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HomeMy WebLinkAbout09/08/2014 General Purpose and Administration Committee Minutes September 8, 2014 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, September 8, 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 arrived at 10:55 a.m. Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Deputy Fire Chief, Mark Berney Deputy Clerk, J. Gallagher Committee Coordinator, M. Chambers Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Novak declared a pecuniary interest in Report COD-016-14 regarding Contract Awards During Council Recess. ANNOUNCEMENTS Councillor Neal announced the following upcoming events:  Clarington Museums and Archives’ Heritage Harvest on Saturday, September 27, 2014 at 4:00 p.m., at Tooley’s Mill Park, Courtice.  Clarington Older Adult Strategy Initiative Public Input Meeting, Tuesday, September 30, 2014 from 9:30 a.m. to 11:00 a.m. at the Courtice Community Complex. - 1 - General Purpose and Administration Committee Minutes September 8, 2014 Councillor Novak announced the following upcoming events:  Region of Durham’s 40th Anniversary Celebration on Tuesday, September 9, 2014 from 5:00 p.m. to 9:00 p.m. at the Regional Headquarters.  Grand Opening of “That’s My Spot” on Wednesday September 10, 2014 at 2:00 p.m., at 680 Longworth Avenue, Bowmanville.  th Gallery on the Farm 12 Annual Farm Tour on Thursday, September 11, 2014 from 11:45 a.m. to 4:30 p.m., at 1721 Regional Road 3, Enniskillen.  Re-Grand Opening of “TruBliss Yoga” on Saturday, September 13, 2014, from 11:00 a.m. to 3:00 p.m. at 1415 King Street, Courtice.  Terry Fox Run on Sunday, September 14, 2014 at 10:00 a.m., starting at Bowmanville Memorial Park.  Re-Grand Opening of the “Sylvan Learning Centre” on Sunday, September 14, 2014 at 11:00 a.m., at 1450 Highway 2, Courtice.  Solina Fall Harvest Supper on Saturday, September 13, 2014 at 6:30 p.m. at the Solina Community Hall. Councillor Partner announced the following events:  Kendal United Church Variety Concert on Saturday September 13, 2014 at 6:30 p.m., at the Kendal United Church.  Annual Orono Chili Cook-Off & Baking Competition, Saturday, September 27, 2014 from 10:00 a.m. to 5:00 p.m., Downtown Orono.  Spirited Oktoberfest Day, Sunday September 28, 2014 at 2:00 p.m., at the Tyrone Community Centre.  Congratulations to the Kendal Eagles for winning the 2014 Senior Provincial Championship. Councillor Woo announced the following events:  nd Orono Agricultural Society’s 162 Orono Fair was a successful event.  Grand Opening of “East Hill Outdoors”, Saturday September, 6, 2014, at 4131 Highway 35/115, Orono.  Newcastle United Church Euchre every Friday evening from 7:00 p.m. to 9:00 p.m., at the Newcastle United Church.  Tim Horton’s Smile Cookies will be on sale on Monday September 15, 2014, from 8:00 a.m. to 8:00 p.m., at all Tim Horton’s Restaurants. Councillor Hooper announced the following events:  Clarington Older Adults Association’s Annual Open House and Registration Wednesday, September 3, 2014 at the Clarington Beech Centre. - 2 - General Purpose and Administration Committee Minutes September 8, 2014  Clarington Older Adult Strategy Initiative Public Input Meetings: Wednesday, September 17, 2014 from 1:00 p.m. to 2:30 p.m. at the o Newcastle and District Recreation Complex, Newcastle. Wednesday, September 17, 2014 from 7:00 p.m. to 8:30 p.m. at the o Clarington Beech Centre, Bowmanville. Tuesday, September 30, 2014 from 9:30 a.m. to 11:00 a.m. at the o Courtice Community Complex, Courtice Tuesday, September 30, 2014 from 6:30 p.m. to 8:00 p.m. at the Durham o County Senior Citizen Lodge, Orono.  Clarington Board of Trade Retail and Service Table on Wednesday, September 10, 2014 at the Municipal Administration Centre from 7:30 a.m. to 9:00 a.m.  The Mayor’s Annual Address on Thursday, September 11, 2014 from 5:30 p.m. to 8:30 p.m. at the Newcastle Community Hall.  