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HomeMy WebLinkAbout02/23/2015General Purpose and Administration Committee Agenda Date: February 23, 2015 Time: 9:30 AM Place: Council Chambers If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Audio Record: The Municipality of Clarington makes an audio record of General Purpose and Administration Committee meetings. If you make a delegation or 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 a. Minutes of a Regular Meeting of February 2, 2015 4 -1 5. Public Meetings a. Application for a Proposed Zoning By -law Amendment 5 -1 Applicant: Sharon Melville Report: PSD- 012 -15 b. Application for a Proposed Zoning By -law Amendment 5 -3 Applicant: Dr. R.J.G.C. Inc. Report: PSD- 013 -15 6. Delegations 6 -1 a. Mary-Anne Pietrusiak, Epidemiologist, Region of Durham Health Department, Regarding the Launch of Health Neighbourhoods b. Kerri King, Tourism Manager, Region of Durham, Regarding the Durham Festival Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 905 - 623 -3379 G. P. &A. Agenda 2 February 23, 2015 7. Presentations No Presentations 8. Planning Services Department (a) PSD- 012 -15 A Rezoning Application by Sharon Melville to Replace 8 -1 Two Existing Dwellings with One 'New Detached Dwelling within the Floodplain of the Soper Creek (b) PSD - 013 -15 An Application by Dr. R.J.C.G. Inc. to Rezone Lands 8 -8 at 2021 Green Road for a Mixed Use.Building 9. Engineering Services Department No Reports 10. Operations Department (a) OPD- 001 -15 . 2014 Winter Budget Report 10 -1 11. Emergency and Fire Services Department No Reports 12. Community Services Department (a) CSD- 001 -15 Community Services — 2014 Year End Review 12 -1 13. Municipal Clerk's Department (a) CLD- 006 -15 Procedural By -law and Related Policies— 13 -1 Improvement and Efficiency Amendments (a) CLD- 008 -15 Appointments to Various Boards & Committees — 13 -54 2015 -2018 (c) CLD- 009 -15 2015 Volunteer Celebration Event 13 -63 14. Corporate Services Department (a) COD - 003 -15 Joint Health and Safety Committee — 2014 Summary 14 -1 15. Finance Department No Reports G. P. &A. Agenda 3 February 23, 2015 16. Solicitors 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- 004 -15 Clarington v. Waste Management of Canada Claim for Royalties 22. Adjournment ClaritwnGeneral Purpose and Administration Committee Minutes February 2, 2015 If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Minutes of a meeting of the General Purpose and Administration Committee held on Monday, February 2, 2015 at 9:30 AM in the Council Chambers. Roll Call Present Were: Mayor A. Foster Councillor S. Cooke Councillor R. Hooper Councillor J. Neal Councillor W. Woo arrived at 9:34 AM Absent: Councillor W. Partner Councillor C. Traill Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Deputy Fire Chief, M. Berney Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning. Services, D. Crome Municipal Clerk, A. Greentree Director of Operations, F. Horvath Director of Corporate Services & Human Director of Finance/Treasurer, N. Taylor Deputy Clerk, J. Gallagher Committee Coordinator, M. Chambers Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest Resources, M. Marano There were no disclosures of pecuniary interest stated at this meeting Councillor Woo arrived at 9:34 AM. - 1 - 4 -1 General Purpose and Administration Committee Minutes February 2, 2015 Announcements Councillor Cooke announced the following upcoming events: • Rotary Club of Courtice, Early Act Club's "Event to End Polio" at Dr. G. J. MacGillivray Public School on Friday, January 30, 2015. • Grand Opening of One Love One Dream Bridal on Saturday, January 31, 2015. • Visual Arts Centre of Clarington, Art from High Schools on display from February 1 to February 22, 2015. • Hydro One Community Update at Solina Hall on Wednesday, February 4, 2015 between 6:00 and 8 :00 PM. Councillor Hooper announced the following: • Represented the Mayor at the Port Perry Anglers Associations meeting. • 3rd Annual Bowmanville Tackle Swap and Fishing Show on Saturday, February 1, 2015 at the Garnet B. Rickard Recreation Complex. • Visual Arts Centre of Clarington's, Art from High Schools on display from February 1 to February 22, 2015. Councillor Woo announced the following: • 3rd Annual Bowmanville Tackle Swap and Fishing Show on Saturday, February 1, 2015 at the Garnet B. Rickard Recreation Complex. • Gift from the Heart, LifeSmiles, No cost dental services on Saturday, February 7, 2015 from 8:00 AM to 4:00 PM at the Massey Building in Newcastle. • Blood Donor Clinic on Tuesday, February 3, 2015 from 3:30 PM to 7:30 PM at the Newcastle Community Hall. • Clarke High School Forum regarding low enrollment on Monday, February 9, 2015 at 6:30 PM. Mayor Foster announced the following: • Organization of Canadian Nuclear Industries meeting with Korean journalists on Tuesday, February 3, 2015 in Mississauga. • Greater Toronto Area & Hamilton Mayors & Chairs meeting on Friday, February 6, 2015 at 9:30 AM at the Region of Durham Headquarters in Whitby. • Northumberland- Durham Interclub Skating Competition on Saturday, February 7, 2015 at 11:00 AM at the Orono Arena. - • Mayor's For the Gift of Art Gala on Saturday, February 7, 2015 from 7:30 PM to 11:00 PM at the Bowmanville Library. -2- 4 -2 General Purpose and Administration Committee Minutes February 2, 2015 Minutes Resolution #GPA- 054 -15 Moved by Councillor Hooper, seconded by Councillor Cooke That the minutes of the Special meeting of the General Purpose and Administration Committee held on January 16, 2015 and the regular meeting of the General Purpose and Administration Committee held on January 19, 2015, be approved. CARRIED Public Meeting There were no public meetings. Delegations Delegation of Michael Hackenberger, Bowmanville Zoo, Regarding PSD- 010 -15, Street Names in Farsight Homes Subdivision Michael Hackenberger advised staff during the meeting that he would be unable to attend. David Stuckless, Magnetsigns, Regarding a Mobile Sign Company Licence David Stuckless was present regarding the denial of his mobile sign company licence. He stated that he is required to have his licence to operate in the Municipality of Clarington. Mr. Stuckless explained that currently he has two businesses in Clarington which include a mobile sign company and a spa located in Courtice. He advised the Committee that he has already lost out on business for the month of January which includes approximately $1500 in income. Mr. Stuckless concluded by listing several of the businesses that he currently provides signs for, potential future clients, and that he cannot provide service to his clients without this licence. He urged the Committee to approve his licence application. Resolution #GPA - 055 =15 Moved by Councillor Neal, seconded by Councillor Hooper That the 2015 Mobile Sign Licence of David Stuckless be renewed with the proviso that Mr. Stuckless sign a "last chance agreement" to the satisfaction of Staff; and That, if there are any further violations, the licence will be revoked immediately. CARRIED -3- .91 mi General Purpose and Administration Committee Minutes February 2, 2015 Peggy Brain, Regarding By -law 93 -144, Sidewalk Snow Removal and Clearing Ms. Brain, local resident, was present regarding her concerns about the Snow Clearing By -law 93 -144. She requested that the Municipality take back the responsibility of sidewalk clearing for all of the sidewalks in the Municipality of Clarington as she believes that the sidewalks belong to the Municipality, not the residents. Ms. Brain added that the current by -law results in non - sidewalk residents benefitting from the efforts and money expended by residents adjacent to the sidewalks. Ms. Brain advised that, last winter, she contacted Councillor Partner regarding her concerns regarding removing responsibility of sidewalk snow clearing from the homeowners. She stated that the matter was considered by Council and not approved. She continued by listing several scenarios in her neighbourhood regarding her neighbours' personal situations and issues with snow removal which have occurred in past winters. Ms. Brain explained that these situations resulted in her neighbours being unable to clear their sidewalks. Ms. Brain added that, as a result they were fined for failing to remove the snow from their sidewalks. Ms. Brain noted that she feels the residents should not be at the "beck and call" of the snow and that snow fall should not impede their daily life. She added that she has looked at the website and although very informative, she was unhappy with the method of free sand distribution. Ms. Brain feels that it is unfair to expect the residents to bring their own method of transporting the free sand and a shovel in order to transport it to their residence. Ms. Brain stated that there are several municipalities that assume the responsibility of clearing residential sidewalks including City of London and the City of Kawartha Lakes. She concluded by restating her concern with the by -law and that the tax dollars should be put towards clearing the sidewalk and other safety related items. Resolution #GPA- 056 -15 Moved by Councillor Neal, seconded by Councillor Hooper That the matter of sidewalk snow removal, for all of the sidewalks in the Municipality of Clarington, be referred to Staff for a report regarding the cost to the Municipality to clear all of the sidewalks in Clarington. CARRIED Recess Resolution #GPA- 057 -15 Moved by Councillor Woo, seconded by Councillor Hooper That the Committee recess for 15 minutes. CARRIED 4 -4 General Purpose and Administration Committee Minutes February 2, 2015 The meeting reconvened at 11:14 AM with Councillor Woo chairing this portion of the meeting. Presentations There were no presentations. Planning Services Department Street Names in Farsight Homes Subdivision, Bowmanville Resolution #GPA- 058 -15 Moved by Councillor Hooper, seconded by Councillor Neal That Report PSD- 010 -15 be received; That Council authorize the use of names associated with the Bowmanville Zoo in the draft approved plan of subdivision S -C 2005 -002; and That the Bowmanville Zoo, Farsight Homes and any delegations be advised of Council's decision. CARRIED Year End Report on Planning Activities for 2014 Resolution #GPA- 059 -15 Moved by Councillor Cooke, seconded by Mayor Foster That Report PSD- 011 -15 be received for information. 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. -5- HIM General Purpose and Administration Committee Minutes February 2, 2015 Community Services Department There were no reports to be considered under this section of the Agenda. Mayor Foster chaired this portion of the meeting. Clerk's Department Refreshment Vehicles /Municipal Peddlers Permits Resolution #GPA- 060 -15 Moved by Councillor Neal, seconded by Councillor Hooper That Report CLD- 002 -15 be received; That Clarington Refreshment Vehicle By -law 2004 -114, be repealed and the By -law included as Attachment 1 to Report CLD- 002 -15, be approved with the addition of the following: "Section 2.13(3) Notwithstanding clause 1(a) above, the Municipal Clerk may issue a licence for a period not exceeding 4 consecutive days if the owners or operators of all eating establishments within 60 meters of the proposed location of the refreshment vehicle consent to the issuance and all other requirements for issuance have been met." That the amendments to the Clarington Municipal Peddlers By -law 2005 -206, proposed in the By -law as Attachment 2 to Report CLD- 002 -15, be approved; That Council provide direction regarding zoning refinements for refreshment vehicles as detailed in Section 3.3 of Report CLD- 002 -15; and That all interested parties listed in Report CLD- 002 -15 and any delegations be advised of Council's decision. CARRIED AS AMENDED (See following motion) 4 -6 General Purpose and Administration Committee Minutes February 2, 2015 Resolution #GPA- 061 -15 Moved by Councillor Woo, seconded by Councillor Neal That the foregoing Resolution #GPA- 060 -15 by replacing paragraph four with the following: "That Staff be directed to pursue zoning refinements for refreshment vehicles as detailed in Section 3.3 of Report CLD- 002 -15." CARRIED The foregoing Resolution #GPA- 060 -15 was then put to a vote and carried as amended. Appointment to the Durham Trail Coordinating Committee Resolution #GPA- 062 -15 Moved by Councillor Cooke, seconded by Councillor Hooper That Report CLD- 007 -15 be received; That Paul Davidson be nominated as the Municipality of Clarington's appointee to the Durham Trail Coordinating Committee; and That all interested parties listed in Report CLD- 007 -15 be advised of Council's decision. CARRIED The vote on Resolution #GPA- 062 -15 was conducted in accordance with the Appointments to Boards and Committees Policy. Amendment to the Voting Process Resolution #GPA- 063 -15 Moved by Councillor Neal, seconded by Councillor Cooke That the appointments policy.be amended such that, if an appointment or appointments for a committee of board is pulled at Council, the procedure as outlined in the procedure for General Purpose and Administration Committee shall be repeated at Council, with all applicants being listed on the first ballot. CARRIED -7 -- 4 -7 General Purpose and Administration Committee Minutes February 2, 2015 Corporate Services Department Clarington Public Library — Courtice Branch Expansion Resolution #GPA- 064 -15 Moved by Councillor Cooke, seconded by Councillor Neal That Report COD - 001 -15 be received; That Dalren Limited, Cobourg, Ontario, with a revised total bid amount of $713,846.40 (net H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015 -2, be awarded the contract for Clarington Public Library — Courtice Branch Expansion as required by the Municipality of Clarington, Community Services Department; That the total funds required, in the amount of $820,923.36, be drawn from Account #110 -62- 440 - 85511 -7401 broken down as follows: $713,846.40 contract award and $107,076.96 contingency; That the Director of Finance/Treasurer be authorized to make application to the Region of Durham for a debenture in the amount of approximately $990,000.00 (to include construction, architect, furnishings, etc.) plus debenture costs to be financed, to the maximum amount allowable, from future development charges; and That all interested parties listed in Report COD - 001 -15 and any delegations be advised of Council's decision. CARRIED Priority Green Clarington - Green Development Standards, Guidelines and Incentives Resolution #GPA- 065 -15 Moved by Councillor Woo, seconded by Councillor Hooper That Report COD - 002 -15 be received; That the proposal received from Macaulay Shiomi Howson Limited and BrookMcllroy, being the highest ranked proponent meeting all terms, conditions and specifications of Request for Proposal RFP2014 -16, be awarded the contract for the Green Development Standards, Guidelines and Incentives with a bid amount of $67,853.57 (net H.S.T. Rebate); That the funds required, in the amount of $67,853.57, be drawn from Account #100 -50 -X- 10542 -7520 relating to Priority Green Clarington; and General Purpose and Administration Committee Minutes February 2, 2015 That all interested parties listed in Report COD - 002 -15 and any delegations be advised of Council's decision. CARRIED Finance Department There were no reports to be considered under this section of the Agenda. Solicitor's Department There were no reports to be considered under this section of the Agenda. Chief Administrative Officer There were no reports to be considered under this section of the Agenda. Unfinished Business There were no items to be considered under this section of the Agenda. Other Business Councillor Hooper announced that at the most recent Kawartha Conservation Authority Board meeting, Heather Stauble was appointed as the new Chair and Ted Smith as the Vice - Chair. Communications There were no items considered under this section of the Agenda. Confidential Reports There were no items considered under this section of the Agenda. 4 -9 General Purpose and Administration Committee Minutes February 2, 2015 Adjournment Resolution #GPA- 066 -15 Moved by Councillor Cooke, seconded by Councillor Hooper That the meeting adjourn at 11:49 AM. MAYOR 4 -10 W-TIM.T14-91 -10- DEPUTY CLERK 1 Leading the Way r Y PUBLIC MEETING aE S r r� e :4, -, REPORT PSD- 012 -15 SHARON MELVILLE NOTICE OF PUBLIC MEETING AND COMPLETE APPLICATION lc rvIurncipanry or uianngton has received a Complete Application for a proposed Zoning By -law Amendment. Applicant: Sharon Melville Proposal: To replace 2 existing dwellings and garages with a new dwelling and detached garage, within the floodplain of the Soper Creek Property: 345 King Street East, Bowmanville File Number: ZBA 2014 -0029 A Public Meeting to receive input on the application will be held on: DATE: Monday, February 23, 2015 TIME: 9:30 a.m. PLACE: Council Chambers, Second Floor, Municipal Administrative Centre, 40 temperance Street, Bowmanville, Ontario ANY person may attend the public meeting and /or make written or verbal comments on the proposal If you cannot attend the Public Meeting, you can: 1. Speak to Council at their meeting on Monday, March 2, 2015, 7 :00 pm Should you wish to appear before Council, you must register prior to 4:15 pm on the Friday in advance., Arrangements should be made through the Municipality of Clarington Clerk's Department at (905) 623 -3379, extension 2106. An oh -line form is also available on the Municipality's website, wwW.clarington.net under "Delegations" in the Service Clarington listing. 2. Write to the Planning. Director You can provide comments in writing on this application through the Planner Contact listed below. You can also request to be notified of Council's decision on the application. Additional Information and Planner Contact: Additional information relating to the application is available for inspection at the Planning Services Department, or by calling Bob Russell (905) 623 -3379, extension 2421, or by e-mail at b russelICcDclarinciton. net. Other-Details our Clerk and Lawyer want you to know: In order to have your name appear on the agenda published on Thursday prior to the meeting, requests for delegations. must be received by the Clerk's Department no later. than 12 noon on the Wednesday prior to the meeting. 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. If a person or public body does not make oral submissions at a public meeting or make written submission before the by -law is passed; and /or before the approval authority gives or refuses to give approval to the zoning by -law amendment, 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 at the Municipality of Clarington-this [`day of-15- 2015. Dav J. Crome, MCIP, RPP 40 Temperance Street Director of Planning Services Bowmanville; Ontario Municipality of Clarington L1C 3A6 cc: LDO 5 -1 cry I N Properly Location Map (Bowmanville) Al ^ str e r e t Driveway Ec3g�• ¢¢ Proposed House Subject Site Proposed Garage a 0t Bowmanville Cemetery ZBA 2014'- 0029 Zoning By -Law Amendment Applicant: Sharon Melville PUBLIC MEETING REPORT PSD- 013 -15 Leading the Way DR. R.J.C.G. INC. NOTICE OF PUBLIC MEETING The Municipality of Clarington has received a complete application to amend the Zoning By -law, Council is seeking public comments on'this application before making-a decision. Applicant: DR. R.J.C.G. Inc. Proposal: To permit the construction of a three - storey, mixed -use building with 825 square metres.(8,900 square feet) of commercial space on the ground floor and a combined total of 14 apartments on the second and third floors. Property: 2021 Green Road, Bowmanville File Number: ZBA 2014 -0032 A Public Meeting to receive input on the applications will be held on: DATE: Monday, February 23, 2015 TIME: 9:30 a.m. PLACE: Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, Ontario ANY person may attend the public meeting and /or make written or verbal comments on the proposal. If you cannot attend the Public Meeting, you can: 1. Speak to Council at their meeting on March 2, 2015, 7:00 pm Should you wish to appear before Council, you must register prior to 4:15 pm on the Friday February 27, 2015. Arrangements should be made through the Clerk's Department at (905) 623 -3379, extension 2106. An on -line form is also available on the website, www.clarington.net, under "Delegations" in the "Service Clarington" listing. 2. Write to the Planning Director You can provide comments in writing on this application through the Planner Contact listed below. You can also request to be notified of Council's decision on the applications. - Additional Information and Planner Contact: Additional information relating to the application is available for inspection at the Planning Services Department, or by calling Paul Wirch (905) 623 -3379, extension 2418 or by e-mail at pwirch(cD.clarington.net. Further details can be found on our website www.clarington.net under "Current Applications" in the Planning Services listing. Other Details our Clerk and Lawyer want you to know: In order to have your name appear on the agenda published on Thursday prior to the meeting, requests for delegations must be received by the Clerk's Department no later than 12 noon on Wednesday, February 18, 2015, 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. The personal information accompanying your submission is being collected under the authority of the Planning Act, R.S.O. 1990, c.P.13, as amended, and can form part of the public record which may be released to the public. Questions about this collection should be directed to the Clerk's Department at 905 - 623 -3379 extension 2102. If a person or public body does not make oral submissions at a public meeting or make written submission before the approval authority gives or refuses to give approval to the by -law, 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. Date Municipality of Clarington this 26 day of January 2015. Davi Crome, MCIP, RPP• 40 Temperance Street Director of Planning Services Bowmanville, Ontario Municipality of Clarington L1 C 3A6 cc: LDO - 5 -3 032 Applicant: Dr. R.J.C.G. Inc. N P Property oB an Map (Bowmanville) a a �w m /V z CD a 0 Z i3l LU S I Ct Ube 13 Site CO 13 0 0 113 13 13 13 13 Home z- 0 Depot 106: 0 0 1 LJ 71— LJL ZBA 2014 - 0032 Zoning By-Law Amendment Stevens Road ZBA2014 N P DRAFT LIST OF DELEGATIONS GPA Meeting: February 23, 2015 (a) Mary-Anne Pietrusiak, Epidemiologist, Region of Durham Health Department, Regarding the Launch of Health Neighbourhoods (b) Kerri King, Tourism Manager, Region of Durham, Regarding the Durham Festival 6 -1 Planning Services Public Meeting Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: - February 23, 2015 Report Number: PSD- 012 -15 Resolution: File Number: ZBA 2014 -0029 By -law Number: Report Subject: A rezoning application by Sharon Melville to replace two existing dwellings with one new detached dwelling within the floodplain of the Soper Creek Recommendations: 1. That Report PSD- 012 -15 be received; 2. That staff consider the public comments received in the further processing of the application for Zoning By -law Amendment (ZBA 2014 -0029) submitted by Sharon Melville, for permitting the construction of a dwelling in the floodplain of the Soper Creek; and 3. That all interested parties listed in Report PSD- 012 -15 and any delegations be advised of .Council's decision. .s Municipality of Clarington Report PSD- 012 -15 Page 2 Report Overview The Municipality is seeking public comments for an application it has received from Sharon Melville. The applicant is proposing to amend the Zoning By -law to permit 1 new dwelling and detached garage to replace 2 existing dwellings, each with an existing detached garage, on the lands at 345 King Street East, Bowmanville. 1. Application Details Owner /Applicant: Sharon Melville Proposal: To permit the construction of 1 new single detached dwelling replacing 2 existing single detached dwellings, all located in the floodplain of the Soper Creek and zoned Environmental Protection. Area: 0.502 hectares (1.24 acres) Location: 345 King Street East, Bowmanville Within Built Boundary: Yes 2. Background On the property there are currently 2 existing single detached dwellings that were constructed in 1940 and 1949. Both existing dwellings have an accessory detached garage. The applicant proposes to demolish the 2 existing dwellings and garages, and replace them with 1 new single detached dwelling and detached garage. The property occupies land considered to be within the Soper Creek Valley floodplain and is regulated by the Central Lake Ontario Conservation Authority. All of the property is zoned Environmental Protection. The applicant has discussed and negotiated the proposal with the Central Lake Ontario Conservation Authority. A pre - consultation meeting was held in June 2014 and the Rezoning Application was submitted on November 24, 2014. Municipality of Clarington Report PSD- 012 -15 FIGURE 1: Site Plan of Proposal 3. Land Characteristics and Surrounding Uses All of the triangle- shaped property is within floodplain as are the abutting municipally owned lands to the west. Much of the property is below top -of -bank and the remainder is not far above top -of -bank, of the Soper Creek Valley. Soper Creek is essentially the east boundary of the property. There are small wooded areas east and west of the property. Beyond the wooded area to the east is Bowmanville Cemetery, owned by Clarington. The vacant property to the west of the subject property is also owned by Clarington. Durham Highway 2 is at the north boundary of the property and it provides access to the property. Bowmanville Zoo, is located north and northwest of the property. There are several residences on the north side of Durham Highway 2 northeast of the property. 3 Es1? Municipality of Clarington Report PSD- 012 -15 FIGURE 2: The 2 Existing Houses on the Property Page 4 4. Provincial Policy Provincial Policy Statement The property is within an area identified as having significant Valleyland and significant Woodland. Development within or adjacent to these features is not permitted unless it has been demonstrated that there will be no negative impacts. For reasons identified below, staff are satisfied that there will be no negative impacts. Development shall generally be directed to areas outside of hazardous lands impacted by flooding and erosion hazards. However, some limited development may be permitted where the risk to public safety is minor or could be mitigated and floodproofing is done. No new hazards or adverse environmental impacts are to be created. Municipality of Clarington Report PSD- 012 -15 5. Official Plans Durham Regional Official Plan 5 The Durham Regional Official Plan designates the property Major Open Space Areas and in the Region's Durham Highway 2 Intensification Corridor. The predominant use of lands in the Major Open Space Areas shall be conservation, and a full range of agricultural , agricultural - related and secondary uses as well as agri- business, major recreational uses, commercial kennels and landscape industry uses. Area municipal official plans may further elaborate non - agricultural uses which are compatible with the character of Major Open Space Areas in urban areas. Durham Highway 2 is a Type B Arterial and a Regional Transit Spine. Clarington Official Plan The Clarington Official Plan designates the property Environmental Protection Area. No development, including construction of a detached dwelling is permitted. The reduction of 2 existing dwellings and, detached garages to 1 dwelling and garage along with the increase in distance of the buildings from Soper Creek means the proposal has less impact on the natural environment than the current situation. The Official Plan recognizes it is not possible or desirable to recognize all existing uses in the Official Plan. For a use, lawfully in existence prior to passage of the relevant Zoning By -law and which does not conform to this Plan, and continues to be lawfully used, shall be deemed legal non - conforming. The Official Plan states that it does not limit the authority of Council to pass a by -law permitting the extension of legal non - conforming uses, provided: a) Relocation is not feasible; b) The existing use situation is not aggravated; c) Size is appropriate for the existing legal non - conforming use; d) Health hazards /public nuisances are not generated; e) Neighbouring conforming uses are protected by buffering or other measures, if necessary; and f) Parking, access and traffic in the vicinity are not adversely affected. 6. Zoning By -law Zoning By -law 84 -63 zones the property Environmental Protection which does not permit any residential use, hence this application. 7. Public Notice and Submissions Public notice was given by mail to each landowner within 120 metres of the subject lands and a public meeting sign was installed on the frontage on (south side of) Durham LIM Municipality of Clarington Report PSD- 012 -15 Page 6 Highway 2. No inquiries on the subject application were received at the time this report was written. 8. Agency Comments The Central Lake Ontario Conservation Authority listed their 4 regulatory requirements to be included in the Zoning By -law Amendment. They also requested confirmation that Clarington Emergency and Fire Services will provide emergency response to the proposed residence in the event of a flood and such confirmation has been provided. A Central Lake Ontario Conservation Authority Permit will be required prior to any development on the property and only a minimal amount of clean fill will be permitted on the property in order to adequately flood proof the structures. Regional Planning and Economic Development noted the proposed use appears to be permitted by the policies of the Regional Official Plan and generally conforms to the policies of the Province's Growth Plan. There will be no significant transportation impact for the Region. Regional Works noted the applicant will be responsible for the cost of removing 1 water connection and 1 sanitary sewer connection, and pay the inspection fees for the 1 retained water connection and the 1 retained sewer connection. Veridian Connections had no comment. 9. Departmental Comments Engineering Services Clarington Engineering Services had no objection in principle, given Central Lake Ontario Conservation's approval of the proposal including the Grading Plan. Clarington Building Division noted Building Permits will be required for each of the two proposed buildings. Operations Clarington Operations noted no concerns with the application provided the driveway entrance remains in the same location. Emergency & Fire Services Emergency & Fire Services have no objection. 10. Discussion The rezoning is to permit the construction of a new single detached dwelling and detached garage in the Environmental Protection Zone. Central Lake Ontario Conservation Authority and Clarington staff have accepted the applicant's proposal without submission of an a Natural Heritage Evaluation, given that the two homes that currently exist on the site, will be demolished to allow for the new dwelling. E:M: Municipality of Clarington Report PSD- 012 -15 Page 7 The two existing dwellings, due to their age, are legal non - conforming. The Clarington Official Plan allows Council to pass a by -law permitting the extension or enlargement of legal non - conforming uses, buildings or structures, provided certain requirements are met. The grade of the site will be raised and no basement is permitted allowing the building to be reasonably floodproofed. The proposal appears to be a significant improvement over the existing situation. Staff will report back once all comments from the agencies have been analyzed and any comments from the public have been considered. 11. Conclusion The purpose of this report is to give the status of the application for the public meeting, and identify issues and comments received to date. It is appropriate to have the application continue being processed by staff. 12. Strategic Plan Application Not applicable. Submitted by: /5p&� Da,GdViCrome, MCIP, RPP Director of Planning Services Reviewed by: Franklin Wu, Chief Administrative Officer Staff Contact: Bob Russell, Planner II, 905 - 623 -3379 ext. 2421 or brussell(aD-clarington.net The following is a list of the interested parties to be notified of Council's decision: Sharon Melville DJC /CP /RLR /av /jp /df Planning Services Public Meeting Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: PSD- 013 -15 Resolution Number: File Number: ZBA 2014 -0032 By -law Number: Report Subject: An Application by Dr. R.J.C.G. Inc.to Rezone Lands at 2021 Green Road for a Mixed Use Building Recommendations: That Report PSD- 013 -15 be received; 2. That staff consider the public comments received in the further processing of the Zoning By -law Amendment application submitted by Dr. R.J.C.G. Inc. to permit the construction of a three - storey, mixed -use building; and 3. That all interested parties listed in Report PSD- 013 -15 and any delegations be advised of Council's decision. Municipality of Clarington Report PSD- 013 -15 Report Overview Page 2 The Municipality is seeking public comments on an application it has received. The proposal is located near the northeast corner of Green Road and Stevens Road in west Bowmanville. The Owner is seeking to rezone this property, into conformity with the Official Plan, in order to permit the construction of a 2,400 square metre (26,000 square feet), three - storey, mixed -use building. The proposed building would contain: 825 square metres (8,900 square feet) of commercial space on the ground floor; and Fourteen apartments on the second and third floors (various sizes). The purpose of this report is to receive public comments. 