Bowmanville Rotary Club; at the corner of Baseline and Spry Avenue from 6:00 a.m. to 8:00 p.m. Mr. Anyan noted that this includes a fish derby, the Fish Whisperer, conservation exhibits, entertainment, and Picasso's Picnic operating on the grounds of Visual Arts Centre. He noted that bicycle parking and shuttle service will be arranged. Mr. Anyan added that this will be a licensed event and will include a fish fry. He stated that they plan to make the event carbon-neutral by planting trees in the Valley during the weekend. Mr. Anyan concluded by asking for permission to hold the event, that the Operations Department support the event, that Council allow for a shuttle between the two venues, and that Council help celebrate the event. Resolution #GPA-20.8-14 Moved by Councillor Novak, seconded by Councillor Hooper THAT the delegation of Kevin Anyan, Director of Fundraising, Bowmanville Rotary Club, regarding a Fundraiser in the Bowmanville Valley on August 23-24, 2014, be referred to Staff to work with the Bowmanville Rotary Club and to prepare a report regarding the details required by the Municipality. CARRIED DELEGATION OF LIBBY RACANSKY REGARDING REPORT PSD-019-14, APPLICATIONS TO AMEND THE CLARINGTON OFFICIAL PLAN AND ZONING BY- LAW AND A PROPOSED DRAFT PLAN OF SUBDIVISION TO PERMIT 18 SINGLE DETACHED RESIDENTIAL UNITS Libby Racansky was present regarding Report PSD-019-14, Applications to Amend the Clarington Official Plan and Zoning By-law and a Proposed Draft Plan of Subdivision to Permit 18 Single Detached Residential Units. Ms. Racansky clarified that she is concerned about the Manson subdivision. She stated that she was happy that some of the goals, such as setbacks, being met. Ms. Racansky acknowledged that the trail in Block 101 is no longer needed as the site is fenced in. She reminded the Committee of the OMB decision from 1999, regarding the subdivision for this neighbourhood. Ms. Racansky added that well monitoring was agreed to, but it needs to include water quality, notjust water quantity. She stated that she is concerned that the water quality emptying into Lake Ontario. Ms. Racansky noted that 16 local wells were sampled annually, including analyzing 40 parameters, but ceased to be sampled in 2008. She asked the Committee about the Hancock Road water quality analysis. Ms. Racansky suggested the water quality be tested on her well as the Region of Durham is currently monitoring her well for quantity. - 5 - 4-5 General Purpose and Administration Committee Minutes March 31, 2014 Resolution #GPA-209-14 Moved by Councillor Neal, seconded by Councillor Novak THAT the delegation of Libby Racansky be referred to Staff. CARRIED PRESENTATIONS There were no presentations. Councillor Woo chaired this portion of the meeting. PLANNING SERVICES DEPARTMENT AN APPLICATION TO PERMIT AN INCREASE IN THE MAXIMUM OUTSIDE WIDTH OF A GARAGE FROM 40% OF THE LOT FRONTAGE TO 50% OF THE LOT FRONTAGE'FOR SEMI-DETACHED DWELLINGS WITHIN REGISTERED PLAN 40M-2496 AND PLAN 40M-2510, COURTICE NORTH SUBDIVISION APPLICANT: H & H BUILDING CORP Resolution #GPA-210-14 Moved by Councillor Novak, seconded by Mayor Foster THAT Report PSD-018-14 be received; THAT the application to amend the Zoning By-law 84-63, be approved, and that the Zoning By-law Amendment, as contained in Attachment 1 to Report PSD-018-14, be passed; THAT the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-018-14 and Council's decision; and THAT all interested parties listed in Report PSD-018-14 and any delegations be advised of Council's decision. CARRIED - 6 - 4-6 General Purpose and Administration Committee Minutes March 31, 2014 APPLICATIONS TO AMEND THE CLARINGTON OFFICIAL PLAN AND ZONING BY- LAW AND A PROPOSED DRAFT PLAN OF SUBDIVISION TO PERMIT 18 SINGLE DETACHED RESIDENTIAL UNITS APPLICANT: HEADGATE GROUP INC. Resolution #GPA-211-14 Moved by Mayor Foster, seconded by Councillor Novak THAT Report PSD=019-14 be received; THAT the application for a Clarington Official Plan Amendment (COPA 2009-0005) submitted by Headgate Group Inc. be denied as the application is redundant to the Municipality's Official Plan Amendment No. 80; THAT the applications for Draft Approval of a Plan of Subdivision (S-C-2009-0001) and Zoning By-law amendment (ZBA 2009-0021) be amended to incorporate the "other lands owned by the Applicant" as an Open Space block and Environmental Protection Area respectively and that a further public meeting not be required; THAT the application for Draft Approval Plan of Subdivision (S-C-2009-0001) submitted by Headgate Group Inc. be supported subject to conditions as generally contained in Attachment 1 of Report PSD-019-14; THAT the Zoning By-law Amendment (ZBA 2009-0021) application submitted by Headgate Group Inc. be approved as contained in Attachment 2 of Report PSD-019-14; THAT a By-law authorizing the removal of the (H) Holding symbol be forwarded to Council for approval once all provisions contained within the Official Plan with respect to the removal of the (H) Holding Symbol are satisfied; THAT the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-019-14 and Council's decision; and THAT all interested parties listed in Report PSD-019-14 and any delegations be advised of Council's decision. CARRIED - 7 - 4-7 General Purpose and Administration Committee Minutes March 31, 2014 COURTICE COMMUNITY IMPROVEMENT -- BANNERS Councillor Neal declared a pecuniary interest in Report PSD-020-14, regarding the Courtice Community Improvement - Banners, as he is a member of the Courtice Rotary Club. Councillor Neal left the room and refrained from discussion and voting on this matter. Resolution #GPA-212-14 Moved by Councillor Novak, seconded by Mayor Foster THAT Report PSD-020-14 be received for information. CARRIED Councillor Neal returned to the meeting. Councillor Partner chaired'this portion of the meeting. RECESS Resolution #GPA-213-14 Moved by Councillor Neal, seconded by Councillor Hooper THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 11:10 a.m. ENGINEERING SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. OPERATIONS DEPARTMENT PITCH IN WEEK 2014 Resolution #GPA-214-14 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report OPD-002-14 be received for information. CARRIED - 8 - 4-8 General Purpose and Administration Committee Minutes March 31, 2014 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. COMMUNITY SERVICES DEPARTMENT DAY OF MOURNING CEREMONY Resolution #GPA-215-14 Moved by Councillor Partner, seconded by Councillor Woo THAT Report CSD-005-14 be received; THAT the Municipality of Clarington proclaim April 28th Clarington Day of Mourning (Attachment 1 of Report CSD-005-14); THAT a ceremony be held at the-Municipal Administrative Centre Cenotaph on Monday, April 28, 2014 at 10:00 am; and THAT the flags be lowered in honour and remembrance of those killed and seriously injured in the workplace. CARRIED Councillor Traill chaired this portion of the meeting. CLERK'S DEPARTMENT MULTI-YEAR ACCESSIBILITY PLAN Resolution #GPA-216-14 Moved by Councillor Partner, seconded by Councillor Neal THAT Report CLD-009-14 be received; and THAT the Multi-Year Accessibility Plan (Attachment No. 1 to Report CLD-009-14) be endorsed. CARRIED - 9 - 4-9 General Purpose and Administration Committee Minutes March 31, 2014 REQUEST FOR EXEMPTION TO SETBACKS FOR REFRESHMENT VEHICLE Resolution #GPA-217-14 Moved by Councillor Hooper, seconded by Councillor Novak THAT Report CLD-010-14 be received; THAT an exemption to the provisions of By-law 2004-114 be approved to allow for two refreshment vehicles to be located within 60 metres of each other; and THAT Mr. Vic Hanc be-advised of Council's decision. CARRIED LATER IN THE MEETING SUSPEND THE RULES Resolution #GPA-218-14 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-217-14 a second time. CARRIED The foregoing Resolution #GPA-217-14 was then put to a vote and carried. NOTIFICATION OF DECISION REGARDING A REQUEST FOR EXEMPTION TO SETBACKS FOR A REFRESHMENT VEHICLE Resolution #GPA-219-14 Moved by Councillor Neal, seconded by Councillor Partner THAT all pizza establishments in Bowmanville be notified, in writing, of Council's decision regarding Report CLD-010-14, regarding a request for exemption to setbacks for a refreshment vehicle. CARRIED Mayor Foster chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. - 10 - 4-10 General Purpose and Administration Committee Minutes March 31, 2014 FINANCE DEPARTMENT See Confidential Reports Section of the Agenda. SOLICITOR'S DEPARTMENT There were no reports to be considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICER FOLLOW-UP ON TASK 1 & 2 REPORT OF THE SUSTAINABLE CLARINGTON COMMUNITY ADVISORY COMMITTEE Resolution #GPA-220-14 Moved by Councillor Hooper, seconded by Councillor Novak THAT Report CAO-002-14 be received for information. CARRIED UNFINISHED BUSINESS EMERGENCY AND FIRE SERVICES DEPARTMENT—FIRE MASTER PLAN [Tabled at the March 17, 2014 General Purpose and Administration Committee Meeting.] HIRING OF FOUR NEW FIRE & EMERGENCY SERVICES SUPPRESSION STAFF [Tabled at the February 21, 2014 Special General Purpose and Administration Committee Meeting.] Resolution #GPA-221-14 Moved by Councillor Woo, seconded by Councillor Traill THAT Resolution #GPA-116-14 be lifted from the table. CARRIED The mover made a friendly amendment to Resolution #GPA-116-14 such that the following resolution was before the Committee: - 11 - 4-11 General Purpose and Administration Committee Minutes March 31, 2014 Resolution #GPA-222-14 Moved by Councillor Traill, seconded by Councillor Hooper THAT Item #1, of Schedule "B" of report FND-002-14, the proposed new four Fire & Emergency Services Suppression Staff, be approved with implementation to begin July 1, 2014; and THAT the Clarington Fire Master Plan, as prepared by Dillon Consulting, be received. CARRIED (See following motions) Resolution #GPA-223-14 Moved by Councillor Neal, seconded by Councillor Traill THAT the foregoing Resolution #GPA-222-14 be amended by adding the following at the end: "THAT the Director of Emergency & Fire Services be directed to report back on extended dispatch times, extended full-time turn out times, and strategies to address the tiered response." MOTION LOST The foregoing Resolution #GPA-223-14 was then put to a vote and carried. Resolution #GPA-224-14 Moved by Councillor Woo, seconded by Councillor Hooper THAT Item #2 of Report ESD-004-14 be lifted from the table. CARRIED Resolution #GPA-225-14 Moved by Councillor Woo, seconded by Councillor Hooper THAT the Director of Emergency & Fire Services be directed to develop a comprehensive implementation plan including proposed operating and capital budget requirements to be presented to Council on an annual basis for consideration as a component of the fire department budget submission process. CARRIED AS AMENDED LATER IN THE MEETING (See following motions) - 12 - 4-12 General Purpose and Administration Committee Minutes March 31, 2014 Resolution #GPA-226-14 Moved by Councillor Neal, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-225-14 be amended by adding the following at the end: "THAT the Director of Emergency & Fire Services be directed to report back on extended dispatch times, full-time turn out times, and strategies to address the tiered'response." CARRIED Resolution #GPA-227-14 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-225-14 be amended by adding the following at the end: "THAT Starting July 1St, Option 5, of the proposed Fire Master Plan, to implement Full Time Staff at Station 2, during weekdays, Monday to Friday business hours (e.g. 8:00 a.m. to 6:00 p.m.), to provide coverage during the most challenging times for volunteers to respond; and THAT volunteer crews would continue to provide a valuable service as the first response during weekday evenings and 24 hours a day on weekends as well, The volunteer crews would also provide a depth of response for all required calls (e.g. all structure fire calls, fire related calls, rescue calls, etc.) MOTION LOST LATER IN THE MEETING (See following motions) SUSPEND THE RULES Resolution #GPA-228-14 Moved by Councillor Neal, seconded by Councillor Traill THAT the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GPA_227-14 a second time. CARRIED - 13 - 4-13 General Purpose and Administration Committee Minutes March 31, 2014 SUSPEND THE RULES Resolution #GPA-229-14 Moved by Councillor Woo, 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-227-14 a third time. MOTION LOST The foregoing Resolution #GPA-227-14 was then put to a vote and lost. The foregoing Resolution #GPA-225-14 was then put to a vote and carried as amended. RECESS Resolution #GPA-230-14 Moved by Councillor Novak, seconded by Councillor Hooper THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 1:48 a.m. with Councillors Hooper and Partner being absent. 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 - 14 - 4-14 r General Purpose and Administration Committee Minutes March 31, 2014 . COMMUNICATION FROM BOGHOSIAN AND ALLEN LLP RE: INSURANCE SETTLEMENT CLOSED SESSION Resolution #GPA-231-14 Moved by Councillor Neal, seconded by Councillor Novak THAT, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following: • Report FND-006-14 regarding communication from Boghosian and Allen LLP regarding an insurance settlement, a-matter that deals with litigation or potential litigation, including matters before administrative tribunals, affecting the municipality. CARRIED Councillors Hooper and Partner returned to the meeting at 1:50 p.m. RISE AND REPORT The meeting resumed in open session at 2:12 p.m. with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. Resolution #GPA-232-14 Moved by Councillor Neal, seconded by Councillor Partner THAT Report FND-006-14 be received; THAT a survey of all road signage in the Municipality be undertaken to ensure conformance with the Ontario Traffic Manual with non-compliant signs to be replaced with compliant signs; THAT the cost of the survey and sign replacement be funded from the Rate Stabilization Reserve fund to an upset limit of$100,000; and THAT the hiring date of the Operations Manager be reconsidered. CARRIED - 15 - 4-15 General Purpose and Administration Committee Minutes March 31, 2014 ADJOURNMENT Resolution #GPA-233-14 . Moved by Councillor Partner, seconded by Councillor Woo THAT the meeting adjourn at 2:23 p.m. CARRIED MAYOR DEPUTY CLERK t - 16 - 4-16 PUBLIC MEETING REPORT PSD-021-14 ® Courtyard Property Investments Inc. ��r�� � . • NOTICE OF COMPLETE APPLICATION Lerngrheway AND PUBLIC MEETING The Municipality of Clarington has received a Complete Applications for a proposed Zoning By-law Amendment:' Applicant: Courtyard Property Investments Inc. Property: 1437 Highway 2(The Courtyard restaurant)&4 Darlington Boulevard, Courtice Proposal: To construct a 928 mz(10,000 W)LOBO retail store behind the existing restaurant. File Number: ZBA 2014-0005 X-REF: SPA 2002-045 A Public Meeting to receive input on the application will be held on: , DATE: Monday,April 14u',2014 TIME: 9:30 a.m. PLACE: Council Chambers,2nd door,Municipal Administrative Centre, 40 Temperance Street,Bowmanville,ON Additional information is available between 8:30 a.m. :and 4:30 p.m. at the Planning Services Department, 3111 Floor,40 Temperance Street, Bowmanville, or by calling Paul Wirch at(905)623-3379 Ext.2418 or by e-mail at pwirch@.clarington.net. If you cannot attend the Public Meeting on April 14th you can make a "deputation to Council" at their meeting on Monday,April 21st, commencing at 7:00 p.m. In order to appear before Council,you must register with the Clerks Department by noon on Wednesday,April 16th. An on-line delegation request form is also available ori the Municipality's website,www.clarington.net;under the"Service Clarington" tab. If you wish to be notified of the adoption of the proposed official plan amendment, or of the refusal of a' request to amend the official plan you must make a written request to the Municipality of Clarington, Planning Services Department. The Municipality of Clarington is committed to providing services as set out in the Accessibility for Ontarians with Disabilities Act, 2005. •If you have accessibility needs and require alternate formats or other accommodations please contact the Clerk's Department at 905-623-3379,extension 2109. APPEAL if a person or public body does not make oral submissions at a public meeting or make written submissions to the Municipality of Clarington, Planning Services Department before the by-law is passed, the person or public body., . i) is not entitled to appeal the decision of Clarington Council to the Ontario Municipal Board;and ii) may not be added as a party to the hearing of an appeal before the Ontario Municipal Board unless,in the opinion of the Board;there are reasonable grounds to do so. Dated the Municipality of Clarington this /Aay of March,2014. David J.Crome,M.C.I.P.,R.P.P. 40 Temperance Street Director of Planning Services Bowmanville,Ontario Municipality of Clarington L1 C 3A6 cc: LDO 5-1 b C All A O 2 C= a Dm N OARL/NG7pN 80UL�VARO VARCOE ROAD O EROM SOUIN TOWMIHE PDMS TONMNEitOM NOfRH S ID 7 D a fi 0 0 C a Ece o g i l o W iL > L n D unuwc'ro eowFvnao 2y E o�p w O x v < ® o C7 CD g f31 O N ° y a A m m • � N a � � � grC� 2 5-2 DRAFT LIST OF DELEGATIONS GPA Meeting: April 14, 2014 (a) Marilyn Morawetz, Jury Lands Foundation, Regarding the Camp 30/Boys Training School Property (b) Doug Taylor, Enniskillen Environmental Organization, Regarding the Proposed Clarington Transformer Station (c) David Hannah Regarding a Request for Compensation Resulting from Damage of a Municipally Owned Tree 6-1 Clarington REPORT PLANNING SERVICES DEPARTMENT PUBLIC MEETING Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: Report#: PSD-021-14 File#: ZBA 2014-0005 SUBJECT TO CONSTRUCT AN LCBO RETAIL STORE AND AN INTER-PARCEL LANEWAY APPLICANT: COURTYARD PROPERTY INVESTMENTS INC. RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-021-14 be received; 2. THAT.the Zoning By-law application submitted by Courtyard Property Investments Inc., to permit the.construction of an LCBO retail store, continue to be processed and that a subsequent report be prepared; and 3. THAT all interested parties listed in Report PSD-021-14 and any delegations be advised of Council's decision. Submitted by: Reviewed by: D id . Crome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer PW/COS/df 9 April 2014 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE ON L1C 3A6 T 905-623-3379 8-1 REPORT NO.: PSD-021-14 PAGE 2 1. APPLICATION DETAILS 1.1 Applicant: Courtyard Property Investments Inco 1.2 Proposal: To permit amendments to Zoning By-law 84-63 sufficient to allow the construction of a street-related LCBO retail store and an inter-parcel laneway. 1.3 Area: 6,809 m2 (1.68 ac.) 1.4 Location: 1437 Highway 2 & 4 Darlington Boulevard, Courtice 2. BACKGROUND 2.1 In June of 2003, Council approved the purchase of the southern portion of the lands that were previously part of the Waltzing Weasel property (PSD-087-03). The intent of this purchase was two-fold: ® Create a pedestrian connection between Foxhunt Trail and Darlington Boulevard; and ® Obtain land for the future construction of a rear laneway that would extend from Darlington Boulevard to Townline Road South. 2.2 On March 4t", 2014, Courtyard Property Investments Inc. (CPI) submitted a Zoning By- law amendment application for the construction of an LCBO retail store, south of the existing restaurant, within the rear parking area. 2.3 Since the current property was not of sufficient size to accommodate all of the built and functional requirements of the proposed LCBO, the Owner approached the Municipality with an offer to purchase the lands that the Municipality had previously acquired in 2003. Council has declared the Municipal lands, south of the subject property, as surplus. The condition attached to that declaration was that those lands continue to accommodate a pedestrian walkway and an inter-parcel laneway, as was envisioned by the Municipality's original property acquisition. A purchase and sale agreement has been reached with the Owner which will relocate the pedestrian walkway further to the south and result in the construction of their portion of the inter-parcel laneway. 2.4 The principals of Courtyard Property Investments Inc., through a separate company, also own the neighbouring property to the west, containing Swiss Chalet, CIBC, et al. In order to facilitate improved traffic flow and parking efficiency across both sites, it is proposed to merge these two properties on title. A temporary connection between the parking areas of the two properties has already been constructed. s-2 REFOO N®,o PSO-021-14 PAGE 3 2.5 A few of the reports that were submitted in support of this application include: A Planning Rationale Report; and A Parking Study. A summary of these reports is included in Section 7 of PSD-021-14. 3, LA,NDD CH RAC d ERISTICS AND SURROUNDING USEES 3.1 The subject property is located at the southwest corner of Regional Highway 2 and Darlington Boulevard in Courtice. This site is currently occupied by The Courtyard restaurant at the north, a parking area in the centre of the site and a vacant area at the south end of the site. Though the subject property fronts onto Regional Highway 2, and the main entrance to the building faces this road, the vehicular access to the property is from Darlington Boulevard. A restaurant was constructed and has continued to operate at this location since 1999; first as The Waltzing Weasel and now as The Courtyard. FIGURE 1 �f "The Courtyard" restaurant—Viewed facing southeast 3.2 The surrounding uses are as follows: North - Retail, commercial service and medical office (Shoppers Drug Mart, commercial strip plaza, Courtice medical building) South - Low-density residential East - Fuel bar(Esso) and low-density residential West - Retail and commercial service (Swiss Chalet, CIBC, Wimpy's, et al.) 8-3 R:"EF RT vO.o PSD-021-14 PAGE 4 Figure 2 LY J;' 73— — 1 IGH A y 2 ' —1 V1I / ,, n --- Q ,•e z - m I'_-,h A w��7 196 ' � ' O � ��—✓�,1 � �� , r rl - ,ted °:• '� -.��,�" z I _G dO zo i F _ L - t The subject site and surrounding properties 4. PROVINCIAL POLICY 4.1 Provincial Policy Statement 2005 and 2014 The objective of both the 2005 and the 2014 versions of the Provincial Policy Statement (PPS) is the promotion of efficient land use and development patterns which facilitate economic growth while protecting both public health and the environment. One of the stated means of fulfilling the requirements of the PPS is to maintain and enhance downtowns and mainstreets. Within the Courtice context Regional Highway 2, between Townline Road and Darlington Boulevard, serves as a mainstreet for the community. 