Clarington Older Adults Association’s Fundraising Golf Tournament, Tuesday, September 16, 2014 at the Bowmanville Golf and Country Club.  Clarington Fire Fighters 3139 Golf Tournament on Friday, September 19, 2014 at Dalewood Golf Club.  Region of Durham Waste Fair, Saturday, September 20, 2014 from 10:00 a.m. to 3:00 p.m. at the Garnet. B. Rickard Recreation Complex.  Bowmanville Cemetery Tour, lead by the Bowmanville Museum Curator, Thursday September 11, 2014, from 6:00 p.m. to 9:00 p.m. at the Bowmanville Cemetery.  Terry Fox Run on Sunday, September 14, 2014 at 8:00 a.m. at the Bowmanville Memorial Park.  th 25 Annual Apple Festival, Saturday, October 17, 2014, Downtown Bowmanville.  Haydon HoeDown & Corn Roast, Saturday, September 20, 2014 from 4:00 p.m. to 11:00 p.m. at the Haydon Community Hall. Mayor Foster announced the following events:  th Maranatha Christian Reformed Church 50 Anniversary, Saturday, September 13, 2014 at 8:00 p.m. at Knox Christian School.  Flag Raising for Franco-Ontarian Day, Monday, September 15, 2014 at the Municipal Administration Centre.  Terry Fox Run, Sunday, September 14, 2014 at 8:00 a.m. at the Bowmanville Memorial Park.  nd Orono Agricultural Society’s 162 Orono Fair was a successful event. - 3 - General Purpose and Administration Committee Minutes September 8, 2014 MINUTES Resolution #GPA-453-14 Moved by Councillor Woo, seconded by Councillor Partner THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on June 23, 2014 be approved. CARRIED PUBLIC MEETING There were no public meetings. Mayor Foster chaired this portion of the meeting. DELEGATIONS DELEGATION OF BRITTANY LECLERC, MASONRYWORX, REGARDING PROTECTING LONG-TERM PROPERTY VALUE AND PROPERTY TAX ASSESSMENT IN CLARINGTON John Armstrong and Brittany LeClerc made an electronic and verbal presentation regarding the use of masonry products and protecting the long-term property values in the Municipality of Clarington. Their presentation included several examples of properties located in Clarington, including residential and commercial properties, that were constructed using masonry products. Mr. Armstrong advised the Committee that their objective is to encourage the use of masonry products in new developments in Clarington, encourage the long term durability of the properties in Clarington, and to protect and increase property values. Mr. Armstrong encouraged the Committee to urge the use of masonry products to ensure these communities are sustainable. He noted that many new developments are using lower cost products that quickly deteriorate and are expensive to maintain, which will result in property values decreasing. Mr. Armstrong added that the alternative is to use masonry products which provide more durable cladding. He noted that another consideration is the recent increase in insurance rates and claims due to the use of lower quality products. Mr. Armstrong concluded by asking the Committee to consider developing policies and guidelines to encourage the use of masonry products in Clarington developments to protect long term property values, protect the community against climate change, and to consider that these decisions will impact the Municipality over the next 100 years. - 4 - General Purpose and Administration Committee Minutes September 8, 2014 Resolution #GPA-454-14 Moved by Councillor Neal seconded by Councillor Hooper THAT the delegation of John Armstrong and Brittany LeClerc be received with thanks. CARRIED DELEGATION OF HANNU HALMINEN, H&H PROPERTIES REGARDING APPLICATIONS FOR ZONING BY-LAW AMENDMENT AND DRAFT PLAN OF CONDOMINIUM TO PERMIT A 79 UNIT STACKED TOWNHOUSE DEVELOPMENT IN COURTICE Hannu Halminen, H&H Properties, addressed the Committee and advised that he concurs with the recommendations contained in Report PSD-046-14 and thanked the Planning Department for their efforts. Mr. Halminen addressed the letter, received from Ron and Sue Young, concerning the entrance and exit to this proposed