1. Application Details Owner: Dr. R.J.C.G. Inc. Agent: D.G. Biddle & Associates Inc. Proposal: To rezone a property, into conformity with the Official Plan, in order to permit the construction of a three - storey, mixed -use building. Area of Site: 3,484 square metres (before road widening) Location: 2021 Green Road, Bowmanville Within Build Boundary: Yes 2. Background 2.1. Physical Description The site is generally flat and has no major vegetation or significant natural features. The surrounding uses are as follows: North and East: Clarington Central Secondary School athletics field South: Single detached dwelling West: Canadian Tire retail store Municipality of Clarington Report PSD- 013 -15 FIGURE 1: 2021 Green Road (outlined in red) Paqe 3 2.2, Site History This property previously contained a single detached dwelling which was demolished in July 2009. The property has remained vacant since that time. The current owner acquired the property in December 2011. 2.3 Current Proposal The property owner has submitted a rezoning application in order to permit the construction of a 2,400 square metre (26,000 square feet), three - storey, mixed -use building. A Phase One Environmental Site Assessment, a Noise Study, an Archaeological Report and a Planning Rationale Report were all submitted in support of this application. 3. Provincial Policy The Provincial Policy Statement The Provincial Policy Statement promotes efficient land use and development patterns with the intent of creating sustainable communities that are home to people of all ages. Development is directed to occur within existing settlement areas and to proceed in a manner which minimizes land consumption and servicing costs. In order to achieve this objective, opportunities for intensification (redevelopment at a higher density than previously existed) will be promoted. The replacement of the former single detached l 'e►• �. i Clann.gt� C• r�tr I S Eo all Schoo 3 I Canadian a Tire biect Sit Stevens Road 2.2, Site History This property previously contained a single detached dwelling which was demolished in July 2009. The property has remained vacant since that time. The current owner acquired the property in December 2011. 2.3 Current Proposal The property owner has submitted a rezoning application in order to permit the construction of a 2,400 square metre (26,000 square feet), three - storey, mixed -use building. A Phase One Environmental Site Assessment, a Noise Study, an Archaeological Report and a Planning Rationale Report were all submitted in support of this application. 3. Provincial Policy The Provincial Policy Statement The Provincial Policy Statement promotes efficient land use and development patterns with the intent of creating sustainable communities that are home to people of all ages. Development is directed to occur within existing settlement areas and to proceed in a manner which minimizes land consumption and servicing costs. In order to achieve this objective, opportunities for intensification (redevelopment at a higher density than previously existed) will be promoted. The replacement of the former single detached l Municipality of Clarington Report PSD- 013 -15 e4 dwelling with a three storey, mixed -use building represents intensification. Should this development proceed, it will contribute towards the Municipality's intensification targets. The Growth Plan for the Greater Golden Horseshoe The policies of the Growth Plan for the Greater Golden Horseshoe (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" for the Bowmanville Urban Area. 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. 4. Official Plans Durham Regional Official Plan The Durham Regional Official Plan designates all of the subject lands as "Regional Centre ". Regional Centres are intended to serve as the main concentration of commercial, residential and institutional functions within urban areas. To achieve this function developments within Regional Centres should include a mix of uses, favour pedestrian traffic with a prime consideration for built form and urban design. Compact, higher- density housing is recommended in order to increase the variety of housing stock available. As a Regional Centre, the Bowmanville West Town Centre is expected to support a long -term density target of 75 units per gross hectare and be built to accommodate a floor space index of 2.5. If approved, the proposed development will contribute towards this density target. Clarington Official Plan The subject land is designated "Town Centre" within the Clarington Official Plan and is a part of the Bowmanville West Town Centre Secondary Plan (Secondary Plan). The policies of the Secondary Plan support development which includes a mix of uses, increased densities and quality urban design. Within the Secondary Plan the subject property is designated "Street- Related Commercial ". This designation permits retail and service uses on the ground floor with residential apartments above the ground floor. The design of buildings and the layout of properties should promote pedestrian activity into and through the site. 5. Zoning By -law This site is currently zoned "Agricultural (A) ". The zoning for this site has been in place since the creation of the current Zoning By -law (September 1984) and does not 8 -11 Municipality of Clarington Report PSD- 013 -15 Page 5 correspond with the current Official Plan and Secondary Plan designations for this property. The Owner is seeking an amendment to the Zoning By -law to both implement the Official Plan and Secondary Plan designations and accommodate the proposed three - storey, mixed -use building. 6. Summary of Background Studies The Owner's consultant submitted four separate studies in support of this application. A summary of their conclusions is provided below: • Phase One Environmental Site Assessment — No evidence of any on -site contamination. • Archaeological Assessment — Unlikely that this property possesses any archaeological resources. • Environmental Noise Assessment — Noise mitigation to be addressed through Site Plan approval. • Planning Justification — This proposal satisfies all relevant Provincial land use policies and conforms with the Durham Regional Official Plan and the Clarington Official Plan. 7. Public Notice and Submissions Public notice was given by mail to each landowner within 120 metres of the subject site and a public meeting notice sign was installed on the property. The public notice was also posted on the Municipal website and in the Planning Services electronic newsletter. As of the writing of this report, Staff had .received no inquiries from the public. 8. - Concurrence Not applicable. 9. Conclusion The purpose of Report PSD- 013 -15 is to provide background information for a Public Meeting under the Planning Act. Staff will continue processing the application including the preparation of a subsequent report. 10. Strategic Plan Application Not applicable. 8 -12 Municipality of Clarington Report PSD- 013 -15 Submitted by:� D4jWJ. Crome, MCIP, RPP Director of Planning Services Reviewed by. Franklin Wu, Chief Administrative Officer Staff Contact: Paul Wirch, Planner II, 905 - 623 -3379 ext. 2418 or pwirch(D-claririgton.net Attachments: Attachment 1 — Key Map There are no interested parties to be notified of Council's decision. DJC /COS /PW /df 8 -13 e6 Attachment 1 to Municipality of Clarington Report PSD- 013 -15 8 -14 Lfu V�ln6G NO1JNRM- 1 ++ I y tor a 041 \`, G% E CM m i z � O'd023 P133a.J —._. _ J z ovoa N a p� U to - _ L 0 N C =o ?� _ ME m iL� Q anlao -1-I3vsos o a f I— _ ❑ �• I o N N Ip-•----pl � �i •, 1 — i I t 1' I _ ❑ I ❑ I 'T - 1 ❑ 0.i I 1 II i-� LL I pl I � ❑I I � CO 1 ❑ I I ' ❑ ❑3 1 I I I ❑ 1 I 1 i I ❑ I 1 1 0 N3alM QbOb - peo�j uaa.a!D 8 -14 r Operations Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: OPD- 001 -15 Resolution: File Number: By -law Number: Report Subject: 2014 Winter Budget Report Recommendations: 1. That Report OPD- 001 -15 be received for information 10 -1 Municipality of Clarington Report OPD- 001 -15 Page 2 Report Overview Further to our 2014 Winter Budget Report #OPD- 006 -14, submitted June 231d, 2014, staff is . providing a final update to the costs of the 2014 winter maintenance program. 1. Background 1.1. Winter Maintenance: As of December 31, 2014, the following table illustrates the expenditures incurred. Winter Control 2014 Budget 2014 Actual Variance Plow /Sand /Salt $ 1,525,100 $ 2,549,426 -$ 1,024,326 Winter Maintenance Other $ 317,469 $ 554,375 -$ 236,906 Total: $ 1,842,569 $ 3,105,801 -$ 1,261,232 The 2014 winter maintenance budget from January 1St to December 31St actual expenditure of $3,103,800.70 includes the sand /salt not used at year end for a value of $152,216.00. Included in the above total is the 2014 cost of $135,942.40 to provide winter maintenance to unassumed developments, which is recovered from developers. The Municipality of Clarington delivers winter control services across a road system. of 1,768 lane kilometres. The Operations Department winter response capacity features thirty -four (34) units on assigned routes and up to fourteen (14) ancillary pieces of equipment depending on our winter response. Our response is composed of a mix of vehicles from the Orono, Hampton, and Yard 42 depots in accordance with the Ontario Minimum Maintenance Standards. In 2014, the Operations Department had sixty -nine (69) responses. A full callout is categorized by calling all available drivers. An event is categorized by calling any number less than all available drivers. The breakdown is as follows: thirty (30) full callouts, thirty -seven (37) events and two (2) snow removal operations. Of these sixty - nine (69) responses, forty -nine (49) were for snow accumulation, thirteen (13) were for drifting snow, five (5) was for ice conditions and two (2) for snow removal. U11= Municipality of Clarington Report OPD- 001 -15 Year Jan Feb Mar Apr Oct Nov. Dec Total 2010. 12 16 0 0 0 1 10 39 2011 19 17 8 0 0 1 15 60 2012 18 13 1 0 0 1 12' 45 2013 14 21 7 2 0. .9 19 72 2014 26 20 9 1 0 5 8 69 Page 3 Winter Patrol is a critical winter control function. It provides us the assurance that the .road system is observed on a continual basis during the winter season, so that any potentially hazardous conditions encountered can be addressed. Road patrol is also backed up by an On Call Lead Hand available to visit the areas of concern if necessary and to make judgment calls as appropriate. An Operations. Supervisor is also on call to assist with winter maintenance. The ability to schedule staff for evening and overnight winter response has improved efficiencies in the off hours. 1.2. Senior Citizens and Physically Disabled Sidewalk Program: The total budget for this program in 2014 was $50,000.00 with an actual expenditure of $66,328.93. There is an annual administration fee of $60.00 plus HST per registered property. For November and December there has been five (5) callouts costing a total of $12,484.79. Program Call -Out Statistics Year Jan Feb Mar Apr Nov Dec Total 2010 6 8 0 0 1 8 23 2011 8 12 3 0 0 7. 30 2012. 8 5 1 0 0 6 20 2013 4' 11 4 0 1 9 29 2014 12 10 2 0 2 3 29 10 -3 Municipality of Clarington Report OPD- 001 -15 Page 4 The Senior Citizens and Physically Disabled Sidewalk and Driveway Windrow Snow Clearing Program has increased 12% from last season total of 263 residents on the program to 295 for the 2014/15 season. The driveway windrow snow clearing service is not undertaken until the snow plowing on all municipal streets has been completed. Area 2014 -2015 Season 2013 -2014 Season Mar New Returning Total New Returning Total Bowmanville 31 98 129 28 93 121 B urketo n 0 1 1 0 1 1 Courtice 32 80 112 36 59 95 Enniskillen 1 1 2 0 2 2 Hampton 0 3 3 1 2 3 Newcastle 13 25 38 8 21 29 Newtonville 1 1 2 0 3 3 Orono 0 8 8 0 9 9 Totals 78 217 295 73 190 263 1.3. Sidewalk Snow Clearing Contract: The total budget for municipal sidewalk snow clearing program in 2014 was $183,800.00 with an actual expenditure of $238,587.25. The snow clearing service on municipal sidewalks starts when a snowfall ends and only when there is more than two (2) centimetres of snow on sidewalks. Below is a table of call -out statistics for this program from 2010 to 2014: Year Jan Feb Mar Apr Nov Dec Total 2010 7 7 0 0 1 13 28 2011 14 16 7 0 0 7 44 2012 12 12 1 0 0 6 31 2013 11 16 4 0 4 24 59 2014 22 17 7 0 3 4 53 10 -4 Municipality of Clarington Report OPD- 001 -15 Page 5 2. Concurrence This report has been reviewed by Nancy Taylor, Director of Finance. 3. Conclusion The Operations Department continues to closely monitor weather forecasts including the Provincial Road Weather Information System (RWIS) which accurately predicts each hour anticipated precipitation, air, and pavement temperature, dew point temperature (the moment fog occurs) and wind speed / gusts, and respond accordingly. General conditions encountered are lake effect flurries, drifting snow on rural roads, freezing rain, icy / flash freeze conditions, or snow accumulations that require maintenance. 4. Strategic Plan Application Not applicable. Submitted by: `= i Freder k Horvath Director of Operations c) Reviewed by Franklin Wu, Chief Administrative Officer Staff Contact: Frederick Horvath, 905 - 263 -2291 ext. 523 or fhorvath ccDclarington.net FJH /kr 10 -5 Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: CSD- 001 -15 Resolution: File Number: N/A By -law Number: Report Subject: Community Services — 2014 Year End Review Recommendations: 1. That Report CSD- 001 -15 be received for information. 12 -1 Municipality of Clarington Report CSD- 001 -15 Page 2 Report Overview The Community Services Department is responsible for planning, implementing and evaluating municipal recreation, leisure programs and facilities. This report provides Council with an overview of the activities associated with the Department's Recreation Services and Facilities Divisions during 2014. 1. Recreation Services Division 1.1 There are many opportunities to participate in recreation activities in Clarington through a wide range of programs and services offered directly by the Municipality for residents of all ages. In addition, the number of volunteer and not - for - profit community organizations that provided valued and needed programming, activities and events continued to expand in 2014. 1.2 This section provides a snapshot of the activities offered throughout the year directly by the Recreation Services Division as well as provide an update on Community Development activities. 2. Aquatic Section 2.1 The Municipality operates three indoor aquatic facilities (Clarington Fitness Centre, Courtice Community Complex and Newcastle & District Recreation Complex). These facilities are operated seven days a week and offer a wide variety of both recreational swimming and aquatic instructional programs for the community. In addition, during the summer months there is also a seasonal outdoor pool (Orono Park Pool) which operates daily for recreational swimming. 2.2 On June 20, 2014, the Clarington Fitness Centre closed its doors to undergo an exciting renovation. 2.3 As a result of the temporary closure, the number of part-time aquatic staff employed was reduced to 60. Traditionally, the Municipality of Clarington aquatics division employs 70 -75 part-time students (high school, college and university) and young adults. When the facility re- opens, the Municipality will be hiring and training additional staff to bring its staffing component back to full complement. 2.4 In addition to their numerous qualifications, new hires undergo extensive training (approximately 20 hours) at all indoor facilities prior to working their first shift. Staff are required to attend on -going training every three months. Pre - summer training includes an annual Lifeguard Competition, where staff are placed in teams and compete through various events, giving them an opportunity to showcase their lifeguarding and first aid skills. 12 -2 Municipality of Clarington Report CSD- 001 -15 Page 3 2.5 While only part -time, these positions offer students valuable experience in areas of customer service, working with the public, and dealing with difficult situations, including first aid and aquatic emergencies. 2.6 2.7 Instructional Aquatic Programs Community Services currently offers 70 hours of aquatic instructional programming each week between our three indoor pools, when at full complement. The Department offers a large variety of programming, including preschool /youth /adult swimming lessons, private and semi - private swimming lessons, lifesaving, leadership, first aid and aquafit. In 2014, 7,237 individuals participated in aquatic instructional programs. Aquatic Program Participant Statistics Pool 2012 2013 2014 123 Clarington Fitness Centre 622 672 Closed in June 2014 Courtice Community Complex 3,018 3,125 3,087 Newcastle &District 3,220 3,599 4,027 Recreation Complex Total Number of Users 6,860 7,396 7,237 Recreational Swimming The Department offers a wide variety of swims at its indoor facilities, including Adult, Lane, Adult/Lane, Public, and Public /Lane. Combined at all three indoor facilities, the Municipality offers an average of 102 hours of swims per week. To lessen the impact of the recent closure of the Clarington Fitness Centre and promote a smooth transition for all users (members and the general public), a number of changes were made to the existing pool schedules at the Courtice Community Complex and the Newcastle & .District Recreation Complex. These included expansion of existing early morning swims and the addition of swims. Additions have been well received by users. 12 -3 Municipality of Clarington Report CSD- 001 -15 Page 4 Recreational swimming remains a popular activity for all ages. In 2014, over 92,000 people visited a pool for recreational swimming. While usage fluctuates year to year, and pool to pool, 2014 does show a small decrease in visits. Staff believe this is a reflection of two factors. Visits to the Orono Park Pool in summer months are largely dependent on weather. With cooler temperatures this past summer, the number of visits at Orono Park Pool decreased. Second, while many swimmers did choose to utilize the Newcastle & District Recreation Complex when the Clarington Fitness Centre closed for renovations, it would seem we did not capture all of the swimmers. Lack of transportation could have affected residents of Bowmanville, or those who did choose to travel to a neighbouring pool many not have swam as frequently as they had in the past, if they felt it was not as convenient. Staff believe these numbers will increase once the Clarington Fitness Centre reopens late spring /early summer. Recreational Swimming Participant Statistics Pool 2012 .2013. 2014 6,363 Clarington Fitness Centre 13,025 12,891 Closed in June 2014 Courtice. Community 31,880 33,580 32,593 Complex Newcastle &- District 42,745 45,547 49,623 Recreation Complex . ;: Orono Park Pool 4,017 4,481 3,683 - Total Number of Users - 91,667 96,499 92,262 2.8 School Board Swimminq Lessons Since September 1997, the Community Services Department has offered a customized program for the Boards of Education within Clarington. The Municipality reserves one -hour time periods from mid - September to mid - June for school use. These time periods are programmed during the slower daytime hours, primarily afternoons. Participating schools designate swimming for certain grades, typically grades 3 and 4. The 2013 -2014 school year saw nine local schools participate, serving a total of 523 children. 12 -4 Municipality of Clarington Report CSD- 001 -15 Page 5 Partnerships such as this target residents who may not normally be reached through municipal swimming lessons due to shift work, irregular schedules or financial limitations not allowing families to attend evening and weekend classes. This program increases children's exposure to water safety education and lifesaving skills. 3. Fitness Section 3.1 The Community Services Department is pleased to offer fitness programs and activities at various municipal recreation facilities. The main fitness facility in Clarington is located within the Courtice Community Complex. The Courtice Fitness Training Facility is a fully functional fitness and training facility. Satellite programs are also offered in the Newcastle & District Recreation Complex, Clarington Fitness Centre, South Courtice Arena and Garnet B. Rickard Recreation Complex. These fitness programs and activities are conducted by 9 certified Fitness Trainers and 22 certified Fitness Instructors. 3.2 Courtice Fitness Training Facility This facility is open weekdays, 6:00 AM -10:00 PM and weekends 8:00 AM -9:00 PM. The Courtice Fitness Training Facility has a large fitness training floor with a variety of cardio and strength equipment as well as a separate group fitness studio where we offer programs such as Spinning, Yoga and Zumba, among others. We offer one -on -one and small group personal training with certified personal trainers. The Clarington Run Club (housed at the Courtice Fitness Centre) has continued to expand since its inception in 2009. The club services approximately 100 runners a year. Some of our runners have gone on to run and train in races all over the world. 3.3 Newcastle & District Recreation Complex Group fitness classes are offered at the Newcastle & District Recreation Complex most weekday mornings, some evenings and Saturdays throughout the year. The group fitness program is available to members, registered participants and drop -ins. We are pleased to offer a range of programming to suit a variety of fitness needs. 2014 brought additional classes with varied styles to Newcastle & District Recreation Complex. Early evening yoga classes were added due to valuable customer feedback and good registration numbers. 3.4 Fitness Memberships Operating under the new membership model for a full calendar year allowed the public to fully embrace the changes and choose the membership type and term that best suited their fitness needs. The Fitness Plus option saw 600 active members in 2014. Fitness Basic added an additional 1,400 members. Revenues increased and surpassed the 2014 budget. 12 -5 Municipality of Clarington Report CSD- 001 -15 Page 6 Promotional memberships that allow Clarington residents to purchase 10 ticket passes during the months of June and December at a reduced rate saw an increase of 304 passes sold in 2014. These passes are a great opportunity for someone who has been thinking about trying something new to do so for a reduced cost and are very popular for students home over the holiday times of Christmas and summer. 3.5 Group Fitness Programs Group Fitness Programs are now offered at five recreation facilities, with the recent introduction of classes at Garnet B. Rickard Recreation Complex. The fitness division is now better able to meet the group fitness needs of participants throughout Clarington. Classes are scheduled 52 weeks out of the year and only break for holiday weekends and statutory holidays. Between the five facilities the fitness division runs up to 75 classes a week. Attendance is tracked several ways, including through our recreation software and Instructor headcounts to ensure that all classes are being utilized effectively. In 2014, we added post -natal programming at Newcastle & District Recreation Complex and continue to work with the local high schools to introduce Zumba, Teen Weight Training and Tabata (Interval Training) to the Physical Education classes. The Group Fitness program has approximately 400 active members and 10 ticket holders, utilizing the classes. 3.6 Membership Retention and Incentives Membership retention is tracked through recreation software and is encouraged by keeping equipment current and in good working order. The fitness division also offers monthly initiatives to keep members interested and motivated. The "Club 100" is a tracking program that monitors how often a member utilizes the Fitness Centre or attends one of the fitness classes at each facility. 2014 had over 50 people utilize the Fitness Centre at least 100 times within the year, with the top three patrons recording 333, 253 and 249 daily visits out of a possible 355 days respectively. For 2015, this retention program will focus on tracking minutes of activity as opposed to patron visits to the Fitness Centre. The program. will be called Club 150. Current Fitness Centre members receive a reminder letter a month prior to their membership expiration date. This letter serves as reminder to renew and offers a month extension on the purchase of a Fitness Plus Annual membership. Upa-1 Municipality of Clarington Report CSD- 001 -15 Page 7 3.7 Grade 5 Action Pass The Municipality of Clarington has been a partner in the Durham Grade 5 Action Pass program, which was introduced in 2008 to all grade 5 students in Durham Region. The pass provides free drop -in access to students for public swimming, skating and drop -in basketball, and runs October 1St of the year the student is in grade 5 until August 31St of the following year. This pass was introduced to address the growing concern over the number of sedentary, obese children in our society. We continue to see a consistent uptake of this opportunity. Number of Grade 5 Action Passes Activated .2011/2012 ` 2012/2013 2013/2014 2014/2015 (YTD) 415 400 306 303 4. Recreation Section 4.1 The Community Services Department offers recreation programs and camps at various municipal recreation facilities, local schools and park locations throughout Clarington. The recreation programs service all age groups. Residents have options for registered programs, weekly drop -ins, pay -as- you -play and free programs. 4.2 The recreation section employs 98 part-time recreation staff annually. The staff team is primarily made up of high school, college and university students. All recreation staff take part in seasonal training, including health and safety, WHMIS, customer service, leadership development, program planning, accessibility and many other topics. 4.3 Many of the employees within the recreation section are first time job seekers. The Municipality has the opportunity to assist these young adults in gaining and developing life skills that will benefit them for years to come. 4.4 Summer Camps For a number of years, the Community Services Department has offered summer camp programs to our residents. These camps serve a wide range of children and youth from 4 - 16 years of age. In 2014, there were a variety of camp opportunities including; Leadership Camp, Counsellor in Training, Trip Camp, Sports Camp, Kinder Camp, Arts Camp, Eco Camp, Junior Chef Camp, French Camp, Dodgeball Camp, Soccer Camp, Lacrosse Camp, Hockey Camp and Outdoor Adventure Camp. 12 -7 Municipality of Clarington Report CSD- 001 -15 2012 L M 2013 2014 Total Camp Registration (including extended care registrations) 0 500 1000 1500 2000 2500 Registrants Camp programs continue to accommodate as many individuals in the Municipality as possible and the Department continues to revise and improve the camp program each year, achieving the underlying goal of providing quality programs at a reasonable fee. In the summer of 2014, Community Services employed a total of 37 students as camp supervisors and counsellors. They brought a wide range of knowledge, experience, leadership and enthusiasm to the team. All staff received over 40 hours of pre -camp training in areas such as leadership development, team building, recognizing child abuse, customer service, program planning, behaviour management, conflict resolution, risk management and administrative responsibilities. They were also required to be certified in the High 5 Principles of Healthy Child Development, Standard First Aid and CPR "C" as well as providing an acceptable Criminal Background Check. The Community Services partnered with the YMCA Early Years staff to continue in delivering a comprehensive Mobile Playground program to the community each week of the summer. YMCA Early Years and Community Services each committed one van and two staff. The Community Services staff travelled together, delivering playground programs for children 6 to 12 years of age. The YMCA staff worked together, providing games and activities for children 0 — 6 years of age. The drop -in style programs offered a less structured option to our day camps for participants and caregivers. The two "Funmobiles" each visited different locations every day and delivered games, activities and crafts appropriate to the participants. No pre- registration is required and often parents /caregivers would come to the park and socialize as their children participated. The Mobile Playgrounds rotated through many different parks Municipality of Clarington Report CSD- 001 -15 Page 9 weekly during the summer which included: Tyrone Park, Orono Park, Guildwood Park, Pearce Farm Park, Roswell Park, Ina Brown Parkette, Solina Park and Haydon Hall. Attendance at most Mobile Playground locations was very positive, with over 2,000 people visiting the playgrounds throughout the summer. 4.5 Public Skating In 2014, Community Services had over 12,000 participants attend our public skating programs throughout the Municipality. Scheduling changes made in the fall of 2012, continue to have a positive impact on attendance numbers as we experienced an increase of over 1,400 people from the previous year. Public Skating Numbers by Year and Facility Facility 2012 2013 2014 South Courtice Arena 6,359 6,500 6,737 Garnet. B.. Rickard Complex- 2,370 3,244 4,131 Darlington Sports Centre 1,242 1,475 1,793 Total 9;971 11,219 12,66,1-1. 4.6 New Year's Eve 2014 For the first time the Community Services Department hosted a New Year's Eve Celebration on December 31, 2014, from 6:00 PM to 9:00 PM at the Garnet B. Rickard Recreation Complex, which was open to all ages. Family friendly activities included public skating with a DJ, a balloon artist, face painting, children's arts and crafts, a photo booth and party favours. Recreational skating took place from 6:00 PM — 7:10 PM and 7:30 PM to 8:40 PM. Wristbands were sold in advance for a nominal fee of: $1.00 Youth (3 -17 years) and Seniors (65 years +), $2.00 Adults, Children under 3 years, were free. This event was well received by all in attendance. Over 350 people attended this first -time event. For 2015, with budget approval, we hope to expand this event to a larger scale that could accommodate more people and with additional activities. 4.7 Summer Job Subsidy Program The Summer Jobs Service is a student job subsidy program created by the Province of Ontario and is facilitated in Durham Region through the John Howard Society. This is the ninth year that the Community Services Department has facilitated the program on behalf of the Municipality. The program provides up to 12 -9 Municipality of Clarington Report CSD- 001 -15 Page 10 a $2.00 per hour wage subsidy to employers who employ students for the summer. This program is designed to help eligible youth prepare for employment, gain employment experience and stay in school. The Summer Jobs Service program is targeted to students aged 15 - 24 years (up to 29 for a person with a disability) who are currently attending school and plan to return to school in the fall. It should be noted that eligibility does not guarantee the employer will receive $2.00 per hour per student as the total funds are distributed by formula to the participating employers. The 2014 subsidy that the Municipality received was $16,916. Municipal departments do not budget for this revenue as the program is not guaranteed from year to year. The funds are recognized in a miscellaneous revenue account specific to each department. 4.8 Financial Assistance Program The Community Services Department is committed to increasing access and participation in recreation activities among Clarington residents. The Canadian Tire Jumpstart program was created by Canadian Tire Foundations for Families, and works in partnership with the Community Services Department. The program's goal is to provide financially disadvantaged children 4 to 18 years of age with the opportunity to participate in sports and recreation activities. 2014 saw a continued increase in the number of applicants and the amount of funding distributed to the residents of Clarington. Canadian Tire Jumpstart Statistics Year Number, of Children Assisted Funding Distributed 2012 24 $3,245 2013 46 $7,129 2014 61 $9,588 In addition, the Municipality of Clarington directly offers two financial assistance programs: Financial Assistance Program (FAP) - Individuals or families currently receiving Ontario Works or Ontario Disability Support Program Income Support can apply for financial assistance of up to a maximum of 50% of the program /membership registration fee. The chart below identifies the number of families and individuals who received financial assistance with registration fees over the past three years. 12 -10 Municipality of Clarington Report CSD- 001 -15 Page 11 Financial Assistance Program Statistics Year Number of Families Number of Individuals 2012 29 58 2013 21 44 2014 20 48 Membership Access Program (MAP) - The Membership Access Program strives to increase recreation opportunities for individuals with a permanent disability. Clarington residents who meet the age criteria for facility memberships and who have a permanent disability are eligible for the Membership Access Program which provides a reduced fee for facility memberships. As this program relates to a permanent disability, once an individual is confirmed eligible this program remains available to them indefinitely; there is no re- application process. Membership Access Program Statistics Year - Number of' Individuals 2012 7 2013 9 2014 5 5. Community Development Section 5.1 Community Development seeks to empower individuals and groups of people by providing them with the skills they need to effect change in their own communities. Everyone can take part in the issues that affect their lives. It starts from the principle that within any community there is a wealth of knowledge and experience which, if used in creative ways, can be channeled into collective action to achieve the communities' desired goals. 5.2 Through Community Development, we work alongside. people in our community, build relationships with organizations and identify common concerns. We attempt to create opportunities for the community to learn new skills and, by enabling people to act together, help to foster social inclusion and equality. 5.3 Volunteers have a real impact in our community. They lead local boards, sports organizations and plan events. Volunteers are often the glue that holds a community together and make our community a better place. Local activities. 