8-4 REPORT NO.: PSD-021-14 PAGE 5 4.2 Growth Plan for the Greater Golden Horseshoe (Growth Plan) The policies of the Provincial Growth Plan promote the creation of compact, complete communities that are transit-supportive and pedestrian-friendly. Part of the intent of the Growth Plan is to manage growth in a manner that will optimize existing infrastructure and support a strong economy. The first priority of growth shall be to seek to intensify within existing built up areas. The subject property is located within the Provincially-defined "Built Boundary". The Growth Plan requires that population and employment growth be directed to built-up areas of the community to optimize existing land supply and better utilize existing municipal services. 5. OFFICIAL PLANS 5.1 Durham Regional Official Plan The Durham Regional Official Plan designates the subject site as "Regional Corridor". Lands within this designation are expected to be developed as high-density, mixed-use areas supporting higher order transit services and pedestrian oriented development. The long-term density target for "Regional Corridors" is a floor space index (FSI) of 2.5. While the proposed development will only create an FSI of 0.2, this project will remain principally in-line with the existing zoning rights for this site. 5.2 Clarington Official Plan — Land Use The portion of the site on which the LCBO retail store is proposed to be located is designated "Commercial" within the Courtice Main Street Secondary Plan. The long term goal is for properties within the "Commercial" designation to redevelop into a more compact form. The Courtice Main Street Secondary Plan was approved by Clarington Council on January 28, 2013. However, it is not yet in full force and effect since the adoption by Regional Council has been appealed to the Ontario Municipal Board. As a result, the majority of the subject site remains designated "Mixed Use Area", within the Courtice West Shopping District, and the southernmost portion of the site is designated "Urban Residential'. The proposed LCBO will be located exclusively within the "Mixed Use Area" of the site. 6. ZONING BY-LAW 6.1 The subject lands are zoned in Zoning By-law 84-63 as follows: • "Special Purpose Commercial (C5)"; • "Holding - Special Purpose Commercial ((H)C5)"; and • "Urban Residential Type One (R1)". 8-5 REPORT NO.: PSD-021-14 PAGE 6 6.2 The proposed LCBO retail store is permitted on the northern portion of the subject site which is zoned "C5". The southern portion of the site requires an amendment to Zoning By-law 84-63 to permit commercial uses. Site specific amendments to the zoning regulations are required. 7. SUMMARY CSP BACKGROUND STUDIES 7.1 Planning Rationale Report The intent of this application, as outlined in the Planning Rationale Report, is to seek appropriate, site-specific regulations that will accommodate an already permitted, retail development on the subject site. An LCBO retail store (beer, liquor and wine outlet) is already permitted within the current "C5" zoning. However, a number of the functional and built form requirements require modification to accommodate development on this site. According to the Owner's Planning Rationale Report, the proposed development will have four benefits: 1. Move the built form to the street edge on Darlington Boulevard; 2. Improve vehicular access from Darlington Boulevard; 3. Provide a more efficient parking arrangement; and 4. Introduce retail activity onto Darlington Boulevard. The Planning Report concludes that the construction of an LCBO retail store will contribute to the development of Courtice as a complete community by expanding on the range of retail services available to its residents: 7.2 Parking Study A Parking Study, prepared in support of this application, reviewed two items related to the anticipated parking demands resulting from this development. The currently experienced parking demands across the subject site and the neighbouring site to the west; and ® The anticipated parking demands generated by an LCBO retail store. The Parking Study reported that: ® The existing restaurants and the proposed LCBO will experience slightly offset peak parking demands; © The Courtyard restaurant generates a minimum of 65 vehicles to their site during weekend meal times, Based on winter parking counts, the Swiss Chalet/ CIBC site generates as much as 80 vehicles to their site during peak periods; For its size, the proposed LCBO is anticipated to generate a maximum of 30 parking spaces; and 8-6 The total parking supply, across both sites, is 206. REPORT NO.: PSD-021-.14 PAGE 7 The Parking Study can be summarized as follows: Table 1 Property.& Use Required Expected Parking Parking The Court and 42 65 LCBO 31 30 Swiss Chalet, CIBC, et al. 113 80 TOTAL PARKING NEEDS 186 175 PARKING PROVIDED 206 206 PARKING SURPLUS 20 31 The Parking Study concludes that, following the construction of an LCBO retail store, parking across both the subject site and the neighbouring site to the west will continue to meet the minimum requirements of the Zoning By-law. 7.3 Review of the Parking Study 7.3.1 Demand on the Swiss Chalet/CIBC site Absent from the Parking Study was an acknowledgment that there are still two units which are vacant within the Swiss Chalet / CIBC site. Should those units be occupied in the future, and the site fully tenanted, the parking demands will only increase. Based on past experience and the potential future traffic generation from the vacant units it is Staff's opinion that the peak parking requirements of the Swiss Chalet / CIBC site will be at least 113 as required by the Zoning By-law. 7.3.2 Demand on The Courtyard/LCBO site Based on historical experience, and reinforced by current observations, it is Staff's opinion that the peak parking requirements of The Courtyard restaurant alone will be at least 75. While the LCBO site used in the comparative example was almost 200 m2 (2,150 ft2) larger than the retail store proposed for Courtice, the comparison site is also located within 2 kms of another LCBO location. The nearest LCBO to the Courtice site would be almost 5 kms away in Oshawa. This means that the Courtice store will potentially serve a larger catchment area and more customers than the comparison store. Anecdotally, the highest periods for sales at the LCBO are during the Christmas season and during the summer. The parking analysis done in February would reflect one of the lower sales periods for the LCBO. As such, the numbers provided in the Parking Study for anticipated traffic volumes to the proposed LCBO should be viewed as being minimum traffic numbers rather than peak traffic numbers. Therefore, it is Staff's opinion that the peak parking requirements of LCBO will be at least 31. 8-7 REPORT NO.: PSD-021-14 PAGE 8 8. PUBLIC NOTICE AND SUBMISSIONS 8.1 Public notice was given by mail to each landowner within 120 metres of the subject site and two public meeting notice signs were installed on the property. The public notice was also posted on the Municipal website and in the Planning Services electronic newsletter. 8.2 As of the writing of this report, Staff received three public inquiries. All inquiries requested further information about the application. One neighbouring resident expressed support for the application while also sharing the opinion that the parking at The Courtyard restaurant is always busy and especially in summer when the patio is open. Another neighbouring property owner expressed concern about the sufficiency of the current vehicle stacking requirements on Darlington Boulevard. 9. AGENCY COMMENTS 9.1 Durham Regional Planning and Economic Development Department The Regional Planning Department has noted that the Phase 1 and Phase 2 Environmental Site Assessment (ESA) reports, prepared in support of this application, are more than 18 months old and should be updated (the Phase 1 ESA is 24 months old and the more detailed Phase 2 ESA is 23 months old). The Regional Planning Department recommends that a Record of Site Condition (RSC) be submitted to the Ministry of the Environment and that an Acknowledgement Letter be received confirming that this site has not been selected for audit. 10. DEPARTMENTAL COMMENTS 10.1 Emergency and Fire Services and Engineering Services The Emergency Services and the Engineering Services Departments have both expressed no objection to the proposed applications. Two new accesses to the site are proposed off Darlington. Boulevard. The south access is to facilitate the future construction of a rear lane from Townline Road to Darlington Boulevard. The locations of both accesses are acceptable to the Municipality. The intersection of Darlington Boulevard and Region Highway 2 is signalized. A traffic study has not been required for this proposal. 10.2 Finance Department The Finance Department has confirmed that the taxes on the subject property have been paid up-to-date. 8-8 REPORT NO.: PSD-021-14 PAGE 9 111, DIISCUSSOON 111 An LCBO store in Courtice will fill a gap in commercial services currently existing and often expressed by residents. 11.2 Compatibility At this time, the southern portion of the subject site will retain residential zoning. No development is presently proposed for that portion of the site: Zoning By-law 84-63 contains a requirement that a landscape strip or privacy fence must be constructed between a commercial zone and a residential zone. The intent of this requirement is to provide a buffer and/or screen between commercial properties and residential neighbours in order to provide existing or future residents with sufficient privacy and to mitigate potential noise, light and other intrusive impacts. The proposed LCBO will be located over 23 metres (75) from the existing residential neighbour to the south (8 Darlington Boulevard). The buffer between the proposed LCBO and the residential neighbour will include a landscape buffer and a walkway. In addition, a new privacy fence will be constructed on the Owner's property. The potential land use impacts on the surrounding residential properties, will be mitigated through the site plan review process including noise, privacy and excessive lighting in accordance with standard municipal practice. 11.3 Urban Design I Built Form The urban design objectives for the Courtice Main Street have not yet been implemented in the Zoning By-law. In the interim, all development approvals are encouraged to conform to these design objectives. In particular, staff will be seeking the following through the site plan process: • The eastern fagade of the building along Darlington Boulevard include materials and design elements sufficient to give the appearance of a two-storey massing as required by the Courtice Main Street Secondary Plan; • The northern and western fagade of the building include significant projections (for .wall sections and pillars) and roofline articulations (for wall sections and flowers) to maximize building character; • All refuse bins and grease bins, on both the subject site and the abutting site to the west (which is to be merged with the subject site), are placed inside an existing building or inside a roofed enclosure to be constructed to match the architectural design and materials of the proposed and existing buildings respectively; • A 2.0 metre pedestrian walkway is provided proximal to the south property line and extends east-west from Darlington Boulevard to the Foxhunt Trail walkway; and • A 2.0 metre pedestrian walkway is provided along the north-south property line shared by the subject site and the abutting site to the west to which it is to be merged. 8-9 R EHFORT NO.: P SV-0211-114 POAGE 10 ;=igure 5 { It Refuse bins located in parking stalls to the south of the Swiss Chalet building 11.4 Inter-parcel Laneway and Pedestrian Walkway to Darlington Boulevard As stated in Section 2.3 of Report PSD-021-14, an inter-parcel laneway will be required to be constructed as a condition of the purchase of the surplus Municipal lands behind The Courtyard site. In addition, the current pedestrian walkway extends from Foxhunt Trail to Darlington Boulevard through a portion of the subject site which is expected to form the future, inter-parcel laneway. It remains the Municipality's interest that a pedestrian walkway be maintained in this area. The construction of the relocated walkway will need to take place prior to the removal of the existing pedestrian walkway so that a pedestrian connection remains open and available through the entire construction period. Figure 6 -_- Existing pedestrian walkway at Darlington Boulevard viewed facing west 8-10 REPORT NO.: PSD-021-14 PAGE 11 11.5 Vehicular Entrance Requirements along Darlington Boulevard There are two setback requirements in the Zoning By-law for vehicular entrances that apply to this site as follows: i) Setback of a commercial entrance to a residential zone The proposed southerly entrance will be adjacent to a landscaped boulevard and pedestrian walkway which will retain its residential zoning at the present time. The intent of the 7.5 metre setback for commercial driveways from the side yard lot line of residential zones is to avoid conflicts between the commercial and residential traffic entering the roadway from abutting properties. The proposed southerly driveway entrance will be located over 12 metres (39') from the property line of the existing residential neighbour at 8 Darlington Boulevard so the intent of the regulation is maintained even if it is technically adjacent. ii) Setback of commercial property entrances from intersections The proposed relocation of the northerly property entrance will place it approximately 32 m (105') from the intersection of Regional Highway 2 and Darlington Boulevard. The intent of the setback for commercial driveways from an intersection is to avoid conflicts between the traffic pulling out of a site and the traffic passing by a site. The Engineering Services Department have determined that the proposed entrance will not create a traffic conflict. 11.6 Parking The parking spaces that are proposed on the subject site (75) exceed the minimum number of parking spaces required for the existing and proposed uses by Zoning By-law 84-63. However, due to the location of several high volume businesses and the layout of the two sites, Staff continue to have concerns that parking needs may exceed the standard requirements contained in Zoning By-law 84-63. Staff noted that several parking spaces are currently unavailable due to accommodation for snow storage and the placement of refuse bins. The Parking Study indicates that the restaurants and the LCBO retail store will likely experience overlapping peak traffic periods in the late afternoon and early evening. The other businesses within the Swiss Chalet/ CIBC site (bank, bakery, home healthcare retail and dentist) are expected to have their traffic generation more evenly spread throughout the day and throughout the week. 12. CONCURRENCE - Not applicable 8-11 REPORT NO.: PSD-021-14 PAGE 12 13. CONCLUSION 13.1 The purpose of Report PSD-021~14 is to provide background information for a Public Meeting under the Planning Art. Staff will continue processing the application including the preparation of a subsequent report. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Carlos Salazar, Manager, Community Planning & Design Branch Attachments: Attachment 1 - Key Map List of interested parties to be notified of Council's decision: David White, Courtyard Property Investments Inc. Steven Zakem, Aird & Berlis LLP Tony lezzi, c/o Maria lezzi Mark Stanisz Jeff Goldman, Durham Custom Homes 8-12 Attachment 1 To Report PSD-021-14 II �d a o rvbssa7e•aaN� < m� „ N u 3 C U3 m N D 3 ° Ln a v a U - o O c O a s O�. aP�otl aoativn ® G atlrn�noe HoloNnava Q N � 7 Q• O _ ti •6 y c � � a lltllf 1NlWX0! N � � J o fR717i'II II II1111'll'fl-(i f,,,,,7-_ u p a a�atlle ISI!I' 3 e V ui LU m O. o Qom. O U G N m a H1a0N OYOa 3NIlllM01 HNOS UHOy i11 lNM01 H1HOs 0`!O8tl --L-Lr d R. `3v min c c R OVOTJ 30C%VA v;� 3 W� �C o m m b 0bb^37l]08NO1JlW72ibO ,�`y' 9¢ c� L N Q } 'W 2 0 U 0. = U 2 O ILLLLI I I I I nI I I1111111111 117111 v r- I IIIII IIII 8-13 REPORT 9-513 Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Gate: April 14, 2014 ResoWtion#: By-Iaw#: Repo : PSD-022-14 Fiile#: PLN 21.2.37 Subject: REZONING APPLICATION TO PERMIT AN AGGREGATE PIT EXPANSION WITHIN PART LOT 15, CONCESSION 1, GEOGRAPHIC TOWNSHIP OF MANVERS, CITY OF KAWARTHA LAKES APPLICANT: VICOOM SANTO AND GRAVEL (ONTARIO) LTD. RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-022-14 be received; 2. THAT the City of Kawartha Lakes be advised that the Municipality of Clarington has no objections to the approval of the Rezoning application submitted by VicDom Sand and Gravel (Ontario) Ltd., provided that: i. the recommendations contained with the technical reports are implemented; ii. the applicant confirms their willingness to incorporate vegetative screening with native species within the extraction setback area, including the land containing berms as outlined in Section 4; and iii, the Planting Plan be circulated to the Municipality.of Clarington for comment. 3. THAT a copy of Report PSD-022-14 be forwarded to the City of Kawartha Lakes Planning Department; and 4. THAT any delegations be advised of Council's decision. Submitted by: Z Reviewed by: Da id 15trome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer TW/CP/sn/df 8 April 2014 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 8-14 RFPORT NO.: PSD,-022,•14 PAGE 2 1. APPLICATION DETAILS 1.1 Owner: VicDom Sand and Gravel (Ontario) Ltd. 1.2 Agent: MHBC Planning, Urban Design and Landscape Architecture 1.3 Proposal: Rezoning to permit the expansion of a sand and gravel pit to include an additional extraction area of 18.5 ha, no closer than 1.5 metres above the water table. The maximum limit of extraction is proposed to be raised from 554,000 tonnes/years to 700,000 tonnes/year. 1.4 Area: 34.8 ha (86 acres) 1.5 Location: The subject lands are located on the north side of Boundary Road, east of Highway 115 and west of Micro Road, being Part Lot 15, Concession 1 Geographic Township of Manvers, City of Kawartha Lakes (see Figure 1). 2. BACKGROUND 2.1 On December 4, 2013, the Municipality of Clarington was circulated by the City of Kawartha Lakes to provide comments on the proposed rezoning application. Staff provided initial preliminary comments to Staff from Kawartha Lakes on March 10, 2014. A response to the comments was received from the applicant on March 19, 2014. 2.2 The site is immediately north of lands owned by the Ganaraska Region Conservation Authority (see Figure 1) and a private residence. 2.3 VicDom Manvers Pit has been in operation since 1953 immediately to the west of the subject lands. The current operation is located on a 21 hectare parcel with 17.014 hectares licenced for extraction. The owner has applied for a licence for the proposed expansion under the Aggregate Resource Act (ARA) in conjunction with the proposed rezoning. The existing pit is running out of resources. It is expected that the pit expansion will produce approximately 6 million tonnes of resources over its estimated lifespan of 9 to 15 years. A licence cannot be issued unless the appropriate zone is approved and in effect. 2.4 The proposed expansion would be accessed via a 20 metre wide internal haul road from the existing VicDom Manvers Pit, through significant woodlands. The expansion area is proposed to have a 30 metre setback from the property line adjacent to Highway 115, Boundary Road and Micro Road. A 5 metre acoustic berm is to be constructed on the south and east sides within the limit of the setback to buffer on-site noise and provide a screen for the industrial activities and to intercept dust emissions. A significant woodland located on the site is planned to be retained along with a 30 metre buffer surrounding it. Extraction is proposed to be completed in 4 Phases with rehabilitation of each phase to occur upon completion. The proposed operational plan is depicted in Figure 2. 8-15 REPORT NO.: PSD-022-14 PAGE 3 2.5 The following reports were provided for review: o !Manning Report & ARA Summary Statement o Natural Environment er echnical Report a Stage 3 Archeological Assessment a Traffic Impact and Access Study Water Resource Assessment Cultural heritage Study r� Figure 1: Site Location Proposed Manvers� City or l4awarfha L bra es ;�,, � � F + Pit Expansion r �1' Existing Manvers } Pit Property -?; ��'`� ndaN Roa 1 a Ganaraska 4z'' ' ti xa _ �' .t •' Forest P i - Municipalit4. y of Clarington r t I 3- is 7�a�. k+ ��, qp •''e� �` � 2.6 The City of Kawartha Lakes held a Public Meeting on March 5, 2014. Four residents spoke in opposition of the application citing the following concerns: Drainage, water run off o Wildlife found in the woodlands ® Width of the 20 metre haul route through the woodlands o Smell of diesel and noise from trucks a Effects on tourism Impacts on the water level Dust control ® Number of pits in the area and operations on Saturdays a Maintenance of the roads ® Traffic volumes It was indicated that the applicant will be required to hold an open house for members of the public. Staff from the City of Kawartha Lakes has confirmed that notice will be provided by the applicant to all property owners within 500 metres of the subject lands and to the Municipality of Clarington once a date has been set. 8-16 REPORT HP.- PSD-022-94 PAGE 4 Figure 20 Operational Plan p � a N 5 U p o.F y w u v y c I v E. � `_• o ` ` � 0 0 9 .N I u w M en 3 r LM 1; GSI. . awl-1 ��iil y 1 .�=-�r�—a-�--._�.c-�..,�-.rte-—z- _ —'sem s�•�.+�.=--��=5.�_� r � e 1 Qum ? =o '=ef 7 — -- -.— — —- — 306'®� } sIt • �� t r�ItJ gu m Imi E m i 8--17. REPORT NO.: PSD-022-14 . PACE 6 3. DEPARTMENTAL COMMENTS 3.1 Engineering Services advised that the portion of Boundary Road accessed by the proposal is under the jurisdiction of the City of Kawartha Lakes in Terms of maintenance. The road was gravel resurfaced in 2013 by the City of Kawartha Lakes in a cost share arrangement with the Municipality of Clarington. The expanded pit proposes to use the existing entrance to the existing Manvers Pit. The pit expansion will have no traffic impact on the surrounding road, network. 4. DISCUSSION 4.1 Concerns raised by residents at the Public Meeting were primarily related to groundwater, traffic, protection of the woodlands, noise and dust. The following sections discuss how the supporting documents address these concerns. Staff comments and recommendations are also provided. 