development. He informed that Committee that there have been extensive traffic studies conducted and the conclusion was that Gord Vinson Avenue was the only location for the entrance and exit to this development. Mr. Halminen added that there will be an emergency exit on to Townline Road, however a permanent entrance and exit is not permitted on a Regional Road. He concluded that there is a similar development located on Nash Road in Courtice, consisting of 180 units, and there have been no issues with traffic at this location. PRESENTATIONS There were no presentations. Councillor Woo chaired this portion of the meeting. PLANNING SERVICES DEPARTMENT APPLICATIONS FOR ZONING BY-LAW AMENDMENT AND DRAFT PLAN OF CONDOMINIUM TO PERMIT A 79 UNIT STACKED TOWNHOUSE DEVELOPMENT IN COURTICE APPLICANT: H & H PROPERTIES INC. Resolution #GPA-455-14 Moved by Councillor Neal, seconded by Councillor Novak That Report PSD-046-14 be received; - 5 - General Purpose and Administration Committee Minutes September 8, 2014 That the application to amend Zoning By-law 84-63, submitted by H & H Properties Inc. for the development of 79 unit medium density residential development, be approved; That the application for Draft Plan of Condominium, submitted by H & H Properties Inc., be supported, subject to the conditions deemed appropriate by the Director of Planning Services, at such time as Site Plan approval has been issued; That a By-law to remove the (H) Holding Symbol be forwarded to Council for approval at such time as the applicant has entered into a Site Plan Agreement; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-046-14 and Council’s decision; and That all interested parties listed in Report PSD-046-14 and any delegations be advised of Council's decision. CARRIED PROPOSED DRAFT PLAN OF SUBDIVISION AND REZONING TO PERMIT A 23 UNIT RESIDENTIAL DEVELOPMENT APPLICANT: ZEMER HOLDINGS LTD. Resolution #GPA-456-14 Moved by Councillor Hooper, seconded by Mayor Foster That Report PSD-047-14 be received; That the application for the proposed Draft Plan of Subdivision, submitted by Zemer Holdings Ltd. to permit the development of 23 residential units, be supported, subject to the conditions contained in Attachment 1 to Report PSD-047-14; That the Zoning By-law Amendment application, submitted by Zemer Holdings Ltd., be approved as contained in Attachment 2 to Report PSD-047-14; That, once all conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-047-14 and Council’s decision; and That all interested parties listed in Report PSD-047-14 and any delegations be advised of Council's decision. - 6 - General Purpose and Administration Committee Minutes September 8, 2014 REFERRED TO STAFF See following motions Resolution #GPA-457-14 Moved by Councillor Neal, seconded by Councillor Partner THAT the foregoing Resolution #GPA-456-14 be referred to Staff for a report to consider eliminating the 4 western units of Block 3, due to the proximity the railway crossing; and THAT the report be prepared for the September 22, 2014 General Purpose and Administration Committee Meeting. CARRIED APPLICATION TO PERMIT FOUR SEMI-DETACHED/LINKED LOTS (8 UNITS) HAVING A MINIMUM LOT FRONTAGE 17 METRES APPLICANT: ZEMER HOLDINGS LTD. Resolution #GPA-458-14 Moved by Mayor Foster, seconded by Councillor Novak That Report PSD-048-14 be received; That the application to amend the Zoning By-law 84-63 submitted by Zemer Holdings Ltd. be approved, and that the Zoning By-law Amendment, as contained in Attachment 1 to Report PSD-048-14, be passed; That once all conditions related to the creation of the lots and extension of Cotton Street have been satisfied as outlined in the Clarington Official Plan with respect to the removal of the (H) Holding Symbol, the By-law authorizing the removal of the(H) Holding Symbol be forwarded to Council for approval; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-048-14 and Council’s decision; and That all interested