12 -11 Municipality of Clarington Report CSD- 001 -15 Page 12 bring people together to build a stronger community. They allow everyone to have a say in shaping the community. Through volunteering, everyone has a voice. 5.4 Staff are committed to enhancing the relationship with community partners by creating an environment of encouragement, facilitation and learning which would help to ensure that the volunteer experience is fulfilling and productive. 5.5 Based on feedback from our community partners, staff worked with local trainers to develop a series of community development events which would address some training needs and also provide a forum for networking and support among the volunteer community. The following workshops were offered to the volunteer sector in 2014: • Smart Serve Certification (2 workshops) • Getting Ready for the Ontario Not for Profit Corporations Act (ONCA) (webinar) • Accounting 101 for Not - for - Profits 5.6 Clarington Sport & Leisure Fair The Clarington Sport & Leisure Fair is an annual event, with a host of community displays offered free of charge to local community groups and sport and leisure providers. Community groups are offered display space to promote their programs and services and accept registrations for their various sport and leisure activities. The general public is invited to drop in and learn about the wealth of recreation and leisure opportunities available for them and their families, view demonstrations, participate in a free family skate as well as enjoy pizza courtesy of Boston Pizza — Bowmanville. The 2014 Clarington Sport & Leisure Fair was held on Sunday, March 2, 2014. In an effort to increase participation at the event, the event date was changed to a Sunday afternoon and coincided with an existing public skate which was offered at no charge for this day. The scheduling and marketing changes implemented for the 2014 event did substantially increase attendance, and we saw close to 500 people visit over 30 community displays throughout the afternoon. We are hoping to build on this success in 2015, with the Clarington Sport & Leisure Fair on Sunday, March 1, 2015, from 1:00 PM to 4:00 PM at the Garnet B. Rickard Recreation Complex. 5.7 Clarington Sports Hall of Fame The Clarington Sports Hall of Fame is an opportunity to recognize the contributions made by local athletes, teams and builders to the sporting community in Clarington. The Clarington Sports Hall of Fame continues to be a memorable event for the local sports community, thanks to the support of 12 -12 Municipality of Clarington Report CSD- 001 -15 Page 13 sponsors Ontario Power Generation and St. Mary's Cement. Nominations are received throughout the year; each spring the Selection Committee (comprised of volunteers) meet to review the nominations from the current year as well as any on file, and select up to six inductees for that year. This past October, the 12th annual induction ceremony was held and a gala event was held for close to 200 inductees, their families and friends. Guests had the opportunity to reconnect and reminisce while enjoying a delicious catered meal and entertainment provided by Henry "Gizmo" Williams, a Canadian Football League Hall of Fame member. Since the first induction ceremony in 2003, 65 athletes, teams or builders have been inducted into the Clarington Sports Hall of Fame. In 2014, we welcomed: • Ray Bester, Builder • Gail Johnson, Builder • Heather LeVon (Geboers), Athlete • Frank Mohun, Honourary • Harry "Dutch" Osborne, Athlete • Greg George Vey, Athlete 5.8 Community Events June is Recreation and Parks Month Each June, hundreds of communities across Ontario celebrate Recreation and Parks Month. The goal of Recreation and Parks Month is to increase public awareness of the value and benefits of recreation for individuals, families, neighbourhoods and communities and offer low or no cost activities to the residents. It is an opportunity to celebrate the success of recreation and parks in contributing to the quality of life in our communities across Ontario. The Neighbourhood Family Fitness Tour visited seven local parks in 2014 with over 125 parents and children participating in activities lead by Community Services Department staff that encouraged families to get active together. By encouraging activities such as running, jumping and throwing, children have an opportunity to develop fundamental movement skills, a term known as "physical literacy ". Since its introduction in 2012, this activity has attracted over 400 people, however, is dependent on fair weather and is currently under evaluation for 2015. Other activities offered to celebrate June is Recreation and Parks Month in 2014 included: • Race Across Canada 12 -13 Municipality of Clarington Report CSD- 001 -15 . Paae 14 Toonie Tuesdays Free Fitness Fridays Colouring Contest Overall, the activities offered to the community seem to continue to attract participation, hopefully from those residents who may not already be accessing our recreation services. Since 2011, over 1,550 people have participated in June is Recreation and Parks Month in Clarington. Sports Dav in Canada RBC Sports Day in Canada, presented by ParticipACTION, CBC and True Sport, was held in 2014 on Saturday, November 29 in communities from coast to coast to coast. This national celebration of sport, from grassroots to high - performance, is an opportunity for all Canadians to celebrate the power of sport, build community and national spirit and facilitate healthy, active living. For more information please visit www.cbcsports.ca /sportsday. In 2014, the Community Services Department, along with various community partners, celebrated Sports Day in Canada with a fun community event. The event was held at the Newcastle & District Recreation Complex on Saturday, November 29 from 1:30 -4:30 PM. We had a variety of free activities for all ages: • 3 on 3 basketball tournament with Clarington Basketball Academy • Pickleball with the Clarinqton Older Adult Association • Let's Dance! with Newcastle Family Connection • Sports Themed Arts & Crafts with A Gift of Art • Sports Skills & Drills with Community Services Fitness Staff • Face Painting with Community Services Recreation Staff • FREE Public Swim from 2 -4 PM with donation of non - perishable food item The event attracted close to 200 attendees, which was up significantly from the 75 who attended in 2013. An attraction this year was the 3 on 3 basketball tournament which brought people in for a specific activity. In addition to the community partners who were running activity stations, Firehouse Youth and Brimacombe also set up display booths on site. The public swim, which was free with a non - perishable food donation, collected two large boxes and $78.25, which was delivered to the Clarington East Food Bank in Newcastle on December 2. By all accounts this event was a success and shows promise of growing in attendance in 2015. 12 -14 Municipality of Clarington Resort CSD- 001 -15 Page 15 5.9 Clarington Older Adult Association (COAA) Clarington Older Adult Strategy In February 2014, the Older Adult Strategy Terms of Reference, which were developed by the Community Services Department in consultation with the Clarington Older Adult Centre Board, were approved by Council. The Terms of Reference provided a framework for the consultant for the development of an Older Adult Strategy and will address current challenges such as facility space, and will look forward to the future to address the impact on programming and facilities of the anticipated growth of the older adult demographic in Clarington. A Steering Committee was formed and consists of representation from: • Community Services Department • Clarington Older Adult Centre Board (Staff, Board and General Membership) • Regional Municipality of Durham, Social Services • General Public The Steering Committee continues to meet with the consultants and a report with recommendations is anticipated to be presented to Council in the first quarter of 2015. Older Adult Partnership Programs In 2009, the Department entered into a partnership agreement with the Clarington Older Adult Centre Board to provide opportunities for older adult recreation programming in facilities throughout Clarington with or without a COAA membership. In 2014, the programming offerings both in Courtice and Newcastle by the COAA in partnership with the Community Services Department increased significantly as awareness of the program opportunities and demand for service has increased. A variety of programs, based on the interests of the participants, were offered at the Courtice Community Complex, including options such as Working with Fondant, Pen & Ink and various computer courses. In total, over 1,000 participants enjoyed programming opportunities in Courtice. The programming in Newcastle & District Recreation Complex is growing to meet the demands of older adults in the community. Pickleball has been and continues to be a very popular activity for the older adults in Newcastle. In addition to Pickleball, the COAA in partnership with the Community Services 12 -15 Municipality of Clarington Resort CSD- 001 -15 Department, has offered fitness classes, computer workshops and over 1,300 participants enjoyed programming opportunities in Newcastle. 5.10 Clarington Community Connections e- Newsletter From funding opportunities to new legislation, a lot of information becomes available from many different sources that is applicable to the community organizations who offer programs and services in our community. In October 2014, the Community Services Department launched Clarington Community Connections, an electronic newsletter, as a tool to streamline the sharing of this information and to better connect with our community organizations. This e- newsletter provides an opportunity for information and resources to be shared with community organizations in a timely manner through one convenient document. The newsletter is sent out quarterly by email to community organizations that have an email address on file with the Department. In addition to better connection, this newsletter also allows the Municipality to get news out quickly and better engage our volunteer community. 5.11 Community Grant Program The Community Grant Program was established many years ago with the intent to provide Council with a vehicle to acknowledge and support the efforts of our local volunteer community and not- for - profit agencies that provide services, events or projects which benefit the community. A maximum amount of $60,000 was available for the 2014 Community Grant Program. Each year, staff have invited organizations to a community 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 meeting also provides an opportunity for staff to address any specific questions or concerns applicants may have with their specific application. The 2014 Community Grant meeting was held on January 16, 2014, and was attended by 27 individuals representing 18 community organizations. 12 -16 Municipality of Clarington Report CSD- 001 -15 Community Grant Application Summary Paae 17 Community 2011 2012 2013 2014 Grants Number. of Applications 44 42 41 34 Received ,Dollar Amount $129,154 $132,406 $122,497 $102,200 Requested Dollar Amount $60,000 $60,000 $54,600 $56,000 Awarded The 2015 Community Grant Program was introduced to community groups on January 14, 2015. The application form is available online as well as hard copy. Applications will be accepted until February 27, 2015. 6. Facilities Division 6.1 The Facilities Division is responsible for the operations and maintenance of recreation facilities managed by the Community Services Department. This includes permitting of arenas, swimming pools, indoor soccer and multi - purpose rooms. The Division is also responsible for concessions, pro shops, vending operations, as well as managing Clarington facility construction projects. This overview is intended to provide Council with an update on the activities and highlights of the Facilities Division for 2014. 6.2 Supporting the Facilities Manager, the Division is staffed by four Facilities Supervisors. The Supervisors share the management of our seven indoor facilities including concession and vending functions in all facilities. Along with the 24 full time unionized staff, the Division requires approximately 80 part -time staff to help operate the facilities. 7. Facilities Permitting 7.1 Our facilities booking office is responsible for the facility permits issued by the Department on an annual basis. These permits include all rentals for our major sport users in the arena, pool and indoor field facilities, and the annual facility rental contracts for all major ice, indoor field and pool users. The majority of facility usage is permitted to Clarington based minor sport users. 7.2 In 2014, minor hockey and figure skating rentals were generally consistent with the previous year. We did experience an increase in power skating ice rentals 12 -17 Municipality of Clarington Report CSD- 001 -15 Paqe 18 with expanded programs at March Break and Christmas. Additional summer hockey camps were permitted in 2014 at South Courtice Arena where we maintain one ice pad for the full twelve months. 2014 hourly ice and floor rental statistics are as follows: Category 2012 (hours) 2013 (hours) 2014 (hours) Minor Hockey — Boys 5,865 5,706 5,708 Minor Hockey — Girls 2,129 2,131 2,165 Figure Skating 706 623 646 Speed Skating 224 265 217 Adult Hockey 1,359 1,124 1,143 School Boards 208 206 229 Other (Power Skating / Hockey Camps, Private Ice / Floor Rentals) 350 853 1,392 Lacrosse / Ball Hockey (Dry Pad) 1,472 1,315 1,190 Total 12,313 12,223 12,690 7.3 The closing of the Clarington Fitness Centre at the end of June had an impact on swimming pool rental hours for 2014. Since the closing, the Clarington Swim Club has operated a modified program utilizing available space at the other two swimming pools. The closure also reduced the number of rental spaces available to school boards to run their swimming programs. 2014 hourly swimming pool rental statistics are as follows: Category 2012 (hours) 2013 (hours) 2014 (hours) Swim Club 763 578 511 School Boards 118 128 106 Other 112 90 106 Total 993 796 723 NPAW] Municipality of Clarington Report CSD- 001 -15 e19 7.4 Although indoor field rental hours remained generally consistent for the Darlington Soccer Club's youth and adult programs, there was an increase in Private and School Board bookings on the indoor field for 2014. A ball hockey league also increased rental hours for the lacrosse bowl. 2014 hourly indoor soccer /outdoor lacrosse rental statistics are as follows: Category 2012 (hours) 2013 (hours) 2014 (hours) Youth Soccer 1,055 1,133 1,207 Adult Soccer 195 153 141 Other (Private /School Board) 115 99 163 Youth and Adult Lacrosse Bowl 151 174 244 Total 1,516 1,559 1,755 7.5 Pay -as- You -Go and Complimentary Programminq In addition to private and community group rentals, the Department provides a variety of public programs to residents in our facilities. This includes pay- as -you- go and complimentary programs. Starting in September 2014, responding to the feedback from our residents, a Sunday morning Parent & Tot skate was started at South Courtice Arena. This provides parents who are not able to attend our numerous weekday sessions an opportunity to get on the ice with their tots to develop their skating skills and have some fun. Although overall attendance dropped in 2014, this additional weekend date is being well received by residents and attendance data for 2015 should reflect this. The attendance for our Ticket Ice program, which provides additional on ice practice primarily for figure skaters, continues to be a challenge and is somewhat related to the decline in figure skating rental hours. 12 -19 Municipality of Clarington Report CSD- 001 -15 Page 20 2014 attendance statistics are as follows: Category . 2013 Attendance 2014 Att endance, Shinny Hockey 1,582 2,099 Shinny 55+ 3,677 3,123 Youth Shinny 367 415 Ticket Ice 402 250 Skate 55+ (complimentary) 5,304 5,323 Parent & Tot Skate (complimentary) 7,174 6,546 Indoor Soccer Walking Program (complimentary) 6,756 7,044 Indoor Soccer Drop -in Soccer 263 250 Total 25,525 25,1350 8. Public Access Defibrillator (PAD) Programs 8.1 Community Services remains responsible for the administration of the Cardiac Safe program for all seven of our indoor recreation facilities. The annual program support and training is provided by Central East Pre - hospital Care Program (CEPCP) and the costs associated with this program are provided in the Department's annual operating budget. In addition to the annual training, program support includes medical oversight, equipment technical support and incident support. 8.2 In fall 2014, we held certification sessions with approximately 75 staff members attending this five hour program. In order to provide a broad range of certified staff, full time and part -time, facilities operations and administration staff are provided this training. 8.3 In addition to providing new staff the required training on the program, the annual certification also provides an opportunity to all existing staff to stay current on guidelines and become more comfortable using a defibrillator. 12 -20 Municipality of Clarington Report CSD- 001 -15 9. Facility Accessibility Program 21 9.1 A significant focus of the renovation at the Clarington Fitness Centre was to address the accessibility challenges a facility of this age has. This facility, when re- opened in 2015, will see power assisted front entrance doors, a fully accessible family change room, accessible public washrooms including an accessible washroom in the front lobby, the installation of an elevator to the second floor and other improvements designed to create a more barrier -free experience for our residents. 9.2 In 2014, as in prior years, accessibility improvements were completed in various facilities. In response to the challenges patrons with hearing impairments face, the fire alarm systems at the Garnet B. Rickard and Courtice Community complexes were retrofitted with combination strobe light and horn alarms to provide both audio and visual alerts in the case of an emergency. The doors to the family change room at Courtice Complex were made wider and equipped with power door operators this past fall. 9.3 The plan for 2015, includes the installation of power operated sliding door units at the front entrance to Courtice Complex, additional water wheel chairs for our pool facilities and the installation of a patron transfer lift in the accessible change room at the Newcastle & District Recreation Complex. This will improve the ability for patrons to change and transfer into water wheel chairs to take part in our aquatic services. 10. Construction Project Management 10.1 With the responsibility for municipal facility construction, the Department continues to manage both new build and renovation projects on behalf of the Municipality. Our involvement on the Newcastle Fire Hall was reduced with the opening of the hall earlier in 2014. Staff continue to work with Fire & Emergency Services to fully complete outstanding deficiencies and address warranty items. 10.2 In 2014, the Department undertook two larger renovation projects in addition to the annual capital improvement program. The largest project is the ongoing renovation to the Clarington Fitness Centre, which started this past summer. At the end of 2014, the renovation was progressing well with the anticipated re- opening of the facility as the Alan Strike Aquatic and Squash Centre in late spring /early summer. 10.3 In the fall, we also commenced the expansion of the mechanical and ice resurfacing room at the Darlington Sports Centre. This much needed project will enhance the safety of our staff working in the facility and provide them adequate space and improved workplace safety. This work is also progressing and is expected to be completed in March 2015. 12 -21 Municipality of Clarington Report CSD- 001 -15 Page 22 10.4 Facilities staff are included on the Courtice Library Expansion team and will manage the construction, on behalf of the Clarington Public Library and the Municipality, which is scheduled to commence later in February. 10.5 At the request of Council, staff has been formulating options for additional satellite program space for the Clarington Older Adult Association at the Courtice Complex. The proposed renovation will address older adult needs as well as expanding Community Services program needs. This project has been included in our 2015 capital budget submission and if approved will commence following the library branch expansion project. 11. Energy Conservation 11.1 The Department continues to support the energy conservation efforts of the Municipality and facilities management staff are directly involved with the Energy Management Committee. George Acorn is the Chair, and Ken Ferguson a Committee Member. 11.2 In 2014, the lighting on both ice pads at South Courtice Arena was changed from traditional metal halide to more efficient T -5 fluorescent units. This has drastically improved the lighting levels on the ice surfaces at the same time as using less energy. In addition the lighting in the Courtice Complex fitness facility was replaced with energy efficient LED light fixtures. Both of these projects received rebates from the saveONenergy retrofit program. 11.3 The Department continues to work closely with Veridian Connections on the energy incentive application for the ongoing renovation at the Clarington Fitness Centre. With the mechanical system and lighting improvements included in the renovation the facility will see greater energy efficiency. These improvements should result in an additional saveONenergy rebate. 12. Health and Safety 12.1 Workplace health and safety continued to be a high priority in 2014. In addition to the monthly workplace inspections completed by the Joint Health and Safety Committee, Department staff continued to perform monthly supervisory inspections at our recreation facilities. In addition, the divisional managers inspect the workplaces semi - annually with the Director performing annual inspections. 12.2 The division continues to work closely with the Health & Safety Coordinator on our workplace safety training programs. Currently, our full time facilities' staff attend two one -day training sessions in November and April each year. These sessions provide an opportunity to update staff on operating procedures, emergency responses and other current industry information. We have recently 12 -22 Municipality of Clarington Resort CSD -001 -15 Page 23 brought in the Public Sector Health and Safety Association (PSHSA) to provide staff training and certification in various areas of workplace health and safety. 12.3 Workplace health and safety has become ingrained in our day to day operations and remains a topic for discussion on meeting agendas at all levels within the department. 13. Concurrence Not Applicable 14. Conclusion 14.1 The Community Services Department is very proud of our accomplishments over the past year. Our state of the art recreation facilities offer a safe and attractive environment for all our residents to enjoy. 14.2 Our youth and adult recreation programming continues to provide Clarington residents with a variety of opportunities that encourage a healthy lifestyle. 14.3 In 2015, the Department will continue to identify areas of potential development and growth, ensuring quality recreational opportunities for our growing and diverse population. 15. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by- Jose P. Caruana, Director of Community Services Reviewed by, Franklin Wu, Chief Administrative Officer Staff Contact: Sharon Meredith, Manager of Recreation, 905 - 623 -3379 ext. 2504 or smered ith(cb-clarington. net and George Acorn, Facilities Manager, 905 - 623 -3379 ext. 2503 or gacorn(a)-clarington.net There are no interested parties to be notified of Council's decision. JPC /SM/WG 12 -23 Clerk's Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102 Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: CLD- 006 -15 File Number: Resolution: By -law Number: Report Subject: Procedural By -law and Related Policies — Improvement and Efficiencv Amendments Recommendations: 1. That Report CLD- 006 -15 be received; 2. That, in the interest of improving communication flow and providing for greater efficiencies during meetings, the Procedural By -law 2011 -016 be repealed and a new procedural by- law be approved (Attachment 1 to Report CLD- 006 -15); 3. That, where Council deems it appropriate to communicate its position to municipalities beyond those in the Region of Durham, the resolution be forwarded to the Association of Municipalities of Ontario (AMO) and /or the Federation of Canadian Municipalities (FCM) rather than each individual municipality; 4. That correspondence received from other municipalities requesting endorsement/consideration of a resolution be copied to each member of Council and shall only be considered by Council at the request of a Member of Council or the CAO, in accordance with the Procedural By -law; and 5. That the authority to appoint private parking enforcement officers be delegated to the Municipal Clerk. 13 -1 Municipality of Clarington Report CLD -006 -15 Report Overview Page 2 In an effort to improve efficiencies related to Council and Committee meeting management, to provide for more timely flow of communications, and to maximize the use of technology, it is recommended that the Procedural By -law be amended, and further that supporting policies also be updated. 1. Background The current Procedural By -law was passed in March 2011. At the time of passing, the by- law maintained those sections of the governing Procedural By -law while incorporating a number of changes which ensured the by -law met and reflected the needs of the current Council. Since that time, the By -law has been amended five times. While much of the existing Procedural By -law continues to reflect the current needs and requirements to ensure proper flow and conduct of Council meetings, there are a number of areas which should be updated to: • provide for more timely flow of communication, • more accurately reflect the past practice of Council, • improve efficiencies, and • recognize and maximize the use of technology. 2. Opportunities for Improvement The review of the Procedural By -law and the identification of opportunities for improvement are based on the following principles: • meetings of Council and Committee are limited to the business within their statutory rights and obligations, • balance debate with the need to make recommendations and decisions in a timely manner, • provide for the hearing /consideration of input from interested parties in a pragmatic way, • provide for open and transparent governance; and • the business of Council is conducted by all participants with respect and courtesy. The following sections detail the opportunities for improvement. They are listed in the order in which the matter is addressed in the current Procedural By -law. 13 -2 Municipality of Clarington Report CLD -006 -15 Page 3 2.1 Length of Meetings and Breaks Section 4.9.1 of the current Procedural By -law establishes 11:00 PM as a curfew for meetings governed by the Procedural By -law, regardless of their meeting start time. The by -law is silent on break times or lunch breaks. Limiting the length of meetings to a reasonable time period and providing for proper breaks, promotes the health and well -being of members of Council and staff, and facilitates sound decision making. It is therefore recommended that the by -law be amended to delete section 4.9 and replace it with the following to retain the existing Council meeting curfew and to establish a maximum length of meeting and scheduled lunch break for Committee meetings: 4.9 Length of Meetings / Scheduled Break 4.9.1 Meetings scheduled to commence at or before 9:30 AM, and which are in session at 4:31 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.2 Meetings which are scheduled to commence at 7:00 PM, and which are in session at 11:01 PM, will be adjourned unless otherwise determined by a vote of two thirds of the Members present. 4.9.3 Where a meeting is scheduled to commence at or before 9:30 AM, there shall be a scheduled 1 hour break at 12:00 noon unless otherwise determined by a vote of two thirds of the Members present. 2.2 Announcements Section 7.3.1 of the Procedural By -law currently reads as follows: "During this portion of the Meeting, when recognized by the Chair, Members may announce or comment on community events and activities." The intent of the announcements is to share with the audience (i.e. residents) the events taking place in their community and /or matters of importance to Clarington. Technically speaking, announcements do not fall within the scope of "Council Business ". In practice, Members of Council make announcements at both Council and Committee Meetings. To ensure that each Member has the opportunity to be first to make their announcements, staff are required to keep track of who went first. At the next meeting (regardless of whether it is Committee or Council), the opportunity to announce first moves to the next Councillor (alphabetically by last name). While Section 7.3.1 restricts announcements to "community events and activities ", regularly matters are included that do not necessarily fit within the regulation and often the same announcements are made by multiple members of Council at the same meeting, and are also repeated over multiple meetings. The length of time spent making the announcements in a Committee /Council meeting ranges anywhere from approximately 15 -25 minutes. Following the meeting, staff typically spend in excess of two hours researching the announced events to ensure that the minutes accurately reflect the announcement. The attendance rate at Committee and Council meetings is often minimal, the viewership of the intermittent visual recordings of Council meetings is not significant, and the access rates to the audio recordings of meetings are 13 -3 Municipality of Clarington Report CLD- 006 -15 e4 minimal. According to a study conducted in 2013, wherein respondents were asked "if Announcements at a Council Meeting were the most effective way for the Municipality to provide information ", 10% of the respondents indicated they thought it was effective. The announcement messages are very much worthwhile and deserving of being communicated to our community, the method by which they are being communicated, however, may not be optimum. The Clarington Website offers a "Community Events Calendar" which is currently available to any community group wishing to promote their events. This calendar is available for anyone to access through the internet. It should be noted that, although the website is currently under review, there will still be a "Community Events Calendar ", however it may look slightly different than currently. Clarington's Facebook page has 1300 likes from people who would benefit from e- announcements through the community calendar. Events calendars could also be posted in key areas at each of the Clarington facilities for viewing by members of the public who do not have access to the internet. Based on the foregoing, it is therefore recommended that Section 7.3 of the Procedural By- law be deleted. To improve meeting efficiencies, event promotion, and staff resource efficiencies, it is further recommended that Council members, through the assistance of the Administrative Assistant to Council and the Tourism Division staff, announce /promote the events through the Community Events Calendar and that Members of Council promote the use of the Community Events Calendar with residents and community groups. 2.3 Communications Section 7.6 of the Procedural By -law sets out the protocol for inclusion of communications in the Council and Committee Agendas. Specifically, Section 7.6.1 states: "Every written communication, designed to be presented to Council, shall be legibly written or printed, shall not contain any impertinent or improper matter or language, shall identify the author(s), and shall be filed with the Municipal Clerk before it is presented to Council." The result of this clause is a very'broad direction to the Clerk to include all communications addressed to Council. The inclusion of the term "designed" without definition has traditionally been interpreted broadly, thereby creating the perception that the authors of the correspondence are directing the Council business rather than Council. This is not to say that the correspondence received should be dismissed. Currently correspondence is received in the Municipal Clerk's Department. Correspondence items vary in purpose and topic and include: letters from residents with concerns or support, requests for proclamations or seeking award nominations, informational correspondence from other levels of government and associations such as the Association of Municipalities of Ontario and the Federation of Canadian Municipalities, advisory committee minutes, and correspondence from other municipalities seeking endorsement on an issue. An assessment of who should be copied on the correspondence is made, the copies are prepared and are then distributed by inter -office mail. Depending on the urgency of the matter, the correspondence may also be copied to Members of Council in advance of being summarized in the Council Agenda (the actual correspondence 13 -4 Municipality of Clarington Report CLD- 006 -15 Page 5 is not copied in the bound agenda package). An average of more than eight hours is spent summarizing the correspondence for each Council Agenda, in addition to copying and distributing the mail. On average per meeting, three correspondence items considered under "Received for Information" and five under "Direction" are actually debated or directly pertain to matters currently under Council's consideration (i.e. Council business). It is often the practice of Council to circulate resolutions to a number of municipalities based on their size or geographic area (depending on the subject of the resolution), which results in significant mailing and staffing costs. The circulations to many municipalities often result in a flood of responses; several of which come from the many municipalities who have adopted the practice of only considering resolutions from other municipalities at the request of a member of council. A more appropriate and perhaps more effective means by which to communicate Council's position on a particular matter would be to notify the Association of Municipalities of Ontario (AMO) or the Federation of Canadian Municipalities (FCM), given that, Council's position on the issue might be considered at the AMO and FCM conferences. To provide for more timely, cost effective, consistent and appropriate consideration of correspondence items and to improve staff efficiencies, it is recommended that correspondence to be included on an agenda be limited to: Council Meetings: • items pertaining to an item on the Council Agenda, or ® where it is deemed necessary and appropriate by the Municipal Clerk. GPA Meetings: i items pertaining to an item on the Committee Agenda, ® where it has been requested to be included by the Mayor or a Member of Council, and • where it is deemed necessary and appropriate by the Municipal Clerk. All other correspondence items shall be scanned and circulated to the appropriate recipients; including staff and Members of Council. Where a Member of Council wishes to introduce a motion regarding a matter which may have been brought to their attention by way of written communication, they may by 4:15 PM the Friday preceding the commencement of the GPA Committee meeting, request the Municipal Clerk to have the matter added to the General Purpose and Administration Committee meeting agenda. A Department Head who deems it appropriate to have a motion introduced pertaining to a matter that was brought to their attention by way of written communication should raise the matter with their respective Council Liaison and request that a motion be introduced at the General Purpose and Administration Committee meeting, under "Other Business ". Correspondence included on the Council or GPA Agenda will be presented in its entirety, rather than being summarized in details which can lead to misinterpretation or miscommunication. It is further recommended that, where Council deems it appropriate to circulate resolutions to other municipalities advising of Council's position, the resolution be circulated to AMO or FCM instead of the individual municipalities. 