4.2 Wells/Groundwater There is a residential dwelling on the Clarington side of Boundary Road that is serviced by private well and septic. The applicant has submitted a Water Resource Assessment Report which indicates that aggregate extraction will be limited to above the water table and that there are no plans for washing of aggregate on the proposed site. Drawdown in the groundwater levels will not occur as a result of the proposal. Therefore, no interference with the surrounding well supplies and groundwater use is expected. The report recommends quarterly groundwater level monitoring to ensure maximum depth of extraction is at least 1.5 metres above the water table as part of the licence application under the Aggregate Resource Act (ARA). Annual water quality monitoring is also recommended. No fuel storage is proposed on site and any refuelling activities will utilize portable spill containment facilities approved by the Ministry of the Environment. Rehabilitation of the site includes sloping of the surface to the centre to encourage water infiltration and to eliminate the potential for site runoff., The report concluded that the proposed expansion can be carried out with no appreciable hydrogeological effects on groundwater use in the surrounding area. 4.3 Traffic The Traffic Impact and Access Study indicates trucks will utilize the existing entrance/exit and haul route. All trucks will travel west on Boundary Road to the Highway 1.15 interchange. The report states that there would be 8 two way a.m. peak hour trips, and 5 two way trips during the p.m. peak hour. Existing traffic data and the anticipated number of new trips based on existing and proposed annual tonnage licence was used to calculate.the 8-18 REPORT NO.. PS®-022-14 PAGE 6 peak hour trips. Based on descriptions of the worst-case operation, a conservative assessment was provided indicating a total of 20 two way trips during both the a.m. and p.m. peak hours. Since aggregate production varies greatly with economic conditions this would be an upset limit. The traffic consultant indicated verbally that the increase in tonnage would result in 5 additional trucks (10 trips) for the entire day. The Traffic Impact and Access Study.concluded that the expansion will have no impact on the surrounding road network, the site access is expected to operate at excellent levels of service and no roadway improvements are required to accommodate site related traffic. 4.4 Natural Heritage As the site is located within the Natural Linkage Area of the Oak Ridges Moraine Conservation Plan, a Natural Environment Technical Report was prepared to assess the impacts of the proposal to both the onsite and adjacent significant woodlands, including the Ganaraska Forest, located immediately south of the subject lands within the Municipality of Clarington. This report assessed the qualities and ecological functions of the woodlands and has demonstrated that they will not be negatively affected by the proposal. A minimum vegetation protection zone of 30 metres, in conformity with the Oak Ridges Moraine Conservation Plan has been adopted to protect the current condition and local ecological functions of the adjacent significant woodlands. This is consistent with the policies of the Durham Region Official Plan and the Clarington Official Plan. A rehabilitation plan is proposed that intends to restore a woodland plant community on the site once extraction is complete. The pit floor will be planted with a short term non- invasive cover crop in the initial year after extraction, followed by the planting of woodland nodes consisting of native trees shrubs and herbs. The proposed rehabilitation is expected to enhance the biodiversity and add ecological functions and values that are currently not present. Connectivity with adjacent significant woodlands to the south and east (Ganaraska Forest) will be improved. Although the Natural Environment Technical.Report discusses the Ganaraska Forest throughout the report, Section 2.1 Environmental Policies should make note of the relevant Municipality of Clarington Official Plan and Region of Durham Official Plan policies which identify the Ganaraska Forest as a significant natural heritage feature. The Planning Report &ARA Summary Report should also acknowledge the Ganaraska Forest as significant woodland located within 120 metres of the subject lands. The Planning Report & ARA Summary Report indicates that the pit floor will be rehabilitated for agricultural use which is contradictory to the rehabilitation plan. The 30 metre minimum vegetation protection zone provides the opportunity to introduce plantings when extraction commences on site. .Not only could the plantings enhance the protection of the adjacent significant woodlands, they could provide a visual buffer for area residents, those utilizing the trails in the adjacent Ganaraska Forest, and for travellers driving along Highway 115. 8-19 REPORT NO.: PSD-022-i4 PACE 1 Comments: That the Planning Report&ARA Summary Report he reprised to identify the Ganaraslra barest ars a significant woodlands located within 920 metres of the subject lands;and That a Planting Plan be prepared that will introduce nature plantings within the 30 metre minimum extraction setback zone prior to commencement of extraction activities and that the Planting Plain be circulated to Clarington for comment The plantings should be designed to enhance the screenings of the development from Highways 115, the Oanaraska Forest, and adjacent land used. 4.5 Planning Report and Aggregate Resource Assessment The Planning Report &ARA Summary Statement indicated that a Noise Impact Assessment was conducted and provided the recommendations are implemented, the Ministry of the Environment sound level limits will be satisfied. This report also noted that the Aggregate Resources Act provides Provincial standards for dust control. All new licenced operations must mitigate dust on site. Dust suppressant must be applied on all internal haul road and procession areas as required. Any equipment operated within 300 metres of a sensitive receptor must be equipped with dust suppression or collecting devices. 5. CONCURRENCE— Not Applicable 6. CONCLUSION 6.1 'In consideration of the comments provided within this report, it is recommended that the Municipality of Clarington would have no objection of the approval of the proposed Rezoning application provided the recommendations contained with the technical reports and staff comments discussed in Section 4 are implemented. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Tracey Webster, Senior Planner List of interested parties to be notified of Council's decision: None 8-20 �' ►]� REPORT Leading fhe Way ENGINEERING SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 014 Resolution #: By-law #: Report: EGD-013-14 File #: Subject: MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR MARCH, 2014. RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report EGD-013-14 be received for information. Submitted by:. �`� Reviewed by: (n A. S. Cannella, C.E.T. Franklin Wu Director of Engineering Services Chief Administrative Officer ASC/jo CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-1824 REPORT NO.: EGD-013-14 PAGE 2 1. BACKGROUND 1.1 With respect to the Building Permit Activity for the month of MARCH 2014, Staff wish to highlight the following statistics for the information of Committee and Council. MONTH OF MARCH 2014 2013 BUILDING NUMBER OF VALUE OF NUMBER OF VALUE OF % CHANGE OF CATEGORY PERMITS CONSTRUCTION PERMITS CONSTRUCTION VALUE 2014-2013 Residential 76 $24,487,992 52 $8,168,160 199.8% Industrial 1 $50,000 2 $468,000 -89.3% Government 0 $0 0 $0 N/A Commercial 3 $119,000 6 $502;800 -76.3% Institutional 0 $0 1 $40,000 N/A Agricultural 2 $55,500 0 $0 N/A Demolition 14 $0 3 $0 N/A TOTAL 96 $24,712,492 64 $9,178,960 169.2% YEAR TO DATE 2014 2013 BUILDING NUMBER OF VALUE OF NUMBER OF VALUE OF % CHANGE OF CATEGORY PERMITS CONSTRUCTION PERMITS CONSTRUCTION VALUE 2014-2013 Residential 248 $66,142,898 143 $24,540,589 169.5% Industrial 7 $25,264,488 7 $5,544,534 355.7% Government 0 .$0 0 $0 N/A Commercial 13 $507,240 14 $12,111,800 -95.8% Institutional 1 $50,000 5 $70,000 -28.6% Agricultural 5 $83,500 0 $0 N/A Demolition 36 $0 16 $0 N/A TOTAL 310 $92,048,126 185 $42,266,923 117.8% 9-2 REPORT NO.: EGD-013-14 PAGE 3 1.2 With respect to building permit activities (over$250,000) and large residential building permit activities, the details are provided as follows: Owner/Applicant Construction Type Location Value REPORT NO.: EGD-013-14 PAGE 4 The following is a comparison of the types of dwelling units issued for the month of"MARCH" and "YEAR TO DATE". Dweilinq Unit Typo"MARCH" DQ,ovoIPing Unit Typo"YEAR TO DATE 3 22014 3 21 2014" 4 Townhous� Apartment Townhouse : Apartment 5%. 4% 10% 2% t � 61 ,'1 = 147 44 —Single 0 Single Semi- Detached Semi- Detached 91% Detached Detached 68% 0% 1 'Single Detached 61 20% ! 'Single Detached 147 r Semi-Detached 0 Semi-Detach ed 44 t.41ownhouse3 uTownhouse21 Apartment3 §Apartment4 The following is a historical comparison of the building permits issued for the month of "MARCH" and "YEAR TO DATE" for a three year period. HistoricaI Data Torr Month of Historical Data "YEAR TO DATE" "iVIAR H" $30,000,000 $90,000,000- $25,000,000- $75,000,000- $20,000,000- $60,000,000 $15,000,00 $45,000 000 $10,000,00 $30,000,00 $5,000,000 $15,000,000 $0 $ 2014 2013 2012 2014 2013 2012 Value$92,048,126 $42,266,92 $29,835,88 . Value$24,712,492 $9,178,9601$20,767,924, REPORT NO.: EGD-013-14 PAGE 5 PERMIT REVENUES 2014 2013' March Year to Date March Year to Date PERMIT FEES $168,345 $681,388 $60,436 $268,638 INSPECTION SERVICES 2014 2013 March Year to Date March Year to Date Building Inspections 636 1,608 544 1,586 Plumbing & HVAC Inspections 622 1,785 680 2,040 Pool Enclosure Inspections 0 1 1 2 TOTAL 1,258 3,394 1,225 3,628 NUMBER OF NEW RESIDENTIAL UNITS 2014 2013 March Year to Date March Year to Date Single-Detached 61 147 11 34 Semi-Detached 0 44 18 40 Townhouse 3 21 0 10 Apartments 3 4 1 3 TOTAL -67 216 30 87 9-5 REPORT NO.: EGD-013-14 PAGE 6 RESIDENTIAL UNITS HISTORICAL COMPARISON 2014 YEAR: (to end of 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 AREA March) Bowmanville 170 216 291 360 282 98 340 451 609 307 587 Courtice 21 97 179 312 236 113 134 82 126 241 173 Newcastle 21 92 34 165 37 24 60 77 84 202 191 Wilmot Creek 0 2 2 5 8 9 30 16 15 15 25 Orono 0 1 1 1 1 0 2 1 1 1 2 Darlington 1 12 6 5 8 6 10 6 7 14 15 Clarke 1 6 10 8 6 11 5 11 12 13 10 Burketon 1 1 0 - 0 1 0 0 0 0 1 1 Enfield 0 0 0 0 0 0 0 0 0 0 0 Enniskillen 0 2 3 0 3 2 0 0 1 1 1 Hampton 1 0 1 1 0 0 0 1 1 0 0 Haydon 0 0 0 0 0 0 0 0 0 0 0 Kendal 0 0 0 0 1 1 0 1 0 0 1 Kirby 0 1 0 0 1 0 0 0 0 0 0 Leskard 0 0 0 0 0 0 0 0 0 0 0 Maple Grove 0 0 0 0 0 0 0 0 0 0 0 Mitchell Corners 0 1 1 1 0 0 0 1 0 0, 1 Newtonville 0 7 6 3 7 5 7 2 2 4 5 Solina 0 1 3 1 1 5 0 6 3 3 3 Tyrone 0 0 0 1 1 0 5 0 0 0 0 TOTALS 216 439 537 863 593 274 593 655 861 802 1,015 9-6 REPORT NO.: EGD-013-14 PAGE 7 20 CONCURRENCE - Not Applicable CONFORMITY WITH STRATEGIC PLAN - Not Applicable Staff Contact: Rick Pigeon, Chief Building Official 9-7 Clarftwa REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: Report#: CSD-006-14 File#: Subject: 2014 COMMUNITY GRANT REQUESTS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CSD-006-14 be received; 2. THAT Council consider all submitted grant requests; and 3. THAT all grant applicants listed in Report CSD-006-14 be advised of Council's decision. Submitted by: `�`'�'— Reviewed by. o ph P. Caruana Franklin Wu, _Director, Community Chief Administrative Officer Services JPC/sm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 12-1 REPORT NO.: CSD-006-14 PAGE 2 1.0 BACKGROUND 1.1 The Community Grant Program is intended to provide financial assistance to not-for-profit, volunteer community organizations providing programs, services or events within the Municipality of Clarington. This program has proven to be an excellent vehicle to acknowledge and support the efforts of our local volunteer community and not-for-profit agencies that provide services which benefit the community in general. 1.2 The Community Grant Policy (Attachment 1) outlines the purpose, eligibility criteria and funding categories of the program. Applications are reviewed to ensure they meet the funding criteria and fall within the defined funding categories. 1.3 Individual allocations through the Community Grant process may not exceed $5,000 per request. 1.4 Historically, the allocation of funding for the Community Grant Program is established at $1.00 per capita. However, during the 2009 Municipal budget process, grant requests normally received from the Newcastle Community Hall, Community Care Durham-Clarington and the Clarington Older Adult Association and the associated funding, were redirected from the Community Grant Program to the Municipal budget process. In addition, in an effort to maintain the integrity of the Grant Policy while still,supporting the Courtice Rotary Canada Day Celebrations, $5,000 was transferred from the Grant Program to the Corporate Services budget to be applied only to the assistance of funding the Canada Day Celebrations. For 2014, $60,000 is available for the Community Grant program. 1.5 On April 29, 2013, Council allocated $58,101.70 to 30 organizations (Report CSD-004-13). Included in this total, Council passed the following resolutions: "THAT $2,500.00 be set aside for Kendal Community Centre,.pending submission of a completed grant application." "THAT $500.00 be set aside for the Courtice Horticultural Society, pending submission of a completed grant application." "THAT $2,250.00 be set aside for other 'Music in the Park' event applications that may come forward." 1.6 In reference to the above resolutions: • The Kendal Community Centre was advised of Council's resolution and provided with a grant application. An application was submitted requesting funds to purchase tables, curtains, sports equipment and paint as well as to replace worn 12-2 REPORT NO.: CSD-006-14 PAGE 3 chair covers and to install a grill in their kitchen for community programming. The amount of $2,500 was awarded to Kendal Community Centre. • The Courtice Horticultural Society was advised of Council's resolution and provided with a grant application, however, communication was received back that the Society had disbanded in 2012. • No further "Music in the Park" event applications were received in 2013, 1.7 After the 2013 Community Grant Program concluded, two supplemental applications were received and subsequently approved by Council: • Central Public School Council applied for funding through the community grant program for the construction of a playground on the school property that is enjoyed by the student population as well as the surrounding neighbourhood. The existing play structures were deemed unsafe by the School Board and were determined to be beyond repair due to the age of the structures. Council awarded $2,000 to the Central Public School Council. • The Bowmanville Creek Angler's Association applied for funding in 2013 to assist with providing creek bank protection and an accessible fishing platform on Bowmanville Creek. The platform provides adults and children with physical accessibility requirements a way to enjoy fishing on the creek. Council awarded .the Bowmanville Creek Angler's Association $2,000 towards this project. 1.8 Since 2008, staff have invited organizations who have applied to the program over the previous three years to a meeting to introduce the upcoming grant program and to brief applicants on any changes or revisions to the grant program while walking them through the application process. This also provides an opportunity for staff to address any specific questions or concerns applicants may have with their application. The 2014 Community Grant meeting was held on January 16, 2014 and was attended by 27 individuals representing 19 community organizations. 1.9 On March 5, 2012, Council approved Resolution #GPA-185-12, which required all future Community Grant applicants to include a balance sheet with their application. In order to accommodate this request and allow applicants the appropriate time to produce an accurate year-end balance sheet, the Community Grant schedule was revised (Report CSD-010-12). For 2014 the grant schedule included grant applications being available January 17, 2014, with a submission deadline of February 28, 2014. 1.10 An advertisement was placed in all local papers and on the municipal website announcing the program and deadline information. 12-3 REPORT NO.: CSD-006-14 PAGE 4 1.11 For 2014, a total of 34 applications have been received for review and consideration, representing $104,700.00 in requested funding compared to 38 applications representing $112,645.34 in requested funding in 2013. 2.0 APPLICATION PROCESS 2.1 All applications received have been recorded on the 2014 Master List of Grant Applicants (Attachment 2), providing Council with an overview of applicants requesting funding. 2.2 Each application is also presented on a summary sheet numbered from 14-01 through 14-34. The summaries provide the snapshot of the programs and services provided by the organizations, the intended use of the Community Grant funding and a three year financial summary of each organization to assist Council in their determination (Attachment 3). 2.3 Balance sheets for each applicant are also included on the back of each summary sheet (Attachment 3). In most cases, new applicants do not have a previous financial record and their balance sheets are marked "Not Applicable". 2.4 Organizations who submitted incomplete applications were contacted and staff worked with them to provide as much of the outstanding information as possible. 3.0 ADDITIONAL INFORMATION 3.1 From time to time, various applicants provide comments through the application process or in other cases a Resolution of Council was previously approved that may affect how a particular application is dealt with. The following applications and associated comments are provided for Council's information. 3.2 The Newcastle Horticultural Society (applicant 14-06) is celebrating 100 years of continuous service as an organization in Newcastle. They are planning a special public celebration that will include a guest speaker and open house garden party. 3.3 Orono Town Hall Board (applicant 14-15) Due to the high traffic and increased use of the facility, the Board is looking to repaint the Hall (last done in 1998) and are requesting funds through the Grant Program to assist with the associated costs. The Operations Department has indicated this would not be considered a Municipal capital project and that they do not provide funding for interior painting of community halls. 3.4 The Newcastle BIA — Canada Day Committee (applicant 14-09) In past years, the Newcastle BIA has applied for funding for Canada Day festivities. In 2011, Council approved a $1,000 Supplementary Grant to Newcastle Canada Day, as a one-time grant (Resolution # GPA-361-11). In 2012 and 2013, Council denied 12-4 REPORT NO.: CSD-006-14 PAGE 5 the application, citing the fact that the Municipality was already providing financial support to the Canada Day celebrations /fireworks hosted by the Courtice Rotary Club at.the Garnet B. Rickard Recreation Complex. In addition, The Newcastle BIA - Harvest Festival Committee (applicant 14-10) is applying for a one day street event in October. The organizers plan to expand its reach in 2014 to attract a larger number of visitors. In order to increase participation and draw a larger crowd, they are looking to increase advertising as well as adding a pancake breakfast and plan to expand on popular agriculturally themed experiences. 3.5 Central Public School Council (applicant 14-27) previously applied for funding in 2013 through the Community Grant program for the construction of a new playground at the school. Council.awarded them with $2,000 towards this initiative. This year, Central Public School has re-applied for funding to assist in providing an open house in the fall and are looking to provide keepsakes, signs including a new logo depicting the 125th anniversary, historical signs for the property, recognition plaques for the alumni, time capsule plaque and container, commemorative mugs and calendars. 3.6 Solina Community Centre (applicant 14-16) has applied for funding to repair the entrance floor tile. Through discussion with the Operations Department it has been suggested that this should be referred to the Operations Department for repair. The grant also indicated that funds were required to off-set higher than usual snow removal costs. 4.0 FIRST.TIME APPLICANTS 4.1 The Bethesda Cemetery Board (applicant 14-25) sells burial plots and niches, provides internment services and a Decoration Day Service. They are requesting funding to preserve the white tablet monuments that have deteriorated over the years as some are broken, cracked or partially buried. Community Services staff have consulted the Operations Department, and as this is an active cemetery and not a Board of Council, these repairs would be outside the scope of the Operations Department. 4.2 The Cup (applicant 14-33) is a new organization looking to create a community coffee house that would offer hot beverages and drinks at a minimal price. This group currently has an interim Board to look after the startup of their organization but does not have a duly elected executive or a demonstrated process to ensure regular and timely elections for executive positions, a constitution or by-laws. For' this reason they do not meet the eligibility requirements of the Community Grant Program. 4.3 The Waverley Public School Council (applicant 14-28) is responsible for. provision of supplemental equipment and resources to assist in the mental, physical, social and civic,development of their students including the provision 12-5 REPORT NO.: CSD-006-14 PAGE 6 and maintenance of recreational schoolyard equipment. They are requesting funds to construct a naturalized schoolyard on their school campus. Waverley School Council is in possession of a landscape plan and coordination is underway to prepare for the first phase of construction. Council has supported requests for the purchase of playground equipment in the past. Most recently Council has awarded $2,000 through the Grant Program to the Enniskillen Public School Parent Council, the Newcastle Public School Playground Committee and Central Public School Council for their playground projects. 4.4 The Friends of the Farewell and Black Creeks (applicant 14-08) are a group of active volunteers who work in partnership with CLOCA to provide awareness, understanding, wise use and enhancement of watershed resources for the benefit of the natural environment. They do not have a duly elected executive or a demonstrated process to ensure regular and timely elections for executive positions, a constitution or by-laws. For this reason they do not meet the eligibility requirements of the Community Grant Program. 