parties listed in Report PSD-048-14 and any delegations be advised of Council's decision. REFERRED See following motion - 7 - General Purpose and Administration Committee Minutes September 8, 2014 Resolution #GPA-459-14 Moved by Councillor Neal, seconded by Councillor Partner THAT the foregoing resolution #GPA-458-14 be referred to the September 22,2014 General Purpose and Administration Meeting. CARRIED ENGINEERING SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. EMERGENCY AND FIRE SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. Councillor Neal chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT DURHAM YOUTH COUNCIL Resolution #GPA-460-14 Moved by Councillor Novak, seconded by Councillor Hooper That Report CSD-012-14 be received; That meeting space be provided to the Durham Youth Council through the Clarington Public Library in accordance with Library’s Meeting Room Use Policy; That the Community Services Department provide the Community Grant Policy and a 2014 Grant Application to the Durham Youth Council; That, following the Municipal Election, Council appoint a representative to the Durham Youth Council Board of Directors; and That all interested parties listed in Report CSD-012-14 be advised of Council’s decision. CARRIED - 8 - General Purpose and Administration Committee Minutes September 8, 2014 TORONTO 2015 PAN AM GAMES TORCH RELAY EVENT Resolution #GPA-461-14 Moved by Councillor Woo, seconded by Councillor Partner That Report CSD-013-14 be received; That Council approve the Municipality of Clarington as a host community in the Toronto 2015 Pan Am Games Torch Relay scheduled to occur in June 2015; That staff be authorized to assist the TO2015 organizers in the planning and implementation of the Torch Relay activities, including assigning existing staff and resources from applicable departments; That the Chief Administrative Officer be authorized to execute the Toronto 2015 Pan Am Memorandum of Understanding, subject to the Director of Finance’s approval of the final insurance wording; That special event funding for the Clarington portion of the Pan Am Torch Relay and Community Celebration be referred to the 2015 budget process; and That all interested parties listed in Report CSD-013-14 be advised of Council’s decision. CARRIED Mayor Foster chaired this portion of the meeting. RECESS Resolution #GPA-462-14 Moved by Councillor Neal, seconded by Councillor Partner THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:41 a.m. - 9 - General Purpose and Administration Committee Minutes September 8, 2014 CLERK’S DEPARTMENT MEETING SCHEDULE – 2014 TO 2018 Resolution #GPA-463-14 Moved by Councillor Novak, seconded by Councillor Hooper That Report CLD-020-14 be received; That the meeting schedule, for the term of Council 2014 to 2018, attached as Attachment 1 to Report CLD-020-14, be approved. CARRIED FILMING ACTIVITIES WITHIN THE MUNICIPALITY Resolution #GPA-464-14 Moved by Councillor Hooper, seconded by Councillor Novak That Report CLD-021-14 be received; and That the amendments to the Clarington Special Events on Private Property By-law 2014-020, proposed in the by-law as Attachment 1 to Report CLD-021-14, be approved. CARRIED Councillor Traill arrived at 10:55 a.m. CORPORATE SERVICES DEPARTMENT PURCHASE OF PRE-BUILT PUMPER TRUCK Resolution #GPA-465-14 Moved by Councillor Hooper, seconded by Councillor Novak That Report COD-015-14 be received for information. CARRIED - 10 - General Purpose and Administration Committee Minutes September 8, 2014 CONTRACT AWARDS DURING COUNCIL RECESS Councillor Novak declared a pecuniary interest in Report COD-016-14, regarding Contract Awards During Council Recess, as she has a family member who is employed at one of the firms listed. Councillor Novak left the room and refrained from discussion and voting on this matter. Resolution #GPA-466-14 Moved by Councillor Woo, seconded by Councillor Traill That Report COD-016-14 be received