13 -5 Municipality of Clarington Resort CLD- 006 -15 Paae 6 Based on the foregoing, it is recommended that Section 7.6 be deleted and replaced with sections 7.5 and 8.8 of the proposed by -law. 2.4 Committee Reports Clarington Advisory Committees and Boards are established by Council and, in accordance with their Terms of Reference, are required to report to Council. These Committees and Boards satisfy this requirement by forwarding their minutes to Council. Currently the Minutes from Advisory Committees and Boards are included as correspondence items to be received for information. It is recommended that the minutes from Clarington Advisory Committees and Boards be considered under the Committee Reports section of the Council Agenda. Minutes received from other external Agencies, Boards or Committees, (ie. those not "reporting to Council" ) will not be included in the Council Agenda and will be forwarded to Members of Council through their regular mail. 2.5 Motion to Refer Section 10.12.8 of the By -law provides that a motion to refer without instructions may not be debated. Section 10. 12.9 of the By -law provides that a motion to refer with instructions may be debated, but the debate must be limited to the instructions only. Despite these requirements, often both at Committee and Council meetings, with a view to promoting healthy debate regarding a matter, the chair will allow debate on a referral motion beyond the referral instructions. It is therefore recommended that the following section be added which will allow for all members to have an opportunity to speak to the issue: Section 10.12.21 A- motion to refer shall not be in order where there is a list of speakers pending. 2.6 Motion to Defer / Motion to Table A motion to table can be interpreted in two ways depending on if you are following American or British Rules of Order. In Clarington, the term "Table" has traditionally held the meaning that the matter is being deferred with or without instructions. As such, in order to clarify this in the By -law it is recommended that the reference to "Defer ", throughout the by- law, be deleted. 2.7 Other Business At a Council Meeting — Currently, Section 7.13 allows that "items of an information nature only" shall be raised under the Other Business section of the agenda. To ensure that the matters deliberated at Council are matters pertaining to Council business, and to promote openness and transparency, it is recommended that section 7.13 be deleted. At a GPA Meeting — Currently, Section 8.10 provides that a Member may introduce any other business at the General Purpose and Administration Committee. The opportunity to raise other business under this current provision typically is introduced verbally which can be difficult for the Clerk (or designate) to capture, can come as a surprise to other Members of Committee (and staff), and can often lead to motions being introduced which may not ultimately achieve that which was intended. In an effort to continue the opportunity to introduce new items at Committee while improving and streamlining the process, it is 13 -6 Municipality of Clarington Report CLD- 006 -15 Paqe 7 recommended that a) the concept of "adopting the agenda" early in the meeting be added and b) that Section 8.10 be amended. "Adopting the Agenda" — By adopting the agenda, the Committee would be formally adopting and agreeing to the business that they will be addressing at the meeting. At the time that the "motion to adopt the agenda" is introduced, Members would then move to add any new business that they intend on raising under "Other Business ". This allows Members the opportunity to state any pecuniary interests at the outset of the meeting. As well, this provides them with an opportunity to have their matters of interest added to the agenda, while providing staff and the other members with notice that the matter is going to be introduced later in the meeting. Section 8.1-0 — It is recommended that this section be amended to better define the manner in which the "Other Business" is introduced. The recommended amendments are as follows: That Section 8.10.1 be deleted and replaced as follows: 8.10.1 Members may only introduce a motion on any other business, not otherwise disposed of under any other section of the agenda, provided that the matter was introduced prior to voting on the motion to Adopt the Agenda. 8.10.2 As per 10.12.2, all motions introduced in accordance with section 8.10.1 shall be in writing if requested by the Chair. That Section 10.12. be amended by adding the following: 10.12.2 Notwithstanding section 10.12.1, in a Meeting of Committee, unless otherwise provided for in this Procedural bylaw, all motions introduced in accordance with section 8.10.1 must be in writing if requested by the Chair. 2.8 Delegations The current by -law provides an opportunity for members of the public to address Committee about any matter and to address Council provided they are speaking to a matter on the agenda. That said, often times members of the public will submit a letter and then request to speak to the letter. As stated earlier in this report, correspondence items at Council should be limited to items pertaining to matters before Council. By extension, therefore, delegations should also be limited to matters before Council. Members of the public are not always fully aware of the municipal process and the policy setting role of Council and the administrative role of staff. As such, in an effort to better serve our community, it is recommended that the following clause be added: 9.1.5 For matters which are more properly within the responsibility of Municipal staff, the Municipal Clerk shall notify the proposed delegate that the delegation shall not be listed on an agenda, and shall direct the proposed delegate to the appropriate Municipal Department. The delegate shall not be listed on an agenda for delegation until staff have had an opportunity to address the matter. 9.1.6 No further delegations may be made in respect of a delegation placed on an agenda in accordance with this section. 13 -7 - Municipality of Clarington Report CLD- 006 -15 Page 8 2.9 Delegation of Authority - Private Parking Enforcement Officers Section 7.11.1 of the current procedural by -law provides that a by -law delegating authority to enforce the Municipal Traffic By -law to persons affiliated with private parking authorities may be included on the Council Agenda without a supporting report. To further streamline this process, it is recommended that the authority to authorize persons affiliated with private parking authorities to enforce the Clarington traffic by -law be delegated to the Municipal Clerk. 2.10 Housekeeping During this review of the Procedural By -law several housekeeping amendments were identified and are included in the proposed new by -law. 2.11 Proclamations In June 2007, Council adopted a proclamation policy (see Attachment 2). The Policy details which requests for proclamations shall be approved and which ones will be denied. Despite the fact that the policy states which requests shall be approved, it requires the requests to be approved by Council. The requirement for a proclamation request to be presented to Council is somewhat redundant given that Council has already approved what requests shall be approved, by virtue of adopting the policy. To improve customer service and streamline the proclamation request process, it is recommended that Section 3 of Policy F9, Proclamations, be amended to • delete the requirement for the request to be forwarded to Council, and • to delegate the authority to approve the proclamation to the Mayor, and • to require the Municipal Clerk to forward proclamation requests directly to the Mayor for consideration, and • to notify the Communications staff upon notification of the Mayor's proclamation. 2.12 Addendum Agenda Items / Agenda Updates On occasion because of urgency or timeliness of the matter, the Municipal Clerk will add an agenda item to the agenda after it has been published and distributed. The current Procedural By -law provides the Municipal Clerk the discretion to only add a communication matter. It is recommended that this discretion be extended to staff reports as well. 3. Concurrence This report has been reviewed by Andrew Allison, Municipal Solicitor, who concurs with the recommendations. 13 -8 Municipality of Clarington Report CLD- 006 -15 4. Conclusion Page 9 To realize staff efficiencies, to improve customer service and response times, to provide for a meeting management approach whereby the matters placed before the Committee and Council are limited to the business of the Council and Committee, it is respectfully recommended that Procedural By -law 2011 -016 be repealed and a new procedural by -law be approved, that Policy F9, Proclamations, be amended, that the draft Council Communications Policy be adopted, and that authority to authorize persons affiliated with private parking authorities to enforce the Clarington Traffic By -law be delegated to the Municipal Clerk. 5. Strategic Plan Application Not applicable. Submitted by: Reviewed by: Ur�� Franklin Wu, Chief Administrative Officer Staff Contact: Anne Greentree, Municipal Clerk, 905 - 623 -3379 ext. 2102 or agreentree @clarington.net Attachments: Attachment 1 — Proposed new Procedural By -law Attachment 2 — Proposed new Policy F9, Proclamations Attachment 3 — Draft Communications Policy There are no interested parties to be notified of Council's decision. 13 -9 ATTACHMENT # 1 The Corporation of the Municipality of Clarington TO REPORT CLD- 006 -15 Procedural By -law Table of Contents Section 1 — Definitions and Interpretation ............................................ ................................................... 1 Section 2 — .General Provisions .................................................................................... ..............................4 Applicability.................................................................................................................. ..............................4 Suspension of Rules of Procedure .............................................................................. ..............................4 Issuenot Addressed .................................................................................................... ..............................4 Section 3 — Duties of the Mayor and Council ................................... ............................... 4 3.1 Duties of the Mayor ................ ..................................................................................................... 4 3.2 Appointment of Deputy Mayor ..................................................................... ..............................5 3.3 - Participation of Chair in Debate ................................................................... ..............................5 3.4 Duties of a Member of Council .................................................................... ..............................6 Section4 — Meetings .............................................................................. ............................... . . 6 4.1 Regular Meetings ......................................................................................... ..............................6 4.2 Special Meetings .......................................................................................... ..............................6 4.3 First Meeting of Council ............................................................................... ..............................7 4.4 Seating and Persons within Council Ring ............................:....................... ..............................7 4.5 Quorum ........................................................................................................ ..............................7 4.6 Meetings Open to Public .............................................................................. ..............................8 4.7 Closed Meetings .......................................................................................... ..............................8 4.8 Notice of Meeting ......................................................................................... ..............................9 RegularMeetings ......................................................................................... ..............................9 SpecialMeetings .......................................................................................... ........ .......................9 EmergencySpecial Meetings ...................................................................... ..............................9 4 4.9 Length of Meetings / Scheduled Break ....................................................... .............................10 4.10 Communication Devices ............................................................................. .............................10 4.11 Video Recording of Council and Committee Meetings ............................... .............................10 Section5 — Committees ............................................................................................... .............................11 5.1 General Purpose and Administration Committee ( GPA) ............................ .............................11 5.2 GPA Mandate ............................................................................................. .............................11 Exceptions.......................................................................:.......................... .............................11 5.3 Appointments to Municipal Service Boards, Advisory Committees and Corporations ............ 12 Section 6 — Agendas and Minutes .............................................. ............................... 12 6.1 Council Agenda ........................................................................................... .............................12 6.2 GPA Agenda ............................................................................................... .............................13 6.3 Special Committee Agendas ...................................................................... .............................14 13 -10 -2- 6.4 Meeting Minutes .......................................................................................... .............................14 Section 7 — Order of Proceedings - Council ........................................................... ............................... 15 7.1 Call to Order .............................................:.................................................. .............................15 7.2 Disclosure of Pecuniary Interest .............................................:................... .............................15 Adopt the Agenda ....................................................................................... .............................19 .7=4 ARMLaI.RaMpAR .......................................................................................... .............................15 Disclosure of Pecuniary Interest ................................................................. ...........................:.19 -7=4 7.3 Presentations .............................................................................................. .............................15 Public Meetings ........................................................................................... .............................19 7.4 Delegations ................................................................................................. .............................16 Delegations .' ................................................................................................ .....................:.......20 ......................................................................................... .............................16 Presentations .............................................................................................. .............................20 7.5 Communications ......................................................................................... .............................16 Staff Reports ............................................................................................... .............................20 7.6 Committee Reports ..................................................................................... .............................17 Communications ......................................................................................... .............................20 7.7 Staff Reports ............................................................................................... .............................17 Unfinished Business ................................................................................... .............................21 7.8 Business Arising from Procedural Notice(s) of Motion ............................... .............................17 Other Business ........................................................................................... .............................21 7.9 Unfinished Business ................................................................................... .............................18 22 7.10 By- laws ........................................................................................................ .............................18 7.11 Procedural Notice(s) of Motion ................................................................... .............................18 ........................................................................................... .............................19 Section 8 — Order of Proceedings - GPA ................................................................... .............................19 8.1 Call to Order ................................................................................................ .............................19 8.2 Adopt the Agenda ....................................................................................... .............................19 8.4 8.3 Disclosure of Pecuniary Interest ................................................................. ...........................:.19 8.4 Public Meetings ........................................................................................... .............................19 8.5 Delegations .' ................................................................................................ .....................:.......20 8.6 Presentations .............................................................................................. .............................20 8.7 Staff Reports ............................................................................................... .............................20 8.8 Communications ......................................................................................... .............................20 8.9 Unfinished Business ................................................................................... .............................21 8.10 Other Business ........................................................................................... .............................21 Section9 — Delegations .............................................................................. ............................... 22 9.1 General ....................................................................................................... .............................22 9.2 To Council ................................................................................................... .............................22 Requestto Speak — Required ..................................................................... .......................... ....23 TimeLimits .................................................................................................. .............................23 ...................................................................... .............................23 9.3 To GPA or Special Committee .................................................................... .............................23 TimeLimits ................................................................................................... .............................23 Requestto Speak — Required ..................................................................... .............................23 Dispositionof Delegation .................:.......................................................... .............................24 9.4 At a Public Meeting ..................................................................................... .............................24 TimeLimits .................................................................................................. ................... ...........24 Request to Speak — No Request Required ................................................. .............................24 9.5 Special Meetings ......................................................................................... .............................24 13 -11 -3- 9.6 Conduct of Delegations and Presenters ..................................................... .............................24 Section 10 — Rules of Debate and Conduct ............................................................... .............................24 10.1 Conduct of Members of Council, GPA and Special Committees ................ .............................25 10.2 Address the Chair ....................................................................................... .............................25 10.3 Order of Speaking ....................................................................................... .............................25 10.4 Point of Privilege ......................................................................................... .............................25 10.5 Point of Order .............................................................................................. .............................26 10.6 Appeal of Ruling of Chair ............................................................................ .............................26 10.7 Members Speaking ..................................................................................... .............................26 10.8 Question Read ............................................................................................ .............................26 10.9 Speak Once - Reply .................................................................................... .............................26 10.10 Time Limited ............................................................................................... .............................27 10.11 Questions .................................................................................................... .............................27 10.12 Motions ........................................................................................................ .............................27 Reading....................................................................................................... .............................27 Withdrawn................................................................................................... .............................28 No debate until properly moved and seconded .......................................... .............................28 MotionRuled Out of Order .......................................................................... .............................28 Not within jurisdiction of Council ................................................................. .............................28 Matters and Motions Without Notice and Without Leave ............................ ....................:........28 Motionin Writing ......................................................................................... .............................29 Priorityof Disposition .................................................................................. .............................29 Motionto Refer ........................................................................................... .............................29 Motionto Amend ......................................................................................... .............................29 Motion to Amend Something Previously Adopted ...................................... .............................29 QuestionBe Now Put ......................................................................:........... .............................29 Motion to Refer or DefeF /Postpone .:........................................................... .............................30 Motionto Table ........................................................................................... .............................30 Motionto Divide .......................................................................................... .............................31 Motionto Rescind ....................................................................................... .............................31 Reconsideration........................................................................................... .............................31 Motionto Recess ........................................................................................ .............................31 Motionto Adjourn ........................................................................................ .............................32 10.13 Voting on Motions ....................................................................................... .............................32 UnrecordedVote ......................................................................................... .............................33 RecordedVote ............................................................................................ .............................33 10.14 Conduct of the Audience ............................................................................. .............................33 11. Implementation ............................................................:.............................. .............................34 13 -12 NOTE: Changes highlighted in green are housekeeping changes. The Corporation of the Municipality of Clarington By -law 2015 -xxx Being a by -law to govern the proceedings of the Council of the Municipality of Clarington, its General Purpose and Administration Committee and Special Committees, and to repeal By -law 2011 -016, as amended. WHEREAS Section 238 of the Municipal Act, 2009, as amended, requires Council to adopt a procedure by -law for governing the calling, place, proceedings of meetings and for public notice of meetings; The Corporation of the Municipality of Clarington hereby enacts as follows: Section I — Definitions and Interpretation 1.1 SHORT TITLE: This By -law may be cited as the "Procedural By -law ". 1.2 For the purposes of this By -law, unless stated otherwise or the context requires a different meaning: Chair: In the case of the Council chair means the Mayor, Deputy Mayor, or the Member of Council appointed to act as Chair during the absence of the Mayor and Deputy Mayor from a Meeting or a portion of a Meeting. While acting as Chair the Member shall exercise all of the powers and responsibilities of the Mayor under this Procedural By -law. In the case of the GPA, Chair means the Mayor, Deputy Mayor or Department Liaison, whoever presides over a portion of a Meeting of GPA as provided for in Sub - section 5.1.1 b), of this Procedural By -law. In the case of a Special Committee, Chair means the Member appointed as such by Council pursuant to Sub - section 5.2.3 of this Procedural By -law. In the case of a sub - committee of a Special Committee, Chair means the Member appointed as such by the Special Committee pursuant to Sub - section 5.2.3 of this Procedural By -law. Committee means a committee of Council and includes Standing Committees, or sub- committees of the Standing Committees and Special Committees. Council means the Council of the Municipality of Clarington. Councillor means a person elected or appointed as a Member of Council but does not include the Mayor. Delegation means a person desiring to verbally present information on matters of fact, or to make a request to Council, GPA or a Special Committee, as the case may be. 13 -13 Department Liaison means a Member appointed as such pursuant to Sub - section 5.1.1 b) of this Procedural By -law. Deputy Mayor means the Member of Council who is appointed to this position who, in the absence of the Mayor, shall exercise all of the powers and responsibilities of the Mayor as provided for in this By -law or any other by -law or statute. GPA means the General Purpose and Administration Committee of Council. Holiday means a holiday as defined by the Legislation Act, S. 0. 2006, Chapter 21, Schedule F. Mayor means the Head of Council. Meeting means a regular or special meeting of Council, GPA, or a Special Committee of Council, as the context requires. Member means a Member of Council. Municipal Act, 2001 means the Municipal Act, 2001, S.O. 2001, c.25, as amended or replaced from time to time. Municipal.Clerk means the Clerk of the Municipality of Clarington and includes the Deputy Clerk and any official of the Municipality appointed by Council to exercise the power(s) of the Municipal Clerk in the absence of the Municipal Clerk and Deputy Clerk. Municipal Conflict of Interest Act means the Municipal Conflict of Interest Act, R.S.O. 1990, c.M.14, as amended or replaced from time to time. Municipal Elections Act, 1996 means the Municipal Elections Act, 1996, S. 0. 1996, c.32, as amended or replaced from time to time. Municipal Freedom of Information and Protection of Privacy Act means the Municipal Freedom of Information and Protection of Privacy Act, R. S. O. 1990, c. M. 56, as amended or replaced from time to time. Municipality means the Municipality of Clarington. Pecuniary Interest has the same meaning as the term has in the Municipal Conflict of Interest Act, R.S.O. 1990, c.M.50, as amended or replaced from time to time. Planning Act means the Planning Act, R.S.O. 1990, c.P.13, as amended or replaced from time to time. Point of Order means a statement made by a Member of Council during a Meeting drawing to the attention of the Mayor or Chair a breach of the Rules of Procedure. Point of Privilege means the raising of a question that concerns a Member of Council, or all of the Members of Council, when a Member believes that his rights, immunities or integrity or the rights, immunities or integrity of Council as a whole have been challenged. 13 -14 Presiding Member means the Member appointed to act as Chair pursuant to Sub- sections 7.1.3 and 8.1.1 of this Procedural By -law. Procedural Motion means any motion concerning the manner or time of consideration of any matter before the Council as opposed to the substance thereof and includes, without limitation, the following: a) To extend the time of the Meeting; b) To refer; C) To amend; d) To recess; e) To table; f) To lift from the table; g) To adjourn; i) To divide; j) Question be now put; or k) To suspend the Rules of Procedure. Procedural Notice of Motion means a written notice, including the names and signatures of the mover and seconder, advising Council that the motion described therein to amend something previously adopted by Council, to rescind a previous decision of Council, to lift a matter from the table, or to reconsider a previous decision of Council, will be brought forward at a subsequent meeting. Public Meeting means a hearing, a public meeting, or a public workshop held in accordance with the Planning Act or any other Act, for which notice has been given and during which any person in attendance shall be provided an opportunity to make representation in respect of the matter for which the Public Meeting is held. Recorded Vote means the written record of the name and vote of every Member present when the vote is called on any matter or question. Rules of Procedure means the rules and requirements of this Procedural By -law. Special Committee means a Special Committee of Council appointed pursuant to Sub- section 5.2.3 of this Procedural By -law, Standing Committee means the General Purpose and Administration Committee of Council. Substantive Motion means any motion other than a Procedural Motion and includes but is not limited to, a motion that embodies and /or establishes a policy, ratifies an action, or gives direction on a matter. - Website means the Municipality's website address at www.clarington.net. 1.3 Unless the context otherwise requires, in this Procedural By -law the words used in the male gender shall include the female gender and the singular includes the plural, and vice versa. 