5.0 COMMENTS 5.1 The Community Grant Program in Clarington ensures citizen involvement in recreational/leisure, civic, social and community hall boards enhancing community well-being. 5.2 Each application is on file in the Community Services Department and will be made available during grant discussions, should further details of a particular application be required. 5.3 In order to assist groups with the completion of their financial statements and balance sheets for the purposes of this Grant Program, the following was offered this year: • Presentation by the Finance Department of the categories and completion of the balance sheet at the meeting in January. The presentation allowed for an opportunity for discussion, questions and answers. As well, attendees were offered a copy of the presentation shown that evening. • Community Services Department and Finance Department staff offered assistance over the phone, via email and sometimes in person to the groups throughout the grant application period. 5.4 Although efforts have been made to provide resources to the groups as mentioned above, there were several balance sheets submitted by the organizations that are incomplete for various reasons. Finance staff assisted in reviewing the 2014 applicants' balance sheet and Statement of Revenues and Expenditures and the following challenges were noted: 12-6 REPORT NO.: CSD-006-14 PAGE 7 • Either the balance sheet does not balance and/or the net revenue/surplus on the balance sheet does not match'Statement of Revenues and Expenditures. The formula for the balance sheet is Assets = Liabilities + Accumulated Surplus/Net Revenue. • Each organization may record and report their inventory supplies and capital assets differently. • Some organizations use a fiscal year which differs from the calendar year and can cause some confusion. 5.5 Staff will continue to look for ways to increase the knowledge of grant applicants as it relates to the completion of the grant application and specifically the balance sheet. 5.6 Many of the organizations are operated by volunteers within Clarington and these volunteers have limited or no knowledge of how to prepare financial statements such as the balance sheet, nor are these organizations in a financial position to secure professionally prepared financial statements. As well, the organizations do see turnover in their membership and it is not always the same individual completing the financial forms year after year. .5.7 As the grant process continues to expand and evolve staff will be reviewing the Community Grant Policy and application process and will report back with recommended changes. 6.0 CONCURRENCE 6.1 This report has been reviewed by Nancy Taylor, Director of Finance who concurs with the recommendations. CONFORMITY WITH STRATEGIC PLAN – The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development — Maintaining financial stability X Connecting Clarington Promoting green initiatives _ Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Erica Mittag,'Community Development Coordinator 12-7 REPORT NO.: CSD-006-14 PAGE 8 Attachments: Attachment 1 — Community Grant Policy Attachment 2 — 2014 Master List of Grant Applicants Attachment 3 — 2014 Individual Summaries of Grant Information/Balance Sheets List of interested parties to be advised of Council's decision: To be notified by Community Services. 12-8 C1 "- - gtoil Attachment 1 to Report CSD-006-14 COMMUNITY GRANT POLICY 1. PURPOSE: The Municipality of Clarington acknowledges the efforts of our local volunteer community and believes that many services, events or projects are best provided through the volunteer efforts of local community organizations. Community Grant funding demonstrates Council's commitment to working with community organizations without eroding their strength and independence and encourages organizations to work toward financial self-sufficiency. The Community Grant program provides financial assistance to not-for-profit, volunteer community organizations to provide direct programs, events or services to the benefit of the residents of Clarington. This policy establishes eligibility requirements and the application process. Applicants are further encouraged to pursue other opportunities for financial support. 2. ELIGIBILTY CRITERIA: The following may be eligible to apply to the Community Grant Program: • Not-for-profit or volunteer based organizations within the Municipality of Clarington or the Region of Durham delivering programs, events or services to the residents of Clarington. Regionally based organizations must provide details demonstrating how their service will directly benefit the residents of Clarington. • Organizations with a duly elected executive and a demonstrated process to ensure regular and timely elections for executive positions. Organizations which are governed by their own approved constitution, mission statement, or statement of purpose. • Successful applicants may be required to submit a year end accounting of all grant dollars received from the Municipality. 3. INTENT OF COMMUNITY GRANT: Community Grants may be provided to eligible applicants as defined above to fund: • General operating and capital expenses (with the exception of Hall Boards who may only apply for general operating) up to a $5,000 maximum • Programs, events or services generally which occur within municipal boundaries which benefit the residents of Clarington; or 12-9 gtoft -Clarion- -- Community Grant Policy • Programs, events or services which address.a community need or contribute to the positive image of the municipality The Community Grant Program does not provide funding: • In excess of$5,000 • Jo organizations with a political mandate, such as citizen'ratepayers associations • To individuals • To organizations that provide services or programs that are the responsibility of another level of government • To organizations not in good financial standing with the Municipality of Clarington • To organizations that make donations; or • For debt repayment 4. FUNDING CATEGORIES: 1) Recreation/Leisure • is defined as those organizations offering athletic or leisure opportunities not offered by the Municipality 2) Civic • is defined as those organizations providing events or services promoting the Municipality of Clarington which could be expected to bring economic and/or public relations benefit to the Municipality 3) Social • is defined as those organizations offering a specific service (other than recreation/leisure) to residents of the Municipality, which is not considered to be the responsibility of another level of government 4) Boards of Council and Hall Boards • is defined as a group of individuals appointed by Council who manage and maintain a municipally owned facility (Please note; grants to Boards of Council and Hall Boards will be considered for operational expenses only. Capital requests must be referred to the appropriate municipal representative for consideration during the annual municipal budget process) 12-10 C]"9WH _ Community Grant Policy 5. COMMUNITY GRANT PROCESS: 1. All requests for funding must be accompanied by a fully completed "Community Grant Application" and must be forwarded to the Community Services Department. 2. Applications must be legible, completed in full, signed and include all required documentation. 3. Applications are available from-the Municipality of Clarington website, www.clarington.net or from the Municipal Administrative Centre as of mid- January of each year. 4. Submission deadline for completed applications Friday February 28, 2014. Late submissions will be accepted pending the availability of funds. 5. Successful applicants will be required to acknowledge the Municipality of Clarington in all advertising and promotion related to the programs, events or services for which the Community Grant was approved. Applicants should complete the Community Grant Application online and submit directly to grants(cDclarington.net. Applications may also be submitted to: Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario L1 C 3A6 All inquiries may be directed to: Erica Mittag Community Development Coordinator emittag -clarington.net (905) 623-5728 Ext: 621 12-11 �}' Y 1 � Q m C> 0 00 N CO U d' d' �• d' .d' d' O C r r i r 7 r O- df O N O d• O d' O •t O M O(p O Ocli 94 OM OM OM qM O O ❑ o 0 0 0 N U U U U U U• (� > c N Y U = 0 0 0 0 0' 0 0 0 0 0 0 0 0. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O N O' C to LO N (W) 4) h O O O O O N O N N M w N M' N w N N Q CL tM„ •d 0 p O O O O O O O O O O O Ir O O O O O O O O tO to t(') LO to t0 N N r N N N N N N t.. 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Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Architectural Conservatory of Ontario - Clarington Branch APPLICATION#: 14-01 DATE RECEIVED: Mar 17 CONTACT NAME: Grant Humes DESCRIPTION OF PROGRAMS AND SERVICES: The Clarington Branch of ACO was formed to help the community and owners preserve buildings and structures of architectural merit, and places of natural beauty or interest. Recognizing Clarington's significant heritage sites, the ACO Clarington Branch has operated "The Ontario Trust DOORS OPEN CLARINGTON" event since 2010. In 2013 we had over 3,500 visitors to the event sites. The event will benefit Clarington residents as it will generate significant event day visitors to Clarington from outside the Municipality. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Funds will be used for local promotion, advertising and marketing.activities. Included in these programs are printing of take away material for each site. FINANCIAL SUMMARY: 2012 .2013 2014 REVENUE $ 3,214.00 $ 2,732.00 $ 1,875.00 EXPENSES $ 4,482.00 $ 6,650.00 $ 6,875.00 NET' ($ 1,268.00) ($ 3,918.00) ($ 5,000.00) ;G T 2,SOO.OQ $ _2;5Q0 00 $ 5,000.00 FINAL NET $ 1,232.00 ($ 1,418.00 $0 SURPLUS DEFICIT 12-15 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Architectural Conservancy of Ontario—Clarington Branch Organization/Group's Name as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 1,774.48 b) Investments c) Accounts Receivables d) Accounts Receivable'-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 1,774.48 a) Accounts Payable $ 154.00 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus -$ 523.22 Total Liabilities and Net Revenue (deficit)or surplus -$ 369.22 Prepared by: Grant Humes Position with Organization: Treasurer Date Prepared: 17-Mar-14 12-16 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newcastle Village and District Historical Society APPLICATION#: 14-02 DATE RECEIVED: Feb 26 CONTACT NAME: Myno Van Dyke DESCRIPTION OF PROGRAMS AND SERVICES: On Saturdays and Tuesdays (9:30am-noon)we have the Historical Room located at the Newcastle Community Hall open for the public. We have people attend the Room(at no charge) and provide free assistance to those requiring historical information on homes/people and genealogical research. These also include young people who are working on school'projects. We have a website(www.nvdhs.info) and email address and we are receiving requests on-line regarding information on our community and its history. We are in the process of building a new much more professional website. We also have internet access at the Historical Room. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: General meetings are held four times per year and are open to the public. We encourage everyone to share their knowlege with everyone. In 2013, we did presentations on "The Walton Brothers", "The-Massey's of Newcastle" and a compilation"The Carveth Movies". Both of these programs had to be moved to a larger room to accomodate large crowds. January and February holds a"Show and Tell" exhibition. Annually, a"Preservation Award" is presented to a Newcastle home or business in recognition of an exceptional job of preserving or restoring the property. We also present an"Art Award" to public and high school students..Our Society attends the Fall Festival, Santa Claus Parade, WonderLeam, Heritage Week and Cultural Days at the Library. The Society had to purchase file folders and storage cabinets to store the large number of historal documents. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE ($ 1,614.00) ($ 4,620.00) ($ 2,602.00) EXPENSES $ 6,106.00 $ 3,392.00 $ 3,537.00 NET ($ 7,720.00) ($ 8,012.00) ($ 6,139.00) GRANT $.4:500.00 $ 1,500.00 $;1,500.00 FINAL NET ($ 6,220.00 ($ 6,512.00) ($ 4,639.00) DEFICIT DEFICIT DEFICIT 12-17 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newcastle Village and District Historical Society Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 2,438.00 b) Investments $ 5,962,00 c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies $ 1,625.00 f) Prepaid expenses g) Capital Assets Total Assets $ 10,025.00 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue $ 400.00 e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit)or surplus $ 400.00 Prepared by: Erla B.Jose Position with Organization: Treasurer Date Prepared: 24-Feb-14 12-18 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Bowmanville Allotment Gardens APPLICATION#: 14-03 DATE RECEIVED: Feb 24 CONTACT NAME: William Heathcote DESCRIPTION OF PROGRAMS AND SERVICES: We provide Clarington residents with the opportunity to garden on a larger scale than they may be able to do at home. Benefits include exercise, social networking and the satisfaction that comes with growing your own healthy, organic food. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: This money will pay for a portion of our insurance costs ($756.00) as required by the Municipality. FINANCIAL SUMMARY- 2012 2013 2014 REVENUE $ 4,005.00 $ 3,897.00 $ 3,830.00 EXPENSES $ 1,913.00 $ 2,471.00 $ 2,309.55 NET $ 2,092.00 $ 1,426.00 $ 1,520.45 .GRANT 500:00 $ 500 00 $ 500.00 FINAL NET $ 2,592.00 $ 1,926.00 $ 2,020.45 SURPLUS SURPLUS SURPLUS 12-19 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Bowmanville Allotment Gardens Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 70.00 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets $ 2,275.21 Total Assets $ 2,345.21 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit)or surplus $ - Prepared by: William Heathcote Position with Organization: Treasurer Date Prepared: 11-Feb-14 12-20 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Bowmanville Ecology Garden APPLICATION#: 14-04 DATE RECEIVED: Feb 28 CONTACT NAME: Vincent Powers DESCRIPTION OF PROGRAMS AND SERVICES: We will provide 40 plots through our allotment program which provides plots of land that have all year accessibility. This program allows individuals and families of Clarington who would not be able to grow their own vegetables,the land, seeds,plants, garden tools, and soil amendments such as compost. We also run a children's program which introduces young children to the skill sets of growing their own food along with promoting a healthy way of living. No funds were used for wages as this is strictly a volunteer organization. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: We will provide seeds,plants, tools,water and,a library to individuals and organizations within our local area who would like to learn and grow their own food, whom would not normally be able to do so. We are going to put in a butterfly/native pollinator garden. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 563.00 $ 469.00 $ 589.00 EXPENSES $ 794.00 $ 700.00 $ 1,240.00 NET ($ 231.00) ($ 231.00) ($ 651.00) GRANT $` _500_:00 $ . 500 00 $ 500.00 FINAL NET $ 269.00 $ 269.00 ($ 151.00) SURPLUS SURPLUS DEFICIT 12-21 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Bowmanville Ecology Garden Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 261.00 b) Investments' c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies $ 500.00 f) Prepaid expenses g) Capital Assets Total Assets $. 761.00 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit)or surplus $ 229.00 Total Liabilities and Net Revenue (deficit)or surplus $ 229.00 Prepared by: Diane Powers Position with Organization: Treasurer Date Prepared: 16-Feb-14 12-22 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Bowmanville Horticultural Society APPLICATION#: 14-05 DATE RECEIVED: Feb 25 CONTACT NAME: Mary Lofthouse DESCRIPTION OF PROGRAMS AND SERVICES: Hold regular meetings for instruction and discussion of horticultural subjects and exchange of ideas to encourage beautification of area homes and public grounds. We give awards for excellent specimens of flowers, landscape plants,vegetables, fruits and houseplants exhibited at meetings by members. Share gardening expertise amongst members and encourage youth members to develop their knowledge. Member volunteers beautify our Town Hall and Library planters with seasonal plantings four times each year. Volunteer members weed and continue to restore the heritage flower gardens at the Bowmanville Museum grounds each year. Support for restoration projects at the Museum are of a horticultural nature. Visitors and new members are always welcome. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: To assist in providing plant materials for the seasonal planting changes at the Town Hall and Library. To continue to expand the knowledge base of the Society members by securing highly recognized speakers as often as possible. One such speaker this year is Marion Jarvie speaking on the subject of Hellibores,April 16th. We offer support for horticultural related projects in the community as they come to our attention. Last year we provided the seeds for the Waverly Public School garden project. Previously,we were able to fund the restoration of the heritage arbor at the Museum. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 7,604.00 $ 6,699.00 $ 4,572.00 EXPENSES $ 7,455.00 $ 8,000.00 $ 4,975.00 NET $ 149.00 ($ 1,301.00) ($ 403.00) GRANT $ 500.00 $ 500.00 $;:`500:00 FINAL NET $ 649.00 ($ 801.00) $ : 97.00 SURPLUS DEFICIT SURPLUS •12-23 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Bowmanville Horticultural Society Organization/Group's Name BALANCE SHEET as of December 31,2013* *(Financial information Year before Grant Request) a) Cash balance $ 10,306.26 . b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 10,306.26 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit) or surplus $ 10,306.26 Prepared by: Mary Lofthouse Position with Organization: Treasurer Date Prepared: 20-Feb-14 12-24 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newcastle Horticultural Society APPLICATION 9: 14-06 DATE RECEIVED t Jan 29 CONTACT NAME: Darlene Sullivan DESCRIPTION OF PROGRAMS AND SERVICES: Public plant sales. Meetings which are open to the public are held every two months with speakers (topics are horticulture related) and flower shows. Maintain flower gardens at the Newcastle Community Town Hall and.Cemetery. Purchase plants for these gardens. In 2014,we are celebrating 100 years continuous service as an organization in Newcastle and are planning a garden party open to the public.Members work as judges for the Municipality's Apple Blossom Awards. Members work to promote horticulture in the community by attending local trade shows and events. Members volunteer leading a youth group in education on topics of horticulture. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Host meetings every two months with speakers on horticulture related topics and flower shows. Meetings are open to the public. Purchase plants for the Community Hall and Cemetery. Promote horticulture by attending local trade shows and events in the community. Assist in the youth education of horticulture and related topics. In 2014, we celebrate our 100th Anniversary of service to Newcastle. We are planning a special celebration in June with a guest speaker and an open house garden party. This will be open to the public to attend. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 7,125.55 $ 2,253.63 $ 6,795.36 EXPENSES $ 8,885.92 $ 4,655.00 $ 8,800.00 NET ($ 1,760.37) ($ 2,401.37) ($ 2,004.64) GRANT $ 500.00 $ 500 00 $ 500.00 FINAL NET ($ 1,260.37) ($ 1,901.37) ($ 1,504.64) DEFICIT DEFICIT DEFICIT 12-25 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newcastle Horticultural Society Organization/Group's Name BALANCE SHEET as of December 311, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 5,839.46 b) Investments $ 2,292.62 c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 8,132.08 a) Accounts Payable $ 25.00 b) Accounts Payable Fed.Gov't HST -$ 222.23 c) Loans' d) Deferred Revenue e) Net Revenue(deficit)or surplus. $ 8,329.31 Total Liabilities and Net Revenue (deficit)or surplus $ 8,132.08 Prepared by: Darlene Sullivan Position with Organization: Treasurer Date Prepared: 28-Jan-14 12-26 Attachment 3 to Report 6SD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Orono Horticultural Society APPLICATION#: 14-07 DATE RECEIVED: Feb 28 CONTACT NAME: Aimie Harris DESCRIPTION OF PROGRAMS AND SERVICES: Purchase,plant and maintain town gardens at Library,Cenotaph, Station Street and downtown planters. Educated with guest speakers and floral workshops. Donated time and$500 to Clarke Museum gardens. Provided prize for youth competition at the Orono Fair. Purchased a bench for Orono Park, as well as purchased flowers and plants for park gardens(spent$2,480 total for plants,flowers and bench).Judging gardens for Clarington blooms. Our total volunteer hours was 1,574. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Purchase plants and bulb materials for public gardens including mulch,fertilizers and new soil when needed. We will plant and maintain Orono Library,Cenotaph, Orono Park,Clarke Museum and town planters. Provide prizes for vegetable,photography, and floral competitions. Paying judges for floral,vegetable and photography competitions. Provide education for six professional speakers. Provide prize for youth competition at Orono Fair.We will also judge gardens for Clarington Blooms, FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 13,851.93 $ 12,542.46 $ 9,321.00 EXPENSES $ 7,509.47 $ 8,300.00 $ 7,700.00 NET $ 6,342.46 $ 4,242.46 $ 1,621.00 GRANT,: $ 500.00 $;. 