for information. CARRIED FINANCE DEPARTMENT MUNICIPAL PERFORMANCE MEASURES PROGRAM - 2013 Resolution #GPA-467-14 Moved by Councillor Novak, seconded by Councillor Partner That Report FND-015-14 be received for information. CARRIED FINANCIAL UPDATE AS AT JUNE 30, 2014 Resolution #GPA-468-14 Moved by Councillor Hooper, seconded by Councillor Woo That Report FND-016-14 be received for information. CARRIED LIST OF APPLICATIONS FOR CANCELLATION, REDUCTION, APPORTIONMENTS OR REFUND OF TAXES Resolution #GPA-469-14 Moved by Councillor Woo, seconded by Councillor Partner That Report FND-017-14 be received; and That the Attachment 1 of Report FND-017-14, list of applications for cancellation, reduction, apportionments or refund of taxes, be approved. CARRIED - 11 - General Purpose and Administration Committee Minutes September 8, 2014 SOLICITOR’S DEPARTMENT NEWCASTLE COMMUNITY HALL BOARD BY-LAW Resolution #GPA-470-14 Moved by Councillor Partner, seconded by Councillor Woo That Report LGL-008-14 be received; and That the By-law, attached to Report LGL-008-14 as Attachment 1, be adopted. CARRIED The Solicitor’s Department report LGL-007-14 was considered under the Confidential Reports section, later in the meeting. SUSPEND THE RULES Resolution #GPA-471-14 Moved by Councillor Woo, seconded by Councillor Traill THAT the Rules of Procedure be suspended to allow Members of Committee to ask the Director of Engineering additional questions. CARRIED RECESS Resolution #GPA-472-14 Moved by Councillor Novak, seconded by Councillor Traill THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:27 a.m. EPINEPHRIN AUTOINJECTORS ON EMERGENCY & FIRE SERVICES VEHICLES Resolution #GPA-473-14 Moved by Councillor Novak, seconded by Councillor Hooper That Staff be directed to prepare a report regarding the possibility of provisioning the Emergency & Fire Services vehicles with “epinephrine autoinjectors”, (ie. Epi-Pens). CARRIED - 12 - General Purpose and Administration Committee Minutes September 8, 2014 CHIEF ADMINISTRATIVE OFFICER There were no reports to be considered under this section of the Agenda. UNFINISHED BUSINESS There were no items to be considered under this section of the Agenda. OTHER BUSINESS PROTOCOL FOR COUNCIL APPOINTED ADVISORY COMMITTEES Resolution #GPA-474-14 Moved by Councillor Novak seconded by Councillor Hooper WHEREAS the Protocol for Council Appointed Advisory Committees was approved by Council in 2004 with a purpose to establish standardized Rules of Procedure for Council Appointed Advisory Committees; AND WHEREAS the Protocol states the Term of Committees as follows: “The term of the committee shall coincide with the term of Council or as otherwise indicate in the specific Terms of Reference for the Committee. In general, a Committee shall not meet between the time of the municipal Council elections and the appointment of a new Committee by council, unless considered necessary by the relevant liaison.” AND WHEREAS the term of the current Council expires on November 30, 2014 with the term of the new Council beginning on December 1, 2014; AND WHEREAS the historical process for appointments to Boards and Committees begins with appointment advertisements in November of the election year, and results in appointments being made by Council in January of the following year; AND WHEREAS this delay of Committee activity can impact the progress and momentum of the Advisory Committees; NOW THEREFORE BE IT RESOLVED THAT the Term for the Advisory Committees, which do not have specific Terms of Reference, be extended until their successors are appointed. CARRIED AS AMENDED (See following motion) - 13 - General Purpose and Administration Committee Minutes September 8, 2014 Resolution #GPA-475-14 Moved by Councillor Neal, seconded by Councillor Novak THAT the last paragraph of the foregoing Resolution #GPA-474-14 be amended by adding the following, to the last sentence: “with the exception of all non-returning