13 -15 Section 2 — General Provisions Applicability 2.1 Without derogating from the other provisions of this Procedural By -law, the rules and requirements contained in it shall be observed in all proceedings of Council, GPA and Special Committees and shall be the rules and requirements which govern the order of their business. Suspension of Rules of Procedure 2.2 Despite Sub - section 2.1, the rules and requirements contained in this Procedural By -law may be suspended by a vote of three - quarters (3/4) of the Members present and voting. Issue not Addressed 2.3 If an issue is raised that is not expressly addressed in this By -law, the issue shall be decided by the Mayor, Deputy Mayor or Chair, subject to an appeal to the Council, GPA or Special Committee, in session, as the case may be. Section 3 — Duties of the Mayor and Council 3.1 Duties of the Mayor 3.1.1 It shall be the duty of the Mayor to carry out the responsibilities set forth in the Municipal Act, 2001, Section 225, and: a) To open the Meeting of Council and GPA by taking the Chair and calling the Members to order; b) To announce the business before Council in the order in which it is to be acted upon; C) To receive and submit, in the manner prescribed by this Procedural By -law, all motions presented by the Members of Council; d) To recognize any Member who wishes to speak and to determine the order of the speakers; e) To put to vote all questions, which are regularly moved and seconded, or necessarily arise in the course of the proceedings and to announce the results; f) To vote on all motions, which are moved and seconded, or necessarily arise in the course of the proceedings; g) To decline to put to vote, motions which contravene the provisions of this Procedural By -law; h) To enforce the provisions of this Procedural By -law; 13 -16 i) To enforce on all occasions, the observance of order and decorum among the Members; j) To call by name, any Member refusing to comply with this Procedural By -law and to order the Member to vacate the Council Chamber, or the place of Meeting, as the case may be; k) To cause to be expelled and excluded any member of the public who creates any disturbance or acts improperly during a Meeting and, if necessary, to direct the Municipal Clerk to seek the appropriate assistance from the Durham Regional Police; I) To authenticate, by signature, all by -laws and Meeting minutes; M) To rule on any points of order raised by Members of Council; n) To adjourn the Meeting when the business is concluded, or if considered necessary because of grave disorder, to adjourn the sitting without putting to the vote any question, or suspend the sitting for a time to be named. 3.2 Appointment of Deputy Mayor 3.2.1 At the first meeting of Council or as soon thereafter as is practical, Council shall appoint a Member to act as a Deputy Mayor in the absence of the Mayor. During any such absence of the Mayor, the Deputy Mayor shall exercise all of the powers and responsibilities of the Mayor under this By- law or any other by -law or statute. 3.2.2 Further to the appointment referenced in Sub - section 3.2.1, Council, in its discretion, may appoint a Member to act as Deputy Mayor for the term of Council. Alternatively, Council may appoint two Members of Council each of whom shall act as Deputy Mayor during periods of the term of Council which are specified in the appointment. 3.3 Participation of Chair in Debate 3.3.1 The Chair who presides over any part of a Meeting may state relevant facts and the Chair's position on any matter before the Council, GPA, or a Special Committee without leaving the chair, which may take place immediately prior to the vote, but it shall not be permissible for the Chair to move a motion or debate a question without first leaving the chair. 3.3.2 If during a Meeting of Council the Mayor desires to leave the chair to move a motion or to take part in the debate pursuant to Sub - section 3.3.1, or otherwise, the Mayor shall call on the Deputy Mayor to preside until the Mayor resumes the chair. 13 -17 N 3.3.3 If, at a Committee Meeting, the Chair desires to leave the chair to move a motion or to take part in the debate pursuant to Sub - section 3.3.1, or otherwise, the Chair shall call on the Mayor to preside until the Chair resumes the chair. If the Mayor is chairing the Committee meeting, the Deputy Mayor shall be called upon to preside until the Mayor resumes the Chair. 3.4 Duties of a Member of Council 3.4.1 A Member of Council shall have the following duties: a) to deliberate on the business submitted to Council, GPA or Special Committee of Council, as the case may be; b) to vote when a motion is put to a vote; C) to Chair the portion of the GPA Meeting for which he is the Department Liaison and assume the duties of the Mayor as detailed in Sub - section 3.1.1 with the exception of Sub - sections 3.1.1 a), 1) and fin); and d) to apply and respect the Rules of Procedure. Section 4 — Meetings 4.1 Regular Meetings 4.1.1 Unless otherwise directed by Council, the regular Meetings of Council and GPA shall be held in the Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, ON and at the dates and times as determined by Council resolution. 4.1.2 Unless otherwise directed by Council, the Special Committee Meetings shall be scheduled by the Special Committee Chair at times and locations as deemed appropriate to the mandate of the Special Committee. 4.2 Special Meetings 4.2.1 In addition to regular Meetings, special Meetings of Council or GPA shall be held upon written direction signed by the Mayor and delivered to the Municipal Clerk stating the date, time, location, and purpose of such Meeting, and preference be given that said meeting shall only be held within the Municipality of Clarington. 4.2.2 The Mayor may, at any time, summon a special Meeting of Council or GPA and shall summon a special Meeting of Council or GPA when requested to do so in writing by a majority of Members, at the time mentioned in the request, and preference be given that said meeting shall only be held within the Municipality of Clarington. 13 -18 4.2.3 The Municipal Clerk shall summon a special Meeting of Council or GPA, when requested to do so in writing by a majority of the Members, at the time mentioned in the request, and preference be given that said meeting shall only be held within the Municipality of Clarington. 4.2.4 Notwithstanding Sub - section 4.2.1, on urgent and extraordinary occasions, an emergency special Meeting of the Council may be called by the Mayor, without advance notice being given by the Municipal Clerk pursuant to this by -law, to consider and deal with such urgent and extraordinary matters. In this case, consent of two- thirds of the Members to hold such Meeting is necessary and such consent, if any, shall be recorded in the minutes by the Municipal Clerk. 4.3 First Meeting of Council 4.3.1 The first Meeting of Council shall be held on the first Monday after Council takes office pursuant to the Municipal Elections Act, 1996, at 7:00 pm in the Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, ON. 4.4 Seating and Persons within Council Ring 4.4.1 Seating at the Council table shall be in alphabetical order of the Members' surname, beginning in the most north /east position and proceeding clockwise. 4.4.2 Only Members of Council and the a,i Municipal staff shall be permitted to enter the Council floor during the sitting of Council, GPA or Special Committee without the permission of the Mayor or Committee Chair. 4.4.3 No person, other than a Member of Council or the Municipal staff, shall, before or during a Meeting, place on the desks of Members or otherwise distribute any material whatsoever unless such person is so acting with the approval of the Mayor or Committee Chair. 4.4.4 Members of Council leaving their places prior to the adjournment shall endeavour to do so in a manner so as not to disrupt the proceedings of Council or Committee. 4.5 Quorum 4.5.1 A quorum of Council and the GPA shall be four (4) Members. A concurring vote of a majority of Members present and voting is necessary to carry a resolution. A quorum of a Special Committee shall be a majority of the Members of the Special Committee. 4.5.2 If a quorum is not present within thirty (30) minutes after the time appointed for a Meeting, the Municipal Clerk, or designate, shall record the names of the Members present and the Meeting shall stand adjourned until the date of the next regular Meeting or other Meeting called in accordance with this Procedural By -law. 13 -19 4.5.3 If during the course of a meeting, a quorum is lost, the Chair shall declare that the meeting shall stand recessed temporarily or be adjourned until the date of the next regular meeting or other meeting called in accordance with the provisions of this By -law. 4.6 Meetings Open to Public 4.6.1 Subject to Sub - section 4.7, Meetings shall be open to the public and no person shall be excluded there from except for improper conduct. 4.7 Closed Meetings 4.7.1 Council, GPA or a Special Committee may, by resolution, close a Meeting or part of a Meeting to members of the public in accordance with Sub- section 239(2) of the Municipal Act, 2001. 4.7.2 Council, GPA or a Special Committee shall, by resolution, close a Meeting or part of a Meeting to members of the public where the subject matter to be considered is a request under the Municipal Freedom of Information and Protection of Privacy Act. 4.7.3 Council, GPA or Special Committee may hold a Meeting closed to the public where the Meeting is held for the purpose of educating or training the Members and at the Meeting no Member discusses or otherwise deals with any matter in a way that materially advances the business or decision - making of the Council, GPA or Special Committee. 4.7.4 A motion to close a Meeting or part of a Meeting to the public shall state: a) the fact of the holding of the closed Meeting; and b) the general nature of the matter to be considered at the closed Meeting. 4.7.5 Where a Meeting or part of a Meeting is closed to the public, Council, GPA or the Special Committee shall: a) retire to the Council Ante Room or other such room as deemed appropriate by Council, GPA or the Special Committee and only those persons specifically invited to attend the closed Meeting shall be permitted to attend; or b) request those persons not specifically invited to the closed Meeting to vacate the Council Chambers, or such room in which the Meeting is being held, as the case may be. 4.7.6 A Meeting shall not be closed to the public during a vote except where the meeting is a closed Meeting permitted or required by statute, and where the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Municipality or persons retained under contract with the Municipality. 13 -20 4.7.7 Notwithstanding Sub - section 4.7.6, the vote on a resolution approving a contract for the acquisition or disposal of land, including the sale of road allowances, shall be conducted in open session. 4.8 Notice of Meeting Regular Meetings 4.8.1 In December of each year, public notice of the regular Meeting schedule for the following year shall be published in the newspapers of general circulation in the Municipality and posted on the Website. This notice of all Meetings shall include the date, time and location of the Meetings. 4.8.2 Pursuant to Section 238 of the Municipal Act, 2001 public notice of each regularly scheduled Meeting shall be deemed to be given by making the agenda available in the Municipal Clerk's Office by end of business day of the Friday preceding the regularly scheduled Meeting and on the Website. 4.8.3 Notice of amendment to the Schedule of regular Meetings shall be posted on the Website at least one week prior to the amended Meeting date where practical to do so. Special Meetings 4.8.4 Notice of special Meetings shall be posted on the Website not less than twenty -four (24) hours before the time appointed for the special Meeting. 4.8.5 In addition to the notice provided for in Sub - section 4.8.4, written notice of a special Meeting of Council, GPA or Special Committee shall be given to all Members at least twenty foi it (24) heirs before the time appointed for unh Meetinrr and shall he delivered• a • . .. 72 -. • . �. . M. .- 11 4.8.6- The written notice referred to in Sub - section 4.8.5 above shall indicate the nature of the business to be considered at the special Meeting of Council, GPA or Special Committee whether not delegations will be heard and the date, time and place of the Meeting. Emergency Special Meetings 4.8.7 Where an Emergency special Meeting of Council is held in accordance with Sub - section 4.2.4, notice of the Emergency special Meeting shall be posted on the website as soon as practical following the Emergency special Meeting and shall, subject to Sub- section 4.7.1, indicate the nature of the business considered at the Emergency special Meeting. 13 -21 10 4.9 Length of Meetings / Scheduled Break 4.9.1 Meetings scheduled to commence at or before 9:30 AM, and which are in session at 4:31 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.2 Meetings which are scheduled to commence at 7:00 PM, and which are in session at 11:01 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.3 Where a meeting is scheduled to commence at or before 9:30 AM, there shall be a scheduled 1 hour break at 12:00 noon unless otherwise determined by a vote of two- thirds of the Members present. 4.10 Communication Devices 4.10.1 Members are prohibited from bringing into the Meeting room cellular phones, Blackberrys, audible pagers or any other similar communication device. 4.10.2 During a Meeting, the use of cellular phones, Blackberrys, audible pagers or any other similar communication device is only permitted in the press gallery and staff areas within the Meeting room. 4.10.3 Despite Sub - section 4.10.2, the use of any communication device may be prohibited by the Chair, if, in the Chair's opinion, the device is interfering with any video or audio broadcast of the meeting. 4.10.4 Sub - sections 4.10.1 and 4.10.2 do not apply during a Meeting recess. 4.11 Video Recording of Council and Committee Meetings 4.11.1 With the exception of the Municipality and any publicly available broadcaster, the video recording of a Council or Committee meeting is prohibited within 3 metres of the Council ring. 4.11.2 Notwithstanding Sub - section 4.11.1, video recording by any person is not prohibited for a presentation as defined in Sub - section's 7.3.1 (a) of this by -law. 13 -22 _ • • 4.9 Length of Meetings / Scheduled Break 4.9.1 Meetings scheduled to commence at or before 9:30 AM, and which are in session at 4:31 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.2 Meetings which are scheduled to commence at 7:00 PM, and which are in session at 11:01 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.3 Where a meeting is scheduled to commence at or before 9:30 AM, there shall be a scheduled 1 hour break at 12:00 noon unless otherwise determined by a vote of two- thirds of the Members present. 4.10 Communication Devices 4.10.1 Members are prohibited from bringing into the Meeting room cellular phones, Blackberrys, audible pagers or any other similar communication device. 4.10.2 During a Meeting, the use of cellular phones, Blackberrys, audible pagers or any other similar communication device is only permitted in the press gallery and staff areas within the Meeting room. 4.10.3 Despite Sub - section 4.10.2, the use of any communication device may be prohibited by the Chair, if, in the Chair's opinion, the device is interfering with any video or audio broadcast of the meeting. 4.10.4 Sub - sections 4.10.1 and 4.10.2 do not apply during a Meeting recess. 4.11 Video Recording of Council and Committee Meetings 4.11.1 With the exception of the Municipality and any publicly available broadcaster, the video recording of a Council or Committee meeting is prohibited within 3 metres of the Council ring. 4.11.2 Notwithstanding Sub - section 4.11.1, video recording by any person is not prohibited for a presentation as defined in Sub - section's 7.3.1 (a) of this by -law. 13 -22 11 Section 5 — Committees 5.1 General Purpose and Administration Committee (GPA) 5.1.1 There shall be one Standing Committee of Council, namely the General Purpose and Administration Committee of Council which shall be organized as follows: a) The GPA shall be comprised of all Members of Council. b) Each Member shall be appointed as a Department Liaison as soon as is practical after the first Meeting of Council or a vacancy occurs for which he has been appointed Department Liaison. The Department Liaison shall take the chair during that portion of the GPA meeting dealing with the matters pertaining to the Department for which he has been appointed Department Liaison. C) The Mayor shall call the meeting to order, preside during presentations and delegations, and chair that portion of the meeting dealing with the matters pertaining to the Department for which he has been appointed Department Liaison. As well, the Mayor shall chair those portions of the meeting dealing with matters raised under Other Business or continued to be considered under Unfinished Business of the agenda, and the motion to adjourn. 5.2 GPA Mandate 5.2.1 The GPA shall consider all reports submitted to it by the Chief Administrative Officer or Director of a Department, except where the GPA tables or refers the report back to the Chief Administrative Officer or Director of a Department for further processing or to answer questions raised by the GPA. In all cases in which the GPA makes recommendations respecting such matters, the GPA shall forward such recommendations by way of Committee report to Council for consideration at the next regular Meeting of Council. In addition, the GPA shall report to Council on any matter within the jurisdiction of the Municipality and any other matter referred to it by Council and exercise such powers as may be delegated to it by Council. Exceptions 5.2.2 Notwithstanding the GPA Mandate outlined in Sub - section 521 and the provisions of Sub - section 9.4.1, Council may consider any matter without referring it to GPA and may withdraw a matter from GPA at any time. 13 -23 12 5.2.3 Notwithstanding the GPA mandate outlined in Sub - section 5.2.1, Council may at any time appoint one or more Members to a Special Committee and appoint one of such Members the Chair of the Special Committee. A Special Committee shall enquire into and report on any matter assigned to it by Council. A Special Committee may appoint a sub - committee of the Special Committee and the Chair of the sub - committee to assist the Special Committee in performing its mandate. 5.3 Appointments to Municipal Service Boards, Advisory Committees and Corporations 5.3.1 The appointments of persons to Municipal Service Boards, Advisory Committees and to the board of directors of Veridian Corporation shall be considered by Council as soon as practical following the first Meeting of Council, or as soon as practical after a vacancy occurs. Section 6 — Agendas and Minutes 6.1 Council Agenda 6.1.1 The Municipal Clerk shall cause to be prepared an pFinted agenda under the following headings for the use of the Members at the regular Meetings of Council: Meeting Called to Order Invocation Disclosure of Pecuniary Interest Adoption of Minutes of previous meeting(s) Presentations Delegations Communications Committee Report(s) Staff Report(s) Business Arising from Procedural Notice of Motion (to be included on agenda only if there is business to be considered under this Section) Unfinished Business By -laws Procedural Notices of Motion (for consideration at subsequent Meeting) Other lnferma+iGR Confirming By -law Adjournment 6.1.2 The agenda shall be ' provided to each member no later than 12:00 noon the Friday preceding the commencement of the regular Council Meeting in question. 13 -24 13 6.1.3 At the discretion of the Municipal Clerk, an agenda item received after noon on Wednesday and before the commencement of the meeting, which is of an urgent nature or directly relevant to a matter on the agenda for the meeting, may be added to the agenda. Such matter shall be communicated to the members of Council and posted on the Municipal website as soon as possible. 6.1.4 The business of Council shall be considered in the order as it appears on the agenda, unless otherwise decided by a vote of the majority of the Members present and voting. 6.2.1 The Municipal Clerk shall cause to be prepared an meted agenda under the following headings for the use of the Members at the regular meetings of G PA: Meeting Called to Order Adopt the Agenda Disclosure of Pecuniary Interest Adoption of Minutes of previous meeting(s) Public Meetings Delegations Communications Presentations Staff Reports ® Planning Services Department • Engineering Services Department • Operations Department • Emergency and Fire Services Department • Community Services Department • Municipal Clerk's Department • Corporate Services Department • Finance Department • Solicitor's Department • Chief Administrative Office Unfinished Business Other Business Confidential Reports Adjournment 6.2.2 The Municipal Clerk shall ensure that the GPA agenda is piseed in eaeh rot provided to each member no later than 12:00 noon the Friday preceding the commencement of the regular Committee Meeting. 6.2.3 At the discretion of the Municipal Clerk, an agenda item received after noon on Wednesday and before the commencement of the meeting, which is of 13 -25 14 an urgent nature or directly relevant to a matter on the agenda for the meeting, may be added to the agenda. Such matter shall be communicated to the members of Council and posted on the Municipal website as soon as possible. 6.2.4 The business of GPA shall be considered in the order as it appears on the agenda for its Meeting, unless otherwise decided by a vote of the majority of the Members present and voting. 6.3 Special Committee Agendas 6.3.1 The Municipal Clerk shall cause to be prepared a printed agenda under the following headings for the use of the Members at the meetings of the Special Committee: Meeting Called to Order Disclosure of Pecuniary Interest Adoption of Minutes Matters of Business Adjournment 6.3.2 The Municipal Clerk shall ensure that the Special Committee agenda is provided to each member no later than 24 hours preceding the commencement of the Special Committee Meeting. 6.3.4 The business of Special Committee shall be considered in the order as it appears on the agenda for its Meeting, unless otherwise decided by a vote of the majority of the Members present and voting. 6.4 Meeting Minutes 6.4.1 The Municipal Clerk, or designate, shall cause minutes to be taken of each Meeting of Council, GPA or a Special Committee, whether it is closed to the public or not. These minutes shall include: a) the place, date and time of Meeting; b) the names of the Chair or Chairs and a record of the attendance of the Members; should a Member enter after the commencement of a Meeting or leave prior to adjournment, the time shall be noted; C) the reading, if requested, correction and confirmation of the minutes of prior Meetings; d) declarations of pecuniary interest; e) all resolutions, decisions and all other proceedings of Council, GPA or Special Committee, as the case may be, without note or comment. 13 -26 15 6.4.2 Where the minutes have been delivered to the Members in advance of the Meeting, the minutes shall not be read, and a resolution that the minutes be approved shall be in order. 6.4.3 Following approval of the minutes, the minutes shall be signed by the Mayor and the Municipal Clerk or designate. 6.4.4 The Municipal Clerk, or designate, shall ensure that the minutes of the last regular and /or special Meetings of Council, GPA and Special Committee held more than five (5) days prior to a regular Meeting are included in the agenda prepared in accordance with Sub - sections 6.1, 6.2 and 6.3 of this Procedural By -law. Section 7 — Order of Proceedings - Council 7.1 Call to Order 7.1.1 As soon as a quorum is present after the hour set for the Meeting, the Mayor shall take the chair and call the Members present to order. 7.1.2 If the Mayor does not attend within fifteen (15) minutes after the time set for the Meeting and a quorum is present, the Deputy Mayor shall preside over the Meeting and shall exercise all duties and responsibilities of the Mayor as outlined in this Procedural By -law until the Mayor is present at the Meeting and is able to perform his responsibility to assume the chair. 7.1.3 If the Deputy Mayor is also not present within fifteen (15) minutes after the time set for the Meeting and a quorum is present, the Municipal Clerk, or designate, shall call the meeting to order, and the Members present shall appoint a Presiding Member who shall act as Chair of the Meeting until the arrival of the Mayor or Deputy Mayor, whoever is the first to arrive and is able to assume the chair. 7.2 Disclosure of Pecuniary Interest 7.2.1 All Members shall govern themselves at any Meeting in accordance with the current legislation respecting any disclosure of pecuniary interest and participation in the Meeting. Should a Member declare a pecuniary interest, he shall vacate the room in which the meeting is taking place. 7--47.3 Presentations 7.3.1 At the request of a Member of Council or the Municipality's staff, any person(s), organization(s), corporations(s), or appointed official(s) may be permitted to address the Members to inform them of matters of significance to the Municipality provided that the request has been submitted to the Municipal Clerk by 12:00 noon the Wednesday preceding the Meeting. 13 -27 Presentations shall include only the following: a) Civic recognition / awards; b) Presentations by Municipal staff or consultants retained by the Municipality; or C) Presentations from senior levels of government or agencies thereof, or other municipal governments. 7.3.2 Municipal audio visual equipment may be used to assist in presentations, provided that permission has been obtained for use of such equipment from the Municipal Clerk, or designate, at the time the presenter(s) contact the Municipal Clerk's Department to register for the Meeting. Presentations must be provided to the Municipal Clerk's Department no later than close of business the Friday preceding the commencement of the Meeting. Presentations will not be installed once the meeting has begun. 7,-67.4 Delegations 7.4.1 See Section 9. > > r 7.5 Communications 7.5.1 All communications received by the Municipal Clerk before noon on Wednesday prior to the commencement of the meeting, which.- • pertain to an item on that agenda, or • is deemed necessary or appropriate by the Municipal Clerk, 13 -28 17 shall be listed under the heading `Communications' on the agenda. and shall be included in its entirety unless it is impractical to do so in which case it shall be included in a manner as determined by the Municipal Clerk. 7.5.2 At the discretion of the Municipal Clerk, an item of correspondence received after the publishing of the agenda and before the commencement of the meeting, which is of an urgent nature or directly relevant to a matter on the agenda for the meeting, may be added to the agenda. Such matter shall be communicated to the Members of Council and posted on the Municipal website as soon as possible. 7.5.3 Every communication to be presented to Council or Committee, per Sub- sections 7.5.1 to 7.5.2, shall be legibly written or printed, shall not contain any impertinent or improper matter or language, shall identify the author(s), and shall be filed with the Municipal Clerk. 7.5.4 Communications to be posted to the municipal website may be abridged as determined by the Municipal Clerk to facilitate posting, 7.5.5 Any other communications will be forwarded to Council by the Municipal Clerk with their regular mail and will not be placed on the Council or Committee agenda. If a member wishes to deliberate an item of correspondence, the Member shall, by 4:15 PM the Friday before the commencement of the GPA Committee meeting, request the Municipal Clerk to have the item added to the GPA Committee agenda. 747.6 Committee Reports 7.6.1 Reports of GPA, a-R4 Special Committees and Advisory Committees and Boards, shall be listed under this Section of the Council agenda. 7.6.2 Reports of GPA, aPA Special Committees and Advisory Committees and Boards, may be disposed of through a single resolution for each report as presented. Alternatively, any Member may request that one or more recommendations contained in a Report be separated and voted on separately. M 7.7 Staff Reports 7.7.1 Notwithstanding Sub - section 8.7.1, the Staff Reports Section of the Council agenda shall include Removal of a Holding Symbol report upon urgent circumstances as determined by the Director of Planning Services and any staff report that due to timing, urgency, the important nature of the report and /or expediency, the Chief Administrative Officer determines should be considered by Council without first being presented to GPA for consideration. 7-4 7.8 Business Arising from Procedural Notice(s) of Motion 7.8.1 A Procedural Notice of Motion properly given at a previous Council meeting or which has been delivered to the Municipal Clerk prior to 12:00 noon the 1329 18 Wednesday preceding the Meeting at which it is to be presented for consideration, shall be listed on the agenda for the Meeting, and shall be dealt with at that meeting. 7AG 7.9 Unfinished Business 7.9.1 Any matters presented, considered, referred or tabled or any items not otherwise disposed of through the consideration of an agenda matter, shall be disposed of during this portion of the Meeting. 744 7.10 By -laws 7. 10.1 No by -law, except: • a by -law to confirm the proceedings of Council; • a by -law granting authority to borrow under the authority of the Municipal Act, 2001; • any by -law arising as the result of an order or decision of any judicial or quasi- judicial body; • a part lot control by -law; shall be presented to Council unless the subject matter thereof has been considered by Council or by GPA and has been approved by Council. 7.10.2 All by -laws shall be passed in a single motion, unless a Member wishes to discuss the contents of the by -law, at which time the subject by- law shall be divided from the motion and dealt with separately. 7.10.3 Every by -law when introduced, shall be in typewritten form, and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with the provision of any Statute, and shall be complete with the exception of the number and date of the by -law. 4 7.10.4 The Municipal Clerk shall endorse, on all by -laws enacted by Council, the date of enactment. a 7.10.5 Every by -law which has been enacted by Council shall be numbered and dated, signed by the Mayor and the Municipal Clerk, sealed with the seal of the Municipality, and retained under the control of the Municipal Clerk. 7.10.6 The Municipal Clerk is hereby authorized to make minor deletions, additions or other administrative changes to any by -law before it is signed and sealed, to ensure that the correct and complete implementation of the actions of Council form the subject matter of the by -law. Members of Council shall be advised, by the Municipal Clerk, of such changes by written notice. 7--42 7.11 Procedural Notice(s) of Motion 13 -30 19 7.11.1 Procedural Notices of Motions introducing a motion to amend something previously adopted by Council, to rescind a previous decision of Council, to lift a matter from the table, or to reconsider a previous decision of Council as described in Sub - sections 10.12.9, 10.12.10, 10.12.28 and 10.12.32, respectively, shall be given to the Municipal Clerk, in writing and signed by the mover and seconder at a meeting of Council, but shall not be debated until the next regular meeting of Council. 7.11.2 Where a Procedural Notice of Motion has been given under Sub- section 7.11.1, the Procedural Notice of Motion shall be printed in full in the Agenda, under "Business Arising from Procedural Notice of Motion" for that meeting of Council and each succeeding meeting until the motion is considered or otherwise disposed. 7.11.3 When a Member's Procedural Notice of Motion has been called by the Chair at two successive meetings and not proceeded with, it shall be removed from the agenda for all subsequent Meetings, unless Council otherwise decides. 7 12 nah-r a..,.•.,........ 8.1.1 See Sub - section 7.1. 8.2 Adopt the Agenda 8.2.1 The Chair shall ask for a motion to adopt the agenda. Prior to taking the vote, Members shall be provided an opportunity to state any other matters they are intending to introduce, not otherwise be disposed of under any other Section of the agenda, which will be introduced under the "Other Business" Section of the agenda. 8.3 Disclosure of Pecuniary Interest 8.3.1 See Sub - section 7.2 pno, imp 8.4 Public Meetings 8.4.1 Public Meetings shall be conducted in the following manner: 13 -31 20 a) The Chair shall state the purpose of the Public Meeting and shall explain to those present how the Public Meeting shall be conducted. b) A member of the Municipality's staff shall address the GPA to present the matter to the GPA. C) Members of the public shall then be permitted to make representation regarding the matter. The order in which members of the public shall be heard is: those opposed, those in support, and then the applicant or agent who is present and indicates his desire to be heard. 