50O.W:- $ 704100 FINAL NET $ 6,842.46 $ 4,742.46 $ 2,321.00 SURPLUS SURPLUS SURPLUS 12-27 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Orono Horticultural Society Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 4,171.26 b) Investments $ 6,671.88 c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 10,843.14 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit)or surplus $ - Prepared by: Carol Bailey Position with Organization: Treasurer/Director Date Prepared: 27-Feb-14 12-28 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Friends of the Farewell and Black Creeks APPLICATION#: 14-08 DATE RECEIVED: Mar 28 CONTACT NAME: Libby Racansky DESCRIPTION OF PROGRAMS AND SERVICES: We offer residents/schools various Workshops on natural environment, hands-on activities like.planting native vegetation, clean-ups, etc. Our latest project involves removal of invasive plants from public places. It would improve natural spaces for Clarington residents, improve water quality in creeks and by participating in this program, it would give to our volunteers pride of keeping their community beautiful and liveable. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Speaker at the Workshop on invasive plants ($300), flyers/notices or guide for distribution to residents, students,businesses ($100),food/drink served at the Workshop sites ($50), lead for site preparation, use of equipment etc. ($5000), and project signs for 3 pilot sites ($50). FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 1,000.00 $ 5,500.00 $ 10,000.00 EXPENSES $ 1,000.00 $ 5,500.00 $ 11,000.00 NET $0 $0 ($ 1,000.00) GRANT $0 $d $ F;000.00 .. FINAL NET $0 $0 $0 12-29 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Friends of the Farewell and Black Creeks Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 5,500.00 b) Investments c) Accounts Receivables d) Accounts Receivable.-Fed.Gov't HST e.) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 5,500.00 a) Accounts Payable $ 5,500.00 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit)or surplus $ 5,500.00 Prepared by: Libby Racansky Position with Organization: President Date Prepared: 28-Mar-14 12-30 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newcastle BTA(Canada Day) APPLICATION#: 14-09 DATE RECEIVED: Feb. 28 CONTACT NAME: Karen Bastas DESCRIPTION OF PROGRAMS AND SERVICES: The Newcastle BIA provides activities for the community such as an Easter Egg Hunt,Breakfast with Santa, Canada Day Celebrations, Fall Festival and Santa Claus Parade. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: The Newcastle BIA is requesting funds through the 2014 Community Grant Program for their Canada Day Celebrations and are looking to provide live entertainment,magician, fireworks display,petting zoo, Orono Cat World,prizes for recreational games such as volleyball, soccer and basketball, inflatable slide and jumping castle,projector for movie,popcorn machine, advertisement,posters and flyers. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 13,000.00 $ 12,775.00 $ 11,425.00 EXPENSES $ 12,225.00 $ 16,425.00 $ 16,425.00 NET $ 775.00 ($ 3,650.00) ($ 5,000.00) GRANT $0` $0. 3,004:00 . FINAL NET $ 775.00 ($ 3,650.00) ($ 2,000.00) SURPLUS DEFICIT DEFICIT 1'2-31 Attachment.3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newcastle BIA(Canada Day) Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies $ 300.00 f) Prepaid expenses g) Capital Assets Total Assets $ 300.00 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit)or surplus -$ 650.00 Total Liabilities and Net Revenue (deficit)or surplus -$ 650.00 Prepared by: Karen Bastas Position with Organization: Vice President Date Prepared: 21-Feb-14 12-32 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newcastle BIA(Newcastle Harvest Festival) APPLICATION#: 14-10 DATE RECEIVED: Feb 27 CONTACT NAME: Diana Stephenson DESCRIPTION OF PROGRAMS AND SERVICES: Local one day festival in October: Farmer's Market, Pumpkin Giveaway,Newcastle Horticultural Society Plant Sale,Antique Car and Tractor Show,three bands playing throughout the day in different parts of Town. Festival/Carnival Games, Food Truck Alley, Lions Food Tent, Jungle Cat World, Pony Rides, Petting Zoo, Host for the Walk for Dog Guides at the Parkette, Local Business and Organizations with Booths, Street Vendors with Crafts and Product,Newcastle Townhall Guided Tours,Pumpkin Bowling, Soper Creek Model Railway Display,Newcastle Bowling Alley Registration, Balloon Magic Show, Hamburger Eating Contest, Scarecrow Making Workshop and Scarecrow Parade, Student Volunteers run Children's Craft Area. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Newcastle Harvest Festival is a one day street event in October, supporting exposure of local businesses and entertaining residents. The committee's goal for 2014 is to reach residents of Southern Ontario to explore Clarington and to experience a down-home family event in the hopes that people will return year after year. In 2013,the festival struggled to have a strong advertising voice against Southern Ontario Festivals due to lack of funding. More funds are needed to improve advertising, in order to draw quality vendors. The festival also promises'to expand its student volunteer base plus we are currently running a design contest for any Clarington high school student who designs the 2014 logo and poster. For the festival vendors,the team plans to rent professionally installed tents plus*offer the popular exhibit " The Jungle Cat World Show" which includes the petting zoo, and/or pony rides. The event will start early with a pancake breakfast. Residents have voiced their desire for more craft and food vendors, games, farmer's markets and street performers to improve everyone's experience at the Newcastle Fall Festival. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 9,360.00 $ 19,100.00 $ 19,320.00. EXPENSES $0 $ 13,320.00 $ 11,000.00 NET $ 9,360.00 $ 5,780.00 $ 8,320.00 GRANT $0 $0 $ 5,000:00 FINAL NET $ 9,360.00 $ 5,780.00 $ 13,320.00 SURPLUS SURPLUS SURPLUS 12-33 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newcastle BIA(Newcastle Harvest Festival) Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ - a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue $ 2,500.00 e) Net Revenue (deficit)or surplus Total Liabilities and Net Revenue (deficit)or surplus $ 2,500.00 Prepared by: Victoria Sautner Position with Organization: Communications Organizer Date Prepared: 27-Feb-14 12-34 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Brownsdale Community Centre APPLICATION#: 14-11 DATE RECEIVED: Feb 26 CONTACT NAME: Paul Brownell DESCRIPTION OF PROGRAMS AND SERVICES: Brownsdale Community Centre provides banquet and hall rental facilities for the residents of Clarington and.in particular Newcastle. In the past, we have accomodated wedding receptions, Jack and Jill parties, weddings, anniversaries,birthday parties, family get- togethers,retirement parties, etc. We also have provided facilities for the Girl Guides and for organizational meetings. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Out of last year's funding we set a prudent reserve of$1,800 to protect us against unexpected expenditures. Due to the severe winter we experienced it was fortunate that we did. However, by doing so we could not accomplish many of the plans we were hoping to do. This year we need to: Paint and repair the interior of the building and we estimate this cost to be$3,500; we need to replace 26 tables and we estimate the cost to be $3,000; like last year,we will need to paint outside (the paint is peeling badly in the soffits); we will need to purchase more material, flowers etc. for the garden beds and we estimate the cost to be $1,000. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 3,375.00 $ 1,787.00 $ 15,631.82 EXPENSES $ 1,588.00 $ 13,743.00 $ 14,950.00 NET $ 1,787.00 ($ 11,956.00) $ 681.82 GRANT ,$ 0;' $ 2;500 00 :: $ 5;000.00 FINAL NET $ 1,787.00 ($ 9,456.00) $ 5,681.82 SURPLUS DEFICIT SURPLUS 12-35 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Brownsdale Community Centre Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 5,940.21 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 5,940.21 a) Accounts Payable $ 2,673.10 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit)or surplus $ 3,844.82 Total Liabilities and Net Revenue (deficit)or surplus $ 6,517.92 Prepared by: Donna Taylor Position with Organization: Treasurer Date Prepared: 16-Feb-14 12-36 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Hampton Community Association APPLICATION#: 14-12 DATE RECEIVED: Feb 26 r CONTACT NAME: Amanda Townson DESCRIPTION OF PROGRAMS AND SERVICES: Hall is available for rental hourly, daily, and weekends. Support New Life group meetings, community groups (i.e. Girl Guides)', community sport groups (ie. registrations). Provide community events which include Easter Breakfast and Hunt,Earth Day Clean-Up,Pre-Teen Dances, Family BBQ, Harvest Dance, Christmas Breakfast and Hampton Christmas Tree Lighting. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: To help offset operating expenses. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 11,449.72 $ 12,738.37 $ 12,338.00 EXPENSES $ 10,761.35 $ 10,850.00 $ 14,400.00 NET $ 688.37 $ 1,888.37 ($ 2,062.00) GRANT „ $ 2500.00 $ 2;500 00 $ 3;000.00 FINAL NET $ 3,188.37 $ 4,388.37 $ 938.00 SURPLUS SURPLUS SURPLUS 12-37 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Hampton Community Association Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 2,788.10 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 2,788.10 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 2,788.10 Total Liabilities and Net Revenue (deficit)or surplus $ 2,788.10 Prepared by: Amanda Townson Executive Board Position with Organization: Member Date Prepared: 24-Feb-14 12-38 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Kendal Community Centre Board APPLICATION#: 14-13 DATE RECEIVED: Feb 28 CONTACT NAME: Alli Strutt DESCRIPTION OF PROGRAMS AND SERVICES: Kendal Lions Club, Canada Post Office,weekly Play Group, Ball Association—grounds and facilities,monthly Open Mic (October to April),bi-weekly Darts,monthly newsletter emailed to Kendal residents. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Help pay utility and heating bills. Help pay other operating expenses. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 39,048.49 $ 29,429.89 $28,026.04 EXPENSES $ 30,329.90 $ 28,903.85 $ 35,500.00 NET $ 8,718.59 $ 526.04 ($ 7,473.96) GRANT $: 1500.0 > $ 2500.00 $. 2;500.00 FINAL NET $ 11,218.59 $ 3,026.04 ($ 4,973.96) SURPLUS SURPLUS DEFICIT 12-39 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Kendal Community Centre Board Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 1,206.97 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies $ 150.00 f) Prepaid expenses g) Capital Assets Total Assets $ 1,356.97 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 3,026.04 Total Liabilities and Net Revenue (deficit) or surplus $ 3,026.04 Prepared by: Alli Strutt Position with Organization: Treasurer Date Prepared: 28-Feb-14 12-40 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newtonville Community Centre Board APPLICATION#: 14-14 DATE RECEIVED: Feb 28 CONTACT NAME: Yvonne Stefamn DESCRIPTION OF PROGRAMS AND SERVICES: Community Events including Annual BBQ,Dinners, and Christmas Tree Lighting Festivities. Adult events include dances and senior's game nights. Children's events include Breakfast with Santa. Other services include facility rentals. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: In addition to utilities and regular maintenance/ supplies,we require funding for several items including a baby change table in one of the washrooms,refinishing of the hardwood floor and a solution for our storage issues which will include further kitchen cupboards. Now that the main entrance ceiling has been fixed,we will endeavour to refinish the floor in the entrance so it will be easier to maintain and clear; one that is more appealing. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 5,809.04 $ 6,536.30 $ 5,123.40 EXPENSES $ 6,922.74 $ 10,520.00 $ 10,725.00 NET ($ 1,113.70) ($ 3,983.70) ($ 5,601.60) GRANT $.2,500.00 $.2,500.00' ; $ 5;000.00 FINAL NET $ 1,386.30 ($ 1,483.70) ($ 601.60) SURPLUS SURPLUS DEFICIT 12-41 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newtonville Community Centre Board Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 10,612.64 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 10,612.64 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 10,612.64 Total Liabilities and Net Revenue (deficit)or surplus $ 10,612.64 Prepared by: Yvonne Stefanin Position with Organization: Treasurer Date Prepared: 14-Feb-14 12-42 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Orono Town Hall Board APPLICATION#: 14-15 DATE RECEIVED: Feb 14 CONTACT NAME: Susan Dacosta DESCRIPTION OF PROGRAMS AND SERVICES: The Orono Town Hall has been the heart of Orono for over 115 years. We strongly believe that in order to contribute to a sense of community, we must supply a free gathering space; therefore,the Hall is offered at no charge for a variety of community functions throughout the year. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Due to the high traffic and increased use that these events bring to the facility, we are looking to repaint the Hall (last done in 1998) and are.requesting funds through the grant program to assist with the associated costs. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 14,069.00 $ 12,065.00 $28,026.04 EXPENSES $ 38,004.00 $ 47,090.00 $ 35,500.00 NET ($ 23,935.00) ($ 35,025.00) ($ 7,473.96) GRANT $ 2,500.00 $°2,500.00 $ ,2,SOO:QQ FINAL NET ($ 21,435.00) ($ 32,525.00) ($ 4,973.96) DEFICIT DEFICIT DEFICIT 12-43 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Orono Town Hall Board Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 11,340.00 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 11,340.00 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus -$ 11,405.00 Total Liabilities and Net Revenue (deficit)or surplus -$ 11,405.00 Prepared by: Sandra Lewis Position with Organization: Bookkeeper Date Prepared: 10-Feb-14 12-44 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Solina Community Centre Board APPLICATION#: 14-16 DATE RECEIVED: Feb 28 CONTACT NAME: Herb Tink DESCRIPTION OF PROGRAMS AND SERVICES: The Solina Community Centre Board is made of three committees. They are the Hall Committee, Park Committee and Recreation Committee. The Community Centre Board is made up of six members from these committees. Their roles are stated in the constitution. We serve the greater Solina area and service anyone in Clarington who wishes to use our facilities. The Community Hall is available to rent to anyone(Clarington and outside). We have a senior's group that meets monthly for dinner. Solina Women's Institute uses the hall for their meetings. We offer a lower rental rate for local groups. Local senior groups only pay the janitorial fee. The park serves two men's soccer teams, in 2013 we had five youth soccer teams. Also,we have two adult women's baseball teams and four men's adult baseball teams. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: We would like to repair the entrance floor with new tile. Also,we will use some of this to pay for 2013 -2014 snow removal as this year's costs will be very expensive. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 41,473.01 $ 31,887.01 $ 31,435.00 EXPENSES $ 53,336.00 $ 41,000.00 $ 40,600.00 NET ($ 11,862.99) ($ 9,112.99) ($ 9,165.00) GRANT $ ,2;500.0Q 1,-2-500.00:,: $,.2,500.00 FINAL NET ($ 9,362.99) ($. 6,612.99) ($ 6,665.00) DEFICIT DEFICIT DEFICIT 12-45 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Solina Community Centre Board Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 11,614.06 b) Investments $ 19,326.37 c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 30,940.43 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue $ 225.00 e) Net Revenue(deficit)or surplus Total.Liabilities and Net Revenue (deficit)or surplus $ 225.00 Prepared by: Herb Tink Position with Organization: Treasurer Date Prepared: 27-Feb-14 12-46 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Tyrone Community Centre Board APPLICATION#: 14-17 DATE RECEIVED: Feb 28 CONTACT NAME: Joanne Skinner DESCRIPTION OF PROGRAMS AND SERVICES: The Tyrone Community Centre presently provides a meeting place for not only residents of Tyrone but also the surrounding areas. The Hall is used for weddings, birthdays, family reunions, funerals and many other family occasions. Dances are held once a month which provide a meeting place for members of Tyrone and surrounding communities. The Hall provides a facility for the Tyrone United Church to hold their semi-annual fundraising dinners. Our annual Spirit Day and Breakfast with Santa are also popular fund raising events. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: The newly requested funds would be used to provide,support with the large increase in utility bills (oil and hydro). Due to the severely cold temperatures in winter 2014,the utilities have increased dramatically. Funds would also be used on an ongoing basis for community events held at the hall in order to foster community awareness for families and adults living in the Tyrone and surrounding area. Since the early 1970's the Tyrone Community Centre has owned a collection of portraits by Neil Newton. The portraits depict people,landscape and daily activities during the early 1970's time period. The photos were taken in the area of Tyrone,Enniskillen, Haydon and Hampton. Mr. Newton became quite famous for his works and the photos have become quite valuable. Unfortunately,the photos,with time,have deteriorated and are in need of repair. The repairs would prevent further deterioration and would preserve the collection. We are requesting additional funds to restore the collection as it is a large part of the heritage of Tyrone and surrounding communities. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 53,875.17 $ 49,348.21 $ 65,590.00 EXPENSES $ 37,176.96 $ 40,150.00 $42,030.00 NET $ 16,698.21 $ 9,198.21 $23,560.00 GRANT $. 2,500.00 $. 2;500.00 :' $ 5,000.00: FINAL NET $ 19,198.21 $ 11,698.21 $28,560.00 SURPLUS SURPLUS SURPLUS 12-47 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Tyrone Community Centre Board Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 23,305.32 b) Investments c) Accounts Receivables $ 2,539.89 d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 25,845.21 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 7,891.98 Total Liabilities and Net Revenue(deficit)or surplus $ 7,891.98 Prepared by: Joanne Skinner Position with Organization: Treasurer Date Prepared: 2S-Feb-14 12-48 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Bowmanville Figure Skating Club APPLICATION#: 14-18 DATE RECEIVED: Feb 26 CONTACT NAME: Jennifer McCarthy DESCRIPTION OF PROGRAMS AND SERVICES: The Club runs a CanSkate program with an Advanced program, a Star Skate program and a competitive Skate program. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: With the recent closure of one figure skating club in Clarington and one figure skating club in Northumberland, our CanSkate program has seen a significant jump in registration numbers this year and the club is in desperate need for CanSkate supplies, CanSkate storage and additional instructors. Our current storage unit for CanSkate supplies is at Rickard Complex and it is falling apart and a new storage unit is desperately required. To purchase the supplies needed for our additional CanSkate members the cost is approximately$450. Our club needs to ensure theft can be prevented for the current and additional supplies. The cost for this storage unit is approximately$2,000 and will be purchased from a local business. Our club would like the opportunity to bring on a new CanSkate coach to the Organization to maintain and ultimately exceed our excellent development of athletes at both a recreational level as well as an elite level for over 60 years. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $111,298.00 $141,261.94 $141,661.48 EXPENSES $116,806.61 $147,100.46 $149,720.69 NET ($ 5,508.61) ($ 5,838.52) ($ 8,059.21) GRANT $ 1,500.00 . 101 $ 4;000:00 . FINAL NET ($ 4,008.61) ($ 5,838.52) ($ 4,059.21) DEFICIT DEFICIT DEFICIT 12-49 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Bowmanville Figure Skating Club Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 88,077.47 b) Investments $ 12,663.73 c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies $ 100.00 f) Prepaid expenses g) Capital Assets Total Assets $ 100,841.20 a) Accounts Payable $ 64,534.70 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit)or surplus Total Liabilities and Net Revenue (deficit) or surplus $ 64,534.70 Prepared by: Leanne Jeffrey Position with Organization: Treasurer Date Prepared: 03-Feb-14 12-50 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Beech Street Theatre Company APPLICATION#: 14-19 DATE RECEIVED: Feb 26 CONTACT NAME: Mark Terry DESCRIPTION OF PROGRAMS AND SERVICES: The Beech Street Theatre Company produces live theatre presentations in the Clarington area incorporating the talent of local artists, actors, designers and writers. The Company showcases these productions in such Clarington venues as Maddy's Pub and Restaurant and the Visual Arts Centre. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: The funds will be spent as follows: 1. INFRASTRUCTURE: Costs include office space,phone, internet, support staff,legal and accounting. 2. ADVERTISING: Costs include paid advertising,promotion,publicity and printing for each production. 3. INSURANCE: Board member and projection liability insurance. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $0 $ 11,000.00 $ 24,626.83 EXPENSES $0 $ 13,500.00 $ 21,710.00 NET $0 ($ 2,500.00) $ 2,916.83 GRANT $0 $. 2;000:00 $ 3,500:00 FINAL NET $0 ($ 500.00) $ 6,416.83 DEFICIT SURPLUS 12-51 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Beech Street Theatre Company Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 1,535.41 b) Investments , c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 1,535.41 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit) or surplus $ - Prepared by: Michael Khashmanian Position with Organization: President Date Prepared: 25-Feb-14 12-52 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: The Driftwood Theatre Group APPLICATION 4: 14-20 DATE RECEIVED: Feb 28 CONTACT NAME: Jeremy Smith DESCRIPTION OF PROGRAMS AND SERVICES: The Bard's Bus Tour: Pay-what-you-can performances of classic theatre at the Visual Arts Centre of.Clarington. Shakespearience: Free outreach programming for the public at the Visual Arts Centre of Clarington. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: The Driftwood Theatre Group is once again looking towards the Municipality of Clarington to become a vital partner in our annual season of The Bard's Bus Tour and Summer Shakespearience, by contributing a grant in support of the preparation and performance of our work and the preparation and execution of outreach events within the Clarington community. With strong roots in the community, Driftwood Theatre will always think of the Durham Region, including Clarington, as its "home", no matter how far across the Province of Ontario we may travel. Driftwood Theatre has a long tradition- celebrating 20 years in 2014- of providing the people of Clarington with the best professional,barrier-free, classic theater. In these difficult economic times, our work is even more important, as Driftwood provides an affordable and immediate alternative to expensive trips to Stratford or Toronto for a professional theatre experience. A 2014 Partnership Grant from the Municipality of Clarington will go directly to support: Driftwood's rehearsal process and performance of William Shakespeare's the Tempest as part of our 20th Bard's Bus Tour season on July 13, 2014, at the Visual Arts Centre of Clarington; the presentation of a free Shakespearience outreach event prior to the July 13th performance(a. special pre-show symposium with the production's director); and our Shakespearience outreach event in cooperation with Ontario Power Generation as part of their Tuesdays on the Trail program on August 12th(a full-day workshop on Shakespeare and performance for approximately 200 young participants, ages 6-14). FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $237,484.00 $234,935.00 $305,358.00 EXPENSES $268,638.00 $265,412.00 $325,578.00 NET ($ 31,154.00) ($ 30,477.00) ($ 20,220.00) GRANT. $0 ; $0 $ 1;500:00. FINAL NET ($ 31,154.00) ($ 30,477.00) ($ 18,720.00) DEFICIT DEFICIT DEFICIT 12-53 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Driftwood Theatre Group Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) t> a) Cash balance $ 7,708.00 b) Investments c) Accounts Receivables $ 35,169.00 d) Accounts Receivable-Fed.Gov't HST $ 15,153.00 e) Inventory Supplies $ 1,598.00 f) Prepaid expenses $ 6,353.00 g) Capital Assets $ 106,226.00 Total Assets $ 172,207.00 a) Accounts Payable $ 29,579.00 b) Accounts Payable Fed.Gov't HST $ 4,152.00 c) Loans $ 59,346.00 d) Deferred Revenue $ 109,607.00 e) Net Revenue (deficit) or surplus -$ 30,477.00 Total Liabilities and Net Revenue (deficit)or surplus $ 172,207.00 Prepared by: Jeremy Smith Position with Organization: Artistic&General Director Date Prepared: 28-Feb-14 12-54 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newcastle Art Show Inc. APPLICATION 9: 14-21 DATE RECEIVED: Feb 28 CONTACT NAME: Ann-marie Harley DESCRIPTION OF PROGRAMS AND SERVICES: Benefits to community through promotion of local art, educational programs,increased interaction with community, arts camps and after school art clubs and other programming. Approximately 7,000 visitors per annum. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: To hire a contract Events Planner who will plan and manage the various Gallery events throughout the year. This need is driven through an increase in participating artists from 20 to 80. This significant growth demands a dedicated resource. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 96,898.00 $ 65,345.00 $ 60,868.00 EXPENSES $156,831.00 $150,277.00 $149,150.00 NET ($ 59,933.00) ($ 84,932.00) ($ 88,282.00) GRANT FINAL NET ($ 59,933.00) ($ 84,932.00) ($ 83,282.00) DEFICIT DEFICIT DEFICIT 12-55 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newcastle Art Show Inc. Organization/Group's Name BALANCE SHEET as of December 31,2013* *(Financial information Year before Grant Request) a) Cash balance -$ 4,567.00 b) Investments c) Accounts Receivables $ 12,001.00 d) Accounts Receivable- Fed.Gov't HST $ - 5,001.00 e) Inventory Supplies $ 1,150.00 f) Prepaid expenses $ 2,635.00 g) Capital Assets $ 59,834.00 Total Assets $ 76,054,00 a) Accounts Payable $ 44,897.00 b) Accounts Payable Fed.Gov't HST $ 30.00 c) Loans $ 175,431.00 d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue(deficit) or surplus $ 220,358.00 Prepared by: Ann-Marie Harley Position with Organization: Chair of Board of Directors Date Prepared: 28-Feb-14 12-56 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Lakeshore New Horizons Band APPLICATION#: 14-22 DATE RECEIVED: Feb 27 CONTACT NAME: Ronald Christianson DESCRIPTION OF PROGRAMS AND SERVICES: Performance music band. Concerts in Rotary Park and summer concerts at Bowmanville Museum. Teaching and playing band music, instruction classes for beginners. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: To support overall music program re: rent,purchase of music,teaching etc. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 18,807.40 $ 20;828.85 $ 22,909.00 EXPENSES $ 12,128.55 $ 20,700.00 $ 23,-450.00 NET $ 6,678.85 $ 128.85 ($ 541.00) GRANT $'750:00 " $ 750.'W $ 750;00 FINAL NET $ 7,428.85 $ 878.85 $ 209.00 SURPLUS SURPLUS SURPLUS 12-57 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Lakeshore New Horizons Band Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) mom a) Cash balance $ 7,097.00 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses $ 505.90 g) Capital Assets $ 3,625.00 Total Assets $ 11,227.90 a) Accounts Payable $ 160.00 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 7,309.49 Total Liabilities and Net Revenue(deficit)or surplus $ 7,469.49 Prepared by: Robert Richardson Position with Organization: Treasurer Date Prepared: 01-Feb-14 12-58 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Newcastle Village Concerts APPLICATION#: 14-23 DATE RECEIVED: Feb 4th CONTACT NAME: Joyce Kufta DESCRIPTION OF PROGRAMS AND SERVICES: We organize weekly free concerts on Tuesday evenings throughout the summer in the parkette beside the Newcastle Community Hall. Local businesses provide sponsorships to pay the entertainers, supplemented by a Municipal Grant when requested and awarded. This committee has been organizing these concerts since 2003 and they have grown in popularity every year, often filling the park. Attendees are asked to bring items for the East Clarington Food Bank, and so this organization is also supported by the concerts. Our mission statement is simply to provide free outdoor summer concerts for the enjoyment of Clarington residents,to support our local talent, and to support our local food bank. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Municipal grant funds are used to supplement the $3,000 we obtain from sponsorships provided by 15 local businesses and organizations in Newcastle, at$200 each. The Newcastle Community Hall provides sponsorship "in kind" by allowing us to use the Hall at no charge when it rains and when the Hall is available. Approximately$295 is used to produce a sandwich board,posters and flyers to promote the concerts and publicize the sponsoring businesses and organizations, and to pay for postage and bottled water for the performers. All sponsors, including the Municipality of Clarington when grants are awarded, are listed on all printed material and the names of the sponsors are read out several times during the concert season. The balance of funds are used to pay the entertainers. Many of our entertainers perform for a greatly reduced fee to support the concert program,but we still do need to pay them, averaging just a little over$300 per concert. FINANCIAL SUMMARY: 2012 - 2013 2014 REVENUE $ 3,511.22 $ 3,096.01 $ 2,843.00 EXPENSES $ 3,415.21 $ 3,790.00 $ 3,800.00 NET $ 96.01 ($ 693.99) ($ 957.00) GRANT::` $0 $ 750:00 $ 750.00 FINAL NET $ 96.01 $ 56.01 ($ 207.00) SURPLUS SURPLUS DEFICIT 12-59 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Newcastle Village Concerts Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 159.24 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST. e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 159.24 a). Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 159.24 Total Liabilities and Net Revenue (deficit)or surplus. $ 159.24 Prepared by: Joyce Kufta Position with Organization: Treasurer Date Prepared: 04-Feb-14 12-60 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Soper Valley Model.Railroad Assoc APPLICATION#: 14-24 DATE RECEIVED: Feb 24 CONTACT NAME: William Harford DESCRIPTION OF PROGRAMS AND SERVICES: Host an annual Model Train Show in Bowmanville at the Bowmanville High School (this year will be the 27th). It is open to the public. It also has a portable layout to take to various other communities. Host an annual Spring Model Train Flea Market in Bowmanville. This year will be our 5th.. It is open to the public who are interested in purchasing model train equipment. Our association is designed to be an affordable organization to join where'one can learn and participate in all the aspects of model railroading. Our open house on Newcastle Village Community Weekend in October is for the public to see what model railroading is all about and to maybe learn some tricks or ideas for their own use. Membership is open to all adults and to students att-a lesser amount from the ages 12-18 or while studying. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Offset the rental costs for the Association,hall rentals for the annual show and flea market ($1,480), rental of tables and chairs ($396),insurance ($1,040),purchase of building supplies for both the main sub-structure and the finished structure. Plywood, wire, hydrocal plaster,track and related accessories and scenery materials such as paints ($1,084). FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 10,599.00 $ 12,868.14 $ 12,838.06 EXPENSES $ 6,288.37 $ 9180.08 $ 6,561.45 NET $ 4,310.63 $ 3,688.06 $ 6,276.61 GRANT $ 750.00 $:::750:00 $.;4000.00 FINAL NET $ 5,060.63 $ 4,438.06 $ 10,276.61 SURPLUS SURPLUS SURPLUS 12-61 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Soper Valley Model Railroad Association Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 7,959.41 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 7,959.41 a) Accounts Payable $ 2,170.04 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit)or surplus Total Liabilities and Net Revenue(deficit)or surplus $ 2,170.04. Prepared by: William Harford Position with Organization: Secretary/Treasurer Date Prepared: 24-Feb-14 12-62 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Bethesda Cemetery Board APPLICATION#: 14-25 DATE RECEIVED: Feb 26 CONTACT NAME: Lee Skinner DESCRIPTION OF PROGRAMS AND SERVICES: Selling of burial plots and niches. Provide internment services. Provide a Decoration Day Service. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Preserve white tablet monuments that have deteriorated over the years. Some are broken, cracked or partially buried. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 53,833.34 $ 50,195.86 $ 55,055.00 EXPENSES $ 29,744.32 $ 23,540.86 $24,675.00 NET $24,089.02 $ 26,655.00 $ 30,380.00 GRANT: $0 FINAL NET $ 24,089.02 $ 26,655.00 $ 35,380.00 SURPLUS SURPLUS SURPLUS 12-63 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Bethesda Cemetery Board Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 26 655.00 b) Investments $ 72,095.69 c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST $ 400.00 e) Inventory Supplies f) Prepaid expenses $ 1,220.00 g) Capital Assets $ 217,654.00 Total Assets $ 318,024.69 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ 26,655.00 Total Liabilities and Net Revenue (deficit)or surplus $ 26,655.00 Prepared by: Ralph Werry Position with Organization: Secretary/Treasurer Date Prepared: 25-Feb-14 12-64 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Big Brothers and Sisters of Clarington APPLICATION#: 14-26 DATE RECEIVED: Feb 28 CONTACT NAME: Darlene Brown DESCRIPTION OF PROGRAMS AND SERVICES: Provides programs and services open to children ages 6 to 18 years living within the Municipality of Clarington. Big Brothers Big Sisters Clarington has become an integral part of the community, adapting dynamic and innovative national youth mentoring programs to meet local community needs. In 2013, Big Brothers Big Sisters Clarington served over 460 children and their families through their various programs. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Their services expand across the entire municipality,and they are committed to providing a mentor to every child who needs one. They have,continued to grow as they strive to meet the needs of this underserved community. Big Brothers Big Sisters Clarington has consistently applied for funding from the Municipality of Clarington through the Community Grant program. In 2006,the funding awarded to this organization dropped from$2,500 to $2,000. This year, Big Brothers Big Sisters Clarington is requesting$5,000 to continue to serve their existing clientele as well as reach others in the community who are in need but haven't yet been reached. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $206,829.00 $232,332.00 $204,380.00 EXPENSES $284,697.00 $310,195.00 $292,900.00 NET ($ 77,868.00) ($ 77,863.00) ($ 88,520.00) GRANT $ 2,000.00 $ 2,000-00 ,: . $ 5;000.00 FINAL NET ($ 75,868.00) ($ 75,863.00) ($ 83,520.00) DEFICIT DEFICIT DEFICIT 12-65 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Big Brothers Big Sisters Clarington Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance -$ 58,468.00 b) Investments c) Accounts Receivables $ 911.00 d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies $ 202,709.00 f) Prepaid expenses g) Capital Assets Total Assets $ 145,152.00 a) Accounts Payable $ 3,052.00 b) Accounts Payable Fed.Gov't HST -$ 4,505.00 c) Loans d) Deferred Revenue $ 16,688.00 e) Net Revenue (deficit)or surplus $ 129,917.00 Total Liabilities and Net Revenue (deficit)or surplus $ 145,152.00 Prepared by: Darlene Brown Position with Organization: Executive Director Date Prepared: 10-Feb-14 12-66 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Central Public School—School Council APPLICATION#: 14-27 DATE RECEIVED: Feb-26 CONTACT NAME: Heather McInnes DESCRIPTION OF PROGRAMS AND SERVICES: Central Public School serves a student population of approximately 190 and offers a before &after school program as well as a breakfast program. The students and community users are from diverse backgrounds and range in socio-economic status. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Central Public School will be celebrating their 125th anniversary in 2014. To celebrate,they will be holding an open house in the fall and are.looking to provide'keepsakes, signs including a new logo depicting the 125th Anniversary,historical signs for the property,recognition plaques for the alumni,time capsule plaque and container, commemorative mugs and calendars. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 3,500.00 $ 11,800.00 $ 3,000.00 EXPENSES $ 3,500.00 $ 13,800.00 $ 8,000.00 NET $0 ($ 2,000.00) ($ 5,000.00) GRANT $0 $ 2.000'.00, 5,000.00 FINAL NET $0 $0 $0 12-67 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Central Public School—School Council Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance b) Investments C) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ - a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit)or surplus $ - Prepared by: Heather McInnes School Council Member-Fundraising Position with Organization: Committee Date Prepared: 25-Feb-14 12-68 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Waverley Public School- School Council APPLICATION#: 14-28 DATE RECEIVED: Feb 26 CONTACT NAME: Paul Wirch DESCRIPTION OF PROGRAMS AND SERVICES: School Council responsible for provision of supplemental equipment and resources to assist in the mental,physical, social and civic development of their students including the provision and maintenance of recreational schoolyard equipment. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: To construct a naturalized schoolyard on their school campus. Waverley School Council is in possession of a landscape plan and coordination is underway to prepare for the first phase of construction. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 10,390.00 $ 11,111.00 $ 14,604.00 EXPENSES $ 9,954.00 $ 6,507.00 $ 20,000.00 NET $ 436.00 $ 4,604.00 ($ 5,396.00) GRANT, $0 $0 $ 2040.00 FINAL NET $ 436.00 $ 4,604.00 ($ 3,396.00) SURPLUS SURPLUS DEFICIT 12-69 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Waverley Public School-School Council Organization/Group's Name BALANCE SHEET as of December 31,2013* *(Financial information Year before Grant Request) a) Cash balance $ 14 312.31 b) Investments c) Accounts Receivables d) Accounts Receivable- Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 14,312.31 IRISHMEN a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue(deficit) or surplus $ - Prepared by: Paul Wirch Position with Organization: School Council Member/Former Chair Date Prepared: 26-Feb-14 12-70 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUIVIlVIA.RY OF GRANT INFORMATION APPLICANT ORGANIZATION: Distress Centre Durham APPLICATION#: 14-29 DATE RECEIVED: Feb 28 CONTACT NAME: Victoria Kehoe DESCRIPTION OF PROGRAMS AND SERVICES: Our 24 hour telephone helpline is available free of charge to Clarington residents. 1-800 452-0688 as well as our Prideline helpline specifically focused on the LGBTQ community is available free of charge to Clarington residents 1-855-PRIDE. Our Community Contact Call- Out program is available free of charge to Clarington residents. Our Suicide Survivor Call- Out program is available free of charge to Clarington residents. We have been fortunate in the past to receive grants from the Municipality of Clarington for our Adolescent Suicide Awareness program in local secondary schools. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: In 2014, we are requesting funding support in the amount of$2,500 to help fund our Suicide Support Services program. .This program provides the following services: 1. One to one match of a weekly telephone support call between the client(referred to as survivor who is grieving the loss of a loved one to suicide) and a specially trained survivor volunteer who provides telephone service. 2. Monthly open drop-in group happens the first Thursday of each month so that any survivor regardless of loss period can receive support. 3. 8 week closed Suicide Survivor support group where survivors participate in a peer support group facilitated by a staff and 2 peer survivors who have completed group and received specialized training to act as co-facilitators. We are requesting $2,500 for the following: MATERIALS/RESOURCES: brochures, magnets, journals,pens, telephone cards for the volunteers providing long distance telephone support from home phones, refreshments. STAFF SUPERVISION/ SUPPORT: as statistics demonstrate, survivors are at greater risk for suicide thoughts and behaviours than non-survivors -it is important that the group has direct staff support and supervision to assess any potential suicide ideation. Therefore, we are requesting support for a percentage of staff time to ensure the safety and emotional well being of all participant and the volunteers who co-facilitate the group. FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $342,882.00 $347,240.00 $293,932.00 EXPENSES $343,883.00 $347,242.00 $294,930.00 NET ($ 1,001.00) ($ 2.00) ($ 998.00) GRANT $ 1,000.00 $0 $ 2;500.00 FINAL NET ($ 1.00) ($ 2.00) $ 1,502.00 DEFICIT DEFICIT SURPLUS 12-71 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Distress Centre Durham Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 58,404.00 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST $ 4,843.00 e) Inventory Supplies $ 368.00 f) Prepaid expenses $ 3,872.00 g) Capital Assets Total Assets $ 67,487.00 a) Accounts Payable $, 18,931.00 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus $ -48,556.00 Total Liabilities and Net Revenue (deficit)or surplus $ 67,487.00 Prepared by: Delores Peters Position with Organization: Bookkeeper Date Prepared: 26-Feb-14 12-72 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Feed the Need Durham APPLICATION#: 14-30 DATE RECEIVED: Feb 28 CONTACT NAME: Julien LeBourdais DESCRIPTION OF PROGRAMS AND SERVICES: Feed the Need Durham provides a unique and essential service to Clarington and Durham Region by ensuring low income people have access to nourishing food including fresh fruit, vegetables,milk and yogurt. From a central warehouse and walk-in cooler and freezer,we are able to supply 51 emergency food providers (food banks, shelters, meal programs and'social service agencies)with perishable as well as non-perishable food. Eight of our member agencies are located in Clarington and another is on our waiting list. Local food banks have little storage capacity(especially for perishables)making it difficult for them to supply fresh food to low income people. We believe fresh food is an important part of a healthy lifestyle and we are committed to continue enabling our member agencies to provide perishables to people in need. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Feed the Need Durham will use the requested funds to help us maintain our programs and also relocate to a larger and more appropriate warehouse location so we can continue to meet the increasing need for food in Clarington and Durham Region. Because we are overcrowded,we are forced to deny applications from new member agencies (food banks, shelters, social service agencies, meal programs) including one in Clarington. After we relocate, we will be in a position to accept further member agencies: FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $437,179.00 $393,370.00 $385,143.00 EXPENSES $327,785.00 $281,972.00 $300,312.00 NET $109,394.00 $111,398.00 $ 84,831.00 GRANT $ 2100.0.00 $ 2,000.00 : $.3;000:00 FINAL NET $111,394.00 $113,398.00 $ 87,831.00 SURPLUS SURPLUS SURPLUS 12-73 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Feed the Need Durham Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 145,158.00 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses $ 6,298.00 g) Capital Assets $ 128,486.00 Total Assets $ 279,942.00. a) Accounts Payable b) Accounts Payable Fed.Gov't HST $ 4,185.00 c) Loans d) Deferred Revenue $ 1,513.00 e) Net Revenue (deficit) or surplus $ 40,918.00 Total Liabilities and Net Revenue (deficit)or surplus $ 46,616.00 Prepared by: Julien LeBourdais Position with Organization: Executive Director Date Prepared: 26-Feb-14 12-74 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Home Base Durham , APPLICATION#: 14-31 DATE RECEIVED: Feb 7th CONTACT NAME: Judy Mead DESCRIPTION OF PROGRAMS AND SERVICES: We work to alleviate the stress and isolation for families who support an adult with classic/complex autism living at home, by offering shared social and recreation programs including: Modified phys-ed program Social swim time Music programs New in 2014 modified art programming and nature walks INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Home Base Durham was formally registered and received Charitable Status from CRA in 2013. We began our initial program offerings in September and conducted our first annual fund raising appeal in December 2013. The financials provided indicate expenses for 4 months of gym, swim and music programming. The request for 2014 reflects a full 12 month budget. Our organization is completely volunteer run- all financial assistance is directly allocated against- 1)the cost of program fees such as room rentals, supplies,professional facilitators (ie. sports instructors, artists,music therapist) 2) cost to promote the program to connect with current and new families who are experiencing isolation and despair ie. web maintenance 3)the cost of administration ie. bank fees,postage for annual appeal mailing,miscellaneous FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $0 $ 1,065.00 $ 5,162.18 EXPENSES $0 $ 1,702.82 $ 7,800.00 NET $0 ($ 637.82) ($ 2,637.82) GRANT $0 :: $ 2;500.00 $. 