Members of Council currently sitting on these Advisory Committees.” CARRIED The foregoing Resolution #GPA-473-14 was then put to a vote and carried as amended. POLICY FOR THE ESTABLISHMENT OF A STANDARDIZED, TRANSPARENT AND FAIR PROCESS FOR COUNCIL APPOINTMENTS TO BOARDS AND COMMITTEES Resolution #GPA-476-14 Moved by Councillor Novak, seconded by Councillor Hooper WHEREAS the existing process for Council appointments to Boards and Committees involves:  Staff posting and advertising of appointment opportunities,  Staff compiling the applications,  Council considering the applications, and  Council making the appointments. AND WHEREAS the existing process has been criticized for its apparent lack of transparency; NOW THEREFORE BE IT RESOLVED THAT staff be directed to report back in January 2015 on a recommended policy for the establishment of a standardized, transparent and fair process for council appointments to boards and committees. CARRIED AS AMENDED (See following motion) - 14 - General Purpose and Administration Committee Minutes September 8, 2014 Resolution #GPA-477-14 Moved by Councillor Neal seconded by Councillor Traill THAT the foregoing Resolution #GPA-476-14 be amended to add the following to the last sentence, after the word “policy”: “including the Council voting procedure” CARRIED The foregoing Resolution #GPA-476-14 was then put to a vote and carried as amended. REQUEST FOR CITY OF OSHAWA TO CONTRIBUTE FINANCIALLY TO THE RESEARCH PROJECT REGARDING THE IMPACTS OF THE PROPOSED CLARINGTON TRANSFORMER STATION Resolution #GPA-478-14 Moved by Councillor Neal, seconded by Councillor Traill That the Municipality of Clarington formally request that the City of Oshawa financially contribute matching funds to the University of Guelph’s study, proposed by Dr. Beth Parker, Dr. Jana Levison and Dr. John Cherry, for an independent analysis of the potential hydrogeologic impacts of the proposed Clarington Transformer Station research project. CARRIED BY-LAW REGARDING REDUCING THE ADVERSE EFFECTS OF THE MAJOR DEVELOPMENTS ON THE OAK RIDGES MORAINE Resolution #GPA-479-14 Moved by Councillor Neal, seconded by Councillor Partner THAT the matter of the draft by-law, proposed by Councillor Neal regarding reducing the adverse effects of major developments on the Oak Ridges Moraine affecting the quality and quantity of the water of its residents, be referred to Staff to report back at the General Purpose and Administration Committee meeting of September 22, 2014. CARRIED - 15 - General Purpose and Administration Committee Minutes September 8, 2014 CONGRATULATORY LETTER TO REPUBLIC LIVE Resolution #GPA-480-14 Moved by Councillor Partner, seconded by Councillor Woo THAT Mayor Foster be directed to send a letter to Republic Live congratulating them on the success of the 2014 Boots and Hearts Music Festival. CARRIED IMPACT OF 2014 BOOTS AND HEARTS MUSIC FESTIVAL AND 2014 NASCAR RACE ON THE LOCAL AND REGIONAL ECONOMY Resolution #GPA-481-14 Moved by Councillor Traill, seconded by Councillor Neal That Staff, working in conjunction with the Clarington Board of Trade, be directed to prepare a report regarding the impact on the local and regional economy of:  the 2014 Boots & Hearts Music Festival; and  the 2014 Nascar Race at Canadian Tire Motorsport Park. CARRIED COMMUNICATIONS There were no items considered under this section of the Agenda. CONFIDENTIAL REPORTS WEST BEACH EXPROPRIATION - CLAIM OF BONNIE NICHOLSON Resolution #GPA-482-14 Moved by Councillor Novak, seconded by Councillor Traill That the Confidential Report LGL-007-14 be received; and That the Municipal Solicitor be authorized to sign the Minutes of Settlement attached to Report LGL-007-14 as Attachment 1. CARRIED - 16 - General Purpose and Administration Committee Minutes September 8, 2014 ADJOURNMENT Resolution #GPA-483-14 Moved by Councillor Partner, seconded by Councillor Woo THAT the e a adjourn at 1:09 p.m. CARRIED MAY EPUTY CLERK - 17 -