8.5 Delegations 8.5.1 See Section 9. 8.6 Presentations 8.6.1 See Sub - section 7.3. 8.6.2 Upon receipt of the request for Presentation as detailed in Sub - section ,41 7. 31, the Municipal Clerk, or designate, may schedule the presentation for a specified time during the GPA meeting. When exercising this option, the Municipal Clerk, or designate, shall include the schedule presentation time on the meeting Agenda and shall notify the Presenter of the scheduled presentation time. 8.6.3 Where the Municipal Clerk, or designate, has scheduled a Presentation for a specified time, as per Sub - section 8.6.2, when that specified time arrives during the GPA meeting, the Committee shall set aside the matter currently before it, to allow the Presentation to be heard as scheduled. Should there be a motion on the floor at the scheduled Presentation time, a motion to "table to be considered immediately after the Presentation" would be in order. 8.7 Staff Reports 8.7.1 Reports from the Municipality's staff shall be submitted to GPA for consideration. 8.8 Communications 13 -32 21 8.8.1 All communications received by the Municipal Clerk before noon on Wednesday prior to the commencement of the meeting, which: • pertain to an item on that agenda, • where it has been requested to be included by the Mayor or a Member of council, or • is deemed necessary and appropriate by the Municipal Clerk shall be listed under the heading `Communications' on the agenda and shall be included in its entirety unless it is impractical to do so in which case it shall be included in a manner as determined by the Municipal Clerk. 8.8.2 At the discretion of the Municipal Clerk, an item of correspondence received after the publishing of the agenda and before the commencement of the meeting, which is of an urgent nature or directly relevant to a matter on the agenda for the meeting, may be added to the agenda. Such matter shall be communicated to the Members of Council and posted on the Municipal website as soon as possible. 8.8.3 Every communication to be presented to Committee, per Sub - sections 8.8.1 to 8.8.2, shall be legibly written or printed, shall not contain any impertinent or improper matter or language, shall identify the author(s), and shall be filed with the Municipal Clerk. 8.8.4 Communications to be posted to the municipal website may be abridged as determined by the Municipal Clerk to facilitate posting. 8.8.5 Any other communications will be forwarded to Council by the Municipal Clerk with their regular mail and will not be placed on the Council or Committee agenda. If a member wishes to deliberate an item of correspondence, the Member shall, by 4:15 PM the Friday before the commencement of the GPA Committee meeting, request the Municipal Clerk to have the item added to the GPA Committee agenda. 8.9 Unfinished Business 8.9.1 . See Sub - section 7=40 7.9. 8.10 Other Business 8.10.1 . Members may only introduce a motion on any other business, not otherwise disposed of under any other 1333 22 Section of the agenda, provided that the matter was introduced prior to voting on the motion to Adopt the Agenda. 8.10.2 As per Sub - section 10.12.2, all motions introduced in accordance with Sub- section 8. 10.1 shall be in writing if requested by the Chair. Section 9 — Delegations 9.1 General 9.1.1 Where a single Delegation comprises more than five persons, only two of them may make verbal submissions to Council, GPA or the Special Committee, as the case may be. The Delegation shall be limited to the time fixed by Sub - sections 9.3.3 or 9.4.2, whichever is applicable. 9.1.2 Without leave of Council, members shall have one opportunity to ask questions of Delegations for the purpose of clarifying their submissions only or to elicit further information from them that is relevant to their submissions. 9.1.3 Where a Delegation wishes to provide Members with a petition and /or a written communication supporting the Delegation's comments, the petition and /or communication shall be provided to the Municipal Clerk, or designate. The written communication may be distributed to the Members at the discretion of the Municipal Clerk, or designate. 9.1.4 Municipal audio visual equipment may be used to assist in delegations, provided that permission has been obtained for use of such equipment from the Municipal Clerk, or designate, at the time the delegates(s) contact the Municipal Clerk's Department to register for the Meeting. The delegates electronic presentation must be provided to the Municipal Clerk's Department no later than close of business the Friday preceding the commencement of the Meeting. Electronic presentations will not be installed once the meeting has begun. 9.1.5 For matters which are more properly within the responsibility of Municipal staff, the Municipal Clerk shall notify the proposed delegate that the delegation shall not be listed on an agenda, and shall direct the proposed delegate to the appropriate Municipal Department. The delegate shall not be listed on an agenda for delegation until staff have had an opportunity to address the matter. 9.1.6 No further delegations may be made in respect of a delegation placed on an agenda in accordance with this Sub - section. 9.2 To Council 9.2.1 Delegations shall be restricted to speaking to matters included on the . Council agenda for the Meeting in question. 9.2.2 Notwithstanding Sub - section 9.2.1, Delegations shall not be permitted to speak to a matter that is the subject of Report from GPA, or is the subject of a staff report or matter included under Unfinished Business included on the 13 -34 23 Council agenda, where the Delegation spoke to the item at the GPA meeting, including a Public Meeting, which is being reported to Council. 9.2.3 Notwithstanding Sub - section 9.2.1, where the Municipal Clerk determines that the matter is of an urgent nature and there is insufficient time for a Delegation respecting it to be heard by the GPA, subject to Sub - section 9.2.4, the Delegation may be permitted to speak to Council on the matter Request to Speak — Required 9.2.4 Delegations shall notify the Municipal Clerk no later than fifteen (15) minutes prior to close of business on the Friday preceding the Council Meeting and shall state the agenda item and nature of the issue they wish to address. Time Limits 9.2.5 Each Delegation to Council in respect of a particular matter shall be limited to ten (10) minutes in addition to the time taken by Council to ask questions of the delegate and to receive answers to such questions. - -_ - - Am NOW -0 it -9 9.3 To GPA or Special Committee 9.3.1 Except where a particular matter has been reported by the Director of a Department or the Chief Administrative Officer directly to Council, or in cases in which the Municipal Clerk determines that the matter is of an urgent nature and there is insufficient time for a delegation respecting it to be heard by the Committee, all Delegations shall be directed to and heard by GPA or a Special Committee, as determined by the Municipal Clerk. 9.3.2 Notwithstanding Sub - section 9.2.1, Delegations shall not be permitted to speak to GPA regarding a matter that is the subject of a Public Meeting which is included on the GPA agenda. Time Limits 9.3.3 Each Delegation to GPA or Special Committee in respect of a particular matter shall be limited to ten (10) minutes in addition to the time taken by the Members to ask questions of the Delegation and to receive answers to such questions. Request to Speak — Required 9.3.4 Delegations shall notify the Municipal Clerk no later than fifteen (15) minutes prior to close of business on the Friday preceding the GPA or Special Committee Meeting and shall state the nature of the issue they wish to address. 13 -35 24 Disposition of Delegation 9.3.5 When a delegate is addressing a matter that is not otherwise included on the agenda, a motion to deal with the delegation shall be in order immediately following the conclusion of the delegation. 9.4 At a Public Meeting 9.4.1 Where Council has passed a by -law delegating to GPA, Council's responsibility to conduct a hearing, a Public Meeting, or a public workshop, before passing a by -law or prior to adopting and approving an Official Plan Amendment, zoning by -law amendment, or approving a draft plan of subdivision, under the Municipal Act, 2001, or the Planning Act, the GPA shall conduct such hearing, Public Meeting, or public workshop. Time Limits 9.4.2 Delegations to GPA in respect of any such matter for which the Public Meeting is held, shall be limited to ten (10) minutes in addition to the time taken by Members to ask questions of the Delegation and to receive answers to such questions. Request to Speak — No Request Required 9.4.3 A person wishing to make representation on a matter for which a Public Meeting is held, is not required to give written notice or to be listed on the GPA agenda for the Meeting in question. 9.5 Special Meetings 9.5.1 No Delegation will be heard at a special Meeting of Council or GPA unless otherwise directed in the call of the special meeting. 9.6 Conduct of Delegations and Presenters 9.6.1 Delegations and presenters shall not: a) speak disrespectfully of any person; b) use offensive words; C) speak on any subject-other than the subject for which they have given notice to address Council /Committee; d) disobey the decision of the Chair; e) enter into debate with Members; and f) appropriate any unused time allocated to another Delegation or presenter. Section 10 — Rules of Debate and Conduct 13 -36 25 10.1 Conduct of Members .of Council, CPA and Special Committees 10.1.1 No Member shall: a) speak disrespectfully of any elected assembly, b) use offensive words or unparliamentary language or speak disrespectfully against the Council, against any Member, or against any officer or employee of the Municipality; C) speak on any subject other than the subject in debate; d) disobey the Rules of Procedure or a decision of the Chair, on questions of Points of Order or procedure or upon the interpretation of the Rules of Procedure except where the ruling of the Chair is reversed by Council pursuant to Sub - section 10.6.3. If a Member persists in any such disobedience after having been called to order by the Chair, the Chair shall forthwith order him or her to vacate the Council Chambers or room in which the Meeting is being held, but if the Member apologizes he er she may, by majority vote of the Members, be permitted to retake his eFhe seat; and e) where a matter has been discussed in a closed Meeting, and where the matter remains confidential, disclose the content of the matter or the substance of the deliberations of the closed Meeting to any person. 10.2 Address the Chair 10.2.1 Any Member desiring to speak shall signify their desire to speak in such a manner as the Chair may direct, and upon being recognized by him, shall address the Chair. 10.3 Order of Speaking 10.3.1 When two or more Members signify a desire to speak, the Chair shall recognize the Member who, in the opinion of the Chair, so signified first and next recognize in order the other Members. 10.4 Point of Privilege 10.4.1 Where a Member considers that his rights or integrity or the rights or integrity of the Council or Committee as a whole have been challenged, as a matter of Privilege, the Member may rise on a Point of Privilege at any time, with the consent of the Chair, for the purpose of drawing the attention of Council or Committee to the matter. 10.4.2 A Member who desires to address Council, GPA or a Special Committee, as the case may be, on a matter which concerns the rights or privileges of the Council collectively, or as an individual Member, will be permitted to raise such Point of Privilege. A breach of privilege is a willful disregard by a Member or any other person of the dignity and lawful authority of Council. A 13 -37 26 Point of Privilege will take precedence over other matters. When a Member raises a Point of Privilege, the Chair may use the words "Councillor... state your Point of Privilege ". While the Chair is ruling on the Point of Privilege, no one will be considered to be in possession of the floor, but thereafter the Member in possession of the floor when the Point of Privilege was raised, has the right to the floor when debate resumes. 10.5 Point of Order 10.5.1 The Chair shall preserve order and decide on Points of Order. 10.5.2 A Member who desires to call attention to a violation of the Rules of Procedure will ask leave of the Chair to raise a Point of Order. When leave is granted, the Chair may use the words "Councillor... state your Point of Order." The Member will state the Point of Order with a concise explanation and will comply with the decision of the Chair. The Member in possession of the floor when the Point of Order was raised has the right to the floor when debate resumes. 10.6 Appeal of Ruling of Chair 10.6.1 With respect to,a ruling on either a Point of Privilege or Point of Order, if the Member does not appeal immediately thereafter to Council, GPA or Special Committee, as the case may be, the decision of the Chair shall be final. 10.6.2 If the Member wishes to appeal the decision of the Chair, he shall appeal immediately to Council, GPA or the Special Committee, as the case may be, otherwise, the decision of the Chair is final. 10.6.3 If the decision is appealed, the Chair will give concise reasons for his ruling, and will call a vote by Council, GPA or Special Committee, as the case may be, without debate on the following question: "Will the ruling be sustained ? ", and the decision of Council, GPA or the Special Committee is final. The Chair may vote on this question. In the event of a tie of votes, the ruling of the Chair shall be deemed to be sustained. 10.7 Members Speaking 10.7.1 When a Member is speaking, no other Member shall pass between him and the Chair, or interrupt him except to raise a Point of Order. 10.8 Question Read 10.8.1 Any Member may request the question or motion under discussion to be read at any time during the debate but not so as to interrupt a Member while he is speaking. 10.9 Speak Once - Reply 10.9.1 No Member shall speak more than once to the same question without leave of Council, GPA or Special Committee, as the case may be, except that a reply shall be allowed to be made only by a Member who has presented the 13 -38 27 motion, but not by any Member who has moved an amendment or procedural motion in response to that motion. 10.10 Time Limited 10.10.1 No Member, without leave of Council, GPA or a Special Committee, as the case may be, shall speak to the same question or in reply for longer than five (5) minutes. 10.11 Questions 10.11.1 A Member may ask a question for the purpose of obtaining information relating only to the matter under discussion and such questions must be stated concisely and asked only through the Chair. 10.11.2 Notwithstanding Sub - section 10.11.1, when a Member has been recognized as the next speaker, then immediately before speaking, such Member may ask a question through the Chair to any Member, the Chief Administrative Officer, or Department Head, or designate, concerning any matter connected with the business of the Municipality but only for the purpose of. obtaining information, following which the Member may speak. 10.12 Motions Reading 10.12.1 All motions must be introduced by a mover and seconder before the Chair may put the question or motion on the floor for consideration. If no Member seconds the motion, the motion shall not be on the floor for consideration and therefore it shall not be recorded in the minutes. In a Meeting of Council, unless otherwise provided for in this Procedural By -law, all motions must be in writing and signed by the mover and the seconder. 10.12.2 Notwithstanding Sub - section 10.12.1, in a Meeting of Committee, unless otherwise provided for in this Procedural By -law, all motions introduced in accordance with Sub - section 8. 10.1 must be in writing if requested by the Chair. 10.12.3 When a motion is presented in a Meeting, it shall be read by the Member, or, if it is a motion which may be presented orally as provided in Sub - section 10. 12.9 it shall be stated by the Chair before debate. 10.12.4 Notwithstanding Sub - section 10.12.3, a motion, the wording of which is printed in the agenda as either a separate item or as part of a report, need not be read in its entirety unless requested to do so by a Member, but shall be deemed to have been read for the purposes of introducing the motion. 13 -39 28 Withdrawn 4 10.12.5 After a motion is properly moved and seconded, it shall be deemed to be in possession of Council, GPA or Special Committee, but may be withdrawn by the mover at any time before decision or amendment. No debate until properly moved and seconded 4�--a 10.12.6 No Member shall speak to any motion until it is properly moved and seconded, and the mover is entitled to speak first if the Member so elects. If debated, the question or motion may be read before being put. Motion Ruled Out of Order 10.12.7 Whenever the Chair is of the opinion that a motion is contrary to these Rules of Procedure, the Chair shall rule the motion out of order. Not within jurisdiction of Council 1n 10.12.8 A motion in respect of a matter which requires the exercise of a legislative power by Council which is not within its jurisdiction, shall not be in order at a Meeting of Council, GPA or a Special Committee. Matters and Motions Without Notice and Without Leave 10.12.9 The following matters and motions may be introduced orally by a Member without notice and without leave, except as otherwise provided by this Procedural By -law, and shall be decided without debate: a) A point of order or Privilege; b) To adjourn; C) To suspend the Rules of Procedure; d) To table the question without direction or instructions; e) To divide; g) Question be now put; and h) To recess. 10.12.10 The following motions may be introduced orally by a Member without notice and without leave, except as otherwise provided by this Procedural By -law, and may be debated: a) To refer b) To table with instructions (instructions for tabling only to be debatable); G) To amend, and d) To rescind. 13 -40 29 Motion in Writing . �f�^ -�.. ^ 10.12.11 Except as provided by Sub - section 10.12.9 and 10.12.10, all motions introduced at a Council Meeting shall be in writing and signed by the mover and seconder. Priority of Disposition z� .. 10.12.12 A motion properly before Council, GPA or a Special Committee for decision must be disposed of before any other motion can be received except a motion in respect of matters listed in Sub - section 10.12.9 or 10.12.10. Motion to Refer 10.12.13 A motion to refer a matter under discussion by Council, GPA or a Special Committee shall be considered before all amendments to the main question are considered until the motion to refer is decided. Motion to Amend IQ 4.2 4 2 10.12.14 A motion to amend: a) Shall be presented in writing if requested by the Chair; b) Shall relate to the subject matter of the main motion; c) Shall not be received proposing a direct negative to the question; and d) Shall be put to a vote in reverse order to the order in which the amendments are made. 10.12.15 Only one motion to amend an amendment to the original motion shall be allowed and any further amendment must be to the original motion. Motion to Amend Something Previously Adopted 10.12.16 A motion to amend a previous action of Council requires a majority vote of the Members present and voting provided that notice has been given in accordance with Sub - section 7--.42 7.11, and in case the aforesaid notice has not been given, the motion to amend a previous action of Council requires a two- thirds (2/3) vote of the Members present and voting. Question Be Now Put - 10.12.17 A motion that the question be now put: a) Is not debatable; b) Cannot be amended; c) Cannot be proposed when there is an amending motion under consideration, except for the purpose of moving that the amending motion be put; d) When resolved in the affirmative, requires that the question(s), motion, amending motion or motion as amended, whichever is under 13 -41 30 consideration be put forward immediately without debate or amendment; e) Can only be moved in the following words, "that the question be now put "; and f) A motion "that the question be now put" requires an affirmative vote of two- thirds of the Members present and voting. Motion to Refer or Defer /Postpone ^ 10.12.18 A Motion to refer or to refer back or postpone the question may include instructions respecting the terms upon which the question is to be referred or postponed. 1 10.12.19 A motion to refer or to refer back or postpone the question shall not be debatable except where instructions are included, in which case, only the instructions shall be debatable. 10.12.20 A motion to refer or to refer back € or postpone the question may not be amended except where instructions are included, in which case, only the instructions may be amended in accordance with the provisions in Sub-section ,2 10.12.14. 10.12.21 A motion to refer shall not be in order where there is a list of speakers pending. Motion to Table 10.12.22 A motion simply to table is not debatable except where instructions are included, in which case, only the instructions shall be debatable. Such motion cannot be amended. 10.12.23 A motion to table with some condition, opinion, or qualification added to the motion to table shall be deemed to be a motion to postpone made under Sub - sections 10.12.18 to10.12.21, inclusive. 10.12.24 The matter tabled shall not be considered again by the Council, GPA or Special Committee until a motion has been made to lift from the table the tabled matter at the same or a subsequent Meeting. 10.12.25 A matter tabled at a Meeting of the GPA or Special Committee may be lifted from the table by Council. 10.12.26 A matter tabled at Council may not be lifted from the table at a meeting of GPA of Special Committee. 10.12.27 A motion to lift a tabled matter from the table is not subject to debate or amendment. 10.12.28 A motion that has been tabled at a previous Meeting cannot be lifted e# from the table unless notice thereof is given in accordance with Sub - section 7.11. 13 -42 31 Motion to Divide 10.12.29 A motion containing distinct proposals may be divided and a separate vote shall be taken upon each proposal contained in a motion if.decided upon by a majority vote of the Members present and voting. Motion to Rescind 10.12.30 A motion to rescind a previous action of Council requires a majority vote of the Members present and voting provided that notice has been given in accordance with Sub - section 7=.=Q 7.11 and in case the aforesaid notice has not been given, the motion to rescind a previous action of Council requires a two - thirds (2/3) vote of the Members present and voting. 10.12.31 A motion to rescind is not in order when action has been taken on the order of Council which it is impossible to revise. The part of an order of Council which has not been acted upon, however, may be rescinded. Reconsideration 10.12.32 A resolution, by -law or any question or matter (except one of indefinite postponement) which has been adopted previously by Council may be reconsidered by Council subject to the following: a) A Procedural Notice of Motion has been introduced according to the procedure for Procedural Notice of Motion, provided for in Sub- section 742 7.11; b) Debate on a motion to reconsider must be confined to reasons for or against the subject of the reconsideration; c) No discussion of the main substantive motion shall be allowed until the motion for reconsideration is carried; d) Such motion must be supported by two - thirds (2/3) of the Members present and voting in favour of such reconsideration before the matter is re- opened for debate; e) If a motion to reconsider is decided in the affirmative, such reconsideration shall become the next order of business, unless the motion calls for a future date, and debate on the question to be reconsidered may proceed as though it previously had never been voted on; and f) A vote to reconsider a particular matter or decision will not be considered more than once during the term of Council. Motion to Recess 10.12.33 A motion to recess shall provide for Council, GPA, or Special Committee to take a short intermission within a Meeting which shall neither end the 13 -43 32 Meeting nor destroy its continuity and after which, proceedings shall immediately resume at the point where they were interrupted. 10.12.34 A motion to recess is not debatable, but is amendable as to the length of the recess. Motion to Adjourn 10.12.35 A motion to adjourn: a) Shall always be in order except as provided by this Procedural By -law; b) Is not in order when a Member is speaking or during the verification of a vote; c) When resolved in the negative, cannot be made again until after some intermediate proceedings shall have been completed by Council, GPA or Special Committee, as the case may be; d) Is not in order immediately following the affirmative resolution of a motion that the question be now put; e) If carried, without qualification, will bring a Meeting to an end; f) To a specific time, or to reconvene upon the happening of a specified event, if carried, suspends the Meeting to continue at such time; and g) Is not debatable. 10.12.36 A motion to proceed beyond the the scheduled adjournment time: a) Shall not be amended or debated; b) Shall always be in order except when a Member is speaking or the Members are voting; and c) Shall require the support of two - thirds (2/3) of the Members present and voting. 10.13 Voting on Motions 10.13.1 Immediately preceding the taking of the vote on a motion, the Chair may state the question in the form introduced and shall do so if required by a Member. 10.13.2 After a question is finally put by the Chair no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. 13 -44 33 10.13.3 Every Member present at a Meeting, when a question is put, shall vote thereon unless disqualified under the Municipal Conflict of Interest Act to vote on the question. 10.13.4 Except where the Member is disqualified under the Municipal Conflict of Interest Act from voting, if a Member does not vote when a question is put, he or she shall be deemed to have voted in the negative. 10.13.5 A Member not in his or her seat when the question is called by the Chair is not entitled to vote on that question. 10.13.6 Each Member has only one vote. 10.13.7 The vote required to pass a motion shall be a simple majority except as otherwise provided by this Procedural By -law or by Statute. 10.13.8 The Chair shall announce the result of every vote. Unrecorded Vote 10.13.9 The manner of determining the decision of the Council, GPA or a Special Committee on a motion shall be at the discretion of the Chair and may be by voice, show of hands, standing, or otherwise. Recorded Vote 10.13.10 A Recorded Vote shall not be in order at GPA or Special Committee meetings. 10.13.11 When a Recorded Vote is requested by a Member during a Council Meeting, or is otherwise required, the Municipal Clerk shall record the name and vote of every Member. 10.13.12 The order in which Members vote on recorded votes shall be in alphabetical order of the Members present and voting, commencing with the Member who made the request and continuing through the alphabet and then back to the beginning of the alphabet, if necessary, until all Members have voted. The Chair shall vote last. 10.13.13 If a request for a recorded vote is made by the Chair, the order in which Members vote shall be in alphabetical order of the Members present and voting. The Chair shall vote last. 10.14 Conduct of the Audience 10.14.1 Members of the public who constitute the audience in the Council Chamber or adjacent to the Meeting room, or other such place where the Meeting is held in accordance with Sub - section 4.1 of this Procedural By -law, during a Meeting, shall maintain order and quiet and may not: a) Address Council, GPA or Special Committee without permission; 13 °45 11 11.1 11.2 34 b) Interrupt any speaker or action of the Members or any other person addressing Council, GPA or Special Committee; c) Speak out; d) Clap; e) Behave in a disorderly manner; or f) Make any other noise or sound that proves disruptive to the conduct of the meeting. Implementation By -laws 2011 -016, 2011 -031, 2011 -110, 2011 -120, 2012 -011, 2012 -016 are hereby repealed. This Procedural By -law shall come into full force and effect upon its passage. By -law passed in open session this day of , 2015. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 13 -46 Corporate Policy POLICY TYPE: SUBSECTION: POLICY TITLE: POLICY #: POLICY APPROVED BY: EFFECTIVE DATE: REVISED: APPLICABLE TO: 1. Purpose: ATTACHMENT #2 ciff-kil w REPORT CLD- 006 -15 AHL Leading the Way Operational Communication /Customer Service Proclamations F9 Council June 11, 2007 February 23, 2015 All Employees To ensure the appropriate criteria is in place when Council receives a request to issue a proclamation. 2. Policy: a) Requests for Proclamations shall be approved for: • Charitable fundraising campaigns • Public awareness campaigns • Arts and cultural celebrations • Special Honours b) Requests for Proclamations shall not be approved for: • Matters of political controversy, religious beliefs or individual conviction • Events or organizations with no direct relationship to the Municipality of Clarington • Campaigns or events contrary to law, Municipal policies or by -laws • Campaigns intended for profit- making purposes 3. Procedures: Upon receipt of a request for a proclamation /tug day, the request will be p!aG8d G the request shall be forwarded to the Mayor's Office for consideration. Council's administrative staff shall advise the requester of the decision and shall copy the response and a copy of the original correspondence to the Communications Officer and the Customer Service desk staff. An organization does not have exclusive rights to the day, week or month of their proclamation Page 1 A3 -47 • C o rpo rate Policy Leading the Way This Policy does not apply to requests for tag days, which are handled administratively through the Clerk's Department. tag days W611 Rot be appreved fe +han n o r �atien fnr the same date i�-E� r'1.-F�6��- rvr- cn�arrrczrctcc. 4. Appendices: None 13 -48 Page 2 of 2 ATTACHMENT #3 TO REPORT CLD- 006 -15 Council Communications Policy Draft 1. Purpose: To streamline and implement accountability, efficiency and consistency into the process of correspondence that is received by the Municipality of Clarington and subsequently considered by staff, a Standing Committee and /or Council. The intent to standardize and expedite the processing and circulation of correspondence received by the Clerk's Department, and to narrow the scope of correspondence considered by Council to matters within the jurisdiction of Council and of relevance to Clarington. 2. Definitions 2.1 CAO - Chief Administrative Officer for the Municipality of Clarington. 2.2 Correspondence - written communication directed to the Mayor and Members of Council or to the Municipality of Clarington, which is received by the Clerk's Department, either by fax, in letter form, in memo form or by email. The word "communication" shall be used interchangeably. 2.3 GPA - General Purpose and Administration Committee of the Municipality of Clarington. 2.4 Proclamation - an official declaration or announcement. Usually to declare a period of time as having special significance. 3. General 3.1 All correspondence forwarded by the Clerk's Department to be disseminated to Council individually or collectively, shall be distributed on a regular basis, and will not be placed on the agenda; except as otherwise provided for in Sections 3.2. and 3.3 below. Correspondence will also be disseminated to the appropriate department(s). In cases where the original is too voluminous or where it would be impractical due to format, the Municipal Clerk may distribute the communication item in an alternative format. 3.2 Notwithstanding 3.1, the following correspondence shall be included on the Council Agenda: • Correspondence pertaining to a matter before Council shall be included on the Council Agenda. • Correspondence from an Agency, Organization or Government requiring Council to act, where deemed necessary and appropriate by the Clerk. Page I 1 13 -49 Correspondence shall be included in its entirety on the Council Agenda unless it is impractical to do so and shall be included in a manner as determined by the Municipal Clerk. Communication in its entirety will be available to view on the Municipality's website, and as such notice shall be posted on the Municipal Website advising that their correspondence in its entirety (including name, address, email address, phone number, etc.) will become public record. 3.3 Where a Member of Council wishes to introduce a motion regarding a matter which may have been brought to their attention by way of written communication, they may, by 4:15 PM the Friday preceding the commencement of the GPA Committee meeting, request the Municipal Clerk to have the matter added to the General Purpose and Administration Committee meeting. 4. Common / Specific Correspondence Items 4.1 Proclamation Requests 4.1.1 In accordance with Policy F9 and delegated authority to Mayor (Resolution: C- M? not yet done), requests for Proclamations are forwarded to the Mayor for a decision. Council's administrative staff shall advise the requester of the decision and shall copy the response and a copy of the original correspondence . to the Communications Officer and the Customer Service desk. OR if resolution is not passed by new council to delegate to Mayor 4.1.2 After having been proclaimed by Council, the request for proclamation shall be forwarded, by the Municipal Clerk, to the following: • Communications Officer • Customer Service desk • Each Member of Council through their administrative staff. 