5,000.00 =; FINAL NET .$0 $ 1,862.18 $ 2,362.18 SURPLUS SURPLUS 12-75 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION Home Base Durham Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance $ 2,175.93 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ 2,175.93- a) Accounts Payable $ 173.75 b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue $ 355.50 e) Net Revenue (deficit) or surplus $ 1,646.68 Total Liabilities and Net Revenue (deficit)or surplus $ 2,175.93 Prepared by: Howard Smith Position with Organization: Treasurer Date Prepared: 07-Feb-14 12-76 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: Learning Disabilities Association of Peterborough APPLICATION#: 14-32 DATE RECEIVED: Feb 25 CONTACT NAME: Shari Davis DESCRIPTION OF PROGRAMS AND SERVICES: Technology for Learning Development(formerly Computers for Learning Development)— one-to-one tutoring for students 5-14 years. Some Assembly Required-training for students transitioning to high school(grades 6-9). Resource Facilitation-information and resources are discussed and provided. Resource Library-choice of books,videos, journals etc.regarding LDs and ADHD. Newsletter-quarterly information about the agency and latest news. Educational Workshops/Seminars-the latest information about LDs/ADHD is offered. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Funding from the Municipality,will help us cover some programming costs, specifically for our on- to-one support services, our volunteer program plus our tutoring and training programs. We continue to see growth in our client numbers(up 12%)and rely on volunteers to meet that demand. The cycle of recruitment,training,mentoring and retention requires that we are active, attentive, and invested in the volunteers and the volunteer program. Our tutoring and training programs are heavily used and account for the bulk of our service numbers. Investment in this type of programming ensures that it is sustainable and viable for Clarington residents. We are an important part of the Clarington community. Last year we were a presence in Bowmanville, Enniskillen,Hampton, Orono,Newcastle, Courtice,Haydon,Kirby and Newtonville,but we also had requests-for Resource Facilitation in Whitby, Oshawa,Pickering and Ajax. Much of the reason for these communities to approach us stems from the fact that either there is no LDA in those regions or, if one exists,it may have limited services: Home location and word of mouth can account for the calls for service from outside. Clarington. Parents in particular are keen to locate services,information,any kind of help to ensure their child receives all the assistance available. We remain committed to serving Clarington and its residents, and are seeking support to continue to serve them. .FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $ 66,219.00 $ 67,545.00 $73,563.00 EXPENSES $ 67,469.00 $ 69,795.00 $ 75,563.00 NET ($ 1,250.00) ($ 2,250.00) ($ 2,000.00) GRANT, $ 1,000.00 $ 2,000:00 $,2,000.00.., FINAL NET ($ 250.00) ($ 250.00) $0 DEFICIT DEFICIT 12-77 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION The Learning Disabilities Association Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) • S. a) Cash balance b) Investments c) Accounts Receivables $ 38 133.00 d) Accounts Receivable- Fed.Gov't HST , e) Inventory Supplies f) Prepaid expenses $ 639.00 g) Capital Assets $ 5,741.00 Total Assets $ 44,513.00 a) Accounts Payable $ 23,998.00 b) Accounts Payable Fed.Gov't HST c) Loans $ 4,816.00 d) Deferred Revenue $ 15,518.00 e) Net Revenue (deficit) or surplus $ 181.00 Total Liabilities and Net Revenue (deficit)or surplus $ 44,513.00 Prepared by: Shari Davis Position with Organization: Executive Director Date Prepared: 17-Feb-14 12-78 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: The Cup APPLICATION#: 14-33 DATE RECEIVED: Feb 28 CONTACT NAME: Sharlene Kooger DESCRIPTION OF PROGRAMS AND SERVICES: We are looking to create a community coffee house. A coffee house that offers hot beverages and drinks at a minimal price. A gathering place for Clarington residents to socialize and connect. We are proposing to rent a space that would be large enough to host other social programs and events. We have been in conversation with Big Brothers and Big Sisters of Clarington(Darlene Brown), as well,as the John Howard Society, and both have indicated that they are interested in having satellite locations within the community of Newcastle. We are also supported by Lighthouse Community Church of Newcastle and Discovery Church of Bowmanville. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: We are looking to open in the spring of 2014, and funds are to help off set start up costs such as rent and capital expenses. We are interested in branching out to the community of Newcastle,to offer more social programs to the general public. We would like to reach out and bring services to Newcastle,to persons who would otherwise not be reached. FINANCIAL SUNMARY: 2012 2013 2014 REVENUE $0 $0 $ 2,000.00 EXPENSES $0 $0 $ 12,100.00 NET $0 $0 ($ 10,100.00) GRANT $0 $0 $;5,000,00 FINAL NET $0 $0 ($ 5,100.00) DEFICIT 12-79 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION The Cup Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets $ - 01 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus Total Liabilities and Net Revenue (deficit)or surplus $ - Prepared by: Sharlene Kooger Position with Organization: Founder Date Prepared: 25-Feb-14 12-80 Attachment 3 to Report CSD-006-14 MUNICIPALITY OF CLARINGTON SUMMARY OF GRANT INFORMATION APPLICANT ORGANIZATION: The Gathering Place APPLICATION#: 14-34 DATE RECEIVED: Feb 27 CONTACT NAME: Jill Wood DESCRIPTION OF PROGRAMS AND SERVICES: We provide a free nutritious meal one/two times per month primarily to Clarington residents who are hungry, lonely and in need of connections, relationships, social interaction. It's a safe place to eat&enjoy fellowship. We are planning to offer the opportunity to learn basic skills: planning nutritious meals, cooking, budgeting, shopping; whatever else guests require (if we are able to provide it or to refer). The opportunities are there now for the asking but we would like to create more structure for this. For example, classes, one-to-one training,books, software, and other tools. Table hosts help some guests with very basic table skills and this is just the start leading to more teaching. We invite those from group homes, boarding houses,working poor, disabled, lonely seniors, families and people new to the community. The Gathering Place is located in St. Paul's United Church on Church Street in Bowmanville. INTENDED USE OF 2014 COMMUNITY GRANT FUNDS: Requested funds will be used to purchase food for meals,table setting supplies, small equipment necessary for food preparation,replacement dishes,take out boxes,paper products,maintenance expenses. As one of our goals is to offer basic social skills as listed above,we would like the ability to purchase skill building educational material(books, computer software, etc). FINANCIAL SUMMARY: 2012 2013 2014 REVENUE $0 $ 8,222.00 $ 8,382.00 EXPENSES $0 $ 9,457.00 $ 12,882.00 NET $0 ($ 1,235.00) ($ 4,500.00) GRANT' $0 $0 $<4;500;00 FINAL NET $0 ($ 1,235.00) $0 DEFICIT 12-81 Attachment 3 to Report CSD-006-14 COMMUNITY GRANT APPLICATION The Gathering Place Organization/Group's Name BALANCE SHEET as of December 31, 2013* *(Financial information Year before Grant Request) a) Cash balance -$ 1,235.00 b) Investments c) Accounts Receivables d) Accounts Receivable-Fed.Gov't HST e) Inventory Supplies f) Prepaid expenses g) Capital Assets Total Assets -$ 1,235.00 a) Accounts Payable b) Accounts Payable Fed.Gov't HST c) Loans d) Deferred Revenue e) Net Revenue (deficit) or surplus -$ 1,235.00 Total Liabilities and Net Revenue (deficit)or surplus -$ 1,235.00 Prepared by: Jill Wood Position with Organization: Treasurer Date Prepared: 26-Feb-14 12-82 Claritwn REPORT . CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: N/A Report#: COD-003-14 File#: Subject: PURCHASE OF A PRE-BUILT PUMPER TRUCK RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-003-14 be received; 2. THAT the Purchasing Manager be authorized to negotiate the purchase price of a Pumper Truck with selected respondents to an Expression of Interest and issue a purchase order to complete the transaction; 3. THAT an information report to Council be provided summarizing the results of the Request for the Expressions of Interest and the negotiated purchase of the selected unit. Submitted by. Reviewed 0 arie Marano, H.B.Sc., C.M.O., by: Franklin Wu, Director of Corporate Services Chief Administrative Officer Nancy Taylor, B.B.A., CPA, C.A., Director of Finance/Treasurer, MM\JDB\BH\br CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 14-1 REPORT NO.: COD-003-14 PAGE 2 1.0 BACKGROUND 1.1 Fire and Emergency Services has provided funding in their 2014 Capital Budget for the replacement of a pumper truck. 1.2 In the past, the EOI process was effective and provided the Fire and Emergency Services Department with two pre-built pumper trucks and one pre-built aerial truck which met their requirements and expectations in a much shorter time period and within budget. As per By-law 2010-112, S 85, the Purchasing Manager has authority to issue expressions of interest. However, given the value of the acquisition, separate authority is required to undertake negotiations and place the required order to complete the process. 1.3 The EOI process allows the vendors to focus on the availability of the unit as well as present the features offered on their stock or under construction pumper trucks and indicate an approximate cost. The EOI process is far less formal than the tendering and RFP process and avoids complexities and risks associated with the formal bidding process. 1.4 Typically, the prices for pre-built units are better than those offered for the production of a unit to our specifications simply because the pre-built unit is constructed using standard design and components to a standard and marketable specification. As the stock units are readily available and often sought after, they do not usually fit with a public tender process where the evaluation of bids and the award process are lengthy. Dealers are reluctant to commit themselves on the availability of a stock unit when other buyers are interested in a quick purchase. The EOI process lends itself to a much faster decision process and a relatively short award period. 1.5 Staff members representing the Operations, Fire and Emergency Services and Corporate Services Departments will review the submissions, select the unit(s) providing the best combination of price and specification and proceed to negotiate a final delivered price for a unit with accessories. 1.6 If a unit acceptable to the Fire and Emergency Services and Operations Department cannot be located using the proposed expression of interest process; a formal tender process will be undertaken. 2.0 COMMENTS 2.1 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Emergency and Fire Services and Director of Operations. 14-2 REPORT NO.: COD-003-14 PAGE 3 3.0 FINANCIAL 3.1 The funds required for the 1250 GPM Pumper Truck are included in the Emergency & Fire Services Department approved 2014 Capital Budget. The purchase has been budgeted for$600,000.00. 4.0 CONCURRENCE 4.1 This report has been reviewed by the Purchasing Manager, with the appropriate departments and circulated as follows: Concurrence: Director of Emergency & Fire Services Director of Operations 5.0 CONCLUSION 5.1 In order to expedite the purchase of a replacement unit, the Purchasing Manager requests authorization to negotiate a purchase price for a selected unit and purchase the new 1250 GPM Pumper Truck in accordance with the Emergency & Fire Services and Operations Departments specifications and budget requirements. As well, after the new pumper truck has been delivered, the trade- in or sale of the 1250 GPM Pumper Truck will be undertaken. 5.2 An information report to Council will be provided summarizing the results of the Request for the Expressions of Interest and the negotiated purchase of the selected unit. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Jerry Barber, Manager of Purchasing Attachments: Not Applicable 14-3 Clarftwil REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: N/A Report#: COD-004-14 File#: Subject: CO-OPERATIVE TENDER T257-2014, SUPPLY & DELIVERY OF GASOLINE AND DIESEL FUEL RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-004-14 be received; 2. THAT Suncor Energy Products Partnership, Mississauga, Ontario with an approximate annual value of$454,818.97 (net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications be awarded the Municipality of Clarington requirements for Co-operative Tender T257-2014. Gasoline and Diesel Fuel for a three year term; and 3. THAT funding be provided from the current year's respective departments Operating Fleet gets. Submitted by: Reviewed by: "l r e Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer MM\JDB\BH\br CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 14-4 REPORT NO.: COD-004-14 PAGE 2 1.0 BACKGROUND 1.1 A tender for the supply and delivery of Gasoline and Diesel Fuel was issued on a Co-operative basis with the Municipality of Clarington, City of Oshawa, City of Pickering, Town of Ajax, Town of Whitby, Township of Uxbridge, Durham Regional Police, Lakeridge Health Corporation and the Region of Durham participating. The host agency for the tender call was the Region of Durham. 1.2 The tender was publicly advertised and called for bids for the Supply and Delivery of Gasoline and Diesel Fuel as required by the co-operative agencies for a three year term. 2.0 ANALYSIS 2.1 A total of three (3) bids were received, the bid submission from Canada Clean Fuels Incorporated, Etobicoke, Ontario did not bid on the Municipality of Clarington's fuel requirements. The low compliant bid was received from Suncor Energy Products Partnership, Mississauga, Ontario. 2.2 A summary of bids received for the Municipality of Clarington requirements is attached and marked as Attachment 1. The tabulation lists the total bid amounts for the contract and provides an estimated value of the contract based on historical product consumption. 2.3 The recommendation is to award the contract to the low, complaint bidder Suncor Energy Products Partnership, Mississauga, Ontario. Suncor Energy Products Partnership has provided similar services to the Municipality of Clarington for a number of years and the level of service has been satisfactory. 2.4 Price adjustments throughout the contract are made in accordance with the formula supplied in the tender document which is based on daily rack pricing; however the firm mark up price is fixed for the three year term. 3.0 COMMENTS 3.1 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Operations and Director of Emergency and Fire Services. 14-5 REPORT NO.: COD-004-14 PAGE 3 4.0 FINANCIAL 4.1 There was a decrease in the firm mark up of unit price(s) which resulted in an overall decrease of approximately 8.0% over 2013 fuel prices. 4.2 Due to the volatility of the petroleum market, pricing is based on the daily rack pricing (i.e., price fluctuations daily as per the market conditions) and is subject to a fixed mark up price. 4.3 Funding will be provided from the current year's respective departments Operating Fleet Budgets. 5.0 CONCURRENCE 5.1 This report has been reviewed by the Purchasing Manager, with the appropriate departments and circulated as follows: Concurrence: Director of Operations Director of Emergency and Fire Services 6.0 CONCLUSION 6.1 After review and analysis of.the bids by Purchasing, the Operations Department, Emergency and Fire Services and the Durham Purchasing Co-operative, it is recommended that Suncor Energy Products Partnership, Mississauga, Ontario be awarded the contract. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Jerry Barber, Manager of Purchasing Attachments: Attachment 1 - Bid Tabulation 14-6 c 4 CD CD O � U Q -C O NQ- L LL r � F— (D C6 .� c�3 O Q a) coM C E ui x r y 69- 69- = w L_ Q� L o) o o� r' a= ao CD x ,*- 00 co N � LL ,d; w0 LO LO LO d ++ ++ C C14 E O c i EA 69- C w O 'a > 'a U V °a v ai rn w a C = vC M E E N .0 mo � '� LO o (6 C: L ' U w = � � vw 00 �' O O U •� c 0 n- z O H 0 z WOa) Q ij a) U) m o o O p n E U) :3 U_ O U) a 00 E U W 14-7 Claryinson , REPORT® FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: Report#: FND-007-14 File#: Subject: ANNUAL COMMODITY HEDGING REPORT — 2013 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-007-14 be received for information. Submitted by: / / / ct, , / Reviewed by: Nancy Ta r, �B, CPA, CA, Franklin Wu, Director Chief Administrative Officer NT/CC/hjl CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 15-1 REPORT NO.: FND-007-14 PAGE 2 1. BACKGROUND 1.1 Under Ontario Regulation 653/05, the Treasurer is required to report annually to Council the status of existing commodity hedging agreements, including a comparison of the expected results to actual of using the agreements, and confirmation that they comply with the Municipality's policies and goals. 1.2 As required by the Municipal Act, 2001, Council adopted a Commodity Price Hedging Agreements Statement of Policies and Goals in report COD-054-08, on Monday, October 6, 2008. 2. COMMENTS 2.1 Since 2008, considerable time has been spent to monitor the energy requirements and consumption patterns throughout the Municipality's operating departments. This information together with the procurement strategy aimed at reducing risk and stabilizing cost continues to focus on the need for a stable natural gas supply contract. On October 22, 2009, the Municipality signed an independent consulting agreement with Blackstone Energy Service Inc. for a term of three years with an option to renew for two one-year terms. The Municipality has extended the agreement with Blackstone Energy Service and the agreement ends October 2014. This agreement covers many services related to the municipality's supply of natural gas including the supply of information relevant to decision making; arranging contracts for the continuous supply; analysis and reconciliation of usage; and forecasting of natural gas pricing pressures. The Municipality is working with the Region on the RFP for new energy consulting agreement. 2.2 Blackstone Energy Services Inc. working on the municipality's behalf is authorized to enter into fixed priced natural gas agreements as per the procurement strategies and indicative prices agreed to. We had a fixed source,of supply for 50% of the estimated requirement for each of the three years from 2009 to 2012 at a fixed price with the balance to be supplied on index. This fixed price contract expired in October 2012 and was not renewed due to the low index prices of natural gas. In November 2013, a new contract was entered to have a fixed source of supply for 100% of the estimated requirement at a fixed price until October 2014 when the Blackstone Energy Service consulting agreement ends. 2.3 The 2013 budget used a price of $0.226 m3 for natural gas when calculating the $377,038 total value. This price was based on the actual rates charged in 2012 factored by Blackstone's projection. The weighted average price of natural gas paid for in 2013 was $0.1470 per m3. This price was due to low system gas prices as noted in the chart below. Due to the favourable market price and a mild 15-2 REPORT NO.: FND-007-14 PAGE 3 winter in early 2013, there was a budget savings of approximately 11% in 2013 for natural gas. System Gas Rate January 2013 — March 2013 $0.1073 / m3 April 2013 — June 2013 $0.1030 / m3 July 2013 — September 2013 $0.1290 / m3 October 2013-December 2013 $0.1146 / m3 2.4 From November 2012 to October 2013, the Municipality did not have a fixed price agreement on natural gas since the index gas rates have been relatively low. In November 2013, in consultation with Blackstone, the Municipality entered a fixed price agreement for natural gas until October 2014 when the agreement with Blackstone ends. The contract meets the procurement goal of both reducing the risk and stabilizing the cost, as we have a fixed source of supply for 100% of the estimated requirement up to October 2014 at a fixed price. This has proven already beneficial due to the price volatility in the first quarter of 2014. 2.5 On December 9, 2009 the Municipality signed an Energy Management agreement with Blackstone Energy Services Inc. to cover Hydro related matters. The agreement is for a three year term with an option to renew for two one-year terms. The Municipality has extended the agreement with Blackstone Energy Service to October 2014. Blackstone shall provide the Municipality with supply and service proposals from suppliers, market analysis and hedging initiatives for the Municipality, along with other data management tools. Currently there is no call for hedging on electricity. 3. CONCURRENCE — not applicable 4. CONCLUSION 4.1 The Municipality of Clarington has one commodity hedging agreement which ends in October 2014. This agreement was consistent with the municipality's statement of policies and goals relating to the use of financial agreements to address commodity pricing and costs. 4.2 The market will continue to be monitored by the Municipality and Blackstone Energy Consultants during the term of the agreement. Once the new energy 15-3 REPORT NO.: FND-007-14 PAGE 4 consulting agreement is in place, the Municipality will evaluate the Municipality's requirements and the market conditions. It is the intent of the Municipality to enter commodity agreements that will limit the risk of price volatility and lack of supply without a contract. 4.3 It is recommended that this annual commodity hedging report be received for information in compliance with Ontario Regulation 635/05. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development X Maintaining financial stability Connecting Clarington Promoting green initiatives Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Nancy Taylor, B.B.A., C.A., Director of Finance/Treasurer l 15-4 C]aF*MR REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: Report#: FND-008-14 File#: Subject: ANNUAL LEASING REPORT - 2013 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-008-14 be received for information. Submitted by: L/,� `i� / Reviewed by. Nancy Taylor, B�A,CP'A,CA Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer NT/CC/hj I CORPORATION OF THE MUNICIPALITY OF CLARINOTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 15-5 REPORT NO.: FND-008-14 PAGE 2 1.0 COMMENTS 1.1 Under Ontario Regulation 653/05, the Treasurer is required to report annually to Council details of existing material leases confirming that they comply with the lease policy, a summary of material leases, estimated cost of the material leases and the impact of these leases on the financing arrangements and debt servicing levels of the Municipality. 1.2 As required by the Municipal Act, 2001, Council adopted a Statement of Lease Financing Policies and Goals in report FND-021-03, on Monday, September 8, 2003. To-date, Clarington has typically chosen to purchase or debenture (if necessary), rather than to use financial leases. For 2012 and to date, there are no lease agreements. There is no impact on long-term financing or debt services levels of the Municipality. 2.0 CONCURRENCE - Not applicable 3.0 CONCLUSION 3.1 At this time, the Municipality of Clarington does not have any material leases. It is recommended that this annual lease report be received for information in compliance with Ontario Regulation 653/05. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development X Maintaining financial stability Connecting Clarington Promoting green initiatives Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Nancy Taylor, B.B.A., C.A., Director of Finance/Treasurer 15-6 REPORT FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: By-law#: Report#: FND-009-14 File#: Subject: PRE-AUTHORIZED PAYMENT PLAN (PAP) FOR TAXES RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-009-14 be received; and 2. THAT the attached by-law to amend By-Law 2007-209 be recommended to Council (Attachment "B") for enactment. Submitted by: Reviewed by. Nancy Ta lor, B A CPkCA, Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer NT/MM/JJ/hjI CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 15-7 REPORT NO.: FND-009-14 PAGE 2 1.0 BACKGROUND 1.1 A pre-authorized payment plan (PAP) has been offered to our taxpayers since 1996. Taxes are calculated and spread over a period of twelve monthly payments to ease the burden on the taxpayer. The amount is automatically deducted from their bank account on the first day of the month. The municipality benefits by reduced processing of cheque payments and a secured monthly payment stream that balances cash flow. The deductions start in December of the year prior to order to offset loss of interest revenue that would otherwise occur if the program commenced at the normal February installment and allowed taxpayers to defer well beyond the normal September installment. The current program also includes taxpayers receiving multi-year supplementary bills. A copy of By-Law 2007-209 is attached (Attachment "A"). 2.0 PROPOSED AMENDMENT 2.1 Many requests from taxpayers have been received requesting the municipality implement a Pre-Authorized Payment Plan based on the four Installment dates, approved by Council through the tax rate By-Law. An email with a survey of questions was sent to other municipalities within the Durham Region. From the municipalities that responded, each was in favor of the benefits the installment plan offered to their municipality. By implementing the installment pre-authorized payment plan, it provides another payment option to the taxpayers with no additional costs to the municipality. This plan would be beneficial for the significant number of taxpayers that currently leave post-dated cheques based on the installment dates and reduce the time required for processing cheque payments. 2.2 In order to join the installment plan, taxpayers must have a zero balance owing at the time of enrolling. The values to be withdrawn from the taxpayers account will be stipulated on the tax bill with a notation on the bill referencing the taxpayer is on the Pre-Authorized Payment Plan. 3.0 CONCURRENCE — not applicable 4.0 CONCLUSION 4.1 It is recommended that Council amend By-Law 2007-209 to add the option for PAP withdrawals based on installment dates. 15-8 REPORT NO.: FND-009-14 PAGE 3 CONFORMITY WITH STRATEGIC PLAN — The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development X Maintaining financial stability Connecting Clarington Promoting green initiatives Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Nancy Taylor, Director of Finance/Treasurer Attachments: Attachment "A" — By-law 2007-209 Attachment "B" — By-law to amend By-law 2007-209 15-9 Attachment "A" Report FND-009-14 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 2007-209 Being a by-law to repeal By-Law 496-50 and Being a by-law to authorize the establishment of an Optional Pre-Authorized Payment Plan for Taxes and an Employee Payroll Deduction for Tax Payments WHEREAS pursuant to Section 342&345(10)of the Municipal Act,2001,Chapter M-45, the Municipality is empowered to provide for the payment of realty taxes by installments and is further empowered to invoke penalties and discounts; AND WHEREAS the Municipality is further empowered to direct that such monies be paid by the person charged with payment into banks as authorized by the said section of the Municipal Act; , NOW THEREFORE the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. THAT a pre-authorized payment plan for taxes be approved with the following conditions: 1) In this By-Law,PRE-AUTHORIZED PAYMENT PLAN means the pre- authorized monthly withdrawal of the taxes from the taxpayer's financial institution through electronic funds transfer. 2) Residential,industrial and commercial realty taxpayers of the Corporation of the Municipality of Clarington may enroll in an optional Pre-Authorized Payment Plan to provide for the payment of realty taxes,and other charges collected in a like manner as taxes,in monthly payments in any year. The payments will be made by pre-authorized withdrawal from the taxpayer's financial institution. 3) The Pre-Authorized payment Plan commenced on December 1, 1996, 4) Payments made under the Plan for 1997 were divided into twelve(12) payments, The first payment was withdrawn on December 1, 1996 and on the first day of each subsequent month until November 1, 1997. This will automatically continue for subsequent tax years unless otherwise notified by the taxpayer in writing. 5) If the taxpayer makes all payments as required by the Plan,no penalty or interest will be levied. 6) Continued enrolment in the Pre-Authorized Payment Plan may be revoked by the Director of Finance/Treasurer,if more than two(2)monthly payments fails to be honoured. If a taxpayer defaults on more than two(2)payments, the Director of Finance/Treasurer may cancel the privilege of any defaulting taxpayer to participate in the Pre-Authorized Payment Plan for one(1)year. Tax accounts disqualified from the program,shall revert to the regular installment billing system and be subject to penalty and interest in accordance with Municipal By-Laws. 7) A withdrawal request not honoured at the bank(ie,not sufficient funds or NSF or stop payment)will be subject to a service charge. The next payment will automatically be increased to include the dishonoured amount plus the service charge. 15-10 8) At the option of the taxpayer for new homes,that are not fully assessed,taxes will be estimated by the tax division. Monthly amounts will be applied until supplementary/omit assessment rolls are received from MPAC. Adjustments will then be made to clear taxes by end of next year's PAP cycle. 9) Taxpayers receiving supplementary/omit tax bills for new residential constructions may join the PAP plan at a monthly amount determined by the M division based on supplementary/omit bills issued and the current year's taxes that will result in all taxes being current by the end of the next PAP cycle. 2. THAT effective the 1996 taxation year,employees were permitted to make realty tax payments via payroll deduction,based on the number of pay periods over a calendar year and subject to the above applicable clauses. 3. THAT By-law#96-50 be repealed. 4. THAT the provisions of this by-law will be implemented for the November 1,2007 payment cycle. By-Law read a first and second time this 29th day of October 2007. By-Law read a third time and finally passed this 29th day of October 2007. arlie:' ,00fity 1�or Patti .B e; toipal Clerk 15-11 Attachment"B" Report FND-009-'14 THE CORPORATION OF THE MUNICIPALITY OF CLARING T ON BY-LAW NO. 2014- T6 amend By-Law#07-209 Being a by-law to authorize the establishment of Optional Pre-Authorized Payment Plans for Taxes WHEREAS pursuant to Section 342 &345(l 0) Discount of the Municipal Act, 2001, Chapter M-45, the Municipality is empowered to pfovide for the payment of realty taxes by instalments and is further empowered to invoke penalties and discounts; . AND WHEREAS.the Municipality is further empowered to direct that such monies be paid by the person charged with payment into banks as authorized by the said section of the Municipal Act; NOW THEREFORE THE COUNCIL OF THE CORPORATION 6P THE MUNICIPALITY OF CLARINGTON ENACTS AS FOLLOWS: 1. Where it refers to Pre-Authorized Payment System, it will now read "Pre-Authorized Payment Plan (PAP)" 2. The-following sections are amended as follows: (1) In'this By-law, PRE-AUTHORIZED PAYMENT PLAN means the withdrawal of taxes from the taxpayer's financial institution through electronic funds transfer either monthly or by instalment dates determined each year by the Tax Collector. (2) Residential, industrial and commercial realty taxpayers of the Corporation of the Municipality of Clarington may enroll in an optional PAP to provide for the payment of realty taxes, and other charges collected in a like manner as taxes, in either monthly increments or by instalment dates in any year. The payments will be made by pre- authorized withdrawal from the taxpayer's financial institution. (7) A withdrawal request not honored at the bank(ie. Non-sufficient funds (NSF), Stop Payment„etc.)for taxpayers enrolled in the Monthly Pre- Authorized Plan will be subject to a service charge.The next monthly withdrawal will automatically'be increased to include the dishonored amount plus the service charge. A request not honoured at the bank (ie. Non-sufficient funds (NSF), Stop Payment, etc.)for taxpayers enrolled in the Pre-Authorized Instalment Plan must be paid in full by the taxpayer or their representative using an alternative method of payment including the service charge and interest prior to the 15th of the following month or the tax account may be removed from the plan. The following sections will be added under conditions: (10)The instalment Pre-Authorized payment plan will commence June 1, 2014 for the September 2014 instalment. (11)lnstalment'dates are set by the Tax Collector each year in accordance with the Municipal Act, 2001,through the tax rate by-law approved by Council. BY-LAW passed in open session on this'28th day of April 2014. Adrian Foster,Mayor Patti Barrie,Clerk 15-12 Clar! JU MEMO Leading the Way 40 CLERK'S DEPARTMENT To: Mayor Foster and Members of Council From: Anne Greentree, Deputy Clerk Date: April 11, 2014 Subject: GENERAL PURPOSE & ADMINISTRATION COMMITTEE MEETING AGENDA— APRIL 14, 2014 — UPDATE File: C05.GENERAL PURPOSE AND ADMINISTRATION Please be advised of the following amendments to the GPA agenda for the meeting to be held on Monday, April 14, 2014: 6. DELEGATIONS See attached Final List. (Attachment#1) 20. (a) Correspondence from Jeff Goldman, Principal, Durham Custom Homes, Concerning the Public Meeting (Agenda Item 5(A)) Regarding an Application to Construct an LCBO Retail Store and an Inter-Parcel Laneway, Report PSD-021-14 (Attachment#2) f '� rl ne r entree, De uty Clerk AG/jeg cc: F. Wu, Chief Administrative Officer Department Heads CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 F 905-623-6506 Attachment #1 of Update Memo FINAL LIST OF DELEGATIONS GPA Meeting: April 14, 2014 (a) David Hannah Regarding a Request for Compensation Resulting from Damage of a Municipally Owned Tree (b) Valerie Cranmer, Valerie Cranmer & Associates Inc., Regarding Proposed Official Plan Amendment and Zoning By-law Amendment by Republic Live Inc. ATTACHMEgT TO DURHAM 1552 Bayview Avenue, Suite 2 CUSTOM Toronto, ON M4G 3B6 HOMES Phone 416-485-8805 Fax 416-485-8806 The evolution of homebuilding. April 8, 2014—By E Mail Attachment Mr. Paul Wirch Planner Corporation Of The Municipality of Clarington 40 Temperance Street Bowmanville, Ontario LIC 3A6 Dear Mr. Wirch: Re: Proposed Location for LCBO, 4 Darlington Blvd., Courtice File No.: ZBA 2014-0005 I am writing with regards to the above-captioned new planning application as noted in the March 20, 2014 E-Update provided by the Planning Services Department of the Municipality of Clarington. We are, through various associated companies, the owners of approximately 25 acres of residential and commercial development lands (including valley lands) east and south of the proposed LCBO location at 4 Darlington Blvd.. These lands are shown on the attached map as Areas A, B, C and D and include the residence at 15 Darlington Blvd. While we do not wish to interfere in the business of private enterprise, we do have concerns from planning and neighbourhood impact perspectives as to the appropriateness of the proposed location for what will be a very busy, and at 10,000 sq. ft., large, retail outlet. Moreover, even though the establishment of an LCBO store in this neighbourhood is generally desirable, piecemeal approval of a major retail enterprise without consideration of possibly superior locations, is short-sighted and certainly not in keeping with the vision so carefully planned via the recent establishment of the Courtice Main Street Secondary Plan. As a neighbouring property owner and a long time land developer in the community, my concerns from a planning perspective regarding the proposed LCBO location are as follows: Traffic Areas A and C on the attached map are future residential development properties that have been approved by the Municipality for the construction of up to 186 residential units. In order to obtain such approval, we were required to conduct, at our expense, a number of traffic studies to address the impact of our development on the neighbourhood. Area residents were greatly concerned about traffic infiltration onto Darlington Blvd. despite the fact that our future development will have access/egress directly onto Ding Street (Highway 2) as well as onto Darlington Blvd. The proposed LCBO location 1 will be accessed primarily via Darlington Blvd. and will generate far more daily traffic than our future development. I am informed however, that none of the following measures have been undertaken: • A traffic study to determine impact upon the neighbourhood • Consideration as to the likely significant stacking of cars on Darlington Blvd. waiting to turn right or left onto Highway 2. • Required upgrades to either Darlington Blvd. and/or the Darlington Blvd.Narcoe Rd/.Highway 2 intersection as a result of greatly increased traffic. It would seem appropriate that such matters be fully investigated prior to approval of the subject application. Municipal Services Darlington Blvd. is not yet on full urban services including sewers and stone water drainage. The urbanization of this street is scheduled for the future but by my reading of the 2014 budget, is not to occur this year. A full determination of when such services will be brought to the proposed LCBO site is worth consideration prior to approval. The further question of whether the owner of the site would be required to contribute to any infrastructure, drainage or road upgrades required for the retail outlet to be properly constructed also merits consideration. Community Transitions The proposed location of this major retail enterprise will be immediately adjacent to existing residential properties without any transition. While one might question the wisdom of whether it is in the best interests of a retailer to build a store partially hidden from view to passing traffic, the greater question might be whether locating such a substantial enterprise right next to an established residential neighbourhood represents good planning. Best Location? We fully respect the right of any business to locate where they believe they will do best, subject to appropriate government oversight and approvals. We were somewhat surprised however,by the application for an LCBO in the proposed location as our representatives had contacted this agency last year with regards to the possibility of locating on our commercial lands on Highway 2, approximately 150 hundred metres east of the proposed site only to be told that the LOBO was not interested in locating in the Darlington neigbourhood. As it now appears that the LCBO may have changed its view regarding a Courtice location, a planning decision is required to determine whether the proposed site serves both the community's and business interests best. Our commercial site(Area `B' on the attached map)has been approved for approximately 37,000 sq. ft. of retail and office commercial space, depending on configuration. The site is fully approved for development pending site plan approval, such approval being dependent on the final building configuration. All services are at the property line including stormwater drainage via existing systems on Highway 2. As such, the timing for approval and building of an LCBO outlet on our site could be considerably earlier than that required for the proposed location. 2 Comprehensive Planning Given current approvals, our land assembly could yield about 500 residential units and almost 50,000 sq. ft. of retail/coimnercial space to the Darlington neighbourhood. The Courtice Main Street Secondary Plan recognizes our lands as one of the key areas for high density residential development in Clarington. Development of these lands as such will assist the Municipality in meeting its density targets for the future. We are furthermore delighted by the location of the Tooley's Mill Outdoor Event Area and Farewell Creek Walking Trail Trailhead immediately east of our lands. To date,we have had several meetings and consultations with Municipal Officials as to how we can work co-operatively to develop these community assets. These discussions have included such matters as: • Exploring the provision of safe vehicular and pedestrian access to these amenities via signalized access from Highway 2 onto our property with a driveway leading to Tooley's Mill as the current access via Old Kingston Road is very poor. • Possible use of some our lands to accommodate parking for the Tooley's Mill park (we have already allowed for temporary use of our lands for events over the past two years) • Possible dedication of our valley lands prior to development of our properties (instead of at the time development applications are approved) to advance the construction of the Farewell Creek Walking Trail. The location of a major retail outlet such as an LCBO on our lands subject to terms and conditions agreeable to all parties, could be the necessary lynchpin required to move our development forward and achieve mutually beneficial gains. It may also represent better overall planning for the neighbourhood given the concerns previously sited. I trust that this matter will be given full consideration at the upcoming General Purpose and Administration Committee on April 14. As always, I am available if there are any questions or concerns regarding this matter. Yours truly, Jeff Golman Principal cc: Members of Council Mr. D.Crome Mr.T.Cannella 3 n � 0. 0 f ti ' . !y. '} ILI yt y rA LL ty r $• O�i r .� •a ja� Vie: � :r �... ° roa CID fix: � �} } .�,, �• � � :,�.�t ...-•;'�� � �� x- .L w,.z �;�;r� � .• �c� .. sem' ..:: ,'+'��"� � �j;i L. ���Y tic*{ ��1�•�� „�t�'.:+�� �� •� C9 i e%4,,.�L�y�t�IJ T. 404 s . CID rl cLf 1i. OR Tp �]• M C r. � HANDOUTS/CIRCULATIONS GPA Application By: Courtyard Property Investments Inc . Claringmn Planning Services Department nl Dlj,,HAM!IIGN AY 2 r' JZ 5 J O CO ti C7 Z Q _ ql- Tr HIGH la AY v v - 3 -�ftm .:ICS 1170* qw f SSO HIS L€ .. 4 .' ❑ � , �I Q _ qa � #�* Tr HIGH la _ AY v v - 3 1170* qw six Esso .« :* Context i r � • u is Comments Lj�W, 4 v� o� .&.'... �r VF Park*ing V . � 'i .:' 4 Una AL a ' L :"`4 Land Traffic UDesign • • • : • • Bowmanville nl Dlj,,HAM!IIGN AY 2 r' JZ 5 J O CO ti C7 Z Q 14/04/2014 Key Project Dates - LCBO • LCBO Lease Signed • October 23, 2013 • Substantial Completion • September 15, 2014 of Base Building • Turnover of Completed • October 111, 2014 Shell Building • Financial Penalties • October 2nd, 2014 begin Key Construction Dates • Tender structural steel • April 21St (final for delivery June 16 structural drawings) • Apply for bldg permit • April 211t (allow 5 weeks) • Mobilize on site • May 3rd (walkway and entrance way begin) • Footings and • May 27th foundations commence • Building construction • Turnover October 1st (18 weeks) 1 REPUBLIC LIVE, INC . • BOOTS AND HEARTS MUSIC FESTIVAL SITE PLAN APPLICATION SITE PLAN APPLICATION • Submitted application on March 11, 2014 • Site plan covers both the Baker Farm and Rondeau property — use is for vehicle processing, emergency access, camping and related facilities • Recent issue regarding the use and access of the Rondeau property • Site plan assumes the surrendering of the aggregate license on the north half of the property — to accommodate vehicle processing and bus drop-off, pick-up and turnaround . 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I Issue • The south part of the property to be used for camping this year • MNR will not allow access through or usage of the pit area unless the license is surrendered — not very likely to happen in 2014 • Emergency services require 2 points of access to the area — one through the Baker property and a 2nd road access • Use of an upgraded road allowance on the west side on a temporary basis — discussed with Region and Municipality • To maximize traffic efficiency for patrons, neighbour's, and Regional Road 20 key stakeholders B DAI Ii. . Atop, . 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