4.2 Requests for Support of Resolutions from Other Municipalities 4.2.1 The Municipal Clerk shall forward the requests for endorsements of resolutions of other municipalities to: • All Department Administrative Assistants for consideration by their Department • Each Member of Council through their administrative staff. 4.2.2 Should the CAO or a Department Head determine that the resolution should be endorsed, the Department Head shall discuss the matter with their respective Council Liaison to ensure that the appropriate motion is introduced at GPA. Page 12 13 -50 4.2.3 Should a Member of Council determine that the resolution should be endorsed, the Member of Council shall, by 4:15 PM the Friday preceding the commencement of the GPA Committee meeting, request the Municipal Clerk to have the matter added to the General Purpose and Administration Committee meeting such that the Member may introduce the appropriate motion at GPA. 4.3 Requests for Special Events 4.3.1 Council has delegated approval authority to staff for Special Events on Municipal Roads, on private property and on Municipal property by by -law. In accordance with this delegated authority, the Municipal Clerk shall forward the requests as follows: Request Type Forwarded to _- Approval Authority Special Event on a Traffic Coordinator Director of Municipal Road Engineering Services Special Event on Private Manager, Municipal Law Municipal Clerk Property Enforcement Special Event on Municipal Director of Operations Director of Property I Operations 4.3.2 Upon approval of the Event, the Approval Authority shall notify the following people that the Special Event permit has been issued: • CAO • all Department Heads • Communications Officer • all Members of Council 4.4 Communication Blasts /Notices from AMO /FCM 4.4.1 All communication blasts /notices from AMO shall be forwarded, by the Municipal Clerk, to: • All Department Administrative Assistants for consideration by their Department • Each Member of Council through their administrative staff. Page ( 3 13 -51 4.5 Reauests for Nominations for Awards 4.5.1 All requests for nominations for awards shall be forwarded, by the Municipal Clerk, to: • All Department Administrative Assistants for consideration by their Department • Each Member of Council for consideration through their administrative staff • Communications Officer to be posted on the Municipal Website. 4.6 Correspondence not pertaining to a matter on the Council or GPA Agenda 4.6.1 Correspondence received by the Clerk's Department addressed to the Corporation, the Mayor's Office, or Council that is not pertaining to a matter that is scheduled to be on the next Council Meeting Agenda, shall be sent electronically to: • All Department Administrative Assistants for consideration by their Department • Each Member of Council for consideration their administrative staff. 4.7 Correspondence pertaining to a matter on the GPA Agenda 4.7.1 Correspondence received by the Clerk's Department addressed to the Corporation, the Mayor's Office, or Council that is pertaining to a matter that is scheduled to be on the next GPA Meeting Agenda, shall be sent electronically to: • All Department Administrative Assistants for consideration by their Department • Shall be included in the Agenda package for the meeting 4.8 Co.rrespondence'pertaining to a matter on the Council Agenda 4.8.1 Correspondence received by the Clerk's Department addressed to the Corporation, the Mayor's Office, or Council that is pertaining to a matter that is scheduled to be on the next Council Meeting Agenda, shall be sent electronically to: • All Department Administrative Assistants for consideration by their Department • Shall be included in the Agenda package for the meeting Page ( 4 13-52 ' 4.9 Circulation of Council Position 4.9.1 Where Council deems it appropriate to circulate resolutions to other municipalities advising of Council's position, the resolution shall be circulated to the Association of Municipalities of Ontario (AMO) or the Federation of Canadian Municipalities (FCM) instead of-the individual municipalities. 4.10 Advisory Boards and Committees - Minutes 4.10.1 Minutes from Clarington Advisory Boards and Committees shall be included in the next Council Agenda following receive of the minutes and shall be considered by Council during the "Committee Reports" section of the agenda. 4.10.2 Minutes from external advisory boards and committees (ie. those not "reporting to Council ") shall be forwarded by the Municipal Clerk to: Each Member of Council through their administrative staff Page 15 13 -53 If this information is required in an alternate accessible format, Clerk at 905 - 623 -3379 ext. 2102. Clerk's Report please contact the Municipal Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: CLD- 008 -15 Resolution Number: File Number: C12.GE By -law Number: Report Subject: Appointments to Various Boards & Committees — 2015 -2018 Recommendations: 1 That Report CLD- 008 -15 be received; 2. That the Committee consider the applications for appointment to the various boards and committees, and that the vote be conducted to appoint the citizen and Council representatives to the various boards and committees, in accordance with the Appointment to Boards and Committees Policy; 3. That, if the Committee chooses to extend the term of Ms. Barrie, Section 8 of the Terms of Reference for the Clarington Accessibility Advisory Committee be waived in order to allow the appointment of a member for a third term; 4. That the Municipal Clerk's Department be authorized to advertise for any remaining vacancies; and 5. That all interested parties listed in Report CLD- 008 -15 and any delegations be advised of Council's decision. 13 -54 Municipality of Clarington Report CLD- 008 -15 Page 2 Report Overview This report is intended to provide background information, regarding vacancies on various boards and committees to assist in the appointment process. 1. Background The Municipality of Clarington has several Boards, Committees and appointments which expire with the term of Council. Accordingly, the Municipal Clerk's Department placed an advertisement in the following local papers: Clarington This Week — January 28 and February 5 Orono Weekly Times — January 28 and February 5 In addition, the advertisement was placed on the Municipality's Website, www.clarington.net. Current members of all boards and committees were contacted about the vacancies as well. As per the new "Appointment to Boards & Committees Policy ", the applications have been forwarded to the appropriate staff liaison to complete a matrix for each board /committee for the citizen appointments. The matrix has been attached at the front of each of the applications for the respective boards and committees. 2. List of Applicants The applications have been circulated confidentially under separate cover as they contain personal information. Below is an alphabetical listing of the various Boards and Committees and applicable information. Please note that an asterisk preceding the applicant's name indicates that the person is presently a member of the Board or Committee. "LATE" following the name indicates the application was received past the deadline of February 11, 2015 at noon. A space has also been left to indicate the necessary Council representative appointments. 13 -55 Municipality of Clarington Report CLD-008-15 Page 3 an r d.j., p an re Angelique Ball (LATE) John Bate*** Laura Suchan' Todd Taylor Kim Vaneyk*** 1 Council Rep:XX :;opnjnU ee _-._AIq.-00$-0.j. -lilt -'Ad r-*.y t er-s4sh-­flFb`-:­'_` 4 iz;ens-,, f m em­ b- e_'r`-',,_ p.;�pe_ §�With!..disab I -,*mpf. r er ; par6h6 n * _J representing chilren bilit'e_ah-d'.. Sally Barrie*** (See note below) Shea-Lea Latchford' Andre O'Burnsawin (LATE) John Sturdy Jacquie Watchorn (LATE) Council Rep: XX NOTE;- The Terms of Reference states that "the length of term for Committee members will be four years, corresponding with the term of Council, or until their * successors sors are appointed. A Committee member may have their membership renewed by Council for a further three year term but may not serve longer than six consecutive years." Ms. Barrie was appointed in 2007 and again in 2011. Should Council wish to appoint Ms. Barrie for a further term, Section 8 of the Terms of Reference will need to be waived. 13-56 Municipality of Clarington Report CLD -008 -15 Page 4 Agricultural'Adv so' y.Committee _ 1O members :: agricultural representatives ofvarious,farmmg interests (beef,. airy;_. app le,:greenhouse; cash crops; hog', poultry, etc ), 1 ofwhich is a representative of the Durham Federation`of Agriculture (DFA) and-1 Council Re resentative: Tom Barrie * ** Eric Bowman * ** John Cartwright * ** Les Caswell * ** Jennifer Knox * ** (LATE) Brenda Metcalf * ** Donald Rickard * ** Ted Watson * ** Henry Zekveld As per Resolution #C- 105 -13, Council will "stagger the terms of members, by appointing half of the membership every two years, for four year terms. To initiate the staggered terms, the following were previously appointed for a two year term expiring in 2016: Elgin Greenham DFA Rep(s): Mary Ann Found (until 2016) Tim Sargent (Alternate) (until 2016) Council Rep: XX NOTE: Only eight persons are required; however it has been past practice to appoint up to 12 members. Therefore it would be advisable to appoint five members for a four year term and four members for a two year term. Committee of Adjustme --t Paul Allore * ** John Bate * ** Andre O'Bumsawin (LATE) Bonnie Seto John Sturdy Todd Taylor Jim Vinson * ** Gord Wallace Anthony Wood Ganaraska. Fo>•es# :Recreational User Comrt�itEee. 1: citizen !: Sharon Foster Valerie Henderson NOTE: This is appointment is for a one year term. 13 -57 Municipality of Clarington Report CLD- 008 -15 .`Glaring #on Heritage;;Committee ::. Minimum of merribers; max mufn'. of.12 members.;: including . ,eprese0tativ.e :ftum': --- -: Newcastle Village and District Histondal'Society; represenfiative from Glartngt, Museums acid Arc. Counc'iI Representative, ,'`::',.:... :.._., Tracey Ali * ** Steven Conway Joseph Earle * ** Victor Suppan * ** Todd Taylor Newcastle Village -and District Historical Society Reps.: Robert Malone Myno Van Dyke (alternate) Clarington Museums and Archives Representative — to be appointed later. Council Rep: XX James E. Coombes * ** Milton Dakin Brad Found Brian Souch Arnot R. Wotten Sr. Museurjn0-4nd Archwes Board: Maximu ofi vofi ` iinembe a:�nclud ri :2 citize s''` er`w" r` °1 Re *rd§d *ta ' r.:. .g n - p. a. d, .r n tiv. . : -.: !•:: r. .: .., i...:... of: Friends o , M - • R:. epe _r.ei :.s.txe•n-.i t_ a:t:i:v:i'. i •- '_w.i l S.:o.•.`c. '•i.: e ty, Cpun'e�l:Re 'resentatives:;::.;;;.;._ - Ward 1 Olinda Casimrio (LATE) Marilyn Morawetz * ** Ward 2 Bonnie Seto * ** -John Sturdy Friends of the Museum Rep: Susan Laing * ** (See note below) Council Rep: XX Council Rep: XX NOTE: The Museums and Archives Board governance policy states that a member cannot sit for more than nine consecutive years. Ms. Laing has been appointed to the Board, consecutively, since 2000. Page 5 13 -58 Municipality of Clarington Report CLD- 008 -15 Newcastle Arena: Board -.7 ditizens. and 2 Council Re resentatives, Gord Blaker * ** Shea -Lea Latchford * ** Gordon Lee * ** Carol Little * ** Gary Oliver * ** Jay Summers ' , Todd Taylor Susan White Council Rep: XX Council Rep: XX Page 6 Council Rep: XX Council Rep: XX Pound.:.Keepers, - 2,-. ositions . Arnot R. Wotten Sr. * ** ioperty Stan ards,Committee: 6 citizens - Patricia Brazeau * ** . Todd Taylor Anthony B. Wood * ** ruauc uarary .tso 7 citizens 4- Z;Cour Council Rep: XX Council Rep: XX 13 -59 Brenda Carrigan * ** Kerri Davis * ** Terri Gray Judy Hagerman * ** Janice Jones Bradley Phillips Gail Rickard * ** Jacob Vander Schee * ** Marie Visser Sarah White Municipality of Clarington Report CLD- 008 -15 Page 7 Samuel Wilmot.Nature Area Management Advisory Committee Minimum of 8 citizens + :1 Council Representative Michael Apt Leo Blindenbach * ** Patrick Bothwell Jim Cleland * ** Suzanne Land * ** Melanie McArthur * ** Kate Potter (LATE) Brian Reid * ** Council Rep: XX 3. Solina Hall Board By -law 2008 -038 establishes the Solina Hall Board as Municipal Service Board, and establishes the Terms of Reference. The composition of the board is comprised of seven members, including two Council representatives. The Municipal Clerk's Department has been advised that the following community members' names have been submitted to be appointed: • Jennifer Bowman • Herb Tink • Ron Whitbread • Bev Whitbread • Karen Dair As a Municipal Service Board, the members, including two Council Representatives, should be appointed by Council. 4. Tyrone Hall Board Tyrone Hall Board was established as a Municipal Service Board, by By -law 2008 -039. The By -law states that the Board's composition shall be comprised of 15 members, including two Council representatives. At the time of writing, the Municipal Clerk's Department has not been informed of the community members' names. Therefore, the only appointments to be made at this time are two Council representatives. 13 -60 Municipality of Clarington Report CLD -008 -15 Page 8 5. Appointments of Councillor Representatives The following Boards and Committees require Council representatives only (i.e. no citizens are appointed from the Municipality of Clarington): Name of Board /Committee Number of Council Representatives Bethesda House 1 Bowmanville BIA 1 Bowmanville CIP 1 Bowmanville Santa Claus Parade 1 Clarington Older Adult Centre Board 2 Darlington Site Committee 2 Durham Strategic Environmental Alliance 1 Friends of Second Marsh 1 Hampton Hall Board 1 Newcastle BIA 1 Newcastle Village CIP 1 Newcastle Village Community Hall Board 2 Orono BIA 1 Orono Cemetery Board 1 Orono CIP 1 St. Mary's Cement Community Relations Committee 1 Visual Arts Centre 1 Youth Advisory Committee 1 6. Concurrence Not Applicable 7. Conclusion It is recommended that the Committee consider the applications for appointment to the various boards and committees. If the Committee chooses to extend the term of Ms. Barrie and appoint her to the Clarington Accessibility Advisory Committee, it is recommended that Section 8 of the Terms of Reference be waived in order to allow the appointment of a member for a third term. in light of the lack of applicants to some of the boards and committees, it is recommended that the Municipal Clerk's Department be authorized to advertise for any remaining vacancies. 13 -61 Municipality of Clarington Resort CLD- 008 -15 8. Strategic Plan Application Not applicable. Submitted by Page 9 Reviewed by. Franklin Wu, Chief Administrative Officer Staff Contact: Michelle Chambers, 905 - 623 -3379 ext. 2105 or mchambers@claririgton.net Attachments: Attachment 1 — Confidential Applications (Distributed Separately) The following is a list of the interested parties to be notified of Council's decision: All Applicants All Board /Committee Appointment Contacts CAG /jeg /mc 13 -62 Clerk's Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: CLD- 009 -15 Resolution Number: File Number: By -law Number: Report Subject: 2015 Volunteer Celebration Event Recommendations: 1. That Report CLD- 009 -15 be received for information. 13 -63 Municipality of Clarington Report CLD- 009 -15 Page 2 Report Overview This report provides the history regarding the past Clarington's volunteer events and information on the upcoming 2015 Volunteer Celebration Event. 1. Background 1.1. Historical Perspective According to our records, Council has celebrated the many volunteers who contribute to the quality of life in our community since at least 1986, with the first Volunteer Recognition Event being held on April 23, 1993 at the Garnet B. Rickard Recreation Complex. More than 90 volunteers received awards for their contributions and service to our community, and approximately 200 individuals attended the event. Traditionally an event was held once per term. Over the years, the event has grown and in February 2008, Council passed resolution #GPA- 108 -08 establishing that the Municipality of Clarington Volunteer Recognition event be held every four (4) years to coincide with the Term of Council, in the second year of the Term. An event was held in 2008 and 2012 recognizing volunteers, based on years of service, according to Council's direction. The 2012 event recognized a total of 114 recipients from 23 organizations with an estimated total 190 attendees. 1.2. New Direction In June, 2012, Council directed Staff to investigate the possibility of holding the event annually. Staff prepared Report CLD- 026 -13 providing research and five options for an event. When considering this report, Council approved the following Resolution #GPA- 582 -13: THAT Report CLD- 026 -13, Clarington's Volunteer Recognition Program, be referred back to Staff to report back on costing for an Option 6, a volunteer celebration to be held every two years, with no awards, greetings, no guest speakers; and THAT recognition be accomplished through the volunteer yearbook and municipal website. As a result, Council approved Resolution #GPA- 018 -14, directing Staff to implement Option 6, as outlined in Addendum to Report CLD- 026 -13, to celebrate Clarington's volunteers with the first event being held in 2015. 13 -64 Municipality of Clarington Resort CLD- 009 -15 Paae 3 1.3. Details of New Direction (i.e. Option 6) As per Addendum to Report CLD- 026 -13, the following are the details of Clarington's Volunteer Recognition Program model with a volunteer "celebration" with no awards ceremony to be held every other year: • The Celebration shall be planned and organized by staff. • Invitations shall be sent to all known organizations serving Clarington. Each organization would determine who of their volunteers they wish to celebrate. • The maximum number of volunteers to be celebrated per organization is on a sliding scale where larger organizations would be permitted to invite more than the smaller organizations. • Those volunteers being celebrated will be published in a Volunteer Yearbook. • Guests will be welcomed by words of thanks by the Mayor or designate.. • The celebration event will be a mix and mingle format with hors d'oeuvres and refreshments. • During the celebration event, photos will be taken of volunteers for each organization. These group photos will be later compiled into the Clarington volunteer Yearbook. • Each volunteer being celebrated will receive a certificate of appreciation upon entering the event, and will be mailed a copy of the printed Yearbook. • The Yearbook will be published on the Clarington website and in the local newspapers, with involvement by the Communications and Tourism Division staff. 2. 2015 Volunteer Celebration Event 2.1. Budget During the budget deliberations of 2014, $10,500 was set aside for the volunteer event. This amount has been "brought-forward" to 2015 as most of the planning and expenditures will take place in 2015. 2.2. When, Where, How The 2015 Volunteer Celebration Event will be held on Wednesday, April 15, 2015, at the Garnet B. Rickard Recreation Complex. This date coincides with National Volunteer Week, which takes place April 12 -18, 2015. The theme of the event this year will be "Helping Hands ", with a garden party atmosphere. The event will start at 6:30 PM with cocktails. The Mayor has been asked to give a brief welcome, at 7:00 PM, and the rest of the evening will be a Mix 'N' Mingle event, with hors d'oeuvres and refreshments. 13 -65 Municipality of Clarington Report CLD- 009 -15 Pane 4 Staff have contacted over 225 volunteer organizations serving Clarington, seeking names of volunteers to be celebrated. We have also placed advertisements in local papers and on our website, www.clarington.net /volunteers, which also includes an online application form. Organizations Wth between one and 25 volunteers may celebrate up to five volunteers, and organizations in excess of 25 volunteers may celebrate up to ten volunteers. The deadline to submit a list of volunteers is noon on Monday, March 9th, 2015. Individuals must be members of, or assist with, the provision of services of the organization /agency, whose services benefit the quality of life in Clarington. If an individual receives payment for any services, they will not qualify for recognition. Although there is no age restriction to be recognized, volunteers must currently be active in their volunteerism. 3. Concurrence Not Applicable. 4. Conclusion This report is being presented for information purposes only. Staff looks forward to seeing Members of Council at the Volunteer Celebration Event. 5. Strategic Plan Application Not applicable. Submitted by: Z Reviewed b : Ann -Greentree Franklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: June Gallagher, Deputy Clerk, 905 - 623 -3379 ext. 2103 or jgallagher @clarington.net Attachments: None There are no interested parties to be notified of Council's decision. CAG /jeg 13 -66 i Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 - 623 -3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: COD - 003 -15 Resolution: File Number: By -law Number: Report Subject: Joint Health and Safety Committee — 2014 Summary Recommendations: 1. That Report COD - 003 -15 be received; and 2. That Council endorse the updated Health and Safety Policy E -5 and Policy Statement H -13 attached. 14 -1 Municipality of Clarington Report COD - 003 -15 Page 2 Report Overview Updating Council on the 2014 activities related to the Municipality's Joint Health and Safety Committee and the annual statistics. 1. Background Report COD - 003 -15 has been prepared to provide Council with the annual update of activities undertaken by the Joint Health and Safety Committee during the past year. The Occupational Health and Safety Act requires the Joint Health and Safety Committee provide the employer with an annual update if requested. This report also provides a summary of incidents and accidents that occurred in the workplace during 2014. 2. 2014 Highlights 2.1 Review and Update of Corporate Health & Safety Policies Work has been progressing throughout the year to review and update the Corporate Health & Safety Policies. The update and review process is ongoing in line with our continuous improvement plan. As part of this review is the Corporate Policy dealing with Harassment (Attachment #1) and the Health & Safety Policy Statement (Attachment #3). 2.2 WSIB Safety Group The Municipality is an active member of WSIB Safety Group initiative sponsored by Pubic Services Health & Safety Association. The goal of this group is to have each group member set targets to improve elements of their H &S Program. Clarington's successful participation in Safety Group in 2013 resulted us receiving a rebate cheque from WSIB in the amount of $21,711.14 in the fall of 2014. 2.3 2014 NEER Statement Results Throughout the course of the year, the WSIB monitors the number of reported incidents and accidents. Employers are required to advise the WSIB of any injury that requires medical aid and /or lost time. The cost value of these claims is reported back to the employer quarterly in the form of a NEER statement. NEER is referred to as the New Experimental Experience Rating. The individual employer's performance is measured through the WSIB Performance Index utilizing the previous four (4) year injury history and are used in part to assess the employer's annual premiums. A rating of 1.0 is neutral; above 1.0 requires addition premium surcharges to be paid by the employer; and a rating below 1.0, the employer receives a refund of premiums. These adjustments are in addition to the base rate group premium of $2.24 per $100.00 of earnings which applied for 2014. 14 -2 Municipality of Clarington Resort COD - 003 -15 Page 3 The Municipality has been notified by WSIB that the base rate group premium per $100.00 of earnings will increase to $2.88 for 2015 for all employers in our rate group (Government Services). Early estimates for 2015 indicate a WSIB premium increase of approximately $193,000 compared to 2014. The Board has stated that this increase is due to the projected claim costs of current and future illnesses covered by the presumptive legislation for Ontario Firefighters. In December 2014 we received the final NEER results for 2013 showing us in a surcharge situation. This indicated we were slightly over what our expected costs for the year. This was mainly the result of one lost time injury, where one of our workers was off work for approximately one month as a result of requiring .surgery to repair a muscle tear. Rebates /Surcharges are continually adjusted based on individual claim activity for the previous four years (2010 through to 2013). In December of 2014 we received our four year NEER summary statement: • For 2013 the surcharge was $33,479.79 • For 2012 the review /adjustment decreased our 2012 rebate by $716.60 • For 2011 the review /adjustment decreased our 2011 rebate by $544.67 • For 2010 the review /adjustment increased our 2010 surcharge by $2,985.05 3. Early and Safe Return to Work Program 3.1 All Departments continue to follow and have success with the Corporate Early and Safe Return to Work Program. In order to reduce lost earnings costs to the above noted NEER program, the WSIB encourages all employers to develop an Early and Safe Return to Work program. The purpose of this program is for the employer to work with the injured employee to return to work as soon as possible after experiencing a work - related injury. This Program /Policy was reviewed and re- circulated in 2014. 3.2 In most cases, employees who experience a work - related injury return to work within 24 hours and do not incur lost wages. However, in more serious injuries, employees may not be able to perform their normal duties. In the past, those employees would have remained off work until they were able to return to full duties. The Early and Safe Return to Work Program allows the employer to offer the employee alternate duties that would be meaningful to the employer, and not cause any further injury to the employee. By doing so, the employee returns to work earlier than they normally may; the employee does not collect WSIB payment for lost wages and the employer does not incur increased WSIB premiums and /or NEER Surcharges. 14 -3 Municipality of Clarington Report COD - 003 -15 Page 4 4. Activities 4.1 The Joint Health and Safety Committee (JH &SC) is co- chaired by Municipal staff representing both management and workers within the Municipality. The committee represents management workers, Canadian Union of Public Employees Local 74 (both Inside and Outside Workers) as well as the Clarington Fire Fighters Association Local 3139. 4.2 The committee currently consists of 14 members (members list; attachment #2) plus 15 alternate members who attend meetings in the absence of a JH &SC Member and assist with monthly facility inspections. 4.3 The municipal JH &SC members meet every month with the exception of July and August. All minutes are retained within statutory limits and current minutes are posted for all staff on the Health and Safety Boards located at every workplace within the Municipality. A typical agenda will include: • Agenda Review • Introduction of Guests • Department Head Presentation • Approval of Previous Minutes • Business Arising from Minutes • Review of Previous Month Workplace Inspections. • Current Workplace Inspections • Accident / Injury Statistics Review • New Business - Departmental Health /Safety Updates • Workplace Inspection Assignments 4.4 The JH &SC members also conduct monthly inspections of Municipal workplaces. On a monthly basis, there are at least fourteen inspections carried out by the JH &SC. The Occupational Health and Safety Act (OH &SA) states that all facilities must be inspected monthly; and where it is not practical to for a complete inspection, at least part of the facility must be inspected. In addition the requirement to inspect municipal work sites, all other municipally owned facilities (Board operated community centres) are inspected at least once per year. Inspection forms are also retained and the current forms posted on the JH &SC Boards for staff information. 4.5 Beginning in 2013 and completed in 2014 staff occupying supervisory rolls (Managers, Supervisors, Lead Hands, Captains, Acting Captains and Eligible Acting Captains) completed Supervisor Health & Safety training. This is a result of the Ontario Government requirement of mandatory Health & Safety training for Supervisors and Workers. This training continued in 2014 for all other staff by way of the 'worker training module. This training is now a requirement of our New Employee Orientation Training. 4.6 In May and June of 2014 we conducted Audiometric Screening for 118 employees through a workplace medical company. This screening is made available to any worker who is regularly exposed to noise levels in excess of 85dBA as measured in our noise 14 -4 Municipality of Clarington Report COD -003 -15 Page 5 surveys. Results of the screening are specific to the individual worker, are considered confidential and sent directly to the worker after being reviewed by the workplace medical company's in house audiologist. Workers compare the screening results from previous tests looking for any type of change in their hearing and if required are advised to take the results and discuss them with their own Doctor. Feedback from workers will indicate the performance of our Hearing Conservation Program. 5. 'Incidents and Accidents 5.1 Incidents and accidents are tracked and reported on a monthly basis to the Health & Safety Committee. The statistics are used to identify trends and opportunities. improvement for training. Overall the total number of incidents in 2014 remained the same as in 2013 at 66. Incidents include lifts, slips, falls, minor cuts and burns etc. 5.2 The Workplace Safety & Insurance Board (WSIB) requires employers to report a work related accident if the employer learns that a worker required health care and /or; is absent from work, earns less than regular pay, requires modified work at less than regular pay, or the worker does not receive medical attention but requires modified work for more than seven calendar days following the date of the accident. Employers are not required to report a work related accident if the worker receives only first aid. The Municipality's reportable accident rate remained virtually the same in 2014 as compared to 2013 as shown in the chart below. REPORTS TO WSIB 2013 2014 Medical Aid 18 18 Lost Time 6 7 TOTAL 24 25 These 25 reported injuries are included in the statistics total noted in 5.1 5.3 WSIB Presumptive Claims (applicable only to Fire .Fighters, including volunteers) WSIB Presumptive Claims Under Review Approved 2012 1 2014 1 2015 (to date) 1 6. Comments 6.1 Support for the Health and Safety Program within the Municipality has been endorsed by all staff from the part -time occasional staff member to full time staff, supervisors, managers, department heads, CAO and Council. This support has been demonstrated 14 -5 Municipality of Clarington Report COD - 003 -15 Page 6 by our ongoing annual Neer rebates helping to reduce WSIB costs. Continued support for staff training programs and awareness will continue to reduce injuries and costs within the workplace. 7. Proposal Not Applicable. 8. Concurrence This report has been reviewed by Mike McCron and Marc Ladouceur Joint Health and Safety Co- chairs. 9. Strategic Plan Application Not Applicable. Submitted by: �'f'� -� Reviewed by: rie Marano, H.B.Sc., Director of Corporate Services/ Human Resources Franklin Wu Chief Administrative Officer Staff Contact: Mike McCron, Health & Safety Coordinator 905 - 623 -3379 ext. 2204 or mmccron @clarington.net Attachments:. Attachment 1 — Policy E -5 Workplace Harassment - 2014 Attachment 2 — Joint Health & Safety Committee Members — 2014 - 2015 Attachment 3 — Health and Safety Policy Statement - 2015 . MM /MM /gj 14 -6 Municipality of Clarington Corporate Policy POLICY TYPE: POLICY TITLE: POLICY #: POLICY APPROVED BY: EFFECTIVE DATE: REVISED: APPLICABLE TO: Attachment 1 to Resort COD - 003 -15 Working Conditions and Programs Harassment E5 Chief Administrative Officer April 28, 1997 October 14, 2014 All Employees and Elected Officials The Corporation of the Municipality of Clarington is dedicated to providing a healthy and safe work environment. Acts of workplace harassment by staff, volunteers or visitors will not be tolerated. The Municipality of Clarington has a zero tolerance policy regarding workplace harassment. Any violation of the policy will be investigated and may result in disciplinary action up to and including termination with cause. Violence in the workplace is dealt with under a separate Health & Safety Policy (H -8 Workplace Violence). 1. Purpose: a) To convey the Municipality's commitment to maintaining a workplace free of harassment. b) To ensure employees know what to do if he /she has been harassed or accused of harassing another individual, and are aware of their responsibilities in maintaining a harassment free workplace 2. Definitions 2.1 Workplace: any location where business of the Municipality is being conducted such as offices and buildings of the Corporation. The workplace includes cafeterias, washrooms, locker rooms, work sites, on -road .municipal vehicles and personal vehicles while occupied by municipal employees during travel for the purpose of municipal 14 -7 Municipality of Clarington am Attachment 1 to Report COD - 003 -15 business, during regular or non - regular hours as required. Harassment that occurs outside the workplace but which has repercussions in the work environment, adversely affecting employee relationships, may also be defined as workplace harassment, with each situation to be evaluated on its own merit. 2.2 Harassment: means engaging in a course of vexatious comments including electronic means of communication or conduct by an employer, someone acting for the employer or co- worker towards any other employee which is intimidating, annoying or malicious and may relate to race, ancestry, place of origin, colour, ethnic origin, citizenship, religion /creed, sex, sexual orientation, age, record of offences (provincial offences and pardoned federal offences), marital status, family status or handicap, against a worker in a workplace that is known or ought reasonably to be known to. be unwelcome whether intended or not. 2.3 Harassment is further explained as follows; a) Sexual Harassment: • Sexual advance or solicitation by a person who is in a position to grant or deny a benefit to another. • Reprisal or threat of reprisal by a person in a position to grant or deny a benefit to a person who has rejected his or her sexual proposition • Unnecessary or unwanted physical contact, ranging from touching, patting or pinching to physical assault • Leering or other suggestive gestures • Unwelcome remarks, jokes, suggestions or insults about a person's physical appearance, attire or sex • Displaying, sending or communicating electronically or by any other means pornographic pictures or other offensive, sexually explicit material • Practical jokes of a sexual nature, which cause awkwardness or embarrassment • Demands or requests for sexual favours, particularly by a person who is in a position to grant or deny a benefit • Compromising invitations Attachment 1 to Municipality of Clarington Report COD - 003 -15 b) Discriminatory Harassment: • Unwelcome remarks, jokes or insults about a person's racial background, colour, place of birth, ancestry or citizenship • The displaying of racist, derogatory or otherwise offensive material • Insulting gestures or practical jokes based on racial or ethnic grounds which cause embarrassment • A refusal to converse or work with an employee because of his or her racial or ethnic background • Any other situation as defined by the prevailing Human Rights Code c) Workplace Harassment • Physically abusive or aggressive behaviour such as pushing, hitting, finger pointing or standing close to the victim in an aggressive manner • Using intimidating or disrespectful body language • Verbally abusive behaviour such as yelling, insults, intimidating comments and name calling • Spreading malicious rumours • Excluding or ignoring the victim • Making little or no eye contact with the victim and refusing to engage in common pleasantries • Sabotaging the victim's work or claiming credit for it • Reportedly blaming others for mistakes • Making false allegations in memos or other documents • A supervisor undermining the victim's efforts by setting impossible goals and deadlines and impeding an employee's efforts at promotions or transfers • Persistent excessive and unjustified criticism and constant scrutiny by a supervisor 2.4 Examples that do not constitute Workplace Harassment, providing they are undertaken without malice or intent to intimidate or undermine; performance reviews work assignments 14 -9 Attachment 1 to Municipality of Clarington Report COD - 003 -15 • work evaluation • disciplinary measures taken by the employer for valid reasons • normal workplace conflict that may occur between individuals, or differences in opinion between co- workers • requesting medical documentation in support of an absence from work 3. Policies: a) The Corporation of the Municipality of Clarington, CUPE Local 74 and the Clarington Fire Fighters Association, Local 3139 supports and recognizes their obligations regarding the right for every employee to work in a harassment free environment, as specified in the prevailing Ontario Human Rights Code and the Occupational Health & Safety Act. b) In keeping with its legal and social responsibilities as an employer, the management of the Corporation shall treat any complaint of harassment as a serious matter. c) No employee shall be harassed because of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, creed, sex, sexual orientation, age, record of offences (provincial offences and pardoned federal offences), marital status, family status or disability. d) A spirit of fairness to both parties must guide the proceedings. This includes the respondent's right to know both the allegations and the accuser and the rights of both parties to a fair and impartial investigation and possibly a hearing. e) Confidentiality will be maintained to the best of management's ability. Any employee who is the subject of a complaint shall be informed of the complaint as soon as reasonably possible. The complainant who wishes to seek a remedy or a sanction through this procedure must be prepared to be identified to the respondent which will be undertaken with efforts to maintain respect for all involved in the situation. All involved in the process are requested to maintain confidentially. f) This policy provides that the complainant not be compelled to proceed with the complaint unless the situation warrants as determined by management. It further provides the complainant with the right to withdraw a complaint at any point up to the final disposition of the matter. Based on knowledge obtained, the Corporation may be required to proceed with the investigation and report without the complainant's direct involvement. 14 -10 Municipality of Clarington Attachment 1 to )ort COD - 003 -15 g) The respondent is entitled to a specific disposition of the issue as appropriate to the situation and findings. h) The final result or discipline if any, enforced as a result of the complaint need not be shared with the complainant. i) Every effort must be made by all parties to stop the harassment immediately. j) Any employee may at any time throughout the process seek advice or assistance from the Ontario Human Rights Commission. 4. Procedures: The Complainant: Any person who believes he /she is being harassed by another person is advised to take the following measures: Step #1 — Ask the harasser to stop: - Inform the harasser that his or her behaviour is unwelcome. An individual (although he or she should know better) may not realize that he or she is being offensive. A simple chat may resolve the problem. If the person refuses to cooperate, remind him or her that such behaviour is against Municipal policy. If the employee feels uncomfortable asking the harasser to stop, assistance or intervention by Human Resources may be sought. Step #2 — Keep a record of the harassment: - When did the harassment start? (E.g. dates, time, locations). What happened? Were there any witnesses? Were there any threats or reprisal? What was your response? Failure to keep a diary of the events will not invalidate your complaint. A record will, however, reinforce it. Step #3 — Lodge a complaint: a) If the harassment, despite your efforts to stop it, continues, you should report the problem to your Supervisor, Department Head or, a designate from Human Resources. If the offending person is the designate from Human Resources, the complaint should be taken directly to the Chief Administrative Officer or designate. If the offending person is the Department Head, the complaint shall be reported to Human Resources 14 -11 Attachment 1 to Municipality of Clarington Report COD - 003 -15 who will bring this matter to the CAO. If the offending person is the CAO, the Human Resources designate has the ability to advise Council in a confidential report. b) If the complaint is against a member of Council, an independent investigation will be conducted, with the report going to the CAO, who is authorized to advise Council of the independent results. c) Once the complaint is received, if verbal, Human Resources will document the events as communicated. If the compliant is in writing-the date and time received will be recorded. Both parties may have a copy of the complaint, but Human Resources will retain all formal records. d) Where a manager or supervisor initially receives the official complaint, it is his /her responsibility to ensure that the designate from Human Resources and the Department Head is notified about the complaint as soon as reasonably possible. The designate from Human Resources is then responsible for assessment and initiation of an investigation. e) The designate from Human Resources will acknowledge receipt of a complaint as soon as reasonably possible to the Manager /Department Head /Complainant/Alleged Harasser. f) The Department Head and the CAO will be kept apprised of the process as to the appropriate steps throughout the process. Human Resources: Human Resources with assistance from the Health & Safety Coordinator if requested shall take the following steps: Step #1 — Investigation of Complaint will be conducted by Human Resources or by Independent investigator as appropriate to the circumstances as determined by Human Resources. a) Fact finding i) A confidential interview with relevant parties will be conducted to obtain information and clarify the details of the reported incident. Both parties will have an opportunity to identify witnesses or others who may be interviewed. Where 14 -12 Municipality of Clarington Attachment 1 to Report COD - 003 -15 witnesses are not identified, or where otherwise appropriate, co- workers or other individuals may be interviewed. All interviews will be conducted in a confidential manner. ii) The results and conclusions of the investigation will be documented after interviewing the complainant, respondent and any other relevant witnesses including co- workers if necessary. Complainant and /or respondents may be asked to verify, documentation. Where appropriate and necessary, the investigator may contact the Ontario Human Rights Commission or independent investigation firms for advice or assistance. b) Preliminary findings i) Where the information revealed early in the investigation suggests a reasonable possibility of a resolution, an early settlement may be proposed prior to conducting the entire investigation. ii) Where appropriate, a meeting may be convened with the parties (either individually or collectively as appropriate) involved to discuss preliminary findings of the investigation and inform participants of the possibility and nature of early settlement and the reasons. iii) This stage allows all parties to become aware of the tentative findings and presents an opportunity, based on the information, to resolve the matter upon agreement of all parties without further investigation. iv) Where agreement is reached and the matter deemed resolved, a summary report will be prepared for the Chief Administrative Officer and appropriate Department Head. v) In situations where both parties agree on a settlement but Human Resources deem the situation could pose a risk of further action, danger or legal outcome, Human Resources will make recommendations to the CAO regarding acceptance of the proposed settlement or proceeding further. c) Further investigation i) Where, as a result of preliminary findings, a resolution cannot be proposed or achieved, or where the designate from Human Resources determines that file 14 -13 Attachment 1 to Municipality of Clarington Report COD - 003 -15 closure at this point would not be appropriate, further investigations will be conducted. d) Notification and discussion of results i) The designate from Human Resources will subsequently schedule meetings with the complainant, alleged harasser, Department Head and /or Chief Administrative Officer where necessary, to present and discuss the findings and conclusions of the investigation. Separate meetings may be convened if necessary and all parties have a right to be represented. e) Report of Findings i) A written general summary of the complaint and results of the investigation will be provided to the Chief Administrative Officer, Director of Corporate Services /HR, Department Head the complainant and the respondent as they are affected by the outcome. Documents are retained by Human Resources and detailed notes are not provided to complainant or respondent. ii) The final full report will not be released to complainant or respondent or other party involved unless extenuating circumstances dictate, or there is a legal requirement to release the report. f) Disciplinary measures i) If there is evidence of harassment, disciplinary measures will be taken by the Department Head, in consultation with the. Director of Corporate Services /HR and the Chief Administrative Officer as appropriate. Such discipline may include suspension or discharge. Documentation regarding the disciplinary action will be placed in the employees personnel file. g) Malicious complaints i) Where, as a result of an investigation, it is determined that the complaint was made maliciously — with a specific and directed intent to harm, or made in bad faith with reasonable knowledge of any intent to harm, formal disciplinary actions may be taken against the complainant, after consultation with the Department Head, Director of Corporate Services /HR and /or CAO as 14 -14 Municipality of Clarington Attachment 1 to Report COD - 003 -15 appropriate. Documentation regarding the disciplinary action will be placed in the employee's personnel file. Step #2 — Preventing a Re- Occurrence a) If the complaint is found to be not supported, no documentation of the complaint will be placed in the employee file of the respondent, unless the respondent requests a letter of clearance stating the claim was unfounded be placed into their employee file. Human Resources wili'maintain all records. b) It is the responsibility of the Department Head and Supervisors to make all reasonable efforts to ensure that workplace harassment does not occur and that there is no retaliation for having made a good faith complaint in his or her department. The Respondent: a) Assess your behaviour seriously. Understand that even if you did not intend to offend, your behaviour has been perceived as offensive. Be aware that the test of harassment is not whether you intended to offend, but whether a reasonable person ought to have known that the behaviour, comments or conduct were unwelcome. b) Cease the behaviour that the person finds offensive or unwelcome. Failure to cease this behaviour will leave you more vulnerable to a formal complaint, which could lead to disciplinary actions. c) If you believe the complaint is unfounded, discuss the matter with your supervisor and /or Department Head or Human Resources. d) You are entitled to know the allegations against you and to have an opportunity to respond. e) Document your version of the alleged incident including times, places, what happened and any witnesses. D Cooperate with any investigation undertaken to resolve the matter. 14 -15 Attachment 2 to Municipality of Clarington Report COD - 003 -15 s JOINT HEALTH AND SAFETY COMMITTEE MEMBERS 2014 -2015 (All phone numbers are Area Code 905) NON - AFFILIATED MEMBERS ALTERNATES Ext Ext Mike McCron * *(M) 6233379 Nancy Taylor (M) 6233379 Corporate Services —1St Floor MAC X2204 Finance —1St Floor MAC X2602 Len Hunter (M) 4351061 Mark Berney **(F) 6233379 Community Services — SCA x222 Emergency Services — HQ X2803 Rob Groen * *(M) 623 -3379 Jenny Bilenduke * *(M) 6233379 Operations — Building Services' x2920 Engineering — 3rd Floor MAC X2301 Marie Marano (M) 6233379 Lockie Longhurst * *(M) 263 -2291 Corporate Services- 1 st Floor — MAC X2202 Operations — Hampton X535 Lori Gordon * *(M) 623 -3379 Ken Ferguson (M) 623 -5728 Finance —1St Floor MAC X2604 Community Services - RRC x630 Gord Weir * *(F) 623 -3379 Gerry Jordan (M) 6233379 Emergency & Fire Services — HQ X2802 Corporate Services —1St Floor MAC X2201 Lisa Wheller (M) 623 -3379 Steve,Myers * *(M) 435 -1061 Corporate Services —1St Floor MAC X2205 Community Services — SCA x230 AFFILIATED MEMBERS ALTERNATES Marc Ladouceur** Co -Chair 623 -5126 Aidan McConkey (F) 623 -5126 Emergency & Fire Services Emergency & Fire Services Dan Worrall ** 623 -5126 Stewart Richardson 623 -5126 Emergency & Fire Services Emergency & Fire Services Paul Neto ** 6233379 Mike Bourke ** 263 -2291 Operations - Basement - MAC X2922 Operations - Hampton Chris Welsh ** 623 -5728 Tara Lee Sellick 623 -3379 Community Services — G.B. Rickard Community Services — 3rd Floor MAC X2505 Ian Laflamme 987 -5667 Tim Welsh 623 -3379 Community Services - NDRC Operations — Building Services X2925 Michael Ste.Croix 623 -3379 Bob Stiles 623 -3379 Finance - MAC X2615 Operations — Building Services X2921 Tom Stout 263 -2291 Adrian Coolen ** 6233379 Operations - Hampton Engineering - 3rd Floor MAC X2316 Secretary Alternate Michelle Chambers 6233379 Gerry Jordan 6233379 Clerk's — 2nd Floor - MAC X2106 Corporate Services — 1St Floor MAC X2201 14 -16 Attachment 2 to Municipality of Clarington Report COD - 003 -15 Advisor Franklin Wu — CAO CAO's Office — 3rd Floor - MAC 6233379 I X2002 Meeting Quorum: 5 Affiliated and 4 Non - Affiliated Members and/or Alternates * Certified Members - Part 1 Effective Date: January 2014 ** Certified Members — WPS (Bold) JAHEALTH & SAFEMCommitteeWHSC Members.doc 14 -17 Attachment 3 to Municipality of Clarington Report COD - 003 -15 POLICY TYPE: POLICY TITLE: POLICY #: POLICY APPROVED BY: EFFECTIVE DATE: REVISED: APPLICABLE TO: Leading Health and Safety Health & Safety Policy Statement H -13 Chief Administrative Officer February 28, 2006 January 9, 2015 All Employees The Municipality of Clarington is committed to the protection of our employees and property from accidental loss. We believe that this is critical to the success of our business and our goal is zero incidents of injury, illness or damages. We believe an accident free workplace is possible, The Health and Safety of -our employees is of the utmost importance in all of our operations, and is a shared responsibility, which must be accepted by everyone in our workplace. A successful safety program and a safe workplace depends on concern and commitment from all personnel. The responsibility for Health & Safety ultimately rests with senior management, but managers and supervisors at all levels will be held accountable for the safety performance of their employees, However, all employees have the responsibility of working safely and protecting the lives and health of themselves and their fellow workers. Being alert to unsafe conditions or practices, looking out for fellow employees and reminding them when they do something unsafe, as well as reporting unsafe conditions is imperative, if we are to achieve our goal. In support of these beliefs, we must accept our responsibilities to minimize risk and injuries to our fellow workers, the public we proudly serve, and to ourselves. Health & Safety must be in our thoughts 24 hours a day, seven days a week. We must meet, and wherever possible exceed, the requirements of all applicable health and safety legislation /regulation, our own standards and work procedures, along with applicable industry standards. Contractors will be held accountable for all infractions of their workers. Contractors and their workers who do not follow the Health & Safety program of the Municipality of Clarington will be asked to leave the work site. By accepting these responsibilities and through active participation and co- operation we will together achieve our goal for a safe, healthy and productive work environment. Our Health and Safety Program Manual and policies will be subject to annual review. For The Municipality Franklin Wu, Chief Administrative Officer 14 -18 For The Joi�t t.Healfi & Safety Committee Mike McCron, Non Affiliated Co -Chair lV:. Marc LadQ ur, Affiliated Co -Chair Clariiwn Memo Clerk's Department If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. To: Mayor Foster and Members of Council From: June Gallagher, Deputy Clerk Date: February 20, 2015 Subject: General Purpose &Administration Committee Meeting Agenda — February 23, 2015 — 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, February 23, 2015: 13. Municipal Clerk's Department b) Report CLD-008-15 —Changes Page 7 — "Darlington Site Committee" has been renamed to "Darlington Nuclear Community Advisory Committee" Deletion of "Durham Strategic Environmental Alliance" The Durham Strategic Environmental Alliance is currently on hiatus and the Clarington Board of Trade confirms that there is no need to appoint a Council Representative to the Durham Strategic Environmental Alliance. 21, Confidential Reports - Addition b) Verbal Report ZEP Wind Farm Ganaraska ERT Appeal Attached please find the Final Agenda. (Attachment#1) June Gallagher, Deputy Clerk JEG/mc c: F. Wu, Chief Administrative Officer Department Heads ATTACHMENT#1 TO UPDATE MEMO Ciffhigon FINAL General Purpose and Administration Committee Agenda Date: February 23, 2015 Time: 9:30 AM Place: Council Chambers If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Audio Record: The Municipality of Clarington makes an audio record of General Purpose and Administration Committee meetings. If you make a delegation or 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 a. Minutes of a Regular Meeting of February 2, 2015 4-1 5. Public Meetings a. Application for a Proposed Zoning By-law Amendment 5-1 Applicant: Sharon Melville Report: PSD-012-15 b. Application for a Proposed Zoning By-law Amendment 5-3 Applicant: Dr. R.J.C.G. Inc. Report: PSD-013-15 6. Delegations 6-1 a. Mary-Anne Pietrusiak, Epidemiologist, Region of Durham Health Department, Regarding the Launch of Health Neighbourhoods b. Kerri King, Tourism Manager, Region of Durham, Regarding the Durham Festival Corporation of The Municipality of Clarington 40 Temperance Street,'Bowmanville, Ontario L1 C 3A6 905-623-3379 i i G.P. & A. Agenda 2 February 23, 2015 7. Presentations No Presentations 8. Planning Services Department (a) PSD-012-15 A Rezoning Application by Sharon Melville to Replace 8-1 Two Existing Dwellings with One New Detached Dwelling within the Floodplain of the Soper Creek (b) PSD-013-15 An Application by Dr. R.J.C.G. Inc. to Rezone Lands 8-8 at 2021 Green Road for a Mixed Use Building 9. Engineering Services Department No Reports 10. Operations Department (a) OPD-001-15 2014 Winter Budget Report10-1 11. Emergency and Fire Services Department No Reports 12. Community Services Department (a) CSD-001-15 Community Services – 2014 Year End Review 12-1 13. Municipal Clerk’s Department (a) CLD-006-15 Procedural By-law and Related Policies – 13-1 Improvement and Efficiency Amendments (b) CLD-008-15 Appointments to Various Boards & Committees – 13-54 2015-2018 (c) CLD-009-15 2015 Volunteer Celebration Event 13-63 14. Corporate Services Department (a) COD-003-15 Joint Health and Safety Committee – 2014 Summary 14-1 15. Finance Department No Reports G.P. & A. Agenda 3 February 23, 2015 16. Solicitors 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-004-15 Clarington v. Waste Management of Canada Claim for Royalties (b) Verbal ZEP Wind Farm Ganaraska ERT Appeal Report 22. Adjournment r PUBLIC MEETING Application By: Sharon Melville The rezoning application is to replace two existing dwellings with one new detached dwelling within the floodplain of the Soper Creek Clarington Planning Services Department Background Early discussion with the Conservation • Authority A Pre consultation Meeting for the Rezoning • Application was received Nov. 24, 2014 • Policy Framework Provincial Policy Statement • Durham Regional Official Plan • Clarington Official Plan • Public Comments Public Meeting was advertised on site • and notices were mailed Nocomments from the Public to Date • Agency/Departmental Comments Conservation AuthorityDurhamClarington 4 Regulatory RequirementsWorksEngineering ••• Permit RequiredPlanningBuilding ••• Minimal Filling PermittedOperations •• Emergency & Fire • Planning • Conservation Authority Durham Clarington 4 Regulatory Requirements • Works • Engineering • Permit Required • Planning • Building • Minimal Filling Permitted Operations r Emergency & Fire Or• Planning Sowmanville Zoo Entrance . strE? et fast Driveway Existing House Proposed Garage Existing House Proposed House unit Cla'r 0- PUBLIC MEETING Application By: Dr. R.J.C.G. Inc. To permit a three-storey, mixed-use building with commercial and residential uses. 2021 Green Road, Bowmanville Clarington Planning Services Department Proposal Proposed Three-Storey, Mixed-Use Building Background and Context Bowmanville West Town Centre Low Rise High Density Residential Community Facility General Commercial STEVENS ROAD STREET-RELATED COMMERCIAL Public Comments Privacy Property Values • • Noise Pedestrian Environment • • Garbage • Highway 2 Streetscape Proposal Xxx Health Neighbourhoods Xxx in Durham Region Presentation to Clarington Council Mary-Anne Pietrusiak, Epidemiologist Durham Region Health Department February 23, 2015 The Health Neighbourhoods Project durham.ca/neighbourhoods Example of an Indicator Summary –4 pages with map, tables and notes Example of an Neighbourhood Profile –4 pages with tables on first 3 pages and descriptive map on last page. The Map Viewer 7 EDI indicators on school readiness, 3 indicators from Kindergarten Parent Survey Some General Findings Xxx Xxx Young families most concentrated in north and east Ajax,  north Whitby, north Oshawa, and north Bowmanville. Income has a big impact on health. Neighbourhoods with the  lowest incomes tend to have poorer health. Rural Neighbourhoods have lower birth rates, smaller  populations of young children, more seniors, and fewer visible minorities and recent immigrants. They also have higher rates of enteric diseases and emergency department visits for injuries. Adults tend to eat more vegetables and fruit. Some indicators show striking east-west differences. West has  higher populations of recent immigrants and visible minorities, higher income levels, and longer commutes to work. East Durham Region residents are more likely to have an injury that results in an emergency department (ED) visit, and babies with a birth weight that is too high. Higher ED visits, particularly in Bowmanville, may reflect that  people in some areas are more likely to go to a nearby ED than physician office or walk-in clinic. Using the Information Xxx Xxx Helps to target programs, e.g. smoking cessation.  Helps identify priority populations and address the  social determinants of health. Increases awareness of how the neighbourhood  can affect health. Facilitates liaising with other Departments and  community partners. Kick starts initiatives:  Ajax-Pickering Early Childhood Development  Coalition Health Department working with Clarington  health care providers on appropriate weight gain in pregnancy Summary Xxx Xxx First time comprehensive health information has  been available publicly at Durham Region Neighbourhood level. The project provides information to help support  strong, safe and equitable Neighbourhoods and improve the health and well-being of all residents. Provides the health & social service  organizations, municipalities and communities with information they need to take action. We welcome you to explore the Health  Neighbourhoods website and maps at durham.ca/neighbourhoods. Xxx Xxx Mary-Anne Pietrusiak mary-anne.pietrusiak@durham.ca 905-668-4113 ext3185 Early Development Instrument [EDI} + 444% Kindergarten Parent Survey 0 Parent -rated health of SK children ' di 0 SK children walking or biking to 0 68.3%-75.7% school M I Neighbourhood Boundaries h Child -friendly neighbourhood 444% - 677% 68.3%-75.7% 768% - 803% 806% - 875% 878% - 926% Indicator Surnma Q Description: Percentage ofsenior kindergarten children whose parents considertheir neighbourhood to be child -friendly. Data source: Senior Kindergarten Children Living in a Child - Friendly Neighbourhood (21312): Source Kindergarten Parent Survey (KPS), 21)12, Durham Region. For any inquiries regarding the interactive map or -data please contact Corporate GIS CNY. I 7pni inrjir-n+nrc on iool readiness, idicators from dergarten -ent Survey W Senior Idodergarten Children Living in a Child -Friendly Neighbourhood (a_ Self -rated health []i Self -rated health, ages 18+ Life Expectancy Births Teen Pregnancy Breastfeeding well -Baby Visit Asthma in Children Injury Smoking Obesity Vegetable and Fruit Consumption Alcoholuse Physical activity Immunization Cardiovascular Disease Infectious Diseases Neighbourhood Boundaries Self -rated health, ages 18+ ■ 36.7%-54.3% ® 54.5%-58.6% ❑ 59.3%-6t.8% LC 62.1%-64.9% .l 652% - 69.0% o� j 't v®ol�n Toronto Self-RatedHealth as E ce__eai o� Ve: Good, Ages 18+YeaM (200}201;,):... Points of Interest Demographics EarlyChild Development -1 Health IN Healthleighbaurhlcds smoldng Q Smoking, ages i8+ Obesity Vegetable and Fruit Consumption Alcohol use Physical activity Immunization Cardiovascular Disease Infectious Diseases Neighbourhood Boundaries N Smoking, ages 18+ 8%-12-8% LI`�J 12-9%-15.7% LIQ 15-8%- 18.4% hill 18.5%-23.4% hill 23.7%-34.3% LData not releaseable due to l small numbers Indicator 5ummary �'+J� Description: Percentage ofadults aged 18 or older who smoke occasionally or daily. Data Source: o o. ilan Smoking Rate, Ages 18+Years (20o9 -N13): Source: Durhamdata - Rapid Risk Factor ULA t� J a Bowmanville South (C3) , Clarington Percentage of smokers Bowrnanville South: 24% Clarington: 19% Durham Region: 18% Bowrnanville South Profile J ClarinClarin tion ProfleProfle Smolaug Rate, Ages 18+years (200 2013): Source: Durham da-.. Rap,,, HEALTH DEPARTMENT Some General Findings ✓ Young families most concentrated in north and east Ajax, north Whitby, north Oshawa, and north Bowmanville. ✓ Income has a big impact on health. Neighbourhoods with the lowest incomes tend to have poorer health. ✓ Rural Neighbourhoods have lower birth rates, smaller populations of young children, more seniors, and fewer visible minorities and recent immigrants. They also have higher rates of enteric diseases and emergency department visits for injuries. Adults tend to eat more vegetables and fruit. Some indicators show striking east -west differences. West has higher populations of recent immigrants and visible minorities, higher income levels, and longer commutes to work. East Durham Region residents are more likely to have an injury that results in an emergency department (ED) visit, and babies with a birth weight that is too high. Higher ED visits, particularly in Bowmanville, may reflect that people in some areas are more likely to go to a nearby ED than physician office or walk-in clinic. HEALTH DEPARTMENT ",*an Using the Information ✓ Helps to target programs, e.g. smoking cessation. ✓ Helps identify priority populations and address the social determinants of health. Increases awareness of how the neighbourhood can affect health. Facilitates liaising with other Departments and community partners. Kick starts initiatives: Ajax -Pickering Early Childhood Development Coalition Health Department working with Clarington health care providers on appropriate weight gain in pregnancy HEALTH DEPARTMENT Summary ✓ First time comprehensive health information has been available publicly at Durham Region Neighbourhood level. ✓ The project provides information to help support strong, safe and equitable Neighbourhoods and improve the health and well-being of all residents. ✓ Provides the health & social service organizations, municipalities and communities with information they need to take action. We welcome you to explore the Health Neighbourhoods website and maps at d u rham . ca/neighbourhoods. HEALTH DEPARTMENT Mary-Anne Pietrusiak mars-anne. pietrusiakCa-)-durham.ca 905-668-4113 ext 3185 ffw mv is presented by Durham Tourism Introducing Durham Festival! WHEN Thursday, August 13—Sunday, August 16, 2015. What Durham Festival is a celebration of culture, showcasing food, concerts, cycling, innovation, performancesand creative expression of all kinds. This is Durham like you’ve never seen it before: united within a lively celebration of the diverse communities that call our region home. The four festival pillars are connection, inclusion, collaboration and unity. Who Everyone is welcome to take part! In this first year, the festival team is led by Durham Tourism and a small committee, with extensive support from Durham’s eight municipalities, along with local organizations and businesses. Smaller festivals and events are encouraged to join in! Why This is our chance to offer visitors a glimpse into the best Durham has to offer.With millions of eyes on the area as Ajax, Whitby and Oshawa host aspects of the Pan Am/Parapan Am Games, Durham Festival will begin as the games come to a close, keeping the momentum alive. Planning is underway! Planning is underway! Stay tuned for our full event roster, complete Stay tuned for our full event roster, complete with event dates, times and locations. with event dates, times and locations. Meanwhile, here’s just a taste of what’s in store:Meanwhile, here’s just a taste of what’s in store: Elevation2015 A lifestyle event on road cycling at the Ajax Convention Centre. Creek-side Picnic in Clarington Good food and youth art adventures mingle along the Soper Creek Valley Trail. Woodland Disco & Night Market in Oshawa The lush ravine trails will be lit up with excitement! Eat and dance the evening away. Whitby Waterfront Celebration Come on down to the lake for family fun, live entertainment and fireworks at dusk. Taste Ajax Delight in goodies from local restaurants, explore bike paths, and enjoy gourmet foods trucks, craft beer, and an artisan market. Performance in Pickering Experience the magic of Dusk Dances and Driftwood theatre in the park, plus have fun in the Nautical Village and along the Waterfront Trail. North Durham Village Learn about our historic downtowns. Then, take a rural tour northward and experience it for yourself! Ride4United Way Gran Fondo Hop in the saddle for this epic bike ride and fundraiser that will get you moving across the region. Ways to get involved! There are several ways to get involved: Sponsorships Find out how your business can partner with Durham Festival to provide essential support, engage employees and reach your audience. Take part Are you an artist, entertainer or part of an organization? Submit your creative idea for Durham Festival programming. Volunteer Donate your time, energy and skill alongside like-minded people. Have fun and make a difference in your community. Spread the word Connect with Durham Festival on Instagram, Facebook and Twitter, or check out the festival blog. Get the latest news and share with friends. Thank you for your interest.Thank you for your interest. Acelebrationof culture& creativity inDurhamRegion We hope to hear from you soon!We hope to hear from you soon! Stay in touch We’d love to hear your questions and suggestions! Please contact us any time. Kerri King Tourism Manager Regional Municipality of Durham kerri.king@durham.ca 905-431-5988 Alison Kahnert Event Manager alison@durhamfestival.ca 